March 22 2017_ Board_Agenda_PacketAGENDA
REGULAR MEETING
FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, MARCH 22, 2017
7:00 P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
Call To Order
Invocation
Pledge of Allegiance
Adoption of Agenda:
Pursuant to established procedures, the Board should adopt the A
the meeting.
Consent Agenda:
(Tentative Agenda Items for Consent are Tabs: A, B, C and )
Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.)
Board of Supervisors Comments
Minutes:(See Attached)A
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1.Regular Meeting, February 22, 2017.
2.Budget Work Session, March 1, 2017.
3.Closed Session and Budget Work Session, March 8, 2017.
County Officials:
1.Proclamation April 9-
(See Attached)B
Frederick County, Virginia. ------------------------------------------
AGENDA
REGULAR MEETING
FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, MARCH 22,2017
PAGE 2
2.Proclamation April 1-7, 2017 as Local Government Education Week.
(See Attached)C
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(See Attached)D
3.Committee Appointments. -------------------------------------------
4.Request from the Commissioner of the Revenue for Refunds.
(See Attached)E
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Committee Reports:
(See Attached)F
1.Finance Committee. ---------------------------------------------------
Public Hearing:
(See Attached) G
1.Fiscal Year 2017-2018 Budget. ------------------------------------
Planning Commission Business:
1.Road Resolution Snowden Bridge Subdivision, Section 3.
(See Attached)H
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Board Liaison Reports (If Any)
Citizen Comments
Board of Supervisors Comments
Adjourn
COUNTY of FREDERICK
Finance Department
Cheryl B. Shiffler
Director
540/665-5610
Fax: 540/667-0370
E-mail: cshiffle@fcva.us
TO: Board of Supervisors
FROM: Finance Committee
DATE: March 15, 2017
SUBJECT: Finance Committee Report and Recommendations
A Finance Committee was held in the First Floor Conference Room at 107 North Kent Street
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Wednesday, March 15, 2017 at 8:00 a.m. All members were present. Items 7 and 8 were
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approved under consent agenda. = No action required.
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1.The Blue Ridge Youth Soccer Association, Inc. (BRYSA) requests r
exemption for land owned by the organization. See attached info4 10.
The committee postpones the request indefinitely.
2.The Park and Stewardship Planner requests a General Fund supplemental appropriation
in the amount of $17,500. This amount represents an increase in VDOT funding for the
VDOT Recreation Access Grant awarded in December 2016. No addit
are required. The funding increase also requires an updated B
the new amount. See attached information, p. 11 17. The committee recommends
approval of the supplemental appropriation and the updated resolution.
3.The Parks and Recreation Director requests approval of a revision to their Donation and
Recognition Policy allowing rights to be sold for existing unnam
has been approved by the Parks and Recreation Commission. See a
p. 18 21. The committee recommends approval.
4.The Social Services Director requests approval to become fiscal
Care Program and a General Fund supplemental appropriation in the amount of $12,838
107 North Kent Street Winchester, Virginia 22601
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Finance Committee Report and Recommendation
March 15, 2017
Page 2
to cover the month of June. No additional local funds required. See attached memo,
p. 22 24. The committee recommends approval.
5.Stephens City Fire & Rescue Company requests a General Fund supplemental
appropriation in the amount of $224,105.51. This amount is a request for proffer funds
for a proposed ancillary building project. See attached information, p. 25 42. The
committee recommends approval.
6.The Fire & Rescue Chief requests a General Fund supplemental appropriation in the
amount of $10,266. This amount represents revenue collected in excess of budgeted
for fire school programs. No local funds required. See attached memo, p. 43. The
committee recommends approval.
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7. The Sheriff requests a General Fund supplemental appropriation in the amount of
$3,617.19. This amount represents a reimbursement for an auto claim. No lo
required. See attached memo, p. 44 45.
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8. The Sheriff requests a General Fund supplemental appropriation in the amount of
$17,381.86. This amount represents ICAC reimbursement. No local funds required. See
attached memos, p. 46 55.
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9. The Finance Director requests continued discussion on the fundin
cash balance for the Airport Operating Fund.
INFORMATION ONLY
1.The Finance Director provides a Fund 10 Transfer Report for February 2017. See
attached, p. 56.
2.The Finance Director provides an FY 2016 Fund Balance Report end 2017.
See attached, p. 57.
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Finance Committee Report and Recommendation
March 15, 2017
Page 3
3.The Finance Director provides financial statements for the month
February 28, 2017. See attached, p. 58 68.
Respectfully submitted,
FINANCE COMMITTEE
Judith McCann-Slaughter, Chairman
Charles DeHaven
Gary Lofton
Angela Rudolph
By ___________________________
Cheryl B. Shiffler, Finance Director
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Stephens City Fire and Rescue Company, Inc.
P.O. Box 253 Stephens City, VA 22655
John W. Jones, I Fire ChiefDavid M. Foley II, President
540-869-4576Business
540-869-6784 Fax
March 6, 2017
Cheryl Shiffler, Finance Director, Frederick County
Frederick County Finance Committee
107 North Kent Street
Winchester, Virginia 22601
Re:Access to accumulated cash proffers
Dear Ms. Shiffler,
The Stephens City Fire and Rescue Company Inc. respectfully request to access the total accumulated cash proffers
earmarked for this fire company.This request for funds is for a proposed $240,000ancillary building project.It is unknown
what the exact amount of funds to date are; and available for disbursementfrom theproffer accountfor the Company.
The ancillary building will add an addition 4250 sq. ft. of storage to the facility and be used to store a Technical Rescue
Squad, Reserve Fire Engine,Brush Truck, Utility Truck, three rescue boats, grounds maintenance equipment, Haz-Mat
Support Trailer and other support items related to emergency response. This will help with the crowding issues.
The proposed amount represents a budget for the project. It is understood that the amount of the accumulated proffer monies
will not cover allthe cost of the project. TheCompany has already incurred some of the costs in preparing for the building,
as show on the budget summary.
A needs assessment was conducted to identify additional storage requirements, both current and future. The Site Plan
identifies the best possible location by design. Also,the original project scope was decreased by 912 sq. ft. of space to bring
the cost to a manageable level.
It is the intent that the Companywillprovideconstruction oversiteforthe project. There will minor interaction between the
various vendorsand the need to spend the additional funds for a third-partymanagementcompany is not warranted.
The budget estimate work sheet represents input from various contractors in reference their associated trade. Once formal
plans are drawn by the pre-engineered building manufacture, formal quotes can be obtained with drawn plans and be
submitted for review and permitting.
In addition to the Budget Summary is a Non-TechnicalSummary of the project that may help clarifythe need for this project.
I am awarethat the Finance Committeehas a full agenda with the budget process, however we wouldlike to start this project
as soon as practical.
If you have any questions, concerns or need additional information please contact anytime.
Thank you for your assistance withthis request.
Sincerely,
David M. Foley II, President
Attachments
CC:Brenda Gorton, Administrator, Frederick County, with attachment
John Jones I, Chief, w/o attachment
Dennis Linaburg, Chief, with attachments
SCFR Board Members, w/o attachment
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VOLUNTEERS
chief11@stephenscityfire.com president11@stephenscityfire.com
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STEPHENS CITY FIRE AND RESCUE COMPANY, INC.
5346 MULBERRY STREET
STEPHENS CITY, VIRGINIA 22655
ANCILLARY BUILDING CONSTRUCTION
NON-TECHNICAL SUMMARY
November
Prepared by
David M. Foley II
President
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Background
The Stephens City Fire and Rescue Company (SCVFR) provides emerg
of Stephens City, County of Frederick and all surrounding areas.
SCVFR is a combination department consisting of 6 paid, 35 volun
providers and 10 support personnel protecting a suburban communi
residing in 50 square miles. Since 2000 the area has seen a popu
50% of that increase has occurred within the first due district.
station, equipped with 7 pieces of apparatus, the SCVFR provides
suppression, rescue response to the technician level, hazmat to
Emergency Medical Services to the Advanced Life Support level.
During 2015 the department responded to 2,165 incidents that inc
vehicle fires and 9 wildland fires encompassing 19+ acres. In ad
firefighters provided mutual or automatic aid 24 times of which
fires. The department provides regional water/dive rescue team s
vehicles.
The SCVFR first due response district is comprised of residentia
commercial/industrial (30%) and open space (20%). Firefighters a
of risks and target hazards within the district. Target hazards
public schools with 3,100 students, 1 nursing home, 475+ age res
restricted communities both gated and ungated, 5 hotels, 4 low i
apartment units/buildings, 24 churches, 17 strip malls, 1 super
High -
distribution facility. The propane facility is a major concern t
operation that stores a maximum of 1.2 million gallons of propan
facility, 24 on a side rail), 127,200 gallons in tractor trailer
tanks.
Transportation risks include 2 major highways encompassing 19 mi
of 136,000 passenger vehicles and 41,000 large trucks and 6 mile
freight and chemicals at least twice a day.
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The need for the Proposed Development
The current arrangement of apparatus and equipment storage has b
growth of the departments needs and services provided.
Over the past 75 years the land and building has grown from a 2r
on an acre to a 10,000 sq. ft. facility consisting of storage, l
storage and a 3,000 sq. ft. community hall residing on 4 acres o
Stephens City.
In addition to this facility a 2,200 sq. ft. building is curren
administrative
The ancillary building will add an addition 4250 sq. ft. of stor
store a Technical Rescue Squad, Reserve Fire Engine, three rescu
equipment, other support items related to emergency response.
Building Details
The ancillary building will consist of a Wood Post Frame Structu
on-centerat on-center roof and
side purlins and factory-made truss system. A metal roof, 28 gau
and eave overhang. Metal siding, 28 gauge by Everlast, a 36 inch
wide ADA entry doors on opposite ends.
There will be two drive-
0 overhead doors.
A concrete slab floor will be installed with radiant heat. The
temperature of 65 deg.
Basic electric service to support safe ingress/egress and suppor
existing service in the main station and providing emergency pow
A Site Plan has been submitted and approved.
A Zoning Permit has been submitted and approved
VDOT impact. No new traffic or impacts are anticipated.
An environmental impact statement (EIS) has not been prepared du
structure.
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Ecology
This development at the site will not have any significant impact on natural habitats as the
footprint for the building is on highly disturbed ground. The main ecological feature is the
drainage storm water stream which runs along the Eastern boundarof the site.
development will not significantly alter the surface water dischto the stream. The
project should have no permanent significant adverse impact on e
Soils
The building will require the importation of significant quantities of material onto the site.
The construction of the building will not involve the excavation of soils.
The operations in this building will not involve any discharges of wastes or other materials to
ground. The installation of the permanent floor of the building will improve the protectionof
ground/groundwater at the site by providing an impervious surface for potential pollutants.
Water
A storm water drainage stream runs along the Eastern boundary of the site. Visual
monitoring of this stream indicates that the quality of this stream is good and that current
activities are not impacting on the quality of the water in the stream.
This project will not increase the threshold quantities of fuel
Storm Water Pollution and Prevention Plan be implemented.
The operations in the ancillary building will not produce any process wastewater.
Noise and Vibration
The site is located near to residential areas. The noise emissions at the existing site will not
increase after construction is complete.
During the construction of the new buildings temporary increases in noise levels will be
experienced in the area the construction work will involve some inherently noisy operations;
however noise reduction and attenuation procedures will be put in place the duration of
the works. This should minimize the impact of the construction on local locations.
The impact will be a temporary as construction islikely to take approximately 30 days.
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COUNTY of FREDERICK
Department of Planning and Development
540/ 665-5651
Fax: 540/ 665-6395
Memorandum
To: Frederick County Board of Supervisors
From: Mark R. Cheran, Zoning and Subdivision Administrator
Date: March 15, 2017
RE: Snowden Bridge Subdivision Section 3
The following additions to the Secondary System of State Highways,
pursuant to the statutory provision or provisions cited, are hereby requested;
the right of way for which, including additional easements for cuts, fills and
drainage, as required, is hereby guaranteed:
Arrow Crown Court, State Route Number 893 0.05 miles
Centennial Drive, State Route Number 894 0.13 miles
Staff is available to answer any questions.
MRC/dlw
107 North Kent Street, Suite 202 Winchester, Virginia 22601-5000
RESOLUTION
BY THE
FREDERICK COUNTY BOARD OF
SUPERVISORS
The Board of Supervisors of Frederick County, in regular meeting on the 22nd day of
March, 2017, adopted the following:
WHEREAS,
the streets described on the attached Form AM-4.3, fully incorporated
Court of Frederick County; and
WHEREAS,
the Resident Engineer of the Virginia Department of Transportation has
advised this Board that the streets meet the requirements established by the Subdivision
Street Requirements of the Virginia Department of Transportation; and
WHEREAS,
the County and the Virginia Department of Transportation have entered
into an agreement on June 9, 1993, for comprehensive stormwater detention which
applies to this request for addition; and
NOW, THEREFORE, BE IT RESOLVED,
this Board requests the Virginia
Department of Transportation to add the streets described in the attached Form AM-4.3 to
the secondary system of state highways, pursuant to 33.2-705, Code of Virginia, and the
Subdivision Street Requirements; and
BE IT FURTHER RESOLVED,
this Board guarantees a clear and unrestricted right-of-
way, as described, and any necessary easements for cuts, fills and drainage; and
BE IT FURTHER RESOLVED,
that a certified copy of this resolution be forwarded to
the Resident Engineer for the Virginia Department of Transportation.
Charles S. DeHaven, Jr., Chairman ____ Gary A. Lofton ____
Robert A. Hess ____ Robert W. Wells ____
Blaine P. Dunn ____ Gene E. Fisher ____
Judith McCann-Slaughter ____
A COPY ATTEST
_____________________________
Brenda G. Garton
Frederick County Administrator
PDRes. #07-17
In the County of Frederick
By resolution of the governing body adopted March 22, 2017
The following VDOT Form AM-4.3 is hereby attached and incorporat
changes in the secondary system of state highways.
A Copy Testee Signed (County Official): ____
Report of Changes in the Secondary System of State Highways
Project/Subdivision Snowden Bridge, Section 3
Type Change to the Secondary System of State Highways: Addition
The following additions to the Secondary System of State Highway
cited, are hereby requested; the right of way for which, includi
required, is hereby guaranteed:
Reason for Change: New subdivision street
Pursuant to Code of Virginia Statute:§33.2-705
Street Name and/or Route Number
Arrow Crown Court, State Route Number 893
Old Route Number: 0
From: Centennial Drive, Route 894
To: Existing Arrow Crown Court, Route 893, a distance of: 0.
Recordation Reference: Inst.070005227 & 110007386 Pg. 0082
Right of Way width (feet) = 50'
Street Name and/or Route Number
Centennial Drive, State Route Number 894
Old Route Number: 0
From: Existing Centennial Drive, Route 894
To: Arrow Crown Court, Route 893, a distance of: 0.13 miles.
Recordation Reference: Inst.070005227 & 110007386 Pg. 0082
Right of Way width (feet) = 50'
VDOT Form AM-4.3 (4/20/2007) Maintenance Division
Date of Resolution: March 22, 2017 Page 1 of 1