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February 8 2017_Board_Agenda_Packet
}�'�c.. Call To Order Invocation AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, FEBRUARY 8, 2017 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 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 and F) Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes: (See Attached) 1. Budget Work Session, January 18, 2017. County Officials: 1. Presentation of Resolution of Appreciation of Robert A. Hess. 2. Committee Appointments. (See Attached) D D 3. Performance Agreement and Resolution for American Woodmark Corporation. (See Attached) ------------------------------------------------------- - - - - -- C AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, FEBRUARY 8, 2017 PAGE 2 Committee Reports: 1. Human Resources Committee. (See Attached) 2. Transportation Committee. (See Attached) 3. Public Works Committee. (See Attached) Board Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjourn 0 E F FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES Budget Work Session January 18, 201.7 A Budget Work Session of the Frederick County Board of Supervisors and Finance Committee was held on Wednesday, January 18, 2017 at 8:05 A.M., in the First Floor Conference Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Charles S. DeHaven, Jr.; Vice - Chairman Gene E. Fisher; Blaine P. Dunn; Bill M. Ewing; Gary A. Lofton; Judith McCann- Slaughter; and Robert W. Wells OTHERS PRESENT Finance Committee member Angela Rudolph; County Administrator Brenda G. Garton, Deputy County Administrator for Community Development Kris C. Tierney, Deputy County Administrator for Human Services Jay E. Tibbs, Commissioner of the Revenue Ellen Murphy, Treasurer C. William Orndoff, Jr., Finance Director Cheryl B. Shiffler, Budget Analyst Jennifer Place, County Attorney Rod Williams, IT Director Scott Varner, Superintendent of Schools Dr. David Sovine; School Board Member Mike Lake; Executive Director of Finance for Frederick County Public Schools Patty Camery; and Handley Library Business Manager Ann White. CALL TO ORDER Chairman DeHaven called the work session to order. Finance Director Shiffler began by reviewing the contents of the budget notebooks to include the proposed budget calendar. She then presented preliminary General Fund budget scenarios. Supervisor Ewing asked about the requests for vehicles and equipment, particularly the wide range in vehicle price estimates. He also suggested the equipment purchases go through the Public Works Committee for some type of review. Supervisor Dunn asked about the 57 -43% split with the schools and how it came to exist and when. He stated he would also like to see capital costs projected for the next five years. Supervisor Lofton asked if any proposed salary increase was included in the budget. Finance Director Shiffler responded 3% or $1.5 million had been budgeted in the General Fund, but it had not yet been defined as a merit or COLA. She went on to say there was contingency fund of $750,000 included as well. Supervisor Ewing asked about the funding for outside agencies which were governed by an MOU and if the requests were in line with the MOU. Finance Director Shiffler stated the library was a little low, but the others were in line. Supervisor Ewing stated he would like to see what amount it would take to bring their funding up to the MOU level. Supervisor Lofton asked if there were any new requests from outside agencies because he was not interested in funding any new requests. He went on to say that he wanted to see a report from the agencies that showed the number of Frederick County citizens served. Supervisor Slaughter felt the Board should not fund any new requests. Treasurer Orndoff suggested the County consider development.of a debt policy because that would be a way to leverage (borrow) dollars to meet some the capital needs. Supervisor Slaughter suggested setting aside the additional revenue from the reassessment for capital expenditures. Chairman DeHaven stated there were a lot of requests that have to be met and the Board should look long and hard at that list. 2 Vice - Chairman Fisher stated that scenarios C or B would be the way to go in order to meet the needs the Board was facing this year. He concluded by saying that it would probably take scenario C. Chairman DeHaven agreed that it had to be either scenario B or C. Supervisor Wells agreed with Scenario C. The January 25, 2017 budget work session was canceled. The next budget work session will be held on February 1, 2017 at 8:00 a.m. Vice - Chairman Fisher advised that he had requested a meeting to look at the school's capital improvements plan and he relayed that the $83 million figure for the 4`h high school, that he had previously mentioned, was not a valid number because he had received information from other board members that says the number is more like the mid to upper 70s. He stated that he read in the morning's paper that the schools said they would have to cut programs. He went on to say they do not have to cut programs they need to redesign the buildings. There being no further discussion, the work session was adjourned at 9:47 a.m. Kj :�..f' o 1�t���.��fi� .,�._...�b� IMF O R A D U N ��ryg�°5��r�����:^y�pW�g�:�, TO: Board of Supervisors FROM: Brenda G. Garton, County Administrator DATE: February 1, 2017 RE: Committee Appointments Listed below are the vacancies /appointments due through March, 2017. As a reminder, in order for everyone to have ample time to review applications, and so they can be included in the agenda, please remember to submit applications prior to Friday agenda preparation. Your assistance is greatly appreciated. JANUARY 2017 Historic Resources Adviso Board Christopher Oldham — Member -At -Large Representative 155 Sterrett Lane Clearbrook, VA 22624 Home: (540)667 -1145 Term Expires: 01/12/17 Four year term (Mr. Oldham has advised staff he is willing to continue serving.) (The Historic Resources Advisory Board is comprised of nine members, one member from each magisterial district and three members at large.) FEBRUARY 2017 No appointments remaining for February. MARCH 2017 Conservation Easement Authorit CEA Ron Clevenger — Frederick County Representative 1028 Welltown Road Memorandum —Board of Supervisors February , 2017 Page 2 Winchester, VA 22603 Home: (540)323 -0630 Term Expires: 03/23/17 Three year term (The Conservation Easement Authority was established in August, 2005. The Authority consists of seven citizen members, one member from the Board of Supervisors and one member from the Planning Commission. Members should be knowledgeable in one .or more of the following fields: conservation, biology, real estate and/or rural land appraisal, accounting, farming, or forestry. Members serve a three year term and are eligible for reappointment.) Social Services Board Linda M. Martenson — Member -At -Large Representative 211 Woodcrest Drive Winchester, VA 22603 Home: (540)667 -2994 Term Expires: 03/13/17 Four year term (Staff has been advised that Ms. Martenson does not want to be reappointed.) BGG /tjp U:1TJ Plcomm itteea ppo intme nts \Mm os Lettrsl6oardComm itteeAppts(020817 BdMtg ).docx �� r '" mm�N� �� " � � �n DATE. January 23, 2017 TO. Frederick County Board of Supervisors FROM: Patrick Barker, CEcD Executive Director CC: Brenda Garton County Administrator RE: PerFormance Agreement for AMERICAN WOODMARI< CORPORATION Attached for your review and comment are the Performance Agreement and Board of Supervisors resolution for the expansion of AMERICAN VVOODMARK CORPORATION. As you recall, the Board of Supervisors seemed favorable in executive discussion to providing funds from Frederick County's Economic Development Incentive Fund to secure this project. AMERICAN OUDMARK CORPORATION will expand its operation in Frederick County. They will imake a total taxable investment of $28.5 miPlion in new real estate and personal property, retain 200 jobs and create 50 new jobs at an average wage of $50,000 within 36 months The expansion will increase the company's production capacity. I would like to request these items be inserted into the Board of Supervisors' next available meeting. All parties legal counsels (VEDP, Virginia Attorney General, County, EDA and AMERICAN VVOODMARK CURPC }RATION) have reviewed and approved the performance agreement. Thanks for your support.. on this project. I am available if you have any questions or comments on the materials for the project. Attachment:. ® Performance Agreement a BC ►S Resolution Y�JtJ �Yi'�'�. ��iJl� C.�.�i�il�l� "i��fl`. rla'�.�lr,TM,�c:a�s�� ^rp S�.'��IincBru =«.tart, kl�llf��ltl � a�9(y.- g��5_Vyy7` "^� Ycr(�rer�e*u��I��d"i�_�,��r�rxt � ■ � � .� _ i 1r/ This p�Iil� �»vIr�NCI♦� A+�R]�EIVII±,NT made and entered this &th day of February, 2017, by and among the Ct�IJNTY �lF' FREITE CIS, V"1lRGINIA {the "Locality "), a political subdivision. of the Commonwealth of Virginia (the "Commonwealth "), AMERICAN WtIUII�MA,RI� C'�RPI]►RATION (the "Company " }, a Virginia corporation, and the I <�CI�1'��NiI� I�IiJVIJI��I'11!II +JT ACJ7'kli�Idl'lf`Y iiF TAI +C'C)i:1NTi' �F F ERICI�, VIR�Ti~+IIA (the "Authority" },apolitical subdivision of the Cozxzmonwealth. WITNESSE'TH: WI-TEREAS, the Locality has been awarded a grant of and expects to receive $55fI,00fI from the Cammonwealth's Development (�ppartunity Fund �a "CDF Grant ") through the Virginia Economic Development Partnership Authority ( "VEDI' ") for the purpose of inducing the Compazly to consolidate its current facilities located in the City of Winchester ( "Winchester "} and the Locality, and to construct, equip and operate a corporate headquarters facility at 551 shady Elm Road in the Locality (the "Facility "), thereby making a significant Capital Investment, relocating and retaining a signi�cazrt number of Baseline Tabs, and creating. and Maintaining a significant nu�-z�ber of New Jobs, as such capitalized terms are hereinafter defined; WI- IEREAS, the Locality is willing to provide the funds to the Authority with the expectation that the Authority will provide the funds to or for the use of the Cozxrpany, provided that. the Company promises to meet certain criteria relating to Capital Investment, Baseline Tobs and New Jcibs; WHIRA�, the Locality wishes to make a Local Ecoz�zomc Development Incentive Grant in the amount of �35�,Od0 (the "LEDIG ") through the Authority to the Company, as well as road and infrastructure improvements in t}�e iz�xn.�zedi.ate vici.niiy of the Facility {the "Rez- zaissance Drive Construction "), for the puz-pose of inducing the Company to consolidate its current facilities located in Winchester and. the Locality and to construct, equip and operate the Facility, thereby making a significant Capital Investment, relocating and. retaining a significant number of I3aselizle Jrbs, and creating anal Maintaining a significant number of New Jobs; WHEREAS, the Locality, the Authority and the Compaaly desire to set forth their understanding and agreement as to the payout of the COF Grant and the Ll�1�IG (togetlxer, the "Grants "), the use of the proceeds of the Grants, the Renaissarxce Drive Construction, flee obligations of the Company regarding Capital Investment, Baseline Jobs and New dohs, and the repayment by tl-ze Company of all. or part of the Grazats under certain circumstances; WHl <REAS, the construction, equipping and operation of the Facility will entail a capital expenditure by or on behalf of the Company of approximately $�O,a00,l1�t), of which. approximately $3,200,() ©fl will be invested in furniture, fixtures and equipment, approximately American W ©odmark CQF Performance Agreement f}12Q17 $1,100,000 will be invested in tl�e purchase of land, and approximately $25,400,000 will be invested in the construction of a new building; W HE1�AS, t1�e construction, equipping and operation. of the �'aciIity will further entail the relocation and retentioza of 377 'Baseline Jabs and the creation and Maintenance of 55 New Jobs at the Facility, anal. W'l- IER7�AS, the stimulation of the additional tax revenue and eco'�amic activity to be generated by the Capital Investment, Baseline Jobs, and New Jobs constitutes a valid public purpose for the expenditure of public funds at�d is the animating purpose for each of the Grants: NC7W, THEREF'C)l�F, in consideration of the foregoing, the mutual benefits, promises and undertakings of the parties to this Agreement, anal other good and valuable consideration, the receipt and' sufficiency of which are hereby acknowledged, the parties covenant and agree as follows. Section L I)+�fintians. For the purposes of this Ag�•eement, the following terms shall have tl�e following definitions: "13a.seline ,Tob" txaeans an existing full -time position. at two of the Company's current facilities located in Winchester and the f.ocality, When tl�e Company rel ®cater such facilities to t17e Facility, the Baseline Jobs will be relocated and retained at the Facility. "Capital Investment" means a capital expenditure by or on behalf of file Company in taxable real. property, taxable tangible personal property, or botl.7, at the Facility, excluding existing real property r'mprovements. �'he purchase or lease of furniture, fDxtures, machinery and equipment, including under an operating lease, by or on behalf of tl7e Company will qualify as Capita] Investment. The total expected capital. expenditure of $30,000,000 is referred to in this Ag�°eement as the "Capital Investment." "Maintain" means that �tl�e New Jobs will continue without itatera�.tption from the date of creation through the Performance Date. Positions far the New Jobs will be treated as Maintained duri�ag periods in which such positions are not filled due to Vii} temporary reductions in the Company's employment levels (so long as there is active recruitment for open positions }, (iii strikes, and (iii) other temporary woo -k stoppages. `'New Jab" means new permanent full -time employment of an indefinite duration at the Facility for which the standard fringe benefits are provided by the Company far the employee, and far which the Company pays an average annual wage of at least $45,500. Each New Job must require a minimum of either• (i} 35 hours of an employee's time per week for the entire normal }fear of the Company's operations, which "nort�rral year" must consist of at least 4$ weeks, or (iij� 1,680 lours per year. Seasonal or temporary positions, positions created when a job function is shifted from an existing location in the Commonwealth, and positions with. 2 Americar7 W ®odmark Cf�l� Performance Agreement fi12 ©17 construction contractors, vendors, suppliers and similar multiplier or spin -off jobs shall not qualify as New Jobs. The New Jobs must be in addition to tl�e 377 Baseline Jobs as of January �, 2016. "l'erfarmance Date" means March. 1, 2020. if the Locality, in consultation with the Authority and VEDP, deems that good. faith and reasonable efforts brave been made and are being made by the Company to achieve the Targets, the Locality may agree to extend the Perfortx�ance Datc by rrp to 15 months. If the Performance Date is extended, the Locality shall. send. written notice of the extension. to the Authority, the Company and VEDP and the date to which the Performance Date has been extended shall be the "Performance Date" for the purposes of this Agreement. Neither the Lacality, the Authority, nor VEDP shall have any obligation whatsoever to extend the Performance Date. "Targets" means the Company's obligations to ma0ce Capital Investments at the Facility of at least $3(),00(},€100, to relocate and retain 377 Baseline Jobs at the Facility, and. to create and Maintain at least SS New Jobs at the Facility, all as of the Performance Date. "Vir°gnia Code" means the Code of Virginia of 1950, as amended.. Section 2. ']rar�ets; Stattory Criteria. (a) T�rget.s: The Conapar�y will construct, equip and operate the Facility in the Lacality, make Capital Investments at the Facility of at least X30,000,000, relocate and retair-r 377 .Baseline Jobs at the Facility, and create and Maintain at least SS New Jobs at the Facility, all as of the Perforrrrance Date. {b} L��cr�u�•ager7�ent i� �'ffe�° New Jobs to Rest "dints �f �l�e Ca�n�aior�v���lth: The Locality and the Authority hereby strongly encourage the Company to ensure that at least 30% of tlae New Jobs are offered to "lZesidents" of the Commonwealth, as defined in Virginia Cade Section 58.1 -302. In pertinent part, that definition includes natural persons domiciled in "Virginia or natural persons who, for an aggregate of more than 1.83 days of the year, maintained a place of abode within the Commonwealth, whether dotniciled in the Commonwealth or not. (c) Relocatio�a. The Commonwealth's Secretary of Commerce and `Trade has delivered to the Co- Chairs of the Senate Finance Committee and the Chair of the House Appropriations Committee a letter indicating that, although the Company is relocating its facility currently located. in "Wir�rchester to the Locality, the reasons for the move anal the desir °e to retain the Company's operations in Virginia justify the use of incentives to move such facility from one Virginia locality to another. The Cour7ty and VBDP Dave itafarmed Wir�clrester of the move and of the use of incentives, (d) Prevailing Wage,° U`rrerrrplc�yn2ent and Pr�venty Rates: The average ar�rnual wage of the New Jobs of at least $45,500 is more than. the prevailing average annual wage in the Locality of X41,662. The Locality is not ahigh- unemployment locality, with an unemployment rate for 201 S, whicl�r is the last year for whicl''�r such data is available, of 4.0% as compared to tyre 3 American woadrl7arf� �GC?F Pert'ormance Agreement 012017 2(115 statewide unemployment rate of 4.4010. The Locality is not ahigh- poverty locality, with a poverty rate for 2414, which is the last year for which such data is available, of 7.7% as compared to the 2014 statewide poverty rate of 11.8 %. {e) 7�isclosurc of Polio "cal Cantril�utzons: The +Company acknowledges that the nazrie of the Company will be shared by VEDP with the +Governor of Virginia, and any campaign committee or political action committee associated. with. the Governor. The Company acknowledges that within 1. $ naontl�s of the date of this Performance Agreement, the Governor,. 1•iis campaign committee, and his political. action committee will.. submit to the Virginia Conflict of Interest and Ethics Advisory Council a report listing any contribution, gift, or tither item with a value greater than $100 provided by the Cozxipany to the Governor, his campaign committee, or his political action committee, respectively, during the period from the date of the Company's application for the COF Grant through the tine -year period izrimediately after the date of this Agreement. �ectaon 3. 1Dlsbursemient of C ®F Grant and I.,E1�I� {a� l7isburseme�ct of tl�e C`UF Ga�ar2t. By no later than March 1, 2417, the Locality wi11 request the da`sbursement to it of the CQF Grant. If not so requested. by the Locality by March 1, 2417, this Agreement will terminate and the Cozripany will have no claim whatsoever against the Locality or the Authority. The Locality and the Company will be entitled to reapply for a COF Grant thereafter, based upon the terns, conditions and availability of funds at that time. The Locality anticipates that the COF Grant in the amount of $550,000 will be paid to the Locality,. upon its request. Within 30 days of its receipt of the CGF Grant proceeds, the Locality will. disburse the CC7F Grant proceeds to the Authority. Within 30 days of its receipt of the CGF Grant proceeds, the Authority will disburse the C+QF Grant proceeds to the Company as an inducement to the Company to achieve the Targets at the Facility. {b) Use of tl�e COF Gr °�azxt P�oceecls: The Company wall use the CC3F Grant proceeds for grading, drainage, paving aril any other activity required to prepare the site far construction and for construction of the Facility, as permitted by Section. 2.2- 115 {D} of the Virginia Code. {c) �Disbrtr�se�nent of tl�c LE17IG: As an inducement to the Company to achieve the Targets at the Facility and provided that the Company is not in default under tl�e tenons of this Perforzxiance Agreement, the LEI3IG in the amount of $350,004 will be paid by the Locality through the Authority in two installments, and thereafter disbursed to the Company. The first instaIlnaent of $175,400 will. be paid by the Locality to the Authority and by the Authority to the Company after ,)uly 1, 2016, but no later than .lone 34, 2017. The secozad installment of 175,000 will be paid by the Locality to the Authority and by the Authority to tlfle Company after July l , 20175 but no later than .tune 30, 2418. 4 American Woodmaa�k C()F Performance Agreement DI2ti17 (d} use of the LEL�I� 1'rAr�ee�ds�; The Caznpany will. use the LED1G praceeds to upgrade public and pr��ate utilities at and around the Facility. Sect ®on 4. Break -Even Point State and Local >Nncent►ves. �a} Siat� -Lewel Ir�centaves: VEIN' has estimated that the Con-zonwealth will reach its "brew -even point" by the Performance Date. The breal� -even paint compares new revenues realized as a result oi' the Capital lnvestzrzent, Baselizae Jobs and New Jobs at the Facility with the Cammonwea:Nth's expenditures an incentives, including but not limited to the C{}F Grant. With regard to the Facility, the Commonwealth expects to provide incentives in the following amounts: Cate. or of Incentive; Taial Azrzount C(�F Grant X554,444 Virginia .lobs Investment Program. ( "VJ1P "} (Estimated} 55,444 Transpartatian Partnership Qpportunity Fund ( "TPC)F "} 294,444 (Estimated} The proceeds of the C+�F Grant shall be used for the purposes described ain Section 3(b }. Tl1e V TIP praceeds shall be used by the Cawrzpany to pay ar reimburse itself for recruitment and training costs. The TPQF proceeds z-r►ay be used by the Company for any lawful purpose.. {b} Locality -L�w�l Incentives: The Locality expects to provide the following incentives, as matching grants or otherwise, for floe Facility: Cate. or of Incentive: Total Amount LEDI�G $354,444 Renaissance Drive Construction. (Estimated} X44,444 lf, by the Performance Date, the proceeds of the LED1G disbursed and the cast of the Renaissance Dz•ive Construction total less than the required $554,444 CGF Grant local. match, the Locality,. subjiect to appropriation, will make an additional grant to floe Authority, and thereafter, the Authority will mare an additional grant to the Company of the difference at the Performance Date, so long as the Company has met its Targets. Tl�ae praceeds of the LEDIG shall be used far tl7e purposes described hz Sectiazx 3(d }. The Company acknowledges and agrees that t17e Renaissance Drive Construction will provide improved access to the Facility,. and that the Renaissance Drive Canstruetian is an important factor in the Company's decision to construct, equip anal. operate the Facility in doe Locality. The L,ocaliiy believes that the Renaissance Drive Canstruetian will benefzt the public, including the Company.. American Wooclmark C(iF Performance Agreement g12C197 Sectio¢z 5. Fte a zrzezzt t)bli atian. (a� If St�Cutoz� Minirarum Eligibility R�quir^ernents a�`e Not Met: Sectian 2.2 -1 I5 of the Virginia Cade requires that the Can�paz�y znalce a Capital Investment of at least 95,000,000 in the Facility and create and I'vlaintain at least 50 New Jabs at the Facility iz� artier to be eligible far the C43F Grant. Failure by the Caznpany to z�aeet either of these statutary minimum eligibility requirements by the Perfarmance Date shall. cazlstitute a breach of this Agreement and the entire CGF Grant and the entire LEDIG Grant must be repaid by the Campazay to the Autharity. (b) Allocatio�� of C'Q'.�" rxnd LEDIG Proceeds: Far purpases of repayment under subsection (c), the Grants are to be allocated as 50% far the Company's Capital Investment. Target (9275,000 far the CC�F Grant and $ ] 75,000 far the LEDIG }, and 50 %° far the Campaz�zy's New Jabs Target (9275,000 far the CG�F Grant az�d 9175,000 far the L)1DIG). (c� If Statutory lllir�iznum E'ligil�ility Requirczaaez�ts czre Met: Tlie pravisiazis of this subsection {c) shall became applicable only if the Caznpany has met the statutory znininauzn eligibility requirements set Earth in szlbsection (a). If the Caznpaz�zy has met at least 90% of the Capital Investment Target and 100% of the 50 statutory minimum number of New Jabs at the Perfarmance Date,. then and thereafter the Company is na longer obligated to z-epay any portion of the Grants. If the Compazzy has zzot met at least 9�0 °✓'o of the Capital Investment Target, but has created and Maintained at least 50 New Jalas, at the Perfarmance Date, the Company shall repay to the Authority that part of the Grants allocated to the Capital Investment Target that is proportional to the shortfall. Far example, if at the Perfarmance Date, the entire $550,000 COF Grant and the entire $350,000 LEDIG Dave been paid. to the Caznpany, and the Capital Investment is only 9.22,500,000 {reflectizag achievezxzent of 75 %° of the Capital Investment. Target) and SO Near Jabs have been created and Maintained (reflecting achievement of 100% of the 50 statutory znizzimum number of New Jabs), the Caznpany shall repay to the Authority 25 °i'a of the znaneys allocated to the Capital Investment Target ($68,750 far the CIF Grant and. $43,750 far the LEDIG }.. In the event that the Compazzy should file any amended tax return indicating that the Caznpany did net meet the Capital Investment andlar the New Jabs Target, the Company shall. be obligated to repay all or a portion of the Grants, according to the formula. set forth herein. The Compaz-zy's repayz�z�zez7t obligation hereunder shall survive the Perfarmance Date to the extent that the Locality or VEDP subsequently receives information to the effect that. the Cozxzpany did zlot meet the Targets. (d} D!�t�rrzaincrtid� of�Inaba'lity to� C`on��aly: If the Locality az: VEDP shall determine at any tune pz�or to the Perforrrzance Date (a "Determination Date "} that the Caznpany is unable or unwilling to meet and Maintain. its Targets by and. through. the Perfarz��ance Date, and if the Locality, the Authority ar VEDP shall have promptly natifzed the Caznpany of such deterza�zinatian, tl�e Caznpany must repay to the Authority all of the proceeds of the Grants 6 �,rncrican Waodmark Ct3F P�rfonnance Agreeuxzcnt 01�0�7 .previously disbursed to the Compaz7y. In such. event, the Locality will repay to VEI3P all. of the COF Grant proceeds not previously disbursed to the Company. Such a determination will. be based an such circumstances as a filing by or on behalf of the Carnpany under the U.S. Bankruptcy Cade,.. the 1i�uidation of the Company, an abandonment of the Facility by the Company ar other similar signfvcant event that demonstrates the Coz�npany will be unable or is unwilling. to satisfy the 'f'argets far th.e CC7F Grant.. (e} 1�e,�ayzaae�at: In the event that the Con�zpany is abligatcd to repay the Grants, ar any poz•tion thereof, as called far under the terms of this Agreement, the Company shall pay such sums within 3� days after notification of the amount of the sums t® be repaid.. by the Company. Such determination of liability sha11 be made promptly as of the Performance Uate or the Determination hate, or prozxzptly open receipt of the Progress IZepart, as hereinafter defined, ar ether infarrnatian confirming lack of achievement. of the targets as of the Performance Date, which shall first occur. Any CQF Grant. and LEDIG repayment shall. be zrrade as follows: (i} Ct7'F Gz °ant: Arty CQf' Grant moneys repaid by the Company to the Authority hereunder shall be repaid by the Authority to the Locality with 3t� days after the repayment by the Company to the Authority, az�zd shall be repaid by tl�.e Locality promptly to VEIN' for redeposit into the Commonwealth's Development {?ppartunity Fund. (ii} LE17IG.• Any LEDIG moneys repaid by the Company to the Authority hereunder shall. lee repaid by the Autl-zority to tl�ze Locality with 30 days after the repayment by the Company to the Authority. In the event that the Company fails or refuses to repay any of the LEDIG moneys as called for in this Section 5, such sums shall be assessed interest at the rate of $.OQ °/o per annum until repaid in full by the Company.. The Locality and the Authority shall use their best efforts to recover any proceeds of the Grants due, including judicial proceedings far any breach of this Agreement by the Campaz�y. Irleither the Locality nor the Authority shall have any responsibility for the repayment of any COF Grant sums payable by the Company hereunder unless said. sums have been received by the Authority frarn the Con�►pany. ht the event that the Company fails to make full repayment 6l %° of any repayment shall be deemed to be allotted to the Ct�F Grant and 39 °l° shall be deemed to be allotted to the LEDIG. (fj Attvr�ney :s Fees: In the event that the Company fails to comply with the z °epayzrrent obligations set forth in this Section S, the Locality and. the Authority shall be entitled fa recover their reasonable attar-ney's fees and casts incurred in connection with such default by the Company, whether or not judicial proceedings are instituted to collect such funds. 11 American woad�nark CQF Performance Agreement Q12017 hection 6. Coen are 12e ortn . Commencing on May 1, 2018, and an May 1 of each year thereafter, the Company shall provide, at the Company's expense, an annual letter confirming progress of acl�zievement of the Targets (tl�e " Pragress Repart"}° Each Progress Report shall confirm the +Capital Investment, Baseline Jobs and New .lobs at the Facility through. the prior March. 1. Each Progress Report shall include an a %liraaaative statezx�ent signed by an authorized Company Officer or Director that the information provided in the Progress Report is true and correct and certifies the status of its efforts to achieve the Targets. The. Company sha11 provide other reports on the progress of achievement. of the Targets at such other tizrzes as the Locality, the Authority or VEDP naay reasonably require,. With each Progress Report, tl�e Company shall report to VEDP the amount paid by the Company in the prior calendar year in Virginia corporate ncozr►e tax. VEDP has represented to the Company that it considers such information to be confidential proprietary information that is exempt from public disclosrzre under the Virginia Freedom of hlfarn-zatozi Act and that such information will be used by VEDP solely in calculating aggregate return. an invested capital analyses far purposes of gauging the overall effectiveness of ecanazzlic development incentives. The Company hereby authorizes the Locality, includiz�zg tl�ze Lacality's Coz�zmissoner of the Revenue and Treasurer, to provide far review by the Localitiy and VEDP of the Campany's real estate tax, business personal property tax and machizlery and teals tax information. Such. information sha11 be marked and considered confidential and praprietary and shall be used by safely far verifying satisfactian of the Capital Investment Target. If the Locality, the C)ffice of the Camznissaner of the Revenue, or the C)ffiee of the Treasurer should require additianal dacun�zentatian ar consents Pram the Canzpany to access such information, the Campaz�zy shall prozrzptly pravide, at the Company's expense, such additianal documentation or consents as the Lacality, the Authority ar VEDP znay request. With each Progress Repoz °t, the Campany shall provide for review by the Lacality and VEDP copies of the Company's quarterly filings with the Virginia Eplayzrzent Cammission, which. indicate the number of employees and fatal wages paid at the Facility, covering flee period from the date of this Agreement through the Performance Date. Such information shall. be z�arked and considez °ed cazzfidential and praprietary and shall be used by solely for verifying satisfaction of the Baseline Jabs and the New .labs Target. Section 7. notices. f'oz-mal notices and communications between the Parties shall be given either by �(z) persanal service, (ii} delivery by a reputable dacument delivery service that provides a z °eceipt showing date and time of delivery, (iii) mailing utilizing a certified or first class mail postage prepaid service of the United States Fostal Service that provides a receipt showing. date and time of delivery, or (iv} delivery by facsimile or electronic mail (email) with transmittal canfirmatian and confirmation of delivery, addressed. as zaated below. Natives and communications Arr�erica�� Woodmark CC}�' I'er£ornyance Agree�a�ent fl12Q17 personally delivered or delivered by document delivery service shall be deemed effective upon receipt. Notices and communications mailed shall iae deemed effective oz�r the second business day following deposit in the United States mail. Notices and communications delivered by facsimile or email shall be deemed effective the next business day, not less than 24 hours, following the date of transmr "ttal and confirnriation of delivery to the intended recdpiezzt. Such. written notices and co�mm�unica�tions shall be addressed ta: if to the Company, to:. American Woodmark Corporation. 3102 Shawnee Drive Winchester, VA 22601 Facsimile: 540.665,9176 Ezt-iail: sczilbreth�woadmark.com Attention: Company Financial Officer if to the I�,ocality, to: County of Frederick, Virginia 1 fl7 North bent Street Winchester, Virginia 22601. Facsimile: 540.667.0370 Erxiaii: bgarton�fcva.us Attention: County Administrator if to the Authority, to: Economic Development Authority of the County of Frederick, Virginia_ 4S East Boscawen St, Suite 2 Winchester, Virginia 226fl1 Facsimile: 540.722.0604 Email: scrockett(�v %t.org Attention: Chars zl to VEDP, to; Virginia Economic Development Partnership fine James Center,. Suite 900 901 East Cary Street Post Of�ee 13ox 798 (zip: 23218 -0796) Richmond, Virginia 23219 Facsimile. 804.545.5611 with a copy to: American Woodirrark Corporation 3102 Shawnee Drive Winchester, VA 22601 Facsimile: 540.665.9176 Email: kdunnigan �x woodmarl�,com Attention: Assistant Treasurer with a copy to: County of Frederick, Virginia 107 North Kent Street, 3`� Floor Wiz�ehester, Virginia 226fl1 Facsimile: 540.667.0370 Email: rwillia aafcva,us Attention: County Attorney with a copy to: Economic Development Authority of the County of Frederick, Virginia_ 45 l ast l3c�scaweza St, Suite 2 Winchester, Virginia 22601. Facsimile: 540.722,O6fl4 E.i-nail: pbarker�a yesfrederickva.com Attention: Executive DIreCtor with a copy to: Virginia Economic Development Partnership One James +Center, Suite 900 901 East Cary Street Post Office Box 798 (zip: 2321.8 -0798) Richmond, Virginia 23219 Facsimile: 804.545.5611 Email: dgundersenyesvirginia.org Email: sincninch�yesvirginia.org Attention: COO Attention: General Counsel. 9 American Woadnxark COF Perfarnzanc� A�x•�e�neiii 0�2Q17 Sectia��n $. Pe!I�cellanet�us. (a) Entire A�� ^eexnexzt; Amexacixx7exats: This Agreement constitutes the entire agreement among the parties he►Aeto as to tl7e �� °ants and may not be amended or modified, except in writing, signed by each of the parties hereto and consented to by VEDP. This Agreement shall be binding upon and inure to the benefit of tl�e parties hereto and their respective successors and assigns, Tl�te Company nlay not assign. its rights anal obligations under this Agreement without the prior written consent of the I.,ocality, the Authority and V%,DI'. (b) GovLrxaixr�; Lraa�,° Yenzxe: This Agreement is made, and is intended to be perf+�rmed, in the Commonwealth and shall be construed and enforced by the ➢aws of the Commonwealth. Jurisdiction and venue far any litigation ai °ising out of oi• involving the CC?l~ Cxrant under the terms of this Agreement shall lie in the Circuit Court of the City of kichmond, Virginia, and such litigation shall be brought only in such court. Jurisdiction and venue for any litigation arising out of or invo ➢ving the LEI)ICx under the terms of this Agreement shall lie in tihe Circuit Court of the County of Fredericl�, Virginia, and such litigation shall be brought only in such. court. (c) C'ou�zterparts: This Agreement may be executed in one or more counterparts, each of which sl°tall be an original, and ail of which together shall be one and the same instrument. {�d) �`evera�bility: If any provision of this Agreement is determined to be unenforceable, invalid or illegal, then tlac enforceability, validity and legality of the remainitag provisions will not in any way be affected or impaired, and such provision. will be deemed to be restated to reflect the original intentions of the parties as near ➢y as possible in accordance with applicable law, (e) T%xxxe: Time is of the essence as to all txaatters set forthrn this Performance Agreement, ['fII I�,�AINI�I� C)1� THIS PACK. INTI✓NTIONAi.LY I.,EFT BLANI�J to American woodmark C()F Performance Agreement tll�€}1'7 1iN WITl\?>�SS WI�ERIEI�F, the parties hereto 1�ave executed this Performance Agreement as of the date first written above. By Name: Charles S. Del-itaven, Jr. Title: Chair, Board of Supervisors of the County of Frederick,. Virginia Date: � � �' � � �! �; �, � By Name: Stanley Crockett Title: Chair, Economic Development Authority ofthe County of Frederick, Virginia Date: #!�i .,• By Name:: lVl. Scott Culbreth Title;. Company Financial +officer Date: American. woodmar[� Ct7F Perfnrmance Agree'nent o 1.2017 .. �, � . r� , ; .- I �, � � , . � -�� � ;�; � � it ,,�> Wl`EREAAS, A1vIERICAI'� WOODMAT�:K CC}RPaRATIOIV has made known its intent to expand. its operation by makizlg new taxable real estate and personal property investment and. retain and create jobs; anal BE IT RESOLVED, that the Board of Supervisors far the County of Frederick, Virginia, does hereby approve and appropriate the payment of �35Q,fl(}Q in installzrzents as stated in the executed Performance Agreement to the 1✓canomic Develapment Authority of Frederick County, Virginia from the Frederick Couniy's Frond Balance to assist in expanding the operation for AMERICAN WOODIVIARI� CaRPORATION in Frederick County, Virginia. Rl� I"I' SOLVED, drat the Board of Supervisors for the County afFrederick, Virginia, does hereby approve and appropriate the payment of $550,t}QQ.OQ to the IJconomic Development Authority of Frederick County, Virginia from the Commonwealth Development Opportunity Fuz�zd to assist in expanding the operation for AivIRICAN WOODMARK CaRPC3RAT"ION in Frederick County, Virginia. BE T RESOLVED, that said funds are subject to an executed Performance Agreement outlining the required. performance criteria. I3]E I'I' FI.JRTk-IE�L RESOLVED, that the Board of Supervisors far the County of Frederick, Vzrgnia, daes authorize the County Administrator to execute the Performance Agreement on its behalf: Upon motion duly made by ,seconded by ,and on the votes hereafter recorded, OlE'�'ED, this 8th day February 201"1. Charles S. Del�aven, Jr Bill Ewing Gene Fisher Blaine Dunn audit McCann - Slaughter Gaz-y Lofton Robert Wells � OOPV °1G'ESTE: Brenda Garton Clerk, Board of Supervisors ALI Wdllll114ilUIlB711111dCf41I 11IIiiG911II�IIRIGIIII11�11 {tlfp1i116U1 @ll'Nlldl IIfY17135EMq/ppp9Alllf Y1WIdMlpO LIIII},1k79'�IIIIIq�L1iEk IIII#P�I.IIIY�IIR191k11N1 I11 100f1Iq�dUIH3iiX0.W111A�I10A1kD p (pal I1 dAINNi& Ydl{ IIIOi1171�111�k12P74Fll�lddli' Xitl4111114GYY11I41tE1Wiill lflOiLLliLl %: board of Supervisors. From: HFZ Committee Date: January 20, �fi17 Subjeck: Fiurnan. Resources Committee deport ,� � '., l,�r„ pia J � ■ 1 r ,..,.,... .,..,.0 . ............ ........,. .....�..H .,,..,.. .,.,,,.. ,.,.o..e .....,.., .....,..., .,,.... .,..�..... .,r,.�,.,.,.,., The HR Committee met in the Frrst Ffoor Conference Raam at t07 earth Kent Street at 8,00 �.rrt. an Friday, January 20, �Ot 7. FIR Committee members present ovate: Supervisors Bill Ewing, Chairman; end Robert Wells; Citizen Members Dan Butler, Seth Lewin, and Darrie Greene. Others present +were: Brenda Garton, County Administrator; Kris Tierney, Deputy County Administrator far Community Deveio;pment; Ashley Flicks, FIf2 Recruiting Specialist; DeLais Blevins, f-tR Manager; Roderick Williams, County Attorney; Deisie Jobe, Administrative Services Manager, DSS; Tamara Green„ Director mf i= rederick County Department of Social Services; Cheryl ShifFler, Finance Director; Jason Robertson, Parks &Recreation Director; Jae Wilder, Assistant Director Rublic Works; Mark. Fleet, Building Code C}ffic6al; Sheriff Lenny Millhaliand; Maur Steve I- lawkins�, Sheriff's �epartrnent; L7ennis Limburg, Fire Chief; Larry Ulirrer, k3eputy Chief of Training and Operations; Jay Hauserman, Deputy Chief, Fire Marshal Division; Melissa. Deal, Fire � Rescue Administrative Assistant; C. William Orndaff, Jr., Treasurer; LeeAnna Pyles, Public Safety Cc�mmunicatians D %rector; Charles S. DeFiaven, Jr., Chairman of the Board of Supervisors; Tommie Hower, Director of Skyline Regional Criminal Justice Academy; and Skyline Regional Criminal Justice Academy board chairman, Warren County Sheriff Dan McEathran. *��lktes �ec{e�iir°r�g ii��ars Ac�i�r����x R�:quest fc�r dew Positions Fiscal Fear �Q17�2Ct'lit � Deparkment Heads requested' the creation of new positions with funding consideration far new positions be part of the overall budget process. The. Committees approved the creation of 22 requested positions. The attached position allocation chart shows the current number of funded' positions for each department. The chart else contains columns reflecting the number of new peal #inns being requested by the various departments and the Committees' recommendations. The. Committee is seeking Board approval of the position allocation chart wifh the new recommended positions. a. Jason Robertson, Parks &Recreation D'irec #or requested one Recreation Technician. Robert Wells motioned to approve, Darrie Green seconded the motion and the Committee unanimously approved the matian. b. C. William Orndaff, Jr., Treasurer requested two CashierslAccaunt Analysis positions. Dan Butler motioned to approve, Beth Lewin seconded the motion and the motion was approved unanimously by the Committee. c. Joe Wilder, Assistant Director �'ublic Works requested one inspector. Upon a motion by Beth Lewin, seconded by flan Butler, the Committee recommended approval of this request, Thee matian was approved unanimously by the Committee. d. Tamara Green,.. Director of Frederick. County department of Social Services requested one Secretary ll position. Beth Lewin motioned to approve, Darrie Green seconded s,nd the Carnmittee unanimously approved the motion, e. Dennis Limburg, Fire Chief requested a total of 17 new pas`rtions not currently allocated. With 13 Firefighters currently allocated (unfunded) for 201fi�2017; Chief Limburg requested an additional �"I- Firefighters, 2- Training Officers, '1- Assistant Fire Marshall, 1 -QA IVlanager, � -EMS Supervisor and '1 -EMS Holing Specialist. Robert Wells made a matian to approve and Beth Lewin seconded the matian and the Committee unanimously approved the request. .l�f IM IRMY o-.� J�U 9..�4�p fIV II..IG'��nalLP'�r Vdi GLGi.�L �z��Itr�� �t �Q�irM �ra��z� i. r�lr. Bill Ewing, Chairman (replacing Mr. Robert Hess) was welcomed and introduced to the Committee. �. The HR Committee reviewed the meeting dates 1=or �q17 and agreed to continue to meet the ��n�'Frr'day of mrantr'�r �t B.�CJl1 �m�. :�. ainformat "tonal presentation by Tommie Bower, D�lrector of Skyline Regional Criminal ]ustice i�cademy regarding a request to Frederick County to be their 1`�scal agent. Their request gill go to the Finance Committee. There being no 1=uu�rther business, the meeting was adjourned. The next HR Committee meeting.. is scheduled t`or Friday, February it9, a].�. Respectfully submitted, �a eso�r+r,�� �t��nrr��kt�:�: Blii �`°%, EWIrlgr Cliairrilart Robert 'V1(. 1!�►eliS Blaine �„ ilurin lion Butler Beth t.ewin t?c�rrie tree. e �: Becky A. � river ,. HR Directo 1�i pV Kent Street, wine'�ester, VA "��601 J� „�� �, a� � „� �!' ' � ,�, �„ �,,,. „F, ,Y� of ,�a 1 .r �� ����� i� i „nrei � /�� J1 n• I �` i y ^,m, -P% r, ��; � 1/ "� �� � �, c� '” � �� �v.� �. �,,��,r„��,,�� N M � �,�,�.�� �-�,����a'� � .M q` H .-I Ci` h w-n. nS. � Tom. ryl �,�. S' -per'. �. � � i +H � F^I „_,� �-t �, N �a � fo�pp M+I � U � Cri '""� M M IV G4 M � et [1V �, �.' kt? � � CTl �j. M S,� N. S°.1 '4€J �. � [t" �. 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'. / /... �i. i /i %.� � {/� /cif ✓i iv // ,�i V.. r(i, .. .. i..i ,ill, f /JI �/ /i. n., i21 / i.. / �,r..r ,i,i x;.i./ /� ../ i, f ,/. . /��., /. /. i/ / % � / / /.i / / / i� � / i � , / /i. � ,�/ d /i % / /,./ �ii.... «�,a, r .m., k rc(,. ii �%" ,d ri! /, rf ,. ,..� / ... /;U ..i ��� / /� % % /� / /i, l�o� v�f ,��� �� ��� /�j��� i/� /��/ / %I/ / /� /��i �,:,,i�i4J � �i, �<,. ��. -;w<Y� """�(,:, , �� , � W %���, l( /li�'17'�N7�r��l � �k()�l /�;.�.�� �.. � /,�, I� �, ,, � ,�J /`��. / /SIG, ��1 �� /�,i,��I /�� /�ii/o,.i %�,r� /� %� /� ;�< �' � ,� �'�, r y , � �f l��f i'�� �l . /�r ��i Ililyi /�� i i, �� � Ir � 1r�� cif , i �'ta /i � �� �� 6r �` i i /// i/i it / ✓i ii /%r / /i //, �i, / / //l ,i 11' i 1, i,� /iii, i, � iia� Parr't�an Title; Recreation Tecl7nlCPar� @date Position treated: � .� pepartrrrent: Parks and Recreation Repartr To: baSlvaF2lr� f�anager [� Fxempt � i�an- )= xernpt 'fete Prepared: zJ� /�,'��6 Prepared By: l�lelissa �3anks Range: Grade: salary: starting at �,�9,5t3G GJIm i_ine Item': 7�. C@ 4- ��( ��1-( 7Qp- ��Q; 7idJ�r- 1i @��.- ���- 02�.;71Ci'�f- ���?i. -L X04- 0��, 7�ii�@- �Ci{�1Wgt��- ��3';71t94�- �{3ii1- t�i)tt -1�2�� �'�.f.�4- X401- �?dit}- tb�:;7�.ti4 -�. 001- UDf?- q�C; 7�t} �- 1. Qg�.- 4C? isi- i�: ?,'i��!4- ltf��.- f1t}q -tJ28; a�1(74- 1Ci�1�i�C�CJ -i329 :dab F���paseo PerForms dif=ficult tect�ur�ical and administrative work in pQ @anning�, supervising, "rrrrplementing and assisting in the direction of county -wide specialized retreat @an programs, weekly rummer c:arnps and related activities prim�ariPy targeted tirr elementary - midd @e schwa@ aged children. �1ay eacerGise supervision aver part -time staff, volunteers, and activ @ty participants. Performs related duties a,s assigned. ,;= �.,,,,, ,,,,pp��--.. d � i a� :, � , %iii/ ,� ,, ,, %i� � /b /� fi:Gia /i� %%i %il�i��i ��i /�� %� „/i �i ii.,i � /%� ii.....i �� ,,,.r „( /r�,,//�,����i, r � � � i i ��F� ,. ,�,; m��@+n„�5��ar r��irJll r./ ,,,c / ,, ,,,, ;�„ /i /,�, ��i � /r,i ,� ������ iD.���i�i ✓i� / „��� ��i1�� �j� i. /,, i ,(sw.��a/ww,� ���/�:� r ltL�,w � �r /i�. //��i /�,�. ,:e ,, i i ,�� „ii � %�m�w,urrw.w.� w -,�dw �.. ,, <;; Arrlstr with t11,� de�elapment, plannrrrg, ira"rplementatian, and eWe @l9�tlan of recreation pragrarns for assigned populatianr; engages in problem - solving activities as needed.» Assists w @th activity organization, procurement of rrraterials anti supplies, recruitrrrent of parkicipants, preparat @an and distribution of prarrrational infarmatian, and securing comrnunfty support,. Assists wltli prepay @ng and implementing budget recommendations tear actin @ties as assigned; Prepares and maintains program documentatican as �requlred by the l.�epartment; ,Assists with inventory management far the Caivis @an as needed Produces actavit re arts and a r e eed d they re�rarts and o cts ar rr ., .� � v , � ��; ��nr> >� ��ra� r,� � y,� �, y y� �, e ,, .. e� a„ r � � il— .. ��;,;� „, ,,, ; i,l io it /i i� , � i/i ��% /iii � /. %i��� //r � l �/,' %�yi�� � %� /i �' "�m�'i % ;,”" y �, C Fdi, ..� � �I�. A�.�„.^��, i P, ,,, ,; ;, ,, ,,i /i %i /i iGiii , / / / / / / /�� /i / /�i< /�. i/� i� / /�i /�/ / /,iii ,, i, ,,,,, .: � P, � "�^'^ -�^.�m k �'ti'°'k�`�(,,,, %� � % / m.,�,.,,,„F.� t.�� "JrP",,_. ,� ,.. , ,; ,,, - >,,,w � �ri'�� *�i, r�� /nr�/ /G //i ����� / / /i����1 / //r ri /�j %/ %�i � � r /i . w�� .,«�.�..,.w,M..,�.,w,��.,,,�,,, �, s��d�rww re/�r���fw F,w�r�'rw;wl✓,/�� „ ,, „ /k,���, ii /,r�,ddr✓���r � �i,�,!�r a�...,.,���z �.,.�:., wu� ,,;�;, �catiarad Vaud driver "s license, %�@inimurra age of 21 years, community First Alcl and' safety w @th CPR, M'edicatian Adrninistcation Tradning� J f�1AT Gertil=e�ed, Carrrputer programs: excel, fiord, C�ratlaak, ability to learn RecTrac �aperieeea Any combinatican of educations and experience equivalent to gradua�tian from an accredited toile a with an associates de r�ee in recreation car a related field. n�s�e�dge�/�C�81rs Thorough knowledge and rase of recreation print @pies and practicer of profess @anal recreation Mork. Thorough knowledge of vac @aus leisure needs of yautlt papufations. Abil @ty ka provide leadership to various groups. Ability to act independently and make appropriate deer @ons. Ability to present ideas effectively both orally and in writing. Ability to establish and ma @ntaiin effect @ve working relat @onshi�rs with co- workers, other government agencies, program participants and the general public and passers excellent telephone etiquette.. �� ,. .,.� �a�fcal ll7ear�cf. �tJa@king, to @king, stooping, ltrreeYing, bending, reaching and gripping. �,ay be sego @red on occasion to move up to 0 lbs. m� 0�euy��n�� P�.8om225 �Vio�h�u�r \�/��miu�2�04-�22� 540/�G�-�807 -��s�~- �����40/6b2-�Q�8 u�v�w��c��o�wnmT ����� ��7 ������m�T __`___~ n�unm°mm, �0� Decky��rdn � FRO�� C-VV8�m ufFn�eho�[mo�y �� Meques 6urapprova|m�posk��s | h�ve m senhpr e/np�vee reUr���u�us 2Ol8 k�en��Tax ��|�n1o� w��h � maq��|n� a rmatn�ctu/e of t6e �eo��memt�nnrderto��eem�ry�ve|p�s��msmmdkm�ewpens�wf�hereo1ru�ture. fneocordmnce�bM�he FY20I� Bod�a$ 0�vo{��m�n� mn�nmo �nmm �he �ouo�yA�mio�t ato� %heTre�supe�s [���ne in me�uen�|m�for tvx� (2) na1 pmsi�i�nshz �c �b�d rn�d-y�e� Uanmary ��1@)cr��#o��m �verU�p oP i months. A|Vn8vv|t�th�s request io �he Vn��rna| rea|!oc��un of �osi��mms. �h|� �eqwe�t y|e|�s �he momt cost m�pct{me proc�su for ac�fev�n� t�e needa� posi1ioms fnr t�� Tme�sure�s Df�c�. The tirnim� of�hi� r��was� for posjhoms /s bo ac�mmnmmudate�he tra�nim� meed�d �m awo�� e knPwUe�oe/oe��mm�mm��a� t�at���n ooc�,�vvhen s�nio� �om�'�ermemmp/�y�eore��reand�o��dmaosnhmpu�Nat�n|mcrease�verth*)��t�mm�nymam,�n�ant8mip�te� �rovvt�prc�ec��d|n�ne�e��kCmuo�� Th� ne� pos��m� wwou8d be en�ry �v� ��sh An��s�, �am8e � /��O,O�Oto ) cm th� �u�rmo1 Fre�erb� [mumty5a|aryAdm|nis�ra�on Pna�r�nm mnd emidpate �e1w� �� rmx t ^ — , a p xmae��G,�28�nnu�; m�|mry,bo�e�u�mnea��hemoe. Thebot�|�a���n�|uo�em��eme���ses�|mma����1 64,�O�(�����ye�rsaUar|es and�ene���)f�rFyZOI�, Oursmoc�sa!mn��n��e��|op��forthe���eme�1o��h����o|�ct�r�����be�nn|n�nfFYZO19 am�t�e subre4uen�A�omot�nsofcu�ren1otaf[ C)ur�8an�tnen�ume��n�nu���erW�nnamceofstnat�&�c�o^i�ono/n our�er*�cebothe�a�p�yems�n�mura�nr�tothemoVec�iwmofra�eo. The[om�tyha��on�mued�Po�e�op���o:�rnvxdmfn�m�8�}���n�81O�mapr���ct�d�O2O�npubt�nmf �7,I92 (a 24.1��� in�re�seover2�1O�. \��hthb1n�r�awe |m pouukadom cormgs|ncme��e� �|U��db�n�a�h�n vo/mme. V�e �mve seen mn in�me�sm nfRea/ Es�debW|a p+m�es*�d �n �x�ess of�O96 �nd mn 1ncneeoe in Personay �ro�m�y �U|s prwc�z�e� im excama o9g��1�q� �inc� �O04 w��ch ��� the |�ot �ear otmffhas b��n m�de6 10 dh� Trm�smnyr's ��)ce. |1 has beem mor pra�±i�etu wo,k �fMdmnd��hnouQh avai|�b|e tem�mo|o&y�o ach�v�tha (ewei ofseoime fo��he c�|z�ms ofFr�d�rick 0ounty. VVe abo prov�da su��prtto Cmuntydep��tmentsfnrot�er 8nanc�a|fmn�t|�n�. VVeheve�/�o|o�rea�e�ourwork|�m�vW�hn�mber���odest����ese�Ve�x��ma>�#en� Th|s |ndmde� 2 5�n�tnry Districts, �tnew� L|�h� �i�tdc� R��on�[ J�||, Lam�8/L 4//port, mumerou� bon� mn- ua�ita|p�ojeczs. ~ vo7wo�T*KEmT8Tx�cT ' nqw�n�sTsa�vmm|m/���m� e rev6evafeta statcticaP data ghat compares P'rke populatlr�n�sie �urisdctiosas ars ltirginia far' the rsusnlaer of emplayees Prr the TreasuCer's iwiffic. (fee 6elaw�rl Dnly Z camparatale �sxrsdictlor�s have a higher ernp9oyee ratio than Frederick r: aunty. The Stag �ompnnsation Board L�eterrnined that the Frederick Jaunty Treasurer's office "Ptasitians due an Staffing Standards" is 11.7 full time positions nr�t including the Treas�srer based upon a pt�ps�lsrtion of S2,DCQ residents. e eurrently have 1�i positions, County Populatt�n � EiI+IP F+crp per esrsp 4� raver �D�.J 2s�20 �s)��� 2Q�.f 2ti,t5 oantake Cryursty �'��76 �64�.3 6.5�i9� �� '7797 re�erictc �°�,�t'i� r� �..19� 1� �6� note � James �ity� �7ti09 �6�42 �tri.SS% �.� 5��� RG7C141rp�ijai7d ����� w�;��� 'S.���o 5 ����� �et�forrt 7�i'89 7'757 3.�5�°a 3 8619 ytsrlr a4�64 755"�C� 1.5.4790 �2 57$7 autiuier 55tJ� 74118 13.�r79n �5 X243 npzel: pomp 9dard turxentCy Suggest nearly 12 errapl�3's for rreder3ck Co. Tr�asurQx's Luce Population Figures fram'U�eldon aWoaperenter at tJVA e do not take ret#uests for pas "stuns iightPy and have a�oids�d this res�uest for aver a decade. This is the first teat increase in the nurrsber Lrf empPrayees for the Treass�rer'.s office in neariy � years, e continue to provide a high level cal custeamer service by irs•splementin technolagY atts� developing and impravin,g paymersti procedures. '�+' +th the far-thctaming retirement. cal an upper level errsployee, the increase population, arsd the �arrarkload' associated whit it, e find it rsecessary tts implement csur successiofs plan �aarrf =nt mnrraal turntaver 'in stafF, �(5 -�7' years) creates a situation v�here staff has accumulated iaaid Time off, v�hicl� creates scheduling issues for having gotad coverage in the office. TFais is ctampound's3d avhen vwe Fsays3 several tine pf�riods during the year that staff is restricted from using their vacation time �PT�� do to vsresrk demands. QT��x season and delin�uer�t nrrtit:e per6�ds) The added staf3` �+ould also relieve same of this pressure so we carp maintain gtsod customer service and' gotad� ernpltaye�: morale. if' you have any questions or need any additional informatiran, please do not hesitate to contact me. 'I�red�erick Count' inspectian �partmer�t F1` l i- 3 8 13udet iie�uest for I�levv Inspect�ar f�sition tie Inspection �epar�trnerot is reques�in,� to add �cae additi�rroal field inspectt�r in I'YI �'� I�. �°e departr�erot 6s t�arrendy has a fold inspector sxa��' tal" seven ands conducted 17,��� inspections in '1 � l ir, phis equates to an average of ten (It�� ir�specti�ns pen• day per inspector. Tl�:e first four rnonx�us caf F�'1 bn i sho�nvs and Increase of l " on both pera-roit issuance and irospections. "Phis increase in acti+�ity has currently e�stended the inspection, count. average per day of 11.5 per inspector. 1 he incree +�f permit actl�ity, that irr�pacts the inspection counts four to six an�onths after the issuance, vril'i iwrther exxend' t�hax numlaer to apprc�irr�axely 13 per day per inspector. Tlae attached ISM �Ins�arance services C'ice. 4rv�� evaluation of buid'mr�g irnspecxon deprtmerots reduces tt�e scc«r� in this oaterary �rvhen tkre i�nspectir�ns prefarrned per day by the 'rnsper exceeds ten � Ili }. �.tca.�hed is the lC"+ benchn'aarb�s supplied' ,� Frederick omr�nty within the r�aost recent survey d'ateci 3 /�i'�i�l�, i"he projection for ira�spectioon courts in FYl7.1� wrifl be at 19':OI�4 inspectipn provide construction continues at Its current. level... Cost associated with xhe rem pcasitior vaithir the proposed budget are. as follovw�s. inspector �adary - $� >��Ci.�Q prine 13enets � 1,�ti�.fli� vehicle operation- ,;�.Ci� dotal- l i, ! 3.CiD ,�,".'°" �rl r ,, ���,�1. i„ds /��`"'"�'� r 1„ m --r�9� i / G ": � /ter /� / / /// %"! / /f�j ^�i,m'sf^rr^� ...'rao, � ^gym p, �� u , ,.,. .. .M ,.., i, ,,.._ / i / � !, ii i 1, , i i �� /. i i// //i ,i i�, ,,;., ,,, .,,,„ �"',^"" .,.,,, 1rr,^iu J �;� i �r M �m6 ik {�� nr��uG�m�c%r�l ail �i �, i�� // � �,�� / i// I�i/„�f ? / %/. ��1��/��� / / %� /ill�!,� w �sG. f, i i� i �,�.,. i„ li %. i ,i � 1 4 r ;�rFn/wir �6 ter, . �%t .� ��/ � 1,5 � - 1... �. f i � � �� ,� f ��V 1. H � �• „, � � , /.i,i . /i/ i../i /� / //. i „. ✓// . /,. /,., /r/ i/ 1i l �i i.���:.,,�. sir -,. /,r i ��y .. ,. %!J /� // r �/e 1 1 .,f. �, ,�, %, , / � /� /% i v, /.i i..� , i � poi /. :. ,,, L,. � .l ri. i ��....i / .1.. / r /� i�, i, ,�i / ,.ice .� ,. 1l �. /�.. �� r..�h:.., � �� :� ,. , i , ��1 Nil i i . ,�, %i /�/ y��� / / „/ ii ..�. / ,.:./ / 1�: �/ , /., /� /.i i /� /���, „� /, /i /�,. � „� /� � / � ��:. �a ��� i�.. ��1,�,,�:, / /�. %.v /;i/ ,� //f ��w:u.�.'v�6.{u.!�L, ,,,., v,� / %<�if / / / /G. r/� ,!% o> ��j����f�l���� /- ( /i�i�� /ii / / /���� %� %i�� /�i/ Position �"itie: Inspector Date Position treated: Department: Sodding Inspections 'Reports To i3uilding +bode Official Exempt Nvn- exempt Gate Prepared:lp /�.4J2C71S Prepared �By: Range: 7 Saiary:�� x,200 - $72,�ik3l� �/t i -ine Item: � �__. °� ° � � �'r��'!'� ��i � ; , i, ,� � iii„ ._u°,� °�,r �w��w��. � >,,, . �,.'' ,,,.��. ..-.. ��o P°arro�e: Perforrns superior technical'. and administrative work in floe inspection of structures, construction docurnents and construction to assure 'legal compliance with the Virginia iJn'rform Statewide Suildrn Cede Performs related duties as assi ned d ' h �°.�. „- .� ,S �� I /, / /��.,,� /� / /,, �,.. / .� /i� ., ,i �i / / � // .i r. i. i / / iii, /, ,,,,.. i �_L ,i�, „ir,,. ,'%'w ,.,�g'.�J^�.a�ii,�i l,��W�,..„;......."� �,. r �,,,. /,r„ �li, ,i ���.�� �, /� %� / /w,rw�l���ir /r ����� ,,, ��i �% % „� „erg { // / /// � /��ir, , �i�/ /� Jii ii /� r(� / �/ �i/ 'GZ/ � «i /�ir�✓, � ,zn�� I � r�..ct J� pe��arrns field inspections to ensure. cvrnp� #iano�e �+rith tie Virginia Cvnstructia�n Cede, 'Virginia Maintenance Code, the American �7isabilites Aet and ether referenced codes; fias proficient knowledge of PPans /sCvnstru�ctivn i�v�cuments and performs technical inspections of residential grad cvmmerclai/`industrial structures for code compliance; Provides assistance to cv- workers, contractors, the general public, architects, and engineers relative to the county`s code enivrcement prograrns; Assist in department training prvgrarns, serrainars, and workshops; Receives complaints and follows through with issuing violation notices and step work orders; +� Malntarn assagned fMIE'.S and plans (n � organized manner, Prepare and maintain daily legs and technics& reports; Participate in code related virganizations;. Partici ake in emer enc situations at all times. ,, ...,,, �o �, iii � r / c a G _ - � o %i, : � i ��i� /i� /�i %� � /% �� � � / �' i� /�� i%3;i �� ��� % �'�';� Doi �� � ",�”' ,... „ af'a�eaior�� An combination of ed'ueation and ex erience e uivalent to radu�tion from high school, Expeirience. Exten5lWe E.%pf:rlenC+E in cede enforceme'rlt, tradesman with 'fills years in ConstruCti[�n or e uivalent in rebated fields. aae,�ee,���d��s� general knvwi'edge and u'se vf't'iae principles and practices of the Virgrnra tiniform�° Statewide Suilding Code and related laws along with county ordinance; ability tv detect inferior workmanship and materials. Ability to recognize potential hazards of fire, coilaps, or contamination, Possess excellent communications and vrgariizational skil'1s. Ability to keep accurate written and computerized records. Ability to present facts and recommendations clearly and concisely. Thorough knowledge of building, electrical, plumbing, rnechanical, accessibility, and fuel gas codes along with awareness of county site plans, zoning, erosion, and sed'irnentation vrdinanc+�s. Ability tv establish and maintain effective and professional working rel,ati�onships with co- workers, contractorrs and tla�e general ubiic and' assess rofessional tele hone eti uette. �ir:vol1 �eru��r�ie� Must possess a valid driver "s license with good driving record. Applicant must satisfy thee. requirements of the Virginia State Certihcatio�n� Program for inspectors by either holding. car�amereial general certification in a particular field, residential certification yr equivalent combination of education ex�ence or trarnrn �,� ,� � � /iii /��/ /, � i / � � �/ �,� 1, M ,,.. „ lP�sioai �eea�rocls: Communicate effectively both verbally and in writing. Ability tv work.. vutdc�r�rs in all seasons, i�erfvrm inspections, i,e. eaccavati',c�r�s, ladders, etc., with agility. C�equires strength for liftir7g pounds at times, I,e. ides, plans., lc.rnaber °, etc, '", %�,�r- � ,,.,° i> c ,,fir :.1'”' „i ,,;. -r „ >, y., �n�.7�'"�r,,iY,�/'; �%r,�r- ^�'-'� r ;�—. -� yy �„ , . o ,;: as F � o � ✓ '/ � r /l'�i J r�i li / /oi"�l�%�� i ,'�'G i� mm'r r 'Pmt%% i )� � /yJ �r9r�”" ��r��w �r"�, „ ,�n tll', {� w.. ,, C �, ,,,, � Q+ t � �. %/, r /ii / /i /� li ,.��oi / ,.. / ��/ it iii / / �f /1/ .:,,,,. ,��.� ,,r�. � .�' ,., a „�...ii� ���,,; � �1 /rf /�i � /��� /�i�,�� i � � �, it i�, �i , 6lrriilep” � r��S1'��� `Il�!�¢�'��'�; � �'(�9�3�r Q;A'� ���i�r6l!iiate �k��Do�C�iS�r'wa �$,:'�iiY9'tlA'M to �'�:� 0 � ,.,,'g' ;'�"""'ii.. �r'o"'„�ii�%"'�'",jl� %yu . „"�' /i',� *�.. ^�i'TM"7jr"^ � "r�i^r^�'� .°^ � ..;��r ., q �r,7J'r i:.��' "�"�"i°�r^� mr -; � n. ,,, -�,!I� �!o�, ��!� /D�o �� ,,,r� iii ,/ ��v � %� ��o. ��f1 /;r ��or�,�� fir' �� y� m mg ra Y„ ii /� iri�i / /�oii/ � � /ii � ,,, /� iii w����,� �� � /, /i /, i i fry% i�� „n .A4�...�� „c.,/ �.i, //, „li %w�,w�(/ ���r,�i .,iii „,, i �Se ,,,,,;, ,,.. .�,. �,,; ,: i��!,, r,. /,. ,. � /,. ,.,, r „fi „ /i�,.. .��� %/ %!.,off% , /� %;,,, /i / / / /ii,. /,ic,! %fir /�o / %c;., ��?.<. V. �t a�u �'ci: ��r�aan �5ouT"C�S P"r�r,� Taxrnara Win, I�ixeci�r late; l�ecernber �'S, G�16 abject. budget �.e �� ent of Social ervir�;s has ore perscrr�nel rega�est to s�appnrt end assist our management tern of rte �itl� dae day to day adrn.inistrative tasks tlaa� are needed. Tl�e request �vauld e to e il�e pvsitiran �r� Seereta�°y i�. Tiuis posittara vrcr�zld b�e an advanced level in ire field �sf e�cretaraes an,d' �vauld be responsil��e fear providing l�agl� -level adrnastrstive support. i'or �irectcar, Assistani Director and seven suaperviszars, '�"l�is posiiiot� 'wviih starting aniicipat+ed salary o��5;4tjil and k�ents vro�ld add Federalfi�aie �2�,'g4 -t- focal 24,5'1 = 5,42 t�ataY. 'l"l�is request vavuld increase our local. budget by �24,5�5 frr�m ottr e�rrren�t local a�'ioui�t, Please see il�e attached documentation that provides xrtf"orrnation and. data io justify tlhe request. lVly sincere appreciation. �"or your iir��e and conside��ation. Tamara L. �Sreen l�irectvr [ever tFae {east several years,. Frederick �munty aepartrnent of 5mclaN Services �FCtaSS) has added sewer�l postiionx to address wmrklaad increases ftar both the. eligibility waits and the services welts. 7'hre agency has. coratinualiy io�aked at each unit and has re- orga�r7�tzed work tgow^ and rno*aed staff intro areas �rh,ere there has been a prowserk shdrtfail to rrsanpower• with the ea¢ceptian of the newly alaproved Adutt Protective Services 5wpervtsor, the agency leas managed all of ties workload and staff increases v�+ithout adding to its rn�ana�gement stru�ctwre. !n addition to the 17ireGttar and Assistant E7irectcarr tiaere are seven swperrisors; the rnanagerraent team has never had a swpport position avai�lalaie to assist with tlr�e day to day administrative tasks that are needed.. 'i"he r)irector, Asslstarat Crirector arod supervisors haws always been responsible fcrr putting their own refatarts and traekkgng statistfl data. 'l'f�ey must routinely schedule arwd orgarulze rneettrrgs lncludlrug everytf�ing frcarn tryirdg to pwli aiC participants together, reseruing moons and sending r�erpinders. many rneetitrgs do not have arsyone to keep nags or rnirwwtes. As special prca�ests occwr for e�am�ple, the Artnuai Report arad Strategic Plan, sarrxecane on the I�anager�nerat tearti is typically ties orp tasked with thvp " :nlg aut aql notes, Cteatipag the documerot and often twrntn� the infmrrrtation into a PowerPo {nt for variows presentations, tt is ocrr be8ef that hiring someone with strong organ6aationai, writ {ng and adrrianlstrativesssistant skills w�wid relieve the rr�anagernent tearrd irorn� smrne cpf those tasks that take preriows tlrrae away from their day; tia�ne that wowld be better served meeting with staff, assisting with case rrranagernent, training and rraeogtaarirrg. fielow is a starter list of items that wmwld be assfgnetl to the new staff mesnbert � �oord {Hate and set up r�neetings inciwr.ling roorxo set trp, sending reminders, taking Hates and typing wp rrrrautes �tnclwdir3g fwl{ staff rrpeetings� Attend Board meetings and take rnlruwtes; handle ail board comwnwn'rcations 6e involved in ail pra�ject work including being respmnsilale for the yearly neratton and' pubitcation of the Arunuali Report. 7`laaey would be irUstrwrnentai in assisting with keeping wpper rnanageonent on track with the Strategic Plan Assist with editing documents _often dcacurnents are being revievred end wilted' by the l5irector rar a4sslstant Director —this wowld atiaw anotiaer layer of editing before being revievJed for stgnatwre by wpper management Rowtineiy pail statistics fear all units tiurough Safe iVieasures and Data warehouse. +Once pulled, iihey wmuid wpdate any and ail trackers. /spreadsheets and then tn#orrrratio'n wilq be share with swpervfssrrs Assist with devegopptoent of ail powerpoint preserptations whether It tae for the Board or presentatt�ons within the c�arolmwnfty � work with the Cowrsty carp such thlrugs as wellness, Activgtles, i�ev�rsgetter �- basically be a point of comrnwnicat {z+n 3aetween the two. lvia�tntain calendars -'both for ties pirecttar and the ageny in terms of sit re}aorts due an;d enxwre cornpiiance i`ake an active rote In assisting with F�IA compliance. Up�hiie rant responsitale for redacting recrards, thEs lndivldual writ assls!l with mailing nottfucatlmn betters and print {ng recardls once redacted and ernswring client receives lnfarraaatlon within... mandated tirneframes. � "fyping and o»aiiirpg letters from management team Pneluw3ing appear responses � !'"racking sit l�tCiU's and making swre They are reviewed annwaliy and updated as needed. As mentioned, this list is lay no rrpea ns ccampiete � this is just.. a beginrming t'ist of obvieaws things this prasitfion could do to allmw managemesnt to focws on more meantngfuf development of staff and to lee swre tine agency !s mfferirtg the best service to thae constitwertts of Fr+ederiek r;;tawnty. a laelleve that once a person is hired anti i�egins wmrking, many other prcaJects and assignments viii be tasked to that lndlvtdual,. ' G.� y P� , � q� �'� M� � � f �r e >> �'�z., �, ,; v'- �''.�M4: ° ""r `�:r ear <R�: �'� ,�,,�r��.e- �„�.. �.. Cor�piies, trnscrlbez, and distributes rninutes'�t rateetings; Coordirtates and direct �s�ace su�rvices, such as reeords and iaudge� preparation, persor�nei, anti �housekeepir►g, in crrdar to aid executiaes; r+etr� visitors grad deterra�aines whether troy shc�u�ti ire given aocoss tc� spaci�ic indivitluais; hlai <�s kr�vol arr�nger�rer�tt� fir �xocui~iv�s; i*lanages grad rnalnkains e�ecu�tives" schedules; �apens, sorts, and distributes inceaml�tg correspondence, inducting �ax�es and ernaiB! Prepares agendas and makes arrangernenks for ct�rrtt�kkee, board, and �rkher meetings; IRese�arches and compiles in�orr�aiiora; prepares invoices, reports, rraemDS, letkerrs, financial skaternrats and other documents, using ward processing, spreadsheet, dakabase, arsd /or ,presentation software; grad Prepares responses to correspondence contairiing roukine inquiries. s? � z, � � ��� onsiderabie knowledge of: �+dmirrlstrakive rules, reguiaGons, policies and procedures of the deparkr�roerat; carganlzakiora and funci�ons of the locality; u�aodern office practices and procedures; computer - driven ward prtFcessirag, spreadsheet, deskkop pul�l'ishing and graphics; file management (paper and electrpnicj, and i�aslc rnatiroerraakics. °� Skid in: operating a personal cornpuker to enter, retrieve, review or modify daka; utilizing uuard processing, spreadsheek, datai�ase trr other softuuare pro�grarr`as; and operakng ether office equiprnerat saach as typewriter or other electronic data�- entry equlprnent. i��y perfor�rra basic maintenance of corrrrput�r system ant! office e�quipmenk. i�ibn C3Tf7 �'a�e � o &_p�- Ci9rca sec �l) �t.bc� __ DTI? Wage 2 i}� -� l -0v (�� i The q =ire �r�d q��scue ystern oansists 4fi adeven �� 1) vc�lantaer fire and raso� c�arr�panies, operated by voiunteer personneq, supported by 1(}1 unaformed career staff and fsve (�) office staff. The agency is an alq- hazards system, coordinating with our volunteer companies to d�etiver emergency medicai services, farefighting, hazardous materiags and environmental responses withan rederacgc County. The Career q]epartrnent was created to suppgement staffing needs for the voiunteer companies, N�ecentfy, tq�ds dynamic has shifted and the voqunteer personnel now suppiernent the Career i�epartrnent. Since ats an�oeption an 'i99fl, an order to address staffing requests by volunteer fire and rescue companies, the Career V�epartrrrent has grown considerat�iy. These requests were due to an increased demand far services from voqunkeer companies due to an ever�expanding county popugataon. An increase in training requirements and obgigations has made attracting new and maintaining existing voqunteer personnel difficult, resulting in a decrease in avaagaq,�ge personnel to answer emergency cans, demands on the County's fire and rescue system continae to increase as the popugation grows. rnergency cagi volume is increasing, with ,�4� eagle dispatched in f9g� compared to 'ig,��5 calls dispatched in 2A)�1�, representing a nearly 1�� °!� increase in oalq volume since the iJepartment's inception. The expansion of the local comrruunity cotiege, assisted giving facilities and ether Varga warehouse facilities has created additional types of potential hazards, �`he system as also facing new demands such as proactive fire. and safety inspections.. Staffing continues to bean issue for the department. C)ver the gist three years, t#�e Department has held Recruit Academies to replace employees and increase staffing to 2�i -hours in aqq fare and rescue stati!crns. The q�epartn�ent agsr� elirninafed the observed "'i�egiy Nay °' frorn� the sg7ift schedule to increase daily staffing and aggow all employees to access their earned geave, The daily staffing increases and conversion. of daytime stations to 2�i -hours has drarnaticaq'gy dncreased the t7epartment's overtime budget.. Increases in berth residential and nnn�resadentiai devegopment have created coverage deficaencges witq�an the fire and rescue system. This transgates into career staff suppfementang the worm of the volunteer companies, 1"he system must now be abge to handge not ongy ruraf hazards, but agso an expanding urban area and the hazards that are associated with that as wail. �argy assistance from Automatic Aid and 'utual Aid Jurisdictions has become necessary in order for the system to adequately respond to the increased demand... A- gista�ricaify, ir�di�ridual Wc�qunieer dire and q�;scue Corrrrpanies rswned and operated all stations and apparatus. do C3t4, the �o�nty initiated construction of ti,e first county owned fare station, q�ound i-tigd Community N"are and Rescue Station. Cn addition to this newgy constructed station, in August of g'q� the County took ownership of fi�illwood Station due to funding issues which threatened its operation. As the County continues to grow, the Volunteer System viii continue to face increased demand combined with reduced voqunteerism; in turn, tq�e County wilN be faced with addataonaf demands for financial support to the Companies. �r� t i`� u, �r i �^ '� �� 4 �.,a1 �r � � � v � .� �, p ► , 'r � , � ., c � � �i �U i �N V , �� r t � � u ,. w ., �; , ,., pr �: , � i � v ' �, �n , �� �. � 11� � � ,� �., - iw. +^ �w,r a � I ���,:, M � � �K �m i , o., : S � 'r * ,r yo � W � f s " y,+ e • , � .i i ^', r l ��� i=ire artd Fescue fiepartment staftwng requests are specficaiiy directed tavaards alleviating the ctuall'enge of nat anly arriving can the emergency sc�n�, l.�ut also striving tra create efficiencies t"ar resalving errue�rgencies ex�seditiausly, in order to save lives and property,. ante a�n�scene. l�ecocrumended staffing canfigu!rations facu.us an enhancing 1= 'irefighterl'I'�+"1T safety by staging units vuith the apprcapriate n�rrruber t�f personnel; staffing ali units tdth personnel trained in advanced life support, and adjusting staffing rnadeis t+a increase response capacity_ The i�F.'partrClf�nt IS cbntunuing tC? deWelap and initl;'�ti' effective �trateglc;S ti] assist the ct�mrnunity. �e envisian nc�t only having the apprapriate staffing and equipment to respond tc calls far service, but to be praactive, not only reactive. Vie; are continuing to enhance the community outreach, safety inspectir�ns, and safety education and prevention programs to educate the ccrrrmunity of rislts and ways to prevent then. The e�pansian of the community college, assisted living faciiities and other large vaa,rehouse facilities has created different types of potentiap hazards., crud nevi deuvuands such as proactive fire and safety inspections. Increases in botFu residentia6 end non- residential development and service delivery challenges associated rth an ever�gro�vir�g cornmuu�ity have created coverage deficiencies r�ithin the fire and rescue system,.. Ttuis translates into additional career staffing supplementing tl�ae work of the vals�nteer companies, Tare systen must nova be able tt� handl'e not only rural hazards„ but also an expanding urban area and the hazards that are associated with that as vveli. �erruand's on the County °s fire crud rescue system continue to increase as the populafion grduus. :mergency call volume is increasing, uw�ith 4,141 calls dispatched in 199C7 cact�par�:d to 11,245 Dolls dispatched in 2g1a�, representing nearly a 147 °e'� increase in call volume sconce floe O�epartu�uent`s lncr:ption, career personnel assigned to each of the eleven volunteer cora�panies provide 4�hour coverage. bounty stations are inad+squately understaffed a fair amount of the time. Responding personnel are unable to fallowv the ��1 firefighting requirement "2- in�2�out "due to only having twva �j staff avaiia,�t71e at the station. In addition to fire�gt�ting capabilities, inadequate sta�rng creates deficiencies during responses. 1`o increase the chance of su.urv6val, it is irrsperative to initiate ilia- saving measures trs a persorn in cardia- pulnanary arrest. �+ith %n five minutes to ach %eve the best chance of survival and recovery. Airway rna�nagement, chest cornpressirans, and 1'� drug therapy are crucial! and each requires individual attention daaring the incident. This requires rnultiple companies and mutual aid from surrounding jurisdictions t�o respond on a single incident for adequate staffing. tt is recorxamended that the County adapt and irvaplement Y�FPA '17�a — �9rganzation and �eployrnent of Fire Suppression operations, Emergency lViedical �9peratYons, and Special +i�perations to the Public by Volunteer Fire l�epartrraents. 3tD- 10�p� -� � ensa�tiara a�f Tra6rat� �cer -� hlew Sti5- 'IQt71 -Ci�9 Cram �arrasatia�ra call "Fral�a�ia� �ffiiCer — Na<w a - Y =uli -Tinge Training officers lateral transfer / backfilY current Y =FIFY� pesitic�n� �eq�rest ��,aaa ���,�aa each} Two additional Training CNficer positions will assist the existing Training Division Staff with facilitation of the annual training plan adopted by the Frederick �our�ty Fire and rescue Department and the Frederick County Volunteer l=ire and Y�escue Association. Currently, the Training Di�vis'ron employs two full- tirv�e instrwct�ars who are responsible ft�r conducting Care�:r }recruit Schools, Career Training required far current EIS providers SCE hoursj, �7SH� mandated training,. and Volunteer EIS and Fire Academies. tNith the significant decrease in volunteer instructors available for the Academies, the current staff is finding themselves working over 6{� -hours a week.. '�u'hen feasible, tkaese staff members adjust their schedules to decrease the overtime irrapact, however this is becoming mare d'nfficult with their current workload, `(he aa�rDatic�raal Tralraia,g t]fflcers are tra�perative to the reda.actir�n cf ravertir�ae. ithcaut these positiaras, the Trairaing Divlsirara will have to evala.aate grad etirra"wairoate availabla� trairaing pport�anities tra baath Career grad Va�luratr�er Flre and escaae rraeavabers. During the past four years, the Training Division has canduoted four 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 raced to conduct the Career Recruit Schools is beceaaroing rrarare prevalent since the potential candidates are young with very limited certifications and experience, which causes the training programs to be provided to thorn just to bring them up to current standards required by the Department. The Department has always attempted to utilize volunteer instructors and part -tinge personneC to provide instruction during the Volunteer Fire grad ENV15 Academies as well as the Career Recruit School, but the number of perspnnel available to assist with these training programs is becoming less grad less. The Fire and Rescue Depaa:kment applied fear accreditation through.... the Virginia C7ffice of Emergency 61�edical Services far the levels of Emergency Medical. Tecianician and Advanced Frnergency+ ll�edical Technician in March a°l�. flur site visit by the accreditation. team was conducted in ,lanuary a� b and our first Advanced l�mergency medical Technician course was condaacted in �lanuary 2a1f. These positions are critical to facilitating the other training programs as to allow the EIS Training dicer to concentrate on development of the curriculum and completing all of the other components fleet wild be required through the accreditation process. Eath of these positions viii also assist with the coardinationlinstruction of the 'Emergency a {dioal Services Academy, Basic Fire Academy, Career recruit SctaooB(sj, end ether training programs aff+ered by the Training Divr'sion. The Training Division Staff gill then be able to incorporate mandated specialised training programs into the Training P'rograrn flan and facilitate theara based open nationally accepted best practices. As the Department continues to gnaw, it is imperative that we provide the highest level of training possible locally. The dynamics of today's incidents have changed dramatically and t'he need for realistic, functional educe #ion and training has never been higher. Irt addition to ,providing this basic entry -leveV fire and E� coua-ses, trraining ref driver /caperetor�, oepeny officers, arwd chief officers on #hie new technologies wind leadership required to facili #ate a combination career' end volun #ear fire and rescue system. t��'t'tt(t��7�tD ��am ensatic�rr aaf Vrfi Veer° for additicanal ,assistant Fire arsV�al a fi - Full- irirne Assistant Fire V�Varshal � Lti�! i;lateral transfer l back�ll currer3t �V= IV�.i�VT posiiio�n c� F�eques# 3t�r8iDq 'With tine adrrption ref the ldirginia tatev�ide l =ire Prevention Code irr D�12 one of the otajectives �+vithin the crude is tra have 1pp� /�, �f eii cornrrlerciel end retail properties i�ruspected er�nu�li�!. There ere approarin�a #sly S,+�ti business licensed retail, crarrannercial and home -based properties that ere, by code, subject to tare prevention insperations. The current staffing levels afford us the ability to corr�plete approximately 2 °�� of the required inspections.. Cur goal with additional tafVing v�ould be #o complete 5��1° of required inspections. The adcVititartai �ssistarrt Pine i�larshaV es irr�taerative tea conduct tl�e a�nrrarai life safety ir�a�rect'ions of aiV crarrrrr�er�iaV grad retain Vb�rsirresses ire rectericVr �marnty, tout tV�e ad�titiorrai �oitionp anrrrraV iryspections viii lbe rnaiir�taia�ecf at %� of cornrr�erciaV arrd retaiV b�rsirmesssm A# presen #, our Assis #ant Fire Marshals are. responsible far enforcing tFae Frederick �oun#y Fire Prevention bode, perf+�rrning safety inspec #mans for county businesses, rovestigating causes of fires, explosirans, environrnerwtaV crimes a�nd� emergencies, issuing burninr� and' blas #ing p�errnits, revieuving fire protection sys #ern plans, and ensuring and edracatrrg the public about ire safety. increasing our staffing levels wiiN ei�iovv us to increase the nurrakaer of inspections, wviii al'iov� for expedited plans revieuv, improving customer s�:rvice and al'lo�r appropriate time fear thorough investigations. The number of requests for Bife safety education feom civic organizations, private b�rsinesses, public and private schools are stead6iy increasingn Currently, �!e are reaching approximately �"1� of our popuVation, with additional staffing w oul'd be able to incr+aase the number of people we are abd'e #o educate. The additional staffing ilC also assist wvi #h the required after- hoarrs ran call time for any life safety issues. that may arise vwithin the jurisdictuan. C)ur proposed Life safety /Fire Prevention Permi# Fee Schedule mill generafe revenue, which.. rnrili assist with eaffsetting the costs of additional staffing. �y expanding our inspec #ion services to include life safety /fire prevention raperetionai ;permits,. that many area jurisdictions already require, we v�ill improve the overall fire and life safety to our county citizens, visitors, firefighters and provic#e addi�tionai education to the busiress raw�ners. ° �5��1�0°t�'t�2 tom ensatiran rrf irei titer for S su erbaVor�errr a 1 - Full�Time EI'�S Supervisor - IV (bc�fill current FFYT position] a Reques# 36,f30Q Currently there are no es #ablisl7ed career positions for FINS supenrlsory personnel with "rn the combined syste�rn. supervisory personnel are critical components of the 0�tutS systerra, as they not saruVy provide patient -care oversight, but alsra serve as day- tomday liaisons with hospital staff and the �V�l�, system administrative and operatiranal officers, and integrate into the incident I�lanagement system on incidents involving multiple med`ocal patients, technical rescue components, and as needed on ether emergency incidents. Additionally, the EIVIS Supervisor will ensure a day -to -day quali #y a:ssurancelquality imprcavement program be implemented. This position would be an Administrative Position, working IVlonday -- Friday,. during reguiar t�usiness hours, with hopes of expanding in the future as needs within the field change. currently, our Deputy hi�ef of C�parati�na caversees atl aspects of iter�ts lisiec! taelc�w. These add'iticrnal d�raties would be ,assigned to the Supervisor, allav�irbg 4i�e �►eputy �hi�e o�f C3�asrati�ans t¢� li�c�rs on emergency r�rrvice plar�r�in arrd deliverg�� as weDl as �epartrrler�t staffing reeds. Position duties would include: fit) Patient care protocol compliance: the need for 1=l'- trained personnel to operate and perft�rm according to established protocols far patient care is a critical element for positive system delivery, compliance with established patient. care prtatocol is intuitively related to the quality of the. care delivered in the IS system. The quality of care then relates to the overall quality of the system. �2) IFnsuring positive patient outcome: the resultant patient status following pre hospital treatment and! /or cane relative to the patient °s signs and symptoms are measured by the effects of the SKIS system encounter. Patient outcome patient statsy can be a byproduct of the overall quality and effectiveness of arr �lS system., and therefore should be measured as an indicator of quality within the system. �(�) oversee the duality Improvement 1 Quality Assurance Program Manager as this role vrould serve as the liaison between the hospital', patients, and the Offrce of FIViS. The I�I�IS Supervisor will be respons %ble for the day -ta -day supervision and support of operations in the +bounty, The position is intended to be a suppor'ive one in that the �S Supervisor should endeavor to monitor and mentor the active Ffv1S prov "rders as well .as provide guidance and structure to on -going EI�tS operations countywide. '''hiie a memtaer of the command rank, the IF�tS Supervisor will not be disposed to assuming command unless that action is required to stabilise, an evolving. incident. The EMS Supervisor is more appropriately oriented' to assuming specific roles inside the Incident Command System �IC,S) such as IVledical Branch il�atient Care }, lutedical� Croup supervisor, Treatment Unit l- coder, Transport unit Leader, Rehabilitation droop Supervisor, etc., while avorking with the Incident Commander to ensure a seamless I�C'S is maintained resulting in multiple outcomes, 35�- 1�0� -'l42 horn ersatiear� raf Ffre'fi hter�or Quali Assurar� Carta er 0 1 - FuII -Time dAJQI I'�anager _ l'�i�+' �backfitl current FFII =lIr1T position) c� Requesl$'�6,i�Clil The duality lmprovement/duality Assurance �Adj Manager would work hand in hand with the Fl1�S Supervisor and the Revenue Recovery Progratxr to ensure delivery of prosper patient care and insurance compliance, while maintaining privacy of protected health information. T"he need to operate a complete quality program that includes total quality management, continuous quality improvement, and quality assessment is necessary to ensure emergein�cy medical ire is provided acrc+ss all agencies in a competent and cornpassicanate manner. The pror�uram includes direct field observation by a designated medical quality officer.. This position would require the dA I'�anager to be a l�Jationally Registered andtor 'Ureginia Certified Paramedic in order to properly assess patient reports for all leve'Is of service. The CAA l�lanager would oversee and manage associated information systems, including! the department's emergency incident reporting software, and provide adrrtinistrtive staff' with guidance and direction in database operations and an accurate re;pariing of run stafiistias, They would carr�ple #� and maintain an inventory oi' department equipment, inciud'ing stations, vehicles, ar+d suppiies, and create a certifiication and training database withirn the existing repori °rng scaft�+ar�. The ��, l�lanager would provide statistical data tv form reoommendati�ans to improve the delivery of err�ergency rnedfl ;services thr�rughout fihe County. �n established program indicates fibs C�epartrr�er�fi's effort toward establishing and maintaining quali #y wifihin the �� systerrr. revencae recovery fund p s �� � u � � �r, ,r r ,� , ,� The additit�n of an S gil'ling 5peaialist will allow the program fio run in cornplian wifih regulations set forth by the renters far Medicare and 1�,7edicaid services. Currently the l�l�lS billing manger performs all rolls of the program. At present, (Frederick County is transporting more than �,i�gg people to the erv�ergency room annue(i�. �1I transport reports must be reviewed fdr quality assurance and for finai preparation before 'being sent tc� fifes hilVircg company, In edditiorr to reviewing each report, the federal government, has set Earth regulations for the routine auditing cif Math our reports and the work +�fi aarr fihird party billing ccrrn�an�, This taragranru would also rrranifior the revenues coming. into the program and calcuMate payouts to itye eleven volunteer fire and rescue cornparuies. These duties have become too cumbersome for errs staff member to rrraintain. ;+'ith the feequenfi charrgas to our healthcare laws,. it is im,�reraiive that cur revenue recovery Program expand to rnor�itor changes. The trrancial and legal implications could became costly if we are rrot proacti�re in maintaining a Strang and evolving pragram. �G,, � �''�� ��, j� t � ",� � �N� i� 1 U iu1 "'�, "' mdo�Uy ���, fIF y � r'�"�� ����, >,� 1n � � ,��i � lil � IC.„ ��r�t f� � �¢��� � - � d��p a � l� ,el� `���� 1,��„� (� � �lll �,�' � � �, k � j ., TC ! � � �'� ', � 1 {�� iN. � c � � t �'"" � 5 u � I/� ��w hw � "� I, V'"' �r �� � fj�d � n 4, � � � -, ��� 1'� � � � �,.a �.. �� �y� p r� a ti �i ��, ��b �., Rd � U � p± i/ �e±u � i� V, �" � �. �'b RiN PE I' 4.� tl,. �° ��� % � °� �'i [ I � �� i � IwS �° k i �� U Y� U E � � '. y a o- �y � r '� �{ �� *d�i/hlle the meetings are normally the .`"� Friday �f �ha month, this rne�e�ing has been ad, jested: .���t��ry 2�i, 017 (�an�rary,l,�'''- Hc�llday,� February 1�, 2�g17 �lar�h 1�, 2�91� �;prih �4, 217 .�k�lie �r ��� �Lr�y 14, 01i Al1gl�S� �.�j ���� September 8, 2�g17 �rtc�ber 1.3, i�9.7 �lovemher 17, 20� r * �lua� ember .�- �lallday,J December 8, 2tl�. COUNTY of FREDERICK Department of Planning and Development 540/ 665 -5651 Fax: 540/ 665 -6395 MEMORANDUM TO: Board of Supervisors ,�: �.. FROM: John A. Bishop, AICP, Assistant Director - Transportation RE: Transportation Committee Report for Meeting of January 23, 2017 DATE: February 1, 2017 The Transportation Committee met on January 23, 2017 at 8:30 a.m. Members Present Members Absent Gary Lofton — Chairman (voting) Mark Davis (liaison Middletown) Judith McCann - Slaughter (voting) Gary Oates (liaison PC) Gene Fisher (voting) Lewis Boyer (liaison Stephens City) Greg Unger (liaison PC) filling in for Gary Oates James Racey (voting) Barry Schnoor (voting) ���Items Requiring Action��� 2. Support for Reliance Road Truck Restriction At the November meeting of the Transportation Committee, the Committee considered a request from Warren County to seek a joint truck restriction for Reliance Road. At that time, the Committee had a number of questions regarding the request which were posed to the Warren County Administrator and are in the attached documentation. Also attached find communications from VDOT regarding the potential truck restriction, as well as emails from a number of citizens. VDOT has clarified that if Frederick County does choose to proceed with support of the truck restriction, we will need to adopt a resolution of support and hold a public hearing. The most recent count we have for the roadway is 1800 vehicle trips with 2 %being 3 axle or greater. This equates to approximately 36 trucks per day. 107 North Kent Street, Suite 202 •Winchester, Virginia 22601 -5000 Attending the meeting for Warren County were County Administrator Douglas Stanley, Deputy County Administrator Robert Childress, and Supervisor Daniel Murray. Mr. Stanley noted that trucks cannot navigate the roadway without regularly crossing the centerline which creates safety issues for residents and other local trips. He explained that, due to the termini of the roadway, a tractor trailer restriction is not possible without coordinating with Frederick County. Mr. Murray noted that he lives along Reliance Road and also represents a number of his neighbors and he made a number of points. 1. Safety concerns due to trucks crossing the centerline routinely. 2. Removal of truck trips could result in maintenance savings. 3. At times it is difficult for people to get out of their driveways due to truck traffic. 4. While quarry trucks can't be stopped, we could at least remove tractor trailers. Mr. Childress noted that his is a problem that goes back decades and that over the years VDOT has added paving to the shoulders to get the road to a minimum width to allow for centerline striping but that the width remains inadequate for this type of traffic. He also reiterated the maintenance issues. Mr. Unger noted that the restriction does no harm to Frederick County and that he totally agrees with restricting the roadway. Mr. Lofton asked for clarification of the Ed Carter email in the attachments regarding trips that would not be restricted. Staff noted that agricultural trips and vehicles could not be restricted and that trips originating or having a destination within the restricted area could not be restricted. Mr. Lofton asked for clarification of what the signage would be since quarry dump trucks were not the target. The answer was not readily available at the meeting but Staff will follow up with VDOT. VDOT indicated that the restriction would be for vehicles in excess of 30 feet to properly target tractor trailers. MOTION: Supervisor McCann - Slaughter made a motion to recommend the Board of Supervisors schedule a public hearing and adopt a resolution of support. The motion was seconded by Mr. Schnoor and passed unanimously. Bisha� � From: Doug Stanley <Dstanley @warrencountyva.net> Sent: Thursday, December 01, 2016 4:41 PM To: John Bishop Cc: Robert Childress; Dan Murray; Balderson, Clifton M. (VDOT) S�a�e'f: Reliance Road Truck Restriction �!��'��� Fdgc�ia� u.,���� :� your a,: ":�iiP � �a ir��� ��q� �;d��a��r� si�� "fV�ao � ��s�t�;�'�� a� ��� "iir���t�� ^ ^�� �P� a °���ic�����f�� �V�.��� °�l bm�'��dP��t�:: P�����d i��N "���: "sw��� "� C;�u�u�f +� ii�;w��f� �;.o���P��6��s � c���r s�.:���r�ri sa�� �`�m,��° �:1� ca�°�:q "� ftPvok° ��° ��:ir Il�,�sn �:�y. lii�. 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P i= "�" R�U m f fJ�. 0 i�W i:" i IP`� � l i I: i �� f. i�f fJ' f:: fJ "IP�PIimTf�, ���.i -�:� i:�O POMP.. �:�:�y �.:�"�(.��'°, �.,8�, )�� (i��Ci...��: ���iII � &"i� �b�E ..fJ O f G- i;i~i� Pi�i Il�:r�,.`�Prn i�lW:�'µiµif��� -�,..k -P k: D"Jf l "� i�' I��i�"9i �i�� I`P..iP� dP� ''�w`.wi�„ �i "1- `Niim+9 ��l_r�l =. f�f�:)��"� =��;P �" d:p�.�"�Iw Oim `f�..Pl�, � �.��:, �I�(•�a6��1 �t"OP,�i,. From: John Bishop [�n��i����J���I���t������Tc�.j Seir�t: Thursday, December O1, 2016 4:03 PM To: Robert Childress Subject: Reliance Road Truck Restriction :.. I took the request we got from you all to our transportation committee and they just had a couple of questions. I'd like to get it back to them on the 19`h for a recommendation to our Board. 1. Where did the request originate or what caused it. 2. Do you have any count data aside from the VDOT counts? 3. Is any of the data directional? They are wondering if the truck trips are mostly east or westbound if you know. 4. Do you have any indication of whether this seems to bean issue caused by GPS routing? I think that's about it. Anything you have will help as we try and get them to a decision. Thanks! John John A. Bishop AICP Assistant Director — Transportation Frederick County Planning and Development 107 N. Kent Street Winchester, VA 22601 540 - 665 -5651 John Bishop From: Carter, Edwin (VDOT) < Edwin.Carter @vdot.virginia.gov> Sent: Friday, January 06, 2017 6:43 AM To: Doug Stanley; John Bishop Cc: Balderson, Clifton M. (VDOT); Logan, Donald D. (VDOT); Leckrone, Sam (VDOT) Subject: Truck restrictions - Rt. 627 Reliance Rd. 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G�`SfIV�" i'D ���;b49N7u��a" V�INr61a ° "� �,a4 "bd� C'Y�I�� Vkl �..�.4��Sik�w,?191� N.N4i'�FI� "sFrr!'�pa'', Thanks, �d Edwin Z. Carter Assist. Residency Administrator VDOT— Edinburg Residency (540) 984 -5605 Fax (540)984 -5607 0 C7 0 M N N 3 0 a� -b -b -b x U .� Qi M N .� .� Lf� .� E (0 >, O C O �N I..L U C c0 r N O �D N N Q �> �C G U C (0 � O � M M �O N N N N c,i° '"��4,� �';;; :- ..r.,. �k, "i�h .,I� "� °�Jh�� �y��rc�� ��, „���� O O O N N m 4 O C7 h O N "�O a 0 0 h O N T N Ol f0 E C .0 N U C (0 .� N N N G t7 N G� tt) �� C M O� O N ,�-i 4-i O John Bisho From: webmastr @fcva.us Sent: Thursday, December O1, 2016 7:52 AM To: John Bishop Ss��jeet: Frederick County: Email from Frederick County Website A new entry to aform /survey has been submitted. Form Name: Date &Time: Response #: Submitter ID: IP address: Time to complete: Survey Details Page 1 Email Planning Assistant Director /Transportation -John Bishop 12/01/2016 7:52 AM 35 26327 75.145.197.3 14 min. , 36 sec. Frederick County uses the form below for email communications instead of traditional links within the pages due to the use of software on the Internet which collects mail addresses from web pages to send unsolicited commercial email, or "spam ". To better assist you, fields marked with an asterisk are required. 1. Your Name Roy Rumsey 2. Your Email � � ...' ',b�"N.J°1C1'h "N W "9 M � 3. Your Phone Number 540 - 539 -0078 4. Subject Reliance road truck traffic 5. Message I'm writing in reference article in Winchester Paper other day. There is way to many heavy wide trucks on road Through Warren county This portion way to hilly, windy, and norrow For today's large trucks This road just quilified for yellow line They using road as short cut to and from Route 522:340 and all new shopping centers Etc plus they can carry more weight on Reliance 1 Road than interstate and save couple miles Rather then use interstate 66 Traffic running in both directions east and west In fact when watch trucks on road they usually Having ride on yellow lines since road narrow And if they move over be the rear axle wheel Hang over shoulder A meeting is in order with both county Officials and residents along this road Thanks Roy Rumsey 1526 reliance Rd Warren co VA The County of Frederick respects your privacy. Other than as required by the Virginia Freedom of Information Act or as may be reasonably anticipated in connection with the conduct of the County business to which your communication relates, Frederick County does not disclose, sell, share or trade any information from communications sent to the County. Please note, though, that any written communication, including any a -mail message, sent to a public official andJor employee of Frederick County becomes a public document and may be subject to the Virginia Freedom of Information Act. This means that a copy of any such message could be requested by a citizen, or a member of the media, may be subject to disclosure, and if disclosed could be reprinted and /or used in a public forum by the requestor. If you need immediate assistance or have questions about the Virginia Freedom of Information Act and its impact on this communication, please call (540) 665 -5600. Thank you, Frederick County This is an automated message generated by the Vision Content Management System'"". Please do not reply directly to this email. John Bishop From: webmastr @fcva.us Sent: Thursday, December O1, 2016 7:54 AM To: John Bishop Subject: Frederick County: Email from Frederick County Website A new entry to a form /survey has been submitted. Form Name: Email Planning Assistant Director /Transportation -John Bishop Date &Time: 12/01/2016 7:53 AM Response #: 36 Submitter ID: 26328 IP address: 174.204.7.208 Time to complete: 13 min. , 6 sec. Survey Details Page 1 Frederick County uses the form below for email communications instead of traditional links within the pages due to the use of software on the Internet which collects mail addresses from web pages to send unsolicited commercial email, or "spam ". To better assist you, fields marked with an asterisk are required. 1. Your Name Kevin Keefauver 2. Your Email �� r'p`t 3. Your Phone Number 5408692325 4. Subject Reliance Road 5. Message Mr. Bishop, I just finished reading an article in the Northern Virginia Daily about tractor trailers on Reliance Road. I live in Frederick County and my wife and I have to travel Reliance road every day because there's no good routes through Frederick County. If you have never traveled Reliance Road please do. The reason you get no complaints in Frederick county is the road structure is so much better, but once you hit the Warren County Line it gets very narrow, deep drop offs, very dangerous when tractor trailers travel towards you. In my opinion Route 66 should be used by all tractor trailers. It runs parallel to Reliance Road. My understanding is that they can't use their 5 %overload permits sounds like an easy fix to me? I'll live with whatever decision is made but Common Sense tells me tractor trailers should not use Reliance Road. Thanks for your time. The County of Frederick respects your privacy. Other than as required by the Virginia Freedom of Information Act or as may 1 be reasonably anticipated in connection with the conduct of the County business to which your communication relates, Frederick County does not disclose, sell, share or trade any information from communications sent to the County. Please note, though, that any written communication, including any a -mail message, sent to a public official and /or employee of Frederick County becomes a public document and may be subject to the Virginia Freedom of Information Act. This means that a copy of any such message could be requested by a citizen, or a member of the media, may be subject to disclosure, and if disclosed could be reprinted and /or used in a public forum by the requestor. If you need immediate assistance or have questions about the Virginia Freedom of Information Act and its impact on this communication, please call (540) 665 -5600. Thank you, Frederick County This is an automated message generated by the Vision Content Management System'"". Please do not reply directly to this email. Response #: Submitter ID: IP address: 103 26880 107.77.204.112 Time to complete: 10 min. , 28 sec. Survey Details Page 1 Frederick County uses the form below for email communications instead of traditional links within the pages due to the use of software on the Internet which collects mail addresses from web pages to send unsolicited commercial email, or "spam ". To better assist you, fields marked with an asterisk are required. 1. Your Name Max and Ellen Yoder 2. Your Email �� „rt�a:y.p�..��izwr "���6E"���;�? :Nrx�x�id.�.l~::�id''m"! 3. Your Phone Number 540 - 869 -1824 4. Subject Traffic on Reliance Road 5. Message Please assist Warren County with the safety problem concerning speeding tractor trailer traffic on the Reliance Road. This small country road is already filled with students traveling to Lord Fairfax. My husband watched a deputy stop the same student twice in one day for speeding. The trucks are too large for this narrow road and they make it unsafe for any of us to cross, walk or ride bikes on the road. Our farm is on the line between Warren and Frederick Counties. We lived in Frederick many years before moving here. Thank you for any assistance you can lend to this concern. Ellen Yoder The County of Frederick respects your privacy. Other than as required by the Virginia Freedom of Information Act or as may be reasonably anticipated in connection with the conduct of the County business to which your communication relates, Frederick County does not disclose, sell, share or trade any information from communications sent to the County. Please note, though, that any written communication, including any a -mail message, sent to a public official and /or employee of Frederick County becomes a public document and may be subject to the Virginia Freedom of Information Act. This means that a copy of any such message could be requested by a citizen, or a member of the media, may be subject to disclosure, and if disclosed could be reprinted and /or used in a public forum by the requestor. If you need immediate assistance or have questions about the Virginia Freedom of Information Act and its impact on this communication, please call (540) 665 -5600. Thank you, Frederick County This is an automated message generated by the Vision Content Management System'"”. Please do not reply directly to this email. ���Items Not Requiring Action��� 1. Mount Olive Road Paving Staff received communication from Mr. Kevin Trice, representing himself and his neighbors with concerns over the timeline to pave Mount Olive Road. Staff updated him on the status of funding and policies involved and invited him and any interested neighbors to meet with the Committee. Attached, please find the current secondary plan as well as the Board policy on ranking of projects. Mr. Trice of Hammock Lane spoke to the Committee and noted that he has lived in his subdivision for 11 years and during that time Mount Olive Road has gotten much busier. He noted that he puts in work orders monthly with VDOT and that with all of the maintenance on the roadway that it could have been paved by now. He also noted that the distance from Route 50 to Hammock Lane is only about 1000 feet and that this is the most heavily traveled portion of the roadway. Mr. Meister noted that due to the hill on the roadway, any rain very quickly washes away gravel that VDOT has put down and creates a washboard effect as well as following dust issues. Staff and VDOT explained the ranking system and where Mount Olive Road currently ranks. It was also noted that the primary restriction is in the amount of paving funds that are currently allocated by the State. While improved, the funds still only allow one or two small projects a year. The Committee discussed that they are satisfied with the ranking system as it stands but noted that it may be worth testing to see if a smaller segment of Mount Olive Road would score more highly if broken out at the next plan update. 2016/17 - 2021/22 SECONDARY ROAD IMPROVEMENT PLAN for FREDERICK COUNTY, VIRGINIA Frederick County Transportation Committee: 06/20/2016 Frederick County Planning Commission: 07/06/2016 Frederick County Board of Supervisors: 07/27/2016 MAJOR ROAD IMPROVEMENT PROJECTS 2016/2017 through 2021/2022 Major road improvement projects command the reconstruction of hardsurfaced roads to enhance public safety. Improvements required for road width, road alignment, road strength, and road gradient are considered major road improvements projects. �? � � z w �� w � o w � o ��� � �� w �� � � ,�� � o � � � w 1) 655 Sulphur Springs Route 50 .30 Mi East 6000 1.1 miles SH $7,505,445 After $5,798,052 Road Rt.656 2022 Allocated .47 Mi Int. Snowden Partial 2) 661 Red Bud Road South Bridge 1300 0.5 miles ST $2,000,000 After Funded Route 11 Blvd. 2022 Relocation $1,500,000 Partial 3) 672 Brucetown Road Route 11 .35 Mi East 3200 0.35 miles ST Significantly UN /SH Funded $100,000 Variable Thru Plan $10,414,000 Appited for 4) 788 East Tevis Street Route 522 Winchester N/A 0.44 miles SH Revenue UN /SH R/S Funds City Limit Sharing $1,400,000 5) 788 East Tevis Street Route 522 I -81 N/A 0.40 miles SH Revenue UN /SH Cover Overall Sharing Project Needs LF Turn Lns Under 81 $3,346,924 SBound @ 6) 11 Martinsburg Pike Overpass 16000 0.20 miles ST Revenue UN /SH I -81 Overpass Exit 317 Sharing $1.9 Mil Short on Funding H B -2 Federal 723 Carpers Valley Road At Clarke 1100 N/A SH $1,262,327 2017 Bridge 7) County line Replacement Funding .24 Mi Int. Shady R/S 8 788 Renaissance West Elm Road N/A .18 miles BC $1,635,658 UN /SH Funds Route 11 .5 Mi East R/S Funds 9) 659 Valley Mill Road Ch Oning Rt. 7 N/A .65 miles RB $7,200,000 UN /SH Under Funded Dr. $5.2M 10) 645 Airport Road Int Int East Tevis N/A .4 Miles SH $5,600,000 UN /SH R/S Extension Route 522 Road Funds Snowden Bridge Int. Directly 11) 883 Blvd. Route 11 before Int. N/A .8 Miles ST $8,136,700 Under R/S Funds Milburn Const. 280 Ft. S. 210 Ft. N. 12) 1012 Town Run Lane Stickley Drive Stickley N/A .1 Miles OP $150,000 Int. Drive I nt. 522: ��.�� �, .:° � �. �� 11 �4� m W��w�w r �.�� �� mow.�. �" �,, r" � � m u ��� 522 �" �� 37 � � ��� �� �.���� �, 50 ���� ���� .k Pr ��� ©� i111Vl�pw �di�IIMNMIRNI��ty'"��� �,,,, �� Winchester �" �� ^��r ,,„ �,�� v� µflu $7 � ����. i © ��4 �� ,;,� u %, �,,,� �Yii �w�4 ° .,,r' ° a .� . � � aaw � r" k � � „, �� ,,,,,,,�� 1. Sulphur Springs Rd ,y � ° 2. Redbud Rd • © »° 3. Brucetown Rd �n 50 �1�� » »���ti57 4. East Tevis Street ��a �IIIVIIIiiili �,�� `��.,� �5. East Tevis Street 522 � ��illlllllllllllllll �6. Martinsburg Pike 11 'I 7. Carpers Valley Rd ��� � �� Illlli$- Renaissance Dr ”' ,,�;It19NN,����„ 9 Valley Mill Rd � ���� �1�4ti�tititi1111111 i� �����d�11�11i��t 10. Airport Rd Extension Stephens Clty - r °� 11. Snowden Bridge Blvd '� � °w � °O���j 12. Town Run Ln ��� u�� Frederick County �� ��� Major Road �� ��" Improvement Projects 11 2016 /2017 thrU 2021/2022 ���, ��Y E e= NON- HARDSURFACE ROAD IMPROVEMENT PROJECTS 2016/2017 through 2021/2022 Non- Hardsurface road improvement projects provide impervious resurfacing and reconstruction of non- hardsurfaced secondary roads. Non- Hardsurface improvement projects are prioritized by an objective rating system, which considers average daily traffic volumes; occupied structures; physical road conditions including geometrics, drainage, and accident reports; school bus routing; and the time that project requests have been on the Secondary Road Improvement Plan. *NOTE: Projects are placed on the scheduled list based upon VDOT revenue projections. Changes to those projections can lead to projects being delayed or removed from the scheduled list. v ~ W u: w � o w cn z � z � �� � w� Cam: �� w � �� � �� � � �� o `�� w o � � $20,000 Allocated 671 Woodside Road Route 11 0.4 East of 50 0.4 miles ST $144,000 UN /SH Potential Rural Route 11 Rustic /Funding 671 by Others Woodside Road Route 669 WV Line 270 0.30 miles ST $91,500 2017 CTB Unpaved Roads Funding 661 Wright Road Route 669 WV Line 240 1.84 miles ST $561,200 2018 CTB Unpaved Roads Funding 629 Carter Lane Route 631 Route 625 220 1.8 miles BC $549,000 2019 CTB Unpaved Roads Funding 692 Pack Horse Road 1.2 Mi NE Route 671 210 1.4 miles GA $427,000 2020 CTB Unpaved of Rt. 600 Roads Funding 1.25 Mi W CTB Unpaved 629 Laurel Grove Road Route 622 of 200 1.25 miles BC $376,000 2021 Roads Funding Rt. 622 629 Laurel Grove Road 1.25 Mi W of 2 5 Mi W of 200 1.25 miles BC $376,000 2022 CTB Unpaved Rt. 622 Rt. 622 Roads Funding 707 Hollow Road WV state Rt. 610 190 1.8 miles GA $495,000 OTB Unpaved line Muse Road RoadsiFundmg, *NOTE: Projects are placed on the scheduled list based upon VDOT revenue projections. Changes to those projections can lead to projects being delayed or removed from the scheduled list. wE s Frederick County Non- Hardsurfaced Road Improvement Projects 2016/2017 thru 2021 /2022 Winchester 0 2 4 8 Miles UNSCHEDULED NON- HARDSURFACE ROAD IMPROVEMENT PROJECTS RATINGS NOT UPDATED 2016/2017 through 2021/2022 Note: Project ratings are updated only when funding is available to promote projects to the scheduled I ist. J � u. W � W � �.. �.. � "'� � ��z z w� � w � f- � � o 1) 677 Old Baltimore Route 676 Route 672 220 1.2 Miles GA 77 Road 2) 730 Babbs Mountain Route 654 Route 677 90 .90 Miles GA 73 Road 3) 695 Middle Fork Road 2.3 Mi N of Route 522 WV Line 50 .90 Miles GA 68 4) 811 Timberlakes Ln 671 671 280 0.25 ST 68 Miles 5) 644 East Parkins Mill Route 50 Clark Co. Ln 200 .81 Miles SH 67 Road 6) 733 Fletcher Road Route 50 Route 707 170 1.3 GA 66 Miles 7) 612 Fishel Road Route 600 Route 600 60 1.6 BC 66 Miles 8) 636 Canterburg Road Route 640 Route 641 140 1.5 OP 63 Miles 9) 638 Clark Road Route 625 Route 759 90 0.8 BC 63 Miles 10) 607 Heishman Lane Route 600 End of State 70 0.78 BC 62 Maintenance Miles 11) 682 Glaize Orchard Route 608 Route 671 240 1.54 GA 61 Road Miles 12) 667 Sir John's Road Route 672 Last Residence 290 2.37 ST 60 Miles 13) 696 South Timber Route 522 Route 694 220 1.3 GA 59 Ridge Road Miles 14) 634 Cougill Road Route 635 Route 11 120 0.25 BC 58 Miles 15) 636 Huttle Road Route 709 Route 735 110 1.1 OP 53 Miles 16) 685 Light Road Route 600 Route 681 80 1.3 GA 51 Miles 17) 616 McDonald Road Route 608 .44 Mi N of Route 60 .45 BC 51 608 Miles 18) 731 Cattail Road Route 608 Route 654 60 1.7 GA 51 Miles 19) 608 Hunting Ridge Route 682 2.41 Miles West of 90 2.41 GA 51 Road Route 682 Miles 20) 671 Shockeysville Road Route 690 .90 Miles West of 120 .90 GA 47 690 Miles 21) 671 Mount Olive Road Route 50 Route 600 110 .77 BO 40 Miles Note: Project ratings are updated only when funding is available to promote projects to the scheduled I ist. � f����� ///////�����;�,1. Old Ba Iti more Rd ��j�q2. Babbs Mountain Rd � 3. Middle Fork Rd IVi4. Timberlakes Ln 5. East Parkins Mill Rd 6. Fletcher Rd ';'7. Fishel Rd 8. Canterburg Rd iiiiii�iIIIIIVIIIUUiu��9� dark Ra IIII�'10. Heishman Ln �s�a�titiU����l�a��11. Glaize Orchard Rd 12. Sir John's Rd IIIIIIIII 13. South Timber Ridge Rd 14. Cougill Rd 15. Huttle Rd 16. Light Rd ���p���y17. McDonald Rd �18. Cattail Rd IIIIIIIIIIIIIIIIIIIIppIIIIN19. Hunting Ridge Rd 20. Shockeysville Rd �7,1�1��21. Mount Olive Rd Frederick County Unscheduled Non- Hardsurfaced Road Improvement Projects Ratings Not Updated 2016/2017 thru 2021/2022 wE s 0 2 4 8 Miles �� � �: I� i i ��.. � "11�1):�;�,��,tC�rra .?�.��4 �f'tl�c� &�� �"�� �`C�r�rra, s r�ara�l', laraa�l�l'� tl� �rtal��rCrar�rit fear �;�a�C? c,�arra-at Ica r•1�: �,��ltla tea '"v`!r•�raa�a� l�a�artmxarrt a��" ,C. 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C1�r�ra�rra� �ai� °C'r�arr��arttirarr ' � �� '' I�, Ca tl�c� l�'rrlri� rrt rar°rl' cat" �arr��ar °� tcaCl�aa�; ° "lay 1�1i�1�1" �tarar� �� .l.rralar�a��raa�ra4 l�l�ama al�la�ars �tca Carom ire tla� best irata��t gat` tlarw �i�iza�ra� aaC' CYr�cCr.o,.lc ;"�rorrrat�? rar`1 alp ra�a�clrrry 1r��a�1 t�aa lra l�rclrl�l� rarrr°rt'> rarer! ttar�rar °„ tla l��erir~. "caa.raa'1' :C� °ar ra�''rarv:��ar laa"C~r� �rpr°rav tCac� C� B -� 1'� a�a�]a�r G���. �1'� -;1Ci c�¢� �rr��a�•��vi����� ��ra �� �;;'��¢�s���•�u�����a f'�•ir�� L��t �"�° �x °�~g� r,�wa�, '��';ii� racy J�. �"���� �' ��a "t�� �C��rr����a��;�� �' b���Ee�. ��- ��� ��. HARD SURFACE IMPROVEMENT PROJECT RATING SYSTEM POLICY Adopted by the Frederick County Board of Supervisors on April 25, 2007. The following procedures are intended to delineate the steps necessary for the application of this rating system policy. Adherence to these procedures will ensure consistency in the application of this rating system policy for existing and future hard surface road improvement project requests. This policy shall be effective following the adoption of these procedures through a public hearing process held by the Board of Supervisors and shall only be altered through the same process. Information pertaining to the rating system application for each hard surface road improvement project shall be maintained in the Frederick County Planning Department. The Board of Supervisors shall have the authority to revise the Hard Surface Road Improvement Projects section of the Frederick County Secondary Road Improvement Plan subsequent to the application of the rating system to ensure the health, safety, and general welfare of the citizens of Frederick County RATING SYSTEM REVIEW AGENCIES • Candidate projects shall be evaluated by the Frederick County Planning Department, the Frederick County Transportation Committee, and the Virginia Department of Transportation (VDOT). • One rating sheet shall be prepared for each candidate project. • Staff from the Frederick County Planning Department and VDOT shall coordinate to complete a rating sheet for each candidate project and submit the results to the Transportation Committee for review. RATING SYSTEM APPLICATION METHODOLOGY • Candidate projects shall be rated utilizing the following information and methodology detailed on the scoring sheet for each category: 1. Average Daily Traffic Count — utilize the most recent traffic counts for each candidate project provided by the VDOT residency. 2. Occupied Structures — utilize the Frederick County Planning Department addressing database and digital mapping system to determine the total number of occupied structures that have direct access to, or whose only means of ingress and egress from a private road is achieved by each candidate project. 3. Physical Road Conditions /Safety a. Surface Width — obtain surface width data for each candidate project through the VDOT Residency. b. Shoulder Width — obtain shoulder width data for each candidate project through the VDOT Residency. c. Horizontal Curvature — horizontal curvature is determined to be deficient if sight distance around the curve is limited by cut sections or vegetation traveling at normal driving speeds. d. Vertical Curvature — vertical curvature is determined to be deficient if sight distance is significantly reduced or eliminated due to the rise and fall of the road segment traveling at normal driving speeds. e. Drainage — candidate projects shall be determined to have good, fair, or poor drainage utilizing the following guidelines. 2 Good: Pipes are of adequate size and number. Water drains away from the roadway and creates no problem with surface maintenance. Ditches are of adequate size which produce no flooding within the roadway. Fair: Pipes are of adequate size; however, additional pipes may be needed. Water drains away from the roadway with minimal maintenance problems. Drainage ditches are in good condition, require little maintenance, and produce no flooding within the roadway. Poor: Pipes are not adequate in size or number. Ditch lines are inadequate and require extra maintenance water does not drain from the roadway effectively, creating maintenance problems and flooding. £ Accident Data — obtain crash data detailing the number of accidents in the most recent data year available from the VDOT Residency. 4. School Bus Travel — utilize information reflecting current or proposed school bus travel routes for each candidate project provided by the Frederick County Public Schools Transportation Supervisor. 5. Time on Road Plan — utilize information from current and previously approved Frederick County Secondary Road Improvement Plans maintained within the Frederick County Planning Department to determine when candidate projects were incorporated. 3 RATING SYSTEM POINTS APPLICATION • Total points are determined for each category element. A cumulative total is obtained for each candidate project utilizing the total points derived from each category element. • If two or more candidate projects have the same cumulative point average, atie- breaking system will be utilized. First priority will be given to the project that has been on the road plan longer. Following that each affected candidate project will be compared to the others starting with the category of greatest weight and working through the categories of lesser weights respectively until the tie is broken. • The cumulative point average for each candidate project shall be final. Any citizen request to alter the termini of a current candidate project and subsequent Board action will require a new rating sheet to be completed for the resulting segment(s). The resulting segments) will retain the `time on road plan' date of the previous segment. HARD SURFACE ROAD IMPROVEMENT PLAN FORMAT • The Hard Surface Road Improvement Projects section of the Frederick County Secondary Road Improvement Plan will reflect the candidate projects with the highest cumulative point total that can be incorporated into the VDOT Six -Year Improvement Program based on available funding. This information will be provided to the Frederick County Planning Department by the VDOT Residency. • All remaining candidate projects will be placed on an Unscheduled Hard Surface Improvement Projects list which will be incorporated within the Frederick County Secondary Road Improvement Plan. Candidate projects incorporated into this section of the plan will be ranked from the highest cumulative point total to the lowest cumulative point total. • VDOT will advise the Frederick County Transportation Committee when funding is available for the inclusion of new candidate projects within the Hard Surface Road Improvement Projects section of the Frederick County Secondary Road Improvement Plan. All candidate projects placed on the Unscheduled Hard Surface Improvement Projects list, as well as newly requested candidate projects, will be reviewed by the procedure detailed above to determine current conditions. Appropriate ranking for all candidate projects will be determined at that time and placed accordingly. D NEW PROJECT REQUESTS • New project requests and supporting materials must be received by the Frederick County Planning Department by April lst to be included in the next plan update. A written request must be provided to the Frederick County Planning Department which describes the location of the candidate project, the origin and terminus of the segment, and a petition signed by at least 51% of all property owners fronting on the proposed segment. The Transportation Committee shall recommend new project requests which meet these criteria after determining that the candidate project includes a segment of a state route that has a rational origin and terminus. The Transportation Committee shall have the authority to adjust the project origin and terminus to create a more rational segment at their discretion. PROJECT REMOVAL • Road Improvements projects shall be removed from the plan once VDOT has notified Frederick County that the project has been funded and advertised for bid. The Board of Supervisors may remove projects from the plan if VDOT has provided notification that right -of- -way efforts have been ceased. 3. County Projects Update Snowden Bridge Boulevard: Final items are being addressed as this project wraps up. Staff is working with VDOT and the Graystone Development regarding final items needed to get the road into the state system. Tevis Street Extension /Airport Road /I -81 Bridge: Bridge design in ongoing and environmental documents for VDOT are being completed. Bridge design has reached 75 %, but comments are pending from VDOT on earlier submissions. Staff is also working with VDOT to clarify the status of the stubs to the north and south of the roundabout. Renaissance Drive: Currently working with CSX on MOU for the future crossing. CSX has just returned the draft agreement with suggested edits which the County Attorney is reviewing. The County's Transportation Partnership Opportunity Fund application has been recommended for approval by the Governor's Advisory Committee and agreements are expected shortly. Valley Mill Road Realignment: Thirty percent design has been completed and the County's on call consultant is providing an updated cost estimate to complete design through 100 %. Upon approval by the private party partner, the next phase of design will begin. Coverstone Drive: No activity at this time. Jubal Early Drive Extension and Interchange with Route 37: Initial meetings regarding a draft agreement and follow up application for additional revenue sharing funds has been held with the private partner team. 4. Other There was a discussion regarding new subdivisions accessing dirt roads and whether they should be paving to the next paved connection. Mr. Fisher noted that VDOT should not have to maintain the roads in these new subdivisions and noted that while private roads should be built to state standards, the County should investigate greater use of private streets. JAB /pd r f ii D�� tt I` u1�Ii �°ls 1 -. ",m t1��. MEMORANDUM TO: Board of Supervisors THROUGH: Harvey E. Strawsnyder, Jr., P.E., Director of Public Works FROM: Joe C. Wilder, Deputy Director of Public Works SUBJECT: Public Works Committee Report for Meeting of January 31, 2017 DATE: February 2, 2017 The Public Works Committee met on Tuesday, January 31, 2017, at 8:00 a.m. All members were present except James T. Wilson. The following items were discussed: * * *Items Not Requiring Action* 1. Disposition of Shawneeland Council House (Clowser House): The committee continued discussion related to the disposition of the Shawneeland Council House (Clowser House). At the September 27, 2016 Public Works Committee meeting, the Public Works Committee gave recommendations to the Citizens Committee for the Preservation of the Clowser House (Clowser Committee) related to providing additional information. As such, the Clowser Committee provided a Final Report and Proposal dated January 23, 2017 (see attachment 1). The conclusions and additional requests summarized in the report were presented by Mr. Robert Stieg, Jr., who is listed as the Co- Chairman of the Clowser Committee. Mr. Stieg presented a summary of the report and provided responses to the main requests stipulated from prior meetings. First, a response from DCR Dam Safety is included which indicates that the intended use will not adversely affect the classification of the dam. Secondly, they have identified funding sources and are developing anon- profit organization, "The Clowser Foundation" to promote fundraising and the long term viability to perform the necessary structural work and provide maintenance. Mr. Stieg also indicated they have some larger goals in mind with The Clowser Foundation. They are seeking a larger tract of land (approximately 5.60 acres), versus the original request of 2.0 acres. They are also planning to build another building on this new lot (outside the dam inundation zone) for a meeting room to include a drainfield. 107 North Kent Street, Second Floor, Suite 200 •Winchester, Virginia 22601 -5000 Public Works Committee Report Page 2 February 2, 2017 The Clowser Committee also met with the Shawneeland Sanitary District Advisory Committee (SSDAC) on January 9, 2017 to discuss the proposal. The SSDAC prepared a summary memorandum (see attachment 7) for the Public Works Committee and Ms. Lynn Schmitt, Chairperson of the SSDAC discussed their response to the Clowser Committee proposal Ms. Schmitt indicated that the SSDAC cannot endorse or support the Clowser Committee and offered to support a proposal for a long term lease for the subject amenities /properties. They also indicated they did not want to lose the use of the ball field and parking lot which would be part of the 5.60 acre tract desired by the Clowser Committee. There was much discussion with the Public Works Committee, Clowser Committee and SSDAC. It was recommended that another meeting be held with the Clowser Committee and SSDAC to discuss the issue related to a long term lease or a gifting of the land. The County Attorney will do some research on long term leases (i.e 99 year lease), and provide some recommendations in trying to resolve the land transfer issues. The committee approved a motion to table this matter for another 30 days to allow the two groups and County staff to try and work out a compromise for the final disposition of the Council House and adjacent land. A final resolution will be brought back to the Public Works Committee at its February 28, 2017 meeting. 2. Citizen Convenience Sites Usage Summary Gloria Puffinburger, Solid Waste Manager presented data concerning citizen use at the county Citizen Convenience Sites for waste disposal. Usage continues to increase and improvements will be necessary in the future at several of the sites (see attachment 2). 3. Miscellaneous Reports: a) Tonnage Report (Attachment 3) b) Recycling Report (Attachment 4) c) Animal Shelter Dog Report (Attachment 5) d) Animal Shelter Cat Report (Attachment 6) 4. SSDAC Proposal (Attachment 7) After no further items were brought before the committee, the meeting was adjourned. 107 North Kent Street, Second Floor, Suite 200 •Winchester, Virginia 22601 -5000 Public Works Committee Report Page 3 February 2, 2017 Respectfully submitted, Public Works Committee Gene E. Fisher, Chairman Bill M. Ewing Robert W. Wells David W. Ganse, AIA Whitney "Whit" L. Wagner James T. Wilson i� w� N �, � � � ���. By �� Joe C. Wilder Public Works Deputy Director JCW /kco cc: Brenda Garton, County Administrator Kris Tierney, Deputy County Administrator for Community Development Rod Williams, County Attorney Kevin Alderman, Shawneeland Sanitary District Manager Mark Cheran, Zoning Administrator file 107 North Kent Street, Second Floor, Suite 200 •Winchester, Virginia 22601 -5000 �, ;l- ". �� -. MEMORANDUM TO: Public Works Committee FROM: Harvey E. Straswnyder, Jr., P.E., Director of Public Works SUBJECT: Meeting of January 31, 2017 DATE: January 25, 2017 There will be a meeting of the Public Works Committee on Tuesday, January 31, 2017 at 8:00 a.m. in the conference room located on the second floor of the north end of the County Administration Building at 107 North Kent Street, Suite 200. The agenda thus far is as follows: 1. Discuss Disposition of Shawneeland Council House (Attachment 1) 2. Citizen Convenience Sites Usage Summary (Attachment 2) 3. Miscellaneous Reports: a. Tonnage Report: Landfill (Attachment 3) b. Recycling Report (Attachment 4) c. Animal Shelter Dog Report: (Attachment 5) d. Animal Shelter Cat Report (Attachment 6) HES /kco Attachments: as stated cc: file 107 North Kent Street, Second Floor, Suite 200 •Winchester, Virginia 22601 -5000 Attachment 1 FINAL REPORT AND PROPOSAL REGARDING THE CLOWSER HOUSE SITE From the Citizens Committee for the Preservation of the Clowser House To the Frederick County Board of Supervisors January 23, 2017 The Citizens Committee has been working and meeting bi- weekly since May, 2016, to respond to the Frederick County Board of Supervisors' request for a specific plan which would preserve the Clowser House in lieu of its proposed demolition. The principal conditions stipulated by the BOS for such a plan included: 1. that any liability related to the structure be removed from the County 2. that any planned uses of the property not adversely impact the Hazard Rating of Cherokee dam 3. that any costs related to the structure's preservation not be borne by the County 4. that there be some assurance of the organizational and financial sustainability of such a plan 5. that the Shawneeland Sanitary District Advisory Committee be consulted. The studies completed by the Committee have led to three conclusions influencing its Proposal: 1st Conclusion: The House is within the Cherokee Dam Inundation Zone (DIZ). Specific surveys commissioned by the Committee place the first floor of the house at 878.50 feet, and across- section obtained from Ruckman Engineering of astate- defined worst case dam break scenario places peak flow at 880.33 feet at the house site, putting 1.83 feet of water in the first floor. Therefore, to avoid adversely impacting the Dam's Hazard Rating (Low /Significant /High; currently at Significant because of its threat to Rt. 600), only non - habitable uses could be considered. The Department of Conservation and Recreation has issued a letter of determination that the Committee's proposed uses will not affect the Dam rating. 2nd Conclusion: Regardless of its inclusion in the DIZ and availability only for non - habitable uses, the Clowser House is worth saving and preserving as a key element in a valuable historic site related not only to Frederick County's earliest European settlement and history of national frontier conflict, but also to the site's 10,000 year pre - history as a Paleolithic camp and stone workshop site, as well as to its Civil War history with relics of both sides. This history is documented in the Virginia Department of Historic Resources' archaeological records (Clowser Farm, DHR ID 44FK0595; Clowser Camp /Workshop site, DHR ID 44FK0596, and DHR Architectural Record 034 - 1531), and with significant artifacts. The area immediately surrounding the House also includes the Clowser cemetery (a re- burial ground, containing the remains of some of the earliest settlers in Frederick County), the archaeological ruins of the earliest Clowser home and mill, and a spring which served the houses as well as earlier peoples. 3rd Conclusion: The five principal conditions set by the BOS are met by the Proposal which follows. The Proposed Plan The Citizens Committee asks the Public Works Committee and the Board of Supervisors to consider, in lieu of demolition of the Clowser House, a positive preservation proposal with seven elements: 1. That the County transfer ownership of a lot of approximately 5.6 acres out of the 149 acres it owns in Shawneeland, including the Clowser House, the Clowser cemetery, the archaeological remains of the original Clowser homestead and well, and the 10,000 year -old Paleolithic camp and stone workshop sites. Transfer of ownership addresses BOS Condition 1, all liability passes to new owner. The "Old Mail House" and "Wheel House" buildings were left out of final proposed lot given concerns ex- pressed in meeting with Shawneeland Sanitary District Advisory Committee, addressing BOS Condition 5. See: Vicinity Map, Archaeological Map, Proposed Lot Plan, Minutes of Meeting with SSDAC on January 9, 2017 (Attachment 1) 2. That the lot be transferred to a currently existing non - profit Virginia corporation, The Clowser Foundation, with a board of nine community and family members. The Foundation was setup and designed to provide long -term support and oversight for the Clowser site. This addresses BOS Conditions 1 (legal entity to assume liability), and BOS Conditions 3 and 4 (entity entitled to tax - deductible gifts, gifts from other non - profits, and to do public fund solicitation). The Foundation structure includes a Professional Advisory Committee to assure permanent continuing input from local /regional preservation organizations and County Historic Resources Advisory Board. The Foundation will also name single points of contact and develop communication plans with the Frederick County Dept. of Public Works in Shawneeland, and with the Shawneeland Sanitary District Advisory Committee. See: Articles, Certificate of Incorporation effective 9- 28 -16, and Board List (Attachment 2) 3. That the lot be transferred for a consideration of $1. The Committee is asking for this in return for assuming all legal and financial responsibility for an important historic site in Frederick County, for permanently preserving the site privately, for relieving the County of demolition costs, for permanently insuring the site, and for adding a permanent tax - paying entity to the Shawneeland Sanitary District. 4. That the lot be transferred for uses described in the Articles of Incorporation of the Foundation, including non - habitable uses for the House (storage, original exterior viewed from outside). These uses A) emphasize preservation of the built and archaeological elements of site as an historical landmark, with exterior recreational and educational use, e) safeguard the current Hazard Rating of Cherokee Dam, meeting BOS Condition 2., and C) maintain the historic entry road view of Shawneeland (Clowser House) at private expense. See: VDCR Letter of Determination that proposed uses do not threaten Dam rating, and DHR Letter Confirming Eligibility of Site for Nomination to State and National Historic Registers (Attachment 3) 5. That the lot include the the future possibility of constructing a small office - meeting room - bathroom, including space for drainfield and reserve. This future building would substitute for the non - habitable House, plus providing additional potential community meeting space at Shawneeland. See Attachment 1 with proposed lot, good drainfield soils on north and east sides outside archaeological sites. 6. That the House be first completely stabilized (within twelve months of transfer), and then regularly maintained to historic and current standards. This deadline is to provide assurance that the property will be fully stabilized within a measurable period, and regularly maintained. 7. That all responsibility for liability, preservation costs, costs of transfer, of maintenance of the buildings, etc., be moved to the new "improved lot" owner, The Clowser Foundation, an organization with an annual budget and fundraising plan, based on submitted pending applications to the IRS for tax - exempt status and to the Virginia Office of Charitable and Regulatory Services for approval to solicit from the public (and $6,000 already raised from within the Committee). See Attachment 4: 3 -Year Budget, Fundraising Plan, 1St pages of Federal and State submissions Summary The Citizens Committee believes that its proposal for a transfer of ownership of the Clowser House site to the Clowser Foundation, rather than demolition, will allow all six of the following goals to be accomplished, rather than just the first: 1. Will meet the desire of the Frederick County BOS and Shawneeland Sanitary District to eliminate responsibility (and tax -payer funding) for any liability related to, or costs associated with, the preservation of the Clowser House and site, and avoid changes to the rating of the Cherokee Dam. Note that demolition of the historic house above ground would not remove continuing reasonable responsibility by the County for the protection of the state registered archaeological site beneath and around the house. 2. Will preserve an unreplaceable historic /archaeological site critical not only to the settlement and Civil War history of Frederick County but to its Paleolithic history 10,000 years ago, at private expense. 3. Will provide the basis for a permanent non - profit organization (The Clowser Foundation) to be responsible for the liability and all future costs associated with the site, as well as supporting family, educational, and research activities which add to knowledge of the County's founding historic period and people. 4. Will eliminate the tax -payer funded cost of asbestos abatement and of demolition of the House ($5,000 plus), costs increased by the facts that the House is astate- registered architectural site (DHR Architectural Record 034 -1531) and will need to be documented (measurements and photographs, $1,500), and that itstands on astate- registered archaeological site (DHR Archaeological Record 44FK0595) which will need a preliminary archaeological survey before earth is disturbed ($1,500), followed by a protective dirt /grass covering of the demolished site ($900), for an estimated total of $8,900 +. If demolished, given the importance of the site, the County should also consider placing an historic easement on it to protect its archaeological and cemetery resources, in cooperation with the County's Historic Resources Advisory Board (The Clowser Foundation would do this at its expense). 5. Will create an additional permanent tax -payer to the Shawneeland Sanitary District (the Clowser Foundation, as an improved lot owner). 6. Will preserve the use of the grounds around the Clowser House for residents of Shawneeland, as well as providing interpretive signs and maintaining the historic view along the entrance route including the House, as planned by the original developer over 50 years ago, on a permanent, private basis. In conclusion, the Citizens Committee and Foundation Board have done an enormous amount of work to study the possibilities of preserving the Clowser site, and to prepare organizationally and financially, in advance of a decision, to immediately take on the responsibilities if the Public Works Committee and Board of Supervisors make positive decisions, to be finalized by a public hearing and preparation and execution of final documents. This breadth and depth of preparation should be taken as evidence of the commitment, and ability, to carry out the proposal successfully. The Committee asks for your positive consideration. List of Committee Members, bringing this proposal to the Frederick County Board of Supervisors: Ruth Perrine, Co- Chair, Shawneeland Resident Robert Stieg, Co- Chair, The Clermont Foundation Karen Burke, Recorder, Shawneeland Resident, family genealogist Betsy Arnett, President, Preservation Northern Shenandoah Valley Sandra Bosley, Director, Preservation Historic Winchester Anna Campbell, Shawneeland Resident Jeff Chamberlain, Clowser descendant Dorothy and Marion Clowser, Clowser descendant, Shawneeland property owners Jessica and Jamie Clowser, Clowser descendant Judy Clowser- Yancey, Clowser descendant Gary Crawford, President, Kernstown Battlefield Association Patsy Gochenour, Local historian, teacher Roger Lamborne, Shawneeland property owner, historian Tim Machado, AIA, Preservation of Historic Winchester Becky Morrison, Shawneeland property owner, French and Indian War Foundation Jim Moyer, French and Indian War Foundation George Schember, President, Winchester- Frederick Historical Society Joe Stepongzi, Cultural anthropologist Larry Webb, USPS, Clowser descendant Blaine Dunn, FCBOS, Liaison Bruce Downing, Harrison &Johnston, Registered Agent, The Clowser Foundation ATTACHMENTS: Attachment 1. - Vicinity Map of Clowser House area - Archaeological and Architectural Site Map of Clowser House area - Proposed Clowser Site Lot - Minutes of meeting of Citizens Committee with SSD Advisory Committee 1 -9 -17 Attachment 2. - Articles of Incorporation - Certificate of Incorporation of The Clowser Foundation - Board Member List Attachment 3. - DCR Letter of Determination of Uses Acceptability (will not raise Hazard Rating of Cherokee Dam) - DHR Letter Confirming Eligibility of Site for Nomination to State and National Historic Registers Attachment 4. -Three Year Budget - Fundraising Plan, including legal prerequisites for approval under federal and state regulations Attachment 5. -Draft Deed of Transfer (placeholder for document to be developed contingent on positive vote) - Draft Memorandum of Understanding (placeholder for document, contingent on positive vote) ATTACHMENT 1. Vicinity Map of Clowser House Area in Shawneeland Archaeological and Architectural Site Map of Clowser House Area Proposed Clowser Site Lot Plan Minutes of Meeting of Clowser Citizens Committee with Shawneeland Sanitary District Advisory Committee, January 9, 2017 Vicinity M a p (Lake and Cherokee Dam at far left, entrance to Shawneeland at far right intersection) Archaeological and Architectural Site Map of Clowser House Area (with Virginia Department of Historic Resources Record Sites identified) DHR 034 -1531: Architectural Site Record for Clowser Farm site (18tH -19tH centuries) DHR 44FK0595: Archaeological Site Record for Clowser Farm site, including cemetery, well, dwelling, potential original homestead (clump of dark treesjust west of two red circles), mill, trash scatter DHR 44FK0596 Archaeological Site Record for Baseball Diamond, including Paleolithic Camp, Base, Lithic Workshop (8500 -1201 BCE) DHR 44FK0597 Archaeological Site Record for Area SE of Baseball Field, including Paleolithic Camp, Base, Lithic Workshop (8500 -1201 BCE) Proposed Clowser Site Lot Plan (Approximately 5.6 acres, it does not include either the "Old Mail House" at the Shawneeland entrance in the crescent - shaped area, or the "Water Wheel House" to the east of the House, given concerns by the SSDAC. The proposed lot takes in the cemetery above the parking lot on the southern side, the potential original homestead archaeological site west of the house and the baseball diamond, the field west and north of the baseball diamond — potential sites for office /drainfield, and terminates to the east at the red line crossing the creek and taking in the eastern Paleolithic record site) The Clowser House is identified by a red dot and the number "152 ". The Water Wheel Building, outside the lot, is identified by a red dot and the number "150 ". CITIZENS COMMITTEE TO PRESERVE THE CLOWSER HOUSE Minutes Taken of Meeting of Committee Members with The Shawneeland Sanitary District Advisory Committee 9 January 2017 (five pages) At a meeting of the Citizens Committee to Preserve the Clowser House and the Shawneeland Sanitary District Advisory Committee (SSDAC), held in the Shawneeland Maintenance Building on Monday evening 9 Jan 2017, the following members of the Citizens Committee were present: Ruth Perrine (Chair), Robert Stieg, Karen Burke, Jessica Clowser, Larry Webb (President, Clowser Foundation), and the following members of the Shawneeland Sanitary District Advisory Committee: Lynn Schmitt (Chair), Michelle Landon, Jeff Stevens, Barry Van Meter, with Kevin Alderman, Frederick County Dept. of Public Works Shawneeland Manager. Call to Order The meeting was called to order by Ruth Perrine at 6:00 p.m. The Initial Report and Proposal that was presented to the Public Works Committee and the Board of Supervisors in Sep 2016 was previously provided to the SSDAC at their 7 Nov 2016 quarterly meeting. Purpose of the Meeting As part of the process of writing a final proposal to the Public Works Committee and Board of Supervisors, The Citizens Committee to Preserve the Clowser House was meeting with the SSDAC for the purpose of sharing background, to provide a progress report, to answer any questions, to listen to any concerns as well as to seek input on those concerns and the support of the SSDAC. Presentation by Bob Stieg Bob Stieg reviewed the Initial Report and Proposal that was presented to the Public Works Committee and the Board of Supervisors in Sep 2016, including an update on committee progress as well as County, State and Federal process, in detail. Bob outlined the differences between the Citizens Committee, a preservation advocacy group and The Foundation, an organized group from diverse backgrounds representing a large network of Clowser family descendants, professional historical and preservation interests and community interests. He placed emphasis on formation of along- standing relationship with the SSDAC and spoke of a liaison with the Board of the Foundation. Bob asked for SSDAC feedback and support and offered to meet again referencing the plat and shape of the lot before the 31 Jan 2017 meeting with the Public Works Committee. Concepts of the Proposal The house was determined to be within the dam inundation zone (DIZ). Confirmation from the Department of Conservation &Recreation (DCR) was received in writing and DCR agreed that the location and proposed use of the house, including storage, would not constitute a risk to the current dam permit or classification. Responsibility for all cost, legal liability and maintenance shall transfer, to a new owner, The Clowser Foundation, anon- profit Virginia corporation, in perpetuity. Permanent support from representatives of local professional preservation organizations as well as a detailed fundraising plan assures permanent stability and support to The Clowser Foundation. The Clowser Foundation proposes to preserve an unreplaceable historic /archaeological site, preserve use of the grounds around the Clowser House for residents of Shawneeland and maintain the historic view along the Tomahawk Trail entrance route to Shawneeland. Concerns and Questions Raised and Answered 1. Governance (Elections, By -Laws and Documents) - Purpose of the project: preservation of building and site, recreation, study, education - Long term goal: preserve building, use exterior for recreation, education, continue to stand as landmark, be a study site for scholars, local historians, to add to local /regional history. - Entity to receive the property: The Clowser Foundation, with a board of community and family members, including residents and property owners in Shawneeland. - Continuity of the Board: Foundation is a perpetual Virginia non - profit corporation. - Disposition of the property should the Board cease to exist: in the Foundation's ey -Laws, as required by IRS, is the requirement that the assets must be given to another non - profit with similar purposes (preservation), such as the Winchester- Frederick Historical Society - Purpose of the Foundation should a portion of the house fail or if the house ceased to exist: the Clowser House is just one part of an amazing historical site (standing house, cemetery, well, archaeological remains of original homestead and mill, Civil War archaeological site with relics of both sides, and pre- history site with Paleolithic camp and stone workshop 10,000 years old. The Foundation would repair the house, or document its existence with public markers, and would maintain, study, and educate about the many other aspects of the site. - Clarification on features of deed of transfer (permanent) and MOU (renewable) documents: Two documents are needed to effect the transfer, a deed describing aone -time transfer, and a Memorandum of Understanding, or Agreement, signed by both parties to take care of describing aspects of an on -going relationship with issues that will change over time. - Timeline on draft deed of transfer preparation: the Final Proposal with attachments must be submitted Jan. 23 to the Public Works Committee for their meeting on Jan. 31. First drafts of the deed and MOU will be included; these documents would not be finalized until after a positive vote of the BOS, if there is one, by the County Attorney and the Foundation's attorney, for approval by the BOS. - Opportunity to review deed of transfer, MOU documents: we would be happy to share the drafts when they are done; maybe just before PW Committee meeting, and they will only be initial draft placeholders for final documents to be put together by the County and Foundation attorneys after an initial positive BOS vote, if that happens. - Long -term period of performance stated in a MOU: the MOU will mostly provide a framework for a working relationship, given that on -going communication with PW Dept. and SSDAC are very important. It would be a renewable agreement, subject to approval of both parties, such as every three years, with possibilities for mutually agreed changes in between. 2. Finance Operating budget: A budget for the Foundation will be presented to the BOS. Fundraising Source of funding /donations: A fundraising plan which supports the budget will be submitted with the Proposal, applications for approval under federal and state laws have already been submitted. $6,000 has already been just from within the Committee, but public fundraising has to wait for the federal and state approvals. A special advantage the Foundation has in fundraising is that it is raising money for a family historical site. There are many Clowsers in the region, many hundreds in Virginia, and thousands throughout the US, and most stem from the immigrant Johann Heinrich Klauser at this site, and his family. There are also many Valley German - descended families who are closely intermarried with the Clowsers, including a number in the Clowser Gap area of western Frederick County. This is an excellent long -term, continuing basis for a portion of the fundraising, which will also include community organizations and individuals interested in Valley history, archaeology, genealogy, and historic preservation, as well as businesses with philanthropic programs who have economic interests in the Valley. 4. Property /Plot - Cost to stabilize /repair the brickwork in the entire back wall: about $7,500, plus other costs to prevent future damage such as has occurred now (guttering, $1,000, etc.) - Clarification on engineering reports: using existing reports, including Ruckman - Timeline for repair: stabilization of house within twelve months after transfer - Proposed plot fixed or flexible; proposed plot requirements /minimum on acreage: the Committee is flexible about the plot (it's a major reason we wanted to talk with SSDAC); we want to know (before we submit the final proposal) whether the SSDAC would support including the old mail house and wheel house in the plot as shown tonight, or would prefer the County retained them and maintained them through the Sanitary District? SSDAC members said they were unsure, would talk about pros and cons. - Purpose of attachment to lot of old mail house (if included), traffic a concern: talked about once a year Clowser and related family reunion, use by Shawneeland residents for similar purposes, possible fundraising picnic. - "Consideration of $1" price, vis -a -vis taxpayer funded water -wheel renovation (if included in lot): SSDA members pointed out that considerable SSD funds had renovated the wheel house — this might be a concern to residents. - Timeline, uses and size of potential office space: construction of a small office- meeting room building would be at an indefinite time in the future when the existing building was in good shape and enough money had been raised do the office. - Location of potential drain field in relation to the DIZ: the DIZ extends irregularly 40 -50 feet behind the house. The size of the plat we are requesting allows for the potential of a drainfield outside of the DIZ and the archaeological sites. - Clarification on apartment for grounds keeper: the Committee has no plans in any foreseeable future to have a resident grounds keeper. Preservation /Maintenance - Entity responsible for maintenance, trash, vandalism, point of contact: the Foundation would be the owner and responsible entity, with defined points of contact for these functions (dealt with in MOU). On the one hand, it would be like any resident property owner, on the other hand, since Shawneeland residents would be allowed similar usage to the past (walking, games, ball, picnics, etc.) there would need to be coordination with the PW Dept. and SSDAC. - Mowing of Foundation property by County employees /equipment: if part of a mutual agreement in return for property use, storage, insuring public use, etc., this would be included in the MOU, as approved by the County as part of a mutual agreement. This would ensure the continued unified appearance of the grounds. 6. Concerns - Clarification on storage space, including storage inwater -wheel (if included): the MOU would cover such an exchange, if the building was included in the lot. - Effect on dam seepage monitoring: while the monitoring sites would likely be in the lot, there would not be any effect on them; these would continue as they are, and be reflected in the MOU - Use of the water - wheel, parking lot, golf course, ball field: the proposal includes the continuation of these activities as currently (the one hole of the golf course that is near the proposed lot, has never been considered for inclusion and is not now). There is no proposal to erect fences around the proposed Clowser lot. - Clarification on limited public access: there is no proposal to change Shawneeland resident access from what it is now. "Public" meaning non - Shawneeland residents access would also not change from whatever "public" drives into Shawneeland now. Based on the DCR approval of the uses of the house, the House will not be a house museum — it will only be viewable from the exterior, exactly as now. Some Clowsers who would attend a family reunion, along with Rosenbergers, etc., own property in Shawneeland, and like other residents are welcome to invite family and friends to visit. No program of coach tours to what is essentially an underground archaeological site, with one building viewable from the outside only, is envisaged at all. - Dates of previous archeological surveys: 2001 - Foundation interest in further archeological surveys vis -a -vis the ball field: the Foundation will be interested in further archaeological survey work when stabilization of the building is complete, and when money can be raised for this purpose in the future. However, how this works is that in any long -term systematic archaeological campaign plan, the main early stages, taking years, are non - invasive (metal- detecting, ground penetrating radar, overhead photography in true -color and infrared from drones, field - walking observation by professionals), and only the end stages involve disturbing the earth, and only where indicated by all the non - intrusivestudies. If test pits are dug, they are immediately refilled and the ground restored. - Clarification on surface use of registered archeological sites: There is no restriction on any recreational uses (walking, ball - playing, picnics, mowing, etc.) that do not involve deliberate digging or damaging the ground. Presumably such activities are forbidden now, and would continue to be. No metal detecting or digging up of archaeological resources would be allowed, with the exception of official entities. Items slated for inclusion in MOU between The Clowser Foundation and Frederick County Development of Communication plan with SSDAC and Public Works Shawneeland Office given importance of these on -going relationships: entity responsible for maintenance of the ball field, level cut lawn mowing, storage in Clowser House, storage inwater -wheel (if included), liaison /point of contact, etc. Dates and Deadlines Reviewed Public Works Committee Meeting - 31 Jan Board of Supervisors Meeting - 8 Feb (receive proposal from Public Works Committee) Board of Supervisors Meeting - 22 Feb (vote for /against proposal, if for, vote for Public Hearing on Land) Public Hearing —to be determined Preparation of final documents Final deed of transfer — approximately March -May Timeline for repair— within twelve months of transfer Action Items Bob Stieg said the Foundation had to come up with a final proposal, including a lot layout, to be sent to the Public Works Committee on Jan. 23. He asked SSDAC members for their preference as to whether they would prefer the "Old Mail House" picnic area at the entrance and the "Wheel House" building to go into the Foundation lot, as shown on the lot map previously supplied and discussed at this meeting, or to have the County retain them in its lot. The members said they were not sure: on the one hand, there would be future maintenance issues /costs with both, but that on the other they had concerns about a transfer. Regarding the "Old Mail House" at the entry, parking egress for functions was a concern, and regarding the Wheel House, a lot of SSD funds from residents had been spent on fixing it up and it is used by the Public Works Dept. Shawneeland Office for storage (which the Foundation had offered to continue). The SSDAC members planned to have a meeting after this one, and Stieg asked that they respond with their preferences, which would be considered. Ruth Perrine is to e -mail Architectural and Archaeological Site Record Forms from the Department of Historic Resources' VCRIS (Virginia Cultural Resources Information System) for the Clowser Farm to the SSDAC Bob Stieg to forward initial draft of deed of transfer and MOU to the SSDAC, via Ruth Perrine, when drafts are completed by lawyer (final drafts would come after a positive vote and a public hearing). SSDAC shall provide feedback to a single point of contact, who will be Ruth Perrine, Co -Chair of the Citizens Committee Adjourn On motion of Lynn Schmitt, adjournment at 7:46 p.m. followed by a closed session of the SSDAC. Minutes submitted by Karen Burke, Secretary of Citizens Committee 12 Jan 2017 ATTACHMENT 2. Articles of Incorporation of The Clowser Foundation Certificate of Incorporation of The Clowser Foundation Board Member List of The Clowser Foundation ARTICLES ®F INCORPC3ItATIt3N OF THE CL(?WSER F ®UNDATIQN The undersigned sets forth the fallowing far the purpose of forming anon -stock corporation under the provisions of Chapter 14 of Title 13.1 of the Code of Virginia: I. NAME. The name of the corporation is: The Cio�sserr laoundmtion 2. I'lJRI'(ISES. The corporation is organized far the fallowing purposes: A. The corporation is organized exclusively for charitable and educational purposes as defined in Section SQlfc)�3) of the Internal Revenge Code. Within the scope of the foregoing, the corporation is specifically organized: B. To support research, education, and the promotion of public knowledge related a.) to the history of Frederick Courtty, Virginia; b.) to the history of the Clowser and associated families and these they interacted with, and c.) to the history of the communities, sites, and activities with which these families were engaged; including limited public access {school tours, lectures, cnmrnernorations, etc., and virtual access; C. To support the preservation and conservation of historic and archaeological sites, speciFcally including the Clowser homestead site, as well as documents, research materials, and material culture items relating to a.j Frederick County, Virginia; b.) to the Clowser and related families; and c.j to their communities and activities, and, to maintain at the Clowser homestead site offeees for the Foundation and related organizations, and exhibit, storage and archival facilities; I). To support contemporary activities of the Clowser and related families connecting theme to their history, through family reunions, public activities, electronic media, etc.; F. To support and cooperate with ether community institutions in the Clowser's Gap area of western Frederick County, Virginia, traditionally associated with the history of the Clowser and related families. 3. TAX LAW RESTRICTIQNS. The corporation shall operate under the Following tax law restrictions: A. No part of the net earnings of the corporation shall inure to the benefit of any trustee of the corporation, officer of the corporation, or any private individual. However, reasonable compensation may be paid for services rendered to or for the corporation affecting one or more of its purposes. No trustee, officer or any private individual shall be entitled to share in the distribution of any of the corporate assets on dissolution of tl�e corporation. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to intiuence legislation. The corporation shall not participate or intervene in any political campaign on behalf of any candidate for public office, including the publication or distribution of statements. B, The corporation shall not conduct or carryon any activities not permitted to be conducted or carried on by an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code and its regulations as they npw exist or as they may be amended, or by an organization, contributions to which are deductible under 170 {c)(2) of the Internal Revenue Code and regulations as they now exist or as they may be amended. C. The corporation shall have perpetual existence unless terminated sooner in accordance with the laws ofthe Commonwealth oFVirginia. Upon dissolution of the corporation or the winding up of its affairs, the assets of the corporation shall be distributed exclusively to charitable organizations which would then qualify under the provisions of Section 501 {c)(3) of the Internal Revenue Code of 19$6 and its regulations as they now exist or as they may be amended. D. The corporation is organized pursuant to the Virginia Nonstock Corporation Act and does not contemplate pecuniary gain or profits and is organized for nonprofit purposes. 4. MEMBERS. The corporation shall have no members. S, I)IRE�'I`t)RS. The governing body of the corporation shall be designated as the Board of Directors and shall have full; exclusive, and epntinuing authority to make management decisions for the corporation. The members ofthe Board of Directors shall be designated as Directors. The initial number of directors shall be six {b). The number may be increased to up to twelve { l2) directors by annual action of a simple majority of the board in acting upon the annual Nominating Report which will state the total number of board members as well as the names of those to voted upon. The election of the directors and terms of directors shall be as follows: A. Tlie directors shat[ be elected by the Board of Directors. B. The initial directors shalt serve terms as follows: Two (2) directors shall serve an initial term ofone (I) year. Two {2) directors shall serve hn initial term of twp (�) years. Two {2) directors shall serve an initial term of three (3) years. C. Thereafter, sash director shall sense a term of three (3} years. 5. REGISTERED AGENT AND OFFICE. The address of the initial registered office is 21 S. Loudoun Street, Winchester, Virginia, 22b11. The name of the initial registered agent is Bruce Dawning, who is a resident of Virginia and who is a member ofthe Virginia State Bar and whose business address is the same as the initial registered office of the corporation. 7. FOi'4�ERS. The corporation shall lrave all the powers available under Virginia law. Notwithstandins any other provision, no power or authority shall be exercised by the directors in any manner or for any purpose which may jeopardize the status of the corporation as an exempt organization under Section 501(c }�3} of the [eternal Revenue Code and its regulations as they now exist or as they may be amended. �. INDEI!'INIF[CATION OF D[RECTORS AND OFFICERS. Each director and each off cer or farrr►er director ar officer of the corporation shall lac indemnified and be advanced reasonable expenses by the corporation against liabilities imposed upon him and expenses reasonably incurred by h'tm in connection with any claim against him, or any action, suit or proceeding to which he may be a party by reason of being, ar having been, a director or officer and against such as an independent counsel selected by the directors shall deem reasonable payment made in settlement ofany such claim, action, suitor proceeding primarily with the view of avoiding expenses of litigation. The indemnification shall be made only if the corporation shall be advised, in sass none of the persons involved steal[ be or have been a director, by the directors of the corporation, and otherwise by independent counsel to be appointed by the directors, that in its or his opinion such director ar officer was not guilty of gross negligence or willful rttisconduct in the performance of his . duty, and in the event of a settlement, that such settlement was or is in the best interest of the corporation. [f the determination is to be made by the directors, they may rely as to all questions of law on the advice of independent counsel. ] ndemnification will be made only if the director conducted himself in good faith and that he believed, in the case of conduct in his official capacity with the corporation, that his conduct was in the best interests of the corporation, and that in all other cases, he believed that his conduct was al least not apposed to the best interests of the corporation. [n the case of any criminal proceeding, indemnification will be made only if the director had no reasonable cause to believe that his conduct was unlawful. However, na director or officer shall be indemnified: A. With respect to matters as to which he shall be adjudged in such action, suit or proceeding to be liable for negligence or misconduct in performance of duty. ��d "��a'"'��'I�JJ�� +, tl�� zarazic:cs4e ��� l��:r�zarrtc� set k€as 1����d a��c� spa➢ ti P p gyp,:..,_, �� � � �� � � d • �,� ..__.�.�. ..._�.rv. �.,.�_ _..._ . .a,.... {�.L� �' r ��•��� ���•��ss, ra��r�ta����a` r rr �` �' �� � Iri! � F, 11; 'a�,, �" +" ,;' �.1'rc�emanc�.; �'eptem�er Z8, 2�� 2��irs is to cea� that tree certcate of rncar�aratran of TN�e Cla�rser Faunatan vas hers c�a� rssued`and'ac�mrtted�ta recar�r�rn t�zs a�ee arecft�iat tree sarc� carparatran rs aut�ea�a~i�ed� to transact rt.� 6usrnes.s su�6ject to a�Crr�nra lames appCrca6�e to t(e ca�aaratran anc�its 6usrness. F�Fecti�e date: ,�'eptem�ae� 2$, �'�16 �gpTlQay w �" �. `� 1 0 �+ � �, z ,�� �» rr *+'ex {rP'� �9a� re�n^�,u7 ,5°tate �Carparatran �'anemzssran .,� t test: �'ter�,c�f tie Caarzar�issian The Clowser Foundation Board Members (2017) Larry Webb —Board Member — President (No Compensation) 1520 BennysBeach Road Front Royal, VA 22630 James Clowser Jr. —Board Member -Vice President (No Compensation) 240 Shenandoah Avenue Winchester, VA 22601 Karen Burke —Board Member - Secretary (No Compensation) 120 Cherokee Trail (Shawneeland) Winchester, VA 22602 Jessica Clowser —Board Member - Treasurer (No Compensation) 240 Shenandoah Avenue Winchester, VA 22601 Ruth Perrine —Board Member (No Compensation) 137 Red Fox Trail (Shawneeland) Winchester, VA 22602 Robert Stieg —Board Member (No Compensation) P.O. Box 32 Millwood, VA 22646 Patsy Gochenour —Board Member (No Compensation) 134 Country Club Circle Winchester, VA 22602 Roger Lamborne —Board Member (No Compensation) 302 S Braddock Street Winchester, VA 22601 George Schember —Board Member (No Compensation) 226 Amherst Street Winchester, VA 22601 ATTACHMENT 3. DCR Letter of Determination of Uses Acceptability (will not raise Hazard Rating of Cherokee Dam) DHR Letter Confirming Eligibility of Site for Nomination to State and National Registers of Historic Places (:tctober 24, 2016 Mr. Daniel. . Hamric, P'E Senior Engineer R.E I�uckman Engineering, PLC 22 -8 Ricketts Drive Winchester, 'VA 22601' e: Historic Cllowser House Usage below Cherokee Dam, � irginia Inventory i#Ob904 bear Mr. I- ffartuic: `1"his office has received year letter dated actaber 1.3, 201.6, delivered to me through email only. After I finished my review of your letter, I concur with your profession opinion regarding. the proposed specific nan- habitable uses of that historic structure will nit change the hazard ciassificatiorn of Cherokee Dam. Maur proposed specif c uses of the nanw habitable structure are copied as fellows. 1) As a historical landrnark that wi14 only be allayed by floc public to vvew it from its outside. 2) Far storage of materials needed at the site and accessed at a very law frequency. 3) Allow access by appointment only to the interior for maintenance and inspeeton. Should you have any questions or comments, please da net. hesitate to contact me by telephone at (54Q!) 351. -1587 ar by emaill at zlrengar�rg .ang�dcr.virginia.gay. Sincerely, �.�, .,� �� .�� Zhengan Wang, Ph.I),, P'. �"., C Regional Darn Safety F..ngineer (R.egian 1) Division of ])am Safety and Flaadplain Management 98 Alexandria, Poke„ Suite 33 Warrenton, VA 20186 P'hane: (540 351 -1587 cc David C. Dowling, Deputy Director of Dam Safety and Floadplain Management and Sail. arad 'GVater Conservation, Virginia Department of Conservation and Recreation �lae C, Wilder,. Frederick. County, Department of Prih]ic `Forks ai�l� T;xsa Iv1�an Srtrcwa,;r.pri,' B'Vc��r° � k'%dcn�nr�ancl, "��cr�;dni� X32 ➢� P��J�- 7��a_rz S��'a'� �rrrk�' « �°crri� �rac� ���'��es� �'rwrex���'�,Eatarr,rs a �`YacPr�vcra- F�az�cre�rd�rwae � °ferm�e�av�lr��� lWextaar��t d��erm��s��� � ���raa �'r����ty+ rrxae� f^'�r���l�ra'se��ra A�`carr�^���rvr��rr1 � �,���,r� ��:rassacr�rs8i�a�a� �� �u'iQ��^�'.aCX6�7i7 `4pM`e�'!'� ��ULNEH'JXY�+d�'N�ICOS"YAl Y84� a�L�eY6'a¢q "L' @'% g? I �� �� ii,47C1]�Q�1�^,�.A C�"Nt7tiZ �.)W;f,)PlAjf �b�R "CC711T �j?' ,:_� ,'�Ld�YMP�dFRi7�'[tldR4hPd CXYPfi I�'l1TdXMC'L �v�'�tiV2 �:. C'rast�ir�rt ��A�^'"�s�; 17da ^eeeor ,tl G�"i+i4.0 {... �)QP'vd!�1.GV.� �.�6Sf,A ➢�dfl��+'Y��hPdiCNdY �� .i06a C�Yf4�V�Q�C(ic'.A'^..f)�v"tf l'fY7C�J� @/ �p,�/^.�p ^^ppp�,�+'�pp ^��p, „ry -y�ryr �'p �/p -py'� INb.n�`&..✓' A'S'.i4. �Fd. � �� m: M1.N VY L '�9' G'7tG�,..yG^M'V'.S�CdJ�Ei�J �z" i�a�&tt��E ra t ��t" t,��t`el�D�.tt�rA�tc��r�� A��D tt��� °rz�.�,y n���0. ?�u�'AS r .:;l�Ytl$n C1N�'1TSJ9� pJP2CfWD" d)p `o..a�YAu�fitliCPLXD�S' (:tctober 24, 2016 Mr. Daniel. . Hamric, P'E Senior Engineer R.E I�uckman Engineering, PLC 22 -8 Ricketts Drive Winchester, 'VA 22601' e: Historic Cllowser House Usage below Cherokee Dam, � irginia Inventory i#Ob904 bear Mr. I- ffartuic: `1"his office has received year letter dated actaber 1.3, 201.6, delivered to me through email only. After I finished my review of your letter, I concur with your profession opinion regarding. the proposed specific nan- habitable uses of that historic structure will nit change the hazard ciassificatiorn of Cherokee Dam. Maur proposed specif c uses of the nanw habitable structure are copied as fellows. 1) As a historical landrnark that wi14 only be allayed by floc public to vvew it from its outside. 2) Far storage of materials needed at the site and accessed at a very law frequency. 3) Allow access by appointment only to the interior for maintenance and inspeeton. Should you have any questions or comments, please da net. hesitate to contact me by telephone at (54Q!) 351. -1587 ar by emaill at zlrengar�rg .ang�dcr.virginia.gay. Sincerely, �.�, .,� �� .�� Zhengan Wang, Ph.I),, P'. �"., C Regional Darn Safety F..ngineer (R.egian 1) Division of ])am Safety and Flaadplain Management 98 Alexandria, Poke„ Suite 33 Warrenton, VA 20186 P'hane: (540 351 -1587 cc David C. Dowling, Deputy Director of Dam Safety and Floadplain Management and Sail. arad 'GVater Conservation, Virginia Department of Conservation and Recreation �lae C, Wilder,. Frederick. County, Department of Prih]ic `Forks ai�l� T;xsa Iv1�an Srtrcwa,;r.pri,' B'Vc��r° � k'%dcn�nr�ancl, "��cr�;dni� X32 ➢� P��J�- 7��a_rz S��'a'� �rrrk�' « �°crri� �rac� ���'��es� �'rwrex���'�,Eatarr,rs a �`YacPr�vcra- F�az�cre�rd�rwae � °ferm�e�av�lr��� lWextaar��t d��erm��s��� � ���raa �'r����ty+ rrxae� f^'�r���l�ra'se��ra A�`carr�^���rvr��rr1 � �,���,r� ��:rassacr�rs8i�a�a� «s�, •� , °'i. � J �,: .�'� 9_'. Nirtrcit 2A�, fit i+� Jtalttt ltlt<y, ,kr„ �tetttmky �ttrtminstrmtttmr �`�deric� C'ount�r �irgittio iti'# l�ertl gtautm;k Winm;hesker.'t�r� �tii�l Re. CCowsem- louse{ CauncEi ilans+a; J'rtrd�er6ck +Cottttt�r I3m;ar i4ir. l�.iley: �ir� nitre pim:ased to infarrn ys2u tiler ac its iwFnrch �0, �Q l.�J, meeting, rite �trtte l�,eviewr i�oard m:ottartrr`t:•tl witi7 dtt` J�epartritettt of i3fstor#e Resources [iE1FIR) dt$t rite �tawser EifnuseJ't;atanctt 3dituse isrecamnmended r•ligik�Ie far rtamnittadtyn to the natian�l arrd sittAte registers, asr:trrtt'sug titer rt mare: sltttstrrtl4irtliy docattterYbad norttivatftfn fully stlJ2itQrts lire a1•#gulnont.5 presented #n Cite JyiJf" ttnd /or tttim;od in the stnf] "nnd Eatt>tttl discussions, AEtitraval rtt the Earelitnirettr,� Isiforatttttiau l"pratt tevuJ is trgt rht: f`aarmttol lf�tits� stra6t:.tmtid not a guarrtttim:c titnt iltm: ttontirmogtion �t'ili sncct"id iF titer aJamt?uttteltttttiomtand ne$ttntm;mtt ntttde imm tiro I"rnrl! fortrtttl ttomttirrrrtian do trot ft11y suitpart lire Erra�rty'r cid�Eh#lity, 1Ve sautictn vrsu titrrt if lltc:�tttf�`or baer�is ato trot f�ect titgt n stif�c#a<nt nrgttrnent itas ba<en tnrrde far a resaur�e, the rmt�y nsk frrr tttol>rx ittfttrtttat #on at 1n:tkc the recorttrttendation tEtat rite resitureC tta lomtger rmpizear�s tat ttteet tare t:ritaria Far elfgibii #ty. We strongly ettcauxnge ytru to kvark ciasCly tvitim the J��t�. staffam: you work t[trougit time ttannattut #on prsre�ss. PIeasc fcr l Ekes to contact rite �iarkht >rn Region Preservetiont 4ftiee at 54Q- &B8 -7U29 for arty assfstasrce. Tiac reryoratlttendat{an nfelfgibility #s aYso subject ro re*evaIaation ffthe mtrcititectus�l attrJlor archaettlogfcai resource is sfgn�r:gntiy altered, remodeled, ar lasrtiail ;� clertvai #shed, ar iffr,�tirer researcit reveals titer fire resource fs less :t #�nitiemlrat than. nri;inttliy �rrala�as+ed. 13oFiprw; making a t'itttml r�ecottmtrteltdntion ort fire tt;�aurtiLe, fire ��� stntY; the �irito I�eviety #3taard� mtrtd the klistmtria� �m:sGrttnres ilairrtl tvii! nr:�d to maeC n ftrli� tl�evr:irspeti ltontirttttion, ire AJutittnrtl Re�,istcr ctt'f- ir'staeri Pgttees i"rrrrn is used For mt�ttminatimt� resaurt:�s boot to ttic "�ir�in #a �.utultttsrMar i�o,�istcr asttE the �1ntionnl� Re,�[skcr, "Y�tm tttny+ pre�� Chu ttarttirtutiott yattrs�e!!"ar ksire � c�rtnwultattt, gltouid tits pro #faratian of"u ntrtnittatiart ga f%urtv�raJ, you vuill bm� notit'ierl gsrfnr tv marry Pttrrrttml mtr:tiott imy the d�eJrarttttemmt. Thank yott far your interest in die register pratgraYn. g #tscrsrefy, Iuiic Lmtngan bircGtar AArlrrtl7�dlT➢6rtVq hCfYtC� lit r".ivtaiinl mCa�tala CitltCQ ttW14'dlrpr nAkj�lAk�rti'tt�a �Y¢Ar¢YdY ttt�mbfm t3n�tGW �Vifm�iQfAi n.B},'y"mC1k's. c3crt�ff rO�L"pYlkltlCiit6C /�44C� �,$i(� {��"I�Kil7�4r1li5 %�:71ILC t�4-t�rtm,m C"IFtr}CtIdVIIEI(F SWIGy �Nt��(�f71lt Lane aisry A4tAtfl :iG'il�'d Pemcrranr�,�4t «3NU; ttiramar�al,�+'�y„31 �"�t�l�+ar �;al�,n,b ".+� «3tS3 p�rl,13nK3S9 TeL- (804,t &rat -&#dN let: {rid4j �b7 -�� btt^�r�mt Ncwx. 4"11 �dr1R TeL tSiR) X87 -54?13 Stephens r»m1y. Vti*2G3S m:�c:(Nibr)Sd3- 6m�Ft1 rmc;tr+rhmy$h7 -2.341 'faL(757)tiNCr2kmtS �:�s�t�m6)3615N4Cr 1'eta(SdtmJSfiS- 7#r�'S Fax: t ?57jR &fr2Nm3N r=n� (9�0} tEfrri -7433 ATTACHMENT 4. Three Year Budget 2017 -2019 Fundraising Plan for The Clowser Foundation THE CLOWSER FOUNDATION Operating Budgets for 2017, 2018, 2019 1 -16 -17 Expenses Repairs (brickwork, gutters) 2017 2018 2019 Income 1, 200 1, 200 1, 200 Contributions 15,000 3,000 3,000 Sales 500 500 500 Totallncome 15,500 3,500 3,500 Expenses Repairs (brickwork, gutters) 10,200* Maintenance 1, 200 1, 200 1, 200 Insurance 850 850 875 Supplies and Mailing 350 250 250 Printing 200 200 200 Taxes 560 560 560 Other 1,000 300 300 Total Expenses 14,360 3,360 3,385 Costs obtained from contractors, plus 20% contingency THE CLOWSER FOUNDATION FUND RAISING PLAN FOR THE STABILIZATION AND MAINTENANCE OF THE CLOWSER SITE 1 -16 -17 1. Fundraising Goals of The Clowser Foundation A. Initial and stabilization Costs: The Foundation has raised over $6,000 in the last six months, for: a) planning and professional costs of meeting the Board of Supervisors' transfer requirements b) stabilization of the Clowser House, if and when it is transferred to the Foundation. These funds were raised solely from Clowser Citizen Committee members and their families, with no public solicitation (which would have been illegal, see 2. below). B. Stabilization Costs: The Clowser Foundation plans to raise a total of $15,500 before Dec. 31, 2017, $10,200 for stabilization of the House, based on contractor estimates. This campaign will be conducted after: a) legal requirements have been met for public fundraising (see below) b) the Board of Supervisors has transferred the property (it is neither ethical nor practical to attempt to raise money from the public for a project that has not received legal approval or may not happen). C. Annual Operating Costs: The Clowser Foundation plans to raise an annual operating budget of $3,500 to pay for its operations and maintenance of the buildings, in addition to volunteer labor and goods. 2. Legal Prerequisites for Fundraising A. Federal Requirements: The Clowser Foundation is seeking federal status as a 501 (c) (3) organization, so that contributions to it will be tax - deductible, and so that other tax - exempt organizations can make gifts to it. An organization seeking Federal tax exemption must file an application, Form 1023 with supporting documentation, about 60 pages, with prior incorporation in Virginia documented in the package. B. State Requirements: The Clowser Foundation plans to raise funds from the general public in the region of Frederick County to stabilize and maintain the Clowser House and site. Under the Virginia Solicitation of Contributions law, raising funds from the public requires approval from the Virginia Department of Agriculture and Consumer Services„ a package of about 25 pages, plus all the Federal documentation in the Form 1023. C. Applications Submitted: Following certification of incorporation of the Clowser Foundation on Sep. 28, 2016, work began on the Virginia and Federal application documents. They have been completed and filed, opening the way for public campaigns once the criteria in 1.B above are met. Upon acceptance by the IRS, Federal tax deductibility of gifts will be retroactive to the date of incorporation. Completing incorporation and all state and federal requirements for non - profit /public solicitation status prior to a decision on the property transfer is 1J an indicator of the seriousness of the Foundation's commitment to the Frederick BOS, and 2) of the Foundation's fund- raising knowledge and its commitment to starting as soon as legally possible. 3. Fundraising Methods A. House Stabilization Campaign: The Foundation will appeal via its website, Facebook, electronic and postal mail to individuals. Local foundations and corporations will be solicited, plus in -kind donations. Letters will be sent from Clowser family members in the Shenandoah Valley and to their relatives throughout the nation. B. Annual Operating Campaign: An annual campaign will be conducted both electronically and via postal mail. The basis of the campaign will be renewable five -year pledges (predictable long -term support), with new ones sought every year. Volunteer services and in -kind donations will be sought and used to support operations. 4. Why is this Plan likely to be successful? A. Local and Professional Interest: The Foundation's Board and Advisory Committee are committed to non - profit fundraising and include members with professional knowledge and experience of it. B. Family Interest: The board includes not only members of the community and representatives from preservation organizations, but at its core are direct descendants of the family which built the house and occupied the site for over 200 years. These Clowser family members (including millennials), and their collateral families from the Clowser Gap area (Rosenbergers, et al.), are very committed to this project, and have many relatives throughout the Shenandoah Valley and the nation who share their interest in the family's origins and life in early western Frederick County. This is a powerful motivation for financial support, and along -term basis for it. C. Historic Preservation Interest: This is astate- recognized, 10,000 year -old archaeological site. ATTACHMENT 5. Draft Deed of Transfer To describe one -time permanent transfer of property (placeholder for document to be developed contingent on a positive decision) Draft Memorandum of Understanding Between County of Frederick and The Clowser Foundation To provide a renewable term agreement for managing communication and changing issues (placeholder for document to be developed contingent on a positive decision) �. �. �o �� �� �. a� � .s �� � -a �� c� � THIS DEED IS EXEMPT FROM RECORDATION TAXES PURSUANT TO VIRGINIA CODE § 58.1 -811 C.4 THIS DEED, made and dated this day of , 2017 by and between the COUNTY OF FREDERICK, VIRGINIA, party of the first part, hereinafter Grantor, and THE CLOWSER FOUNDATION, a Virginia limited liability company, parties of the second part, hereinafter Grantee. WITNESSETH: That for and in consideration of the sum of One Dollar ($1.00), cash in hand paid, and other good and valuable consideration, the receipt of all of which is hereby acknowledged, the Grantor herein hereby grants, bargains, sells and conveys with general warranty and English Covenants of title, unto the Grantee, the following described property and appurtenances thereunto belonging: All of that parcel of land, together with all improvements thereon and appurtenances thereunto belong, located ... . To be filled in. Tax Map # Street Address City, State, Zip Code Reference is here made to the aforesaid instruments and the attachments and the references therein contained for a further and more particular description of the property hereby conveyed. This conveyance is made subject to all easements, restrictions and conditions of record and contained in the deeds forming the chain of title to the above - described property provided, however, that the foregoing shall not be deemed in any way to reinstitute or republish any restrictions of record that may have expired or lapsed. WITNESS the following signature and seal: COUNTY OF FREDERICK By: (SEAL) Chairman, Board of Supervisors of Frederick County, Virginia COMMONWEALTH OF VIRGINIA CITY OF WINCHESTER, to -wit: The foregoing instrument was acknowledged before me this day of , 2017, by in his capacity as Chairman of the Board of Supervisors of Frederick County, Virginia. Notary Public My Commission expires: Notary Registration No.: This Deed Prepared by: Bruce E. Downing, Esq. Harrison &Johnston, PLC 21 South Loudoun Street Winchester, VA 22601 Tei: (540) 667 -1266 CONCEPT DRAFT 1 -22 -17 (in event of positive decision by Frederick BOS on Clowser Foundation Proposal) MEMORANDUM OF UNDERSTANDING BETWEEN THE CLOWSER FOUNDATION AND THE COUNTY OF FREDERICK, VIRGINIA Whereas, the County of Frederick, VA, upon decision by the Board of Supervisors (BOS) is transferring to the non - profit Clowser Foundation an historic site of approximately 5.6 acres containing the Clowser House, the Clowser Cemetery, the Clowser Homestead and Well archaeological site and two Paleolithic archaeological sites in Shawneeland, and Whereas, this transfer is intended to remove any public liability for this historic site, and to place that responsibility on a private, non - profit owner, and Whereas, this transfer is out of 149 acres owned by the County in Shawneeland, a part of the Shawneeland Sanitary District, and is in the common area, and Whereas, the County Department of Public Works maintains this property on behalf of the Sanitary District and has an office and staff there, and Whereas, there is a Shawneeland Sanitary District Advisory Committee appointed by the Frederick BOS which advises on property maintenance, safety, use, and other issues, and Whereas, The Clowser Foundation proposal includes continued recreational use (walking across, pick -up ball, family picnics, etc.) by Shawneeland residents of the property transferred by Frederick County, and includes offered use in a building (Clowser House) included in the transfer for storage by the Department of Public Works staff, and Whereas, this arrangement is therefore somewhat different than that of private homeowners in the subdivision, and Whereas, on -going and changing functional arrangements will be needed about these uses of the land, provisions for maintenance, and for communication between the representatives of the Clowser Foundation, the Frederick County Department of Public Works, and the Shawneeland Sanitary District Advisory Committee that are mutually agreeable, and Whereas, it would not be appropriate to address these changing arrangements and concerns in the deed of transfer, Therefore, this Memorandum of Understanding (MOU) is created to provide a framework to address such day -to -day and year -to -year issues and arrangements as follows: PROVISIONS: A. Communication 1. A single point of contact shall be appointed for the Foundation (CF), Shawneeland Staff of the Department of Public Works (DOPW), and the Shawneeland Sanitary District Advisory Committee SSDAC) (President, CF; Manager, Shawneeland DOPW; Chairman, SSDAC) to avoid confused communication. 2. These individuals shall work out how they intend to communicate on a periodic basis, and for dealing with emergencies. B. Storage in Foundation Buildings by DOPW 1. The Foundation agrees to the use of the Clowser House for storage by the DOPW of appropriate non- hazardous materials (such as road signs, etc.) to expand the space available in the Water Wheel building. C. Use of Grounds by Residents 1. The Foundation agrees to the continued recreational use as currently seen (walking, pick -up ball games, Frisbee, picnics, etc.) by residents of Shawneeland 2. As the entire transferred area is astate- registered archaeological site, no metal - detecting or digging will be allowed. D. Liability Insurance 1. The Foundation agrees to provide liability insurance coverage for itself for the transferred area, given the uses listed in B and C above. D. Mowing 1. In exchange for use of Foundation buildings for storage by the DOPW, for continuing recreational use of grounds by Shawneeland residents, and for liability insurance coverage of the transferred area by the Foundation, that mowing of the transferred area continue by DOPW. This will help maintain a uniform appearance to the large commons area between the Dam and the Entrance currently, as currently mowed by the DOPW. The Foundation is willing to negotiate a reduction in mowed areas in favor of wildflower /pollinator meadows OTHER PROVISIONS: This Memorandum of Understanding between the County of Frederick and The Clowser Foundation shall be renewable every three years from the date of initial signing, with a review period of 90 days prior to each expiration date. The MOU may be amended by mutual agreement of the parties. For County of Frederick Date For The Clowser Foundation Date END OF CLOWSER PROPOSAL AND ATTACHMENTS DOCUMENT MEMORANDUM TO: Public Works Committee ,, ,�.. FROM: Gloria M. Puffinburger Solid Waste Manager RE: FY 16/17 Site Usage Survey Results; 2016 Holiday Usage Summary DATE: January 5, 2017 Attachment 2 r ¢ f; Cart: off` P��li�: or°; d -: ",m �� All but two of the county's ten convenience sites saw an increase in usage based on an August 2016 survey. Overall, usage climbed to an average of just over 900,000 vehicle trips per year at the various neighborhood sites. The more urban locations of Albin, Greenwood and Clear Brook continued to experience the heaviest usage. On its busiest day, 807 vehicles visited the Albin /Bryarly site; 583 traveled to Greenwood; and 508 utilized the Clear Brook location. A complete summary follows. During the holiday season, 8,901 vehicles visited nine of the county's ten convenience sites on Dec. 26 and Dec. 27 to dispose of seasonal waste and recycling. This represented 223 tons of refuse collected over the two - dayperiod. As shown in the chart following, traffic spiked during the period and nearly doubled at the Albin /Bryarly facility. /gmp cc: file V! LWL r W Z W Z W Z O U Z W N H U W /W V ''Q^ V! r 0 N a� � �� � N `r' ,� �n � � co V N N co V � v: U � � � � 01 M CO V'� M pp N N N d0 N � O � O �--� � �p l� v'� 01 �n N o, CO o, �--� N M p O N N � 01 0 � v'� � M M � � p �--� O� !I' � N co o � � � � co � � N r O '-' "' o o0 0 � � '-' � r N � � CO oNO 01 � � � o°o M M � � � M � 60 M � � M �_ CO � N � O p C O � � l� �O v� O N M O M �--� �--� M � � � �p N � � CO 01 � V'� V� � M � � � 60 N ,�-� � l N O O l O N N O N � � pp M 01 v'� � O M O M `O pq O N � � o, CO o, CO � � � V'� o, � � M o, N M � in N � � � O CO �p N � � N P1 � � O � M N �o o� �o 00 M N � M O N 01 l v'� � � M l N � � M 60 o M � � �O � � �� 01 O CO O �--� M � � N � O (V � 0 01 M 01 N � �--� v'� M v� M M CO N � � � p� r O1 � � 01 CO �--� CO V'� 01 M N � O �,-, ,� � co co � o �n o �--i „-, ,� o (V � 0 � 01 N CO � � o V'� co � M M �o N � � r In r '1� Q Z. � � 01 M v'� O � M v� � CO N O l� � N �O v� O M �. � Vl M M M N �--� �--� �--� � � � N � CO O O O N CO � a� � � � � N N �� ai � M �--� CO O l� �O � M �O M (Q � v'� v� � O M 01 � N N Q Q Vl �O M � M N �--� �--� �--� � � O � � 0 � � � N M N � � � � � � � O N � � � CO 0 � � O � CO � O � � M � � � p Q � � "� � � O �' O � Ur N�N i-i � N 5-i � I� � � � O I--I � U � � N�N J � � U P� � F" F" � � 3 �. O 3 T 3 'O N O U O N 'O 'O O U N m W � m W U 2 W_ 2 W > 2 O U � 2 W N �_ U � W � � m W � m � Q D � O 2 � 0 q / ( � � � kk / \ A A \ % \ \ / / � � k' \ \ \ \ \ \ � / \ a � � � q ® / 7 % % % % / % / � / � / / � \ \ \ \ / \ % � � q \ k � / / 2 / % � % \ - % / ' q ■ 2 w � # � # r A , � � / \ \ \ \ _ � ( \ \ / / / \ § � k / � & g % Q § ¥ \ ) 2 } z§ Q � / _ / / / \ O / / / E Attachment 3 0� � MEMORANDUM TO: Public Works Committee ��,� FROM: Harvey E. Strawsnyder, Jr., P.E., Director of Public Works SUBJECT: Monthly Tonnage Report - Fiscal Year 15/16 DATE: January 24, 2017 4t➢ /'- ",. 4�tDa°�8 -0��8 The following is the tonnage for the months of July 2015, through June 2016, and the average monthly tonnage for fiscal years 03/04 through 16/17. FY 03 -04: FY 04 -05: FY OS -06: FY 06 -07: FY 07 -08: FY 08 -09: FY 09 -10: FY 10 -11: FY 11 -12: FY 12 -13: FY 13 -14: FY 14 -15: FY 15 -16: FY 16 -17: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: 16,348 TONS (UP 1,164 TONS) 17,029 TONS (UP 681 TONS) 17,785 TONS (UP 756 TONS) 16,705 TONS (DOWN 1,080 TONS) 13,904 TONS (DOWN 2,801 TONS) 13,316 TONS (DOWN 588 TONS) 12,219 TONS (DOWN 1,097 TONS) 12,184 TONS (DOWN 35 TONS) 12,013 TONS (DOWN 171 TONS) 12,065 TONS (UP 52 TONS) 12,468 TONS (UP 403 TONS) 13,133 TONS (UP 665 TONS) 13,984 TONS (UP 851 TONS) 14,764 TONS (UP 780 TONS) MONTH FY 2015 -2016 JULY 15, 019 AUGUST 13,853 SEPTEMBER 14,103 OCTOBER 14,095 NOVEMBER 13,053 DECEMBER 13,589 JANUARY 11,191 FEBRUARY 12,240 MARCH 15,058 APRIL 14,563 MAY 15,198 JUNE 15, 845 HES /gmp FY 2016 -2017 13,391 15,724 14,649 14,160 13,840 16,821 :� a� U J, J, T O O In M 0 0 0 0 0 0 0 00 CO O I� O T� M�� O M O N O� O 00 CO CO O O N O 00 N CO CO � I� M� M N� M O O�� M M O O�� O N M N O O J I� O O M� O O N M O CO T CO O� 0 0 00 In N T M M� M�� O N a� O O O� T � N O N N c0 I� O M� O 00 N� O o O M 0��� 0 H /A VI CO � I� �� O ��� M N O N� O N O O M O O M M O� O� O� � O In O In In In � M O O O� O� M O M O 00 CO CO N T� M O� M M O � � M CO CO ������� M N N N N N N N N N N N� a � O � � CO CO O OO I� � O OO OO O N � O O M � CO T 00 I� � O T � O O O O Ln T O CO � O In 00 00 � 00 T O O O O O O O O O O O CO �� CO M 00 T� N N M I� O O� M� N M M M� N M T O d O� O N T 0 I� M� N O O T M T Op O N O N CO T CO T 00 T M M N M N 00 � CO O O r N 0 00 I� N O�� CO T 00 O E M N � CO M N T I� In � O M N M N� O I� In O N M I� In �� O (� N N N N N T M_ 00 CO M_ �_ N_ M_ O_ T L(') N M T /M� �_ �Ml1_ T n T T T T T T T T IY T 0 0 0 0 0 0 O O M 0 0 0 0 0 0 0� 0 I� O O T � � 00 CO 00 N CO � O 00 00 00 O N 00 CO T I� O O � � O � U T Ln M O M O� N� O O O O� T Ln �� M M O In W I� r� O� M � O N T N� I� In � M N T M CO N� M J M I� M T In M I In M M T O M O M O O M M� In O In M W N� In O In ����� M M N T O X O O O O 0 0 0 0 0 0 0 0 0 0 0 O W� O N c0 N N� o O N o c0 00 � � I� O� In M M� M� O� T� O � N � CO I� N M O� O� T r 00 I� W N�� M M M� N N M O 2 In O O O O O In M O T O I� M O U N T M T O N O� N O O 00 O In T l� (p S O N � U�� 00 � � 00 I� � O � M � � � M O O O M O M M� O N� M N 00 O� T�� r O U M M M M� O T I� O O�� N� O�� � O � O M O M M M O��� O O O I� O O O �!1 �!1 ...F �!1 �M � 0 0� 0 CO CO V N M T (�J T T L{� �y T� O O O O �Y! 00 I� CO O.F CO O N N O Nl1 O 00 T (p T O O M 00 B O O CO O �O .N.F . O N_ N_ T V V .M.F �ClO1 � .(.pF V O_ �Y!_ T_ O_ 00_ 00_ �Y!_ M_ 00_ Imo_ T_ T_ V T_ N_ Imo_ ln_ O_ O_ O_ O_ O_ W d� _ _ N CO O I� 00 � _ _ O L(') N T 00 N� u�i 00 T� M N M T T O (p T O O M CO Q O O O O O ��� M O O O M O I� M N In H M O In M T M O In T � N_ N_ N_ �_ �_ �_ N_ I� O O �_ �_ �_ M_ �_ � O �_ M O �_ O T T T T T T T T T T T T T T T T T T T T T N M O � O � O � � N � I� � O � O O � � O � N M M M � � � � � � O O O O O 0 0 0 0 0 0 In T O N S I� � O� O In � N� CO 00 T 00 00 � CO � O � O 00 M 00 00 I� T M CO CO N O N 00 T � O O O I� N (n N O N�� c0 � c0 I� � M T O M O� M� M O N O� T N T O M fn � 00 O N NCO N O � � M ��l1 .O.F M �Nl1 � O 00 .O.F .r.F M O CO N N � M r I..�F Q I� � 00 � I� T O O T V N O O Ln V V T� M N O 00 I� T V J M O M O O M O T_ � � O In In In � � � � � � M In .N.F_ T y T � � � � � �� 0 0 f� �O Lf� � M N � O C7 00 f� �O W � J C9 d � i U Z m � � � Z Q � � � � � � � � � O O O O O O O O C7 C7 C7 C7 � z» W U O W a W Q a Q�� � � � � �° o 0 0 0 0 0 0 0 0 °o � i c� i c� i c� i c� i 0 � � Q cn O z D � � � Q � � O � � � � � � � � � � � � � � � � � � � � � O � � O � O � O I� O O O � O � M M � M � � O � � � � � � T � O T M I� � M S T I� ��� O�� M N N T�� M� O I� O WO � �Nl1 .CrtO � � M � M M � N � T 00 00 � CO N � N � � T T � � � � � IY � V W Z CO I� � M� M ��� O N O M O� O O M� r M�� N N O CO � O H /A VI V � O O O O O O O�� N N N M N N N N N N�� O T T T O O O O O 0 0 0 0 0 0 In T O N S I� � O� O In � N� CO 00 T 00 00 � CO � O � O 00 M 00 00 I� T M CO CO N O N 00 T � O O O I� N (n N O N�� c0 � c0 I� � M T O M O� M� M O N O� T N T O M fn � 00 O N NCO N O � � M ��l1 .O.F M �Nl1 � O 00 .O.F .r.F M O CO N N � M r I..�F Q I� � 00 � I� T O O T V N O O Ln V V T� M N O 00 I� T V J M O M O O M O T_ � � O In In In � � � � � � M In .N.F_ T y T � � � � � �� 0 0 f� �O Lf� � M N � O C7 00 f� �O W � J C9 d � i U Z m � � � Z Q � � � � � � � � � O O O O O O O O C7 C7 C7 C7 � z» W U O W a W Q a Q�� � � � � �° o 0 0 0 0 0 0 0 0 °o � i c� i c� i c� i c� i 0 � � Q cn O z D � � � Q � � O � � � � � � � � � � � � � � � � � � � � � O � � O � O � O I� O O O � O � M M � M � � O � � � � � � T � (n M T M� In M T� O O M M N�� M M� T M� O O� O O M�� J Z O � O In � N � O O M O M T M�� M��� M In M T In M In �� al a M M� M M M r N N.F M i r CV T T O O O O O M M 00 O O.F O M.F N.F I U . .�.F . . . N � V M V V V V N T T T T T T T T T N N `N T O N O N O H O M O 00 O N CO 00 O O T� (p 0 0...F 0 0� 0� CO 00 H O M In O O O � O O O M N� 00 N N N T N� I� y T CO O T O 00 T � CO CO N_ I� T �_ O M_ � O_ M_ M_ �_ M_ O N_ � O N_ N_ � O_ Lfi N �_ T T �_ N a � O � � CO CO O OO I� � O OO OO O N � O O M � CO T 00 I� � O T � O J M� M M M M N T.F O�� N 00 O O O I� � 00 O� 00 M T� O O N.F O.F T.F d . . . . / � N V V V V M M M M N N T T T T T T T T T �y T O O O O O 0 0 0 0 0 0 In T O N S I� � O� O In � N� CO 00 T 00 00 � CO � O � O 00 M 00 00 I� T M CO CO N O N 00 T � O O O I� N (n N O N�� c0 � c0 I� � M T O M O� M� M O N O� T N T O M fn � 00 O N NCO N O � � M ��l1 .O.F M �Nl1 � O 00 .O.F .r.F M O CO N N � M r I..�F Q I� � 00 � I� T O O T V N O O Ln V V T� M N O 00 I� T V J M O M O O M O T_ � � O In In In � � � � � � M In .N.F_ T y T � � � � � �� 0 0 f� �O Lf� � M N � O C7 00 f� �O W � J C9 d � i U Z m � � � Z Q � � � � � � � � � O O O O O O O O C7 C7 C7 C7 � z» W U O W a W Q a Q�� � � � � �° o 0 0 0 0 0 0 0 0 °o � i c� i c� i c� i c� i 0 � � Q cn O z D � � � Q � � O � � � � � � � � � � � � � � � � � � � � � O r N U H O w w Q' O 0 �_ w� �z O 0� M N N N M O � W���n���M N � x � W Q Z U 0 Z W W d Q D o 0 0 0 0 0 0 w U � J Q W O z � 0 0 � O O N W W D Y D W ��� O O � � O N �_ D D W Q�� O O M � � J M M� M N N � U W D w d0� N �� O M O M N� M N� N 0 Q Q W � z 0 0 0 0 N 0 N O W 00 Y U W W � (n N � � � N � 00 m U Z � O � � � N � � N N N � m m 0 J W W Z > z 0 0 00 M I� � N W W M� N M N N O U Y W � � Q � ~ Q Z 0 O Z� N M N N N M O Z� OU �_ LL = J Q Z�C�d� >UZm���ZH ��QcaOzo���Q��� a� c C a� Y O 0 C CO C .N O N O L a� N U N 0 O C O N L C ,r, N U J, H O w w Q U O = � � �WO��oOO�co � � ~ Qw U Z 0 Z W W Q 0 0 0 0 0 0 0 0 w U � J Q W O z N O� O N O N — W D Y D W O � N (O � N O � � � � � � � O � �_ D D W J� M�� N N N N U W D w � � O M � (O M � O M N � M � M r 0 Q Q W �z °coNOOO °�° O w 00 Y W W 00 U Z_ � O C�Q�NM�N� O � � r � m m 0 J W W � Z Z�o�nNOO � U Y (� M I� M O O M � � � � M W � � Q � ~ Q Z 0O Z O O I� � O M� O Q O 00 I� O� � O � Z� OU �_ LL = J Q Z�C�d� >UZm���ZH ��QcaOzo���Q��� N .= a� 0 0 C CO .� N .--� CO U N N U N 0 O L C O N L C Attachment 7 ����i1t��T�1►Yif�' �i '�` ®: FR�DERICI� COL7T�3Y �U�LIC WC7RKS CC}Tv11�1IT"I`�F �'R�J�i: S�LE�W`i EELr�ND SANITr�RY DISTRICT ��D�TISORY CC}T��MI'I`1"T�L; MET�IBERS ��.T�JE��": RESPQNS� � "C) CLOWSFR FC�LtNDr1TICiN CC7Ml1✓IITTEE PROPOSr�L D.A�'�'�: f a °�.NUr�RY 26, 2017 The SSDr�C met on January 9, 2017 to hear a presentation from the Clowser F�aundation CamsxZittee on a proposal to save the Clowser /Couszcil house. Briefly their proposal iticluded,�ftin� of: � approximately 6 acres of Shawneeland open space ® Council house �`Jaterwheel � Old mail house � Clowser Cemetery � Existing parkuzg area � Ball field ® Existing spring and monitaring spring for the Cherokee Dam The above request represents a marked deviation from the original request which an1;- included approximately 2 acres of land, the Clowser house the cemetei,-�nd parl�i �n�. <�s a result of the questions and answer periad that falla�ved their preset�tatiot� and careful consideration of their request, the SSDr�C cannot endorse ar support the Clowser Faundation Committee proposal for the following reasons: 1. Shawneeland Sanitary District fees have continually paid fc>r the maintenance of the above referenced amenities /properties. 2. "I"he waterwheel house was completely relauilt using Sanitary District fiords u1 the amount of approximately ��O,OC}(7.00. 3. The parking area is actively used by Shawneeland residents to gain access to the sur.-rounding recreational areas, which use could be compromised by different ownership �. 'T"he ball field represents a significant recreational amefvt5r i�n Shawneeland. It is probably the only relatively flat area in Shawneeland and is utilised by ttze residents for many recreational activities 5. The spring and steam derived from is currently utilized by staff to maintain a leak from Cherokee Dam. 6. If a transfer of ownership is granted to the Citizens Committee, the Sanitary District has no interest in the use of dze waterwheel house ox the council house for any maintenance /storage activity, nor would the Sanitary District maintain, what would then be, private property. In the spirit of cooperation, the SSDAC offers a compromise to the request presented by the Clowser Foundation Committee. We propose that the following amenities and /or structures be leased to the Clowser Foundation Commttee. 1. Council /Clowser House 2. Old Mail House 3. Clowser Cemetery- Frederick County Staff would develop a lease and /or leases for these amenities /properties to include small parcels of property for. each amenity. Staff would determine the Limits and boundaries of the property to be leased, insurance requirements and napes of uses that can be applied to each individual amenity /property. Frederick County staff would meet with the Citizens Committee and the Sanitary District Committee to draft a mutually acceptable lease, which would be presented to dze Public Works Committee for its recommendation to the Board of Supervisors. " The Shawneeland Sanitary District Advisory Committee thanks the Public Works Cozn.mittee for its time and attention to this matter.. Lynn Schmitt — Respectfully Submitted By. �(`�. Michelle Landon � `1 � Hugh Barry Van Meter Marianne Biviano d�'/ /mac C� Jeff Stevens ,rq �"°"-'