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December 13 2017 Regular Meeting Minutes159 MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, DECEMBER 13, 2017 7.00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA A Meeting of the Frederick County Board of Supervisors was held on Wednesday, December 13, 2017 at 7:00 P.M., in the Board of Supervisors meeting room, County Administration Building, 107 North Kent Street, Winchester, VA. ATTENDEES Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Gene E. Fisher, Vice - Chairman; Blaine P. Dunn; J. Douglas McCarthy; Gary A. Lofton; Judith McCann -Slaughter; and Robert W. Wells were present. Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Roderick B. Williams, County Attorney; Karen Vacchio, Public Information Officer; Michael T. Ruddy, Director of Planning and Development; Candice Perkins, Assistant Planning Director; John Bishop, Assistant Planning Director; Tyler Klein, Planner; Mark Cheran, Zoning and Subdivision Administrator; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors were present. CALL TO ORDER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION Supervisor Fisher delivered the invocation. PLEDGE OF ALLEGIANCE Supervisor Lofton led the Pledge of Allegiance. ADOPTION OF AGENDA Upon motion of Supervisor Wells, seconded by Supervisor Lofton, the agenda was adopted unanimously. ADOPTION OF CONSENT AGENDA Upon motion of Supervisor Lofton, seconded by Supervisor Fisher, the consent agenda was adopted as presented unanimously. Consent Agenda items: Minutes of October 11 and October 25, 2017 Acknowledgment of Receipt of Certified Copies of Abstract of Votes from the Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 160 November 2017 Election Information Technologies Committee Report — Appendix A Human Resources Committee Report - Appendix B Public Safety Communications Committee Report - Appendix C Landfill Oversight Committee Report — Appendix D Public Works Committee Report — Appendix E Transportation Committee Report — Appendix F Road Resolution — Round Hill Fire Station CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS There were no comments from the Board members. APPROVAL OF MINUTES — APPROVED ON CONSENT AGENDA The minutes of October 11 and October 25, 2017, were approved under the consent agenda. EMPLOYEE OF THE MONTH On motion of Supervisor Wells, seconded by Supervisor Dunn, the following resolution recognizing Trisha Clevenger as Employee of the Month was approved. Chairman DeHaven read and presented a copy of the resolution to Trisha Clevenger. EMPLOYEE OF THE MONTH RESOLUTION AWARDED TO: TRICIA D. CLEVENGER WHEREAS, the Frederick County Board of Supervisors recognizes that the County's employees are a most important resource; and, WHEREAS, on September 9, 1992, the Board of Supervisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee; and, WHEREAS, the Board of Supervisors upon recommendation by the Human Resources Committee selects one employee from those nominated; and, WHEREAS, Trisha D. Clevenger who serves as a Correctional Officer II with the Northwestern Regional Adult Detention Center was nominated for Employee of the Month; and, WHEREAS, Trisha D. Clevenger's work ethic has proven her to be an asset to her team as well as the facility. On Saturday, September 29, 2017, she was working main control by herself, which is a demanding post, but took the extra time from her regular duties to monitor another Officer that was working the special management unit at the time. Officer Clevenger does this regularly to ensure the Officer's safety and the security of the facility. Officer Clevenger observed the inmate housed in the unit becoming belligerent and then proceeded to assault the Officer. Officer Clevenger controlled her emotions in this highly stressful situation, even though it was a fellow Officer who was assaulted and promptly called for assistance. Officer Clevenger then, keeping a visual on the Officer, opened all necessary doors to get available staff in to assist with the incident. Due to Officer Clevenger's diligence, the assaulted Officer received only minor injuries even with the severity of the incident.; and, Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia in NOW, THEREFORE BE IT RESOLVED, by the Frederick County Board of Supervisors this 13th day of December 2017, that Trisha D. Clevenger is hereby recognized as the Frederick County Employee of the Month for December 2017; and, BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude to Trisha D. Clevenger for her outstanding performance and dedicated service and wishes her continued success in future endeavors; and, BE IT FURTHER RESOLVED, that Trisha D. Clevenger is hereby entitled to all of the rights and privileges associated with his award. County of Frederick, VA Board of Supervisors Charles S. DeHaven, Jr., Chairman + + + + + + + + + + + + COMMITTEE APPOINTMENTS APPOINTMENT OF BRYAN FAIRBANKS TO THE ECONOMIC DEVELOPMENT AUTHORITY - APPROVED Upon motion of Supervisor Lofton, seconded by Supervisor Wells, Bryan Fairbanks was appointed on a voice vote to the Economic Development Authority for a four-year term ending November 10, 2021. APPOINTMENT OF MARIANNE BIVIANO AND HUGH B. VAN METER TO THE SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE — APPROVED Upon motion of Supervisor Lofton, seconded by Supervisor Wells, Marianne Biviano and Hugh B. Van Mater were each appointed on a voice vote to the Shawneeland Sanitary District Advisory Committee for a two-year term ending on November 9, 2019. RE -APPOINTMENT OF GARY R. OATES AS A STONEWALL DISTRICT REPRESENTATIVE TO THE FREDERICK COUNTY PLANNING COMMISSION - APPROVED Upon motion of Supervisor Slaughter, seconded by Supervisor McCarthy, Gary R. Oates was re -appointed on a voice vote to the Frederick County Planning Commission representing the Stonewall District for a four-year term ending January 11, 2022. APPOINTMENT OF CAROLYN RUTHERFORD AS THE SHAWNEE DISTRICT REPRESENTATIVE ON THE EXTENSION LEADERSHIP COUNCIL — APPROVED Upon motion of Supervisor Fisher, seconded by Supervisor Lofton, Carolyn Rutherford was appointed on a voice vote to the Extension Leadership Council representing the Shawnee District for a four-year term ending December 12, 2022. RE -APPOINTMENT OF RUTH BODEN AND HEATHER MCKAY AS Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, 'Virginia MEMBERS -AT -LARGE TO THE EXTENSION LEADERSHIP COUNCIL — APPROVED Upon motion of Supervisor Lofton, seconded by Supervisor Slaughter, Ruth Boden and Heather McKay were each re -appointed on a voice vote to the Extension Leadership Council as member -at -large for a four-year term ending February 13, 2022. ACKNOWLEDGEMENT OF RECEIPT OF CERTIFIED COPIES OF THE ABSTRACT OF VOTES FROM THE NOVEMBER 7, 2017, GENERAL ELECTION — APPROVED ON CONSENT AGENDA Receipt of the Abstracts of Votes was approved under the consent agenda. COMMITTEE REPORTS Information Technologies Committee Report — Anproved on Consent Agenda See Appendix A Human Resources Committee Report — Approved on Consent Agenda See Appendix B Public Safety Communications Committee Report — Approved on Consent Agenda See Appendix C Landfill OversijZht Committee Report — Approved on Consent Agenda See Appendix D Public Works Committee Report — Approved on Consent Agenda See Appendix E Transportation Committee Report — Approved on Consent Agenda See Appendix F Parks and Recreation Commission Report — Approved See Appendix G Right of Way Donation — Abrams Creek APPROVED Park and Stewardship Planner John Turkel appeared before the Board regarding this item and provided a brief overview of the need for the need for assurance that the County would accept the property. Supervisor Dunn moved that the Board approve the following resolution. Supervisor Fisher seconded the motion which carried as follows on a roll call vote: Gary A. Lofton Aye J. Douglas McCarthy Aye Robert W. Wells Aye Blaine P. Dunn Aye Gene E. Fisher Aye Judith McCann -Slaughter Aye Charles S. DeHaven, Jr. Aye RESOLUTION AUTHORIZING ACCEPTANCE OF REAL PROPERTY FROM THOMAS G. SCULLY December 13, 2017 WHEREAS, Thomas G. Scully is the record owner of eight (8) certain parcels of land situate in Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia *m Redbud Magisterial District in Frederick County; and WHEREAS, said parcels are identified as: • Lot 1, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C-1113-1; • Lot 2, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C-I IB-2; • Lot 3, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C-1113-3; • Lot 4, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C- 1113-4; • Lot 5, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C- 11B-5; • Lot 6, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C-1113-6; • Lot 7, Section B in Rolling Fields Subdivision, Tax Parcel Number 54C-I IB-7; and • Lot 8, Section A in Roiling Fields Subdivision, Tax Parcel Number 54C-11 A-8. This land being a portion of the land conveyed to Thomas G. Scully from David G. Simpson and Judith Meade Simpson in Deed Book 328 page 585; and WHEREAS, Thomas G. Scully has indicated an interest in donating the above -referenced lots to the County for the purpose of promoting outdoor recreation within the County; and WHEREAS, the Board of Supervisors intends to accept the gift of land from Thomas G. Scully, if the same is offered. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors hereby authorizes the County Administrator, Kris Tierney, to accept a deed of gift for the above described property from Thomas G. Scully on behalf of the County. + + + + + + + + + + + + Rose Hill Memorandum of Understandine - APPROVED Park and Stewardship Planner John Turkel appeared before the Board regarding this item saying the addendum formalizes the agreement for trail improvements in Rose Hill Park. Supervisor Dunn moved that the Board approve the following Rose Hill Memorandum of Understanding Addendum 92. Supervisor McCarthy seconded the motion which carried as follows on a roll call vote: Gary A. Lofton Aye J. Douglas McCarthy Aye Robert W. Wells Aye Blaine P. Dunn Aye Gene E. Fisher Aye Judith McCann -Slaughter Aye Charles S. DeHaven, Jr. Aye ADDENDUM NO. 2 To the MEMORANDUM OF UNDERSTANDING Between The COUNTY OF FREDERICK, VIRGINIA (County) and the GLASS GLEN-BURNIE FOUNDATION (GGBF) and the GLASS GLEN-BURNIE MUSEUM, INC. (GGBM) On the 5' of May 2014, the County, GGBF, and GGBM entered into a Memorandum of Understanding (MOU) for the purpose of developing a portion of the property (hereinafter known as "Rose Hill"), located at 1985 Jones Road in the County of Frederick Virginia identified with Property Identification Number 62-A-73B in the Back Creek Magisterial District. On the 10' of August 2016, the parties amended the reference MOU with Addenda No. 1. Il. The parties now mutually desire and agree to amend the reference MOU and Addenda as follows. Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 164 Add Article 27, "The County shall have the opportunity to install and maintain, at its own expense, dirt surface hiking4alking trails on the 115.4 acre parcel identified in Exhibit A of the May 2014 MOU. Trail location and design shall be agreed upon prior to commencing work and include a 3' maintenance buffer area from the trail tread." Add Article 28, "Any added trail or other agreed upon amenity shall be considered to be an extension of the lease area to the County, to include an agreed upon buffer area from the actual amenity. All other terms and conditions that are not hereby amended are to remain in full force and effect. THIS AGREEMENT EXECUTED IN DUPLICATE with one copy to Glass -Glen Burnie Foundation, and the other to the County of Frederick, Virginia. .... ..... + + PLANNING COMMISSION BUSINESS Public Hearings: 1. Conditional Use Permit #07-17 for Caroline (Dixie) Scheulen, Submitted for Construction of a Special Event Facilities. The Property is Located at 283 Barracks Lane, Winchester, Virginia and is Identified with Property Identification Number 52-A-261 in the Back Creek Magisterial District. — APPROVED Planner Tyler Klein said that if the Board of Supervisors finds this application for a special event facility to be appropriate, Staff recommends that the following conditions be attached to the CUP: 1. All review agency comments shall be complied with at all times. 2. An engineered site plan, in accordance with the requirements of Article VIII of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use. Building permits are also required for all buildings and structures. 3. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. All outside music shall conclude by 9 p.m. Music may continue indoors until the conclusion of the event. 5. All lighting shall be downcast to avoid glare onto adjacent properties and residences. 6. Access to the site shall be provided to Woodchuck Lane (Route 654) via Barracks Lane (private internal access drive). The Applicant shall relocate Barracks Lane on PIN 52-A- 261 to ensure the access drive to the event center is not immediately adjacent to the southern property boundary of Parcel 52-A-280A in general conformance with the layout below: 7. In the future, should the owner of parcel 52-A-261 be able to secure private access to Cather Lane (Route 711), Round Hill Road (Route 803), or Woodchuck Lane (Route 654) through a recorded deed of easement or written consent from the property owner, a new CUP would not be required to implement such access. 8. Events may accommodate up to and not to exceed 280 persons. 9. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 165 and not to exceed 10 feet (FT) in height is permitted. 10. Any expansion or modification of this use will require the approval of a new CUP. The applicant, Carolyn (Dixie) Scheulen, stated her intention to use the facility two days a week, and indicated that the facility will not be a burden. She added that the location has been chosen for the least impact on the environment. Chairman DeHaven opened the public hearing. The public hearing speakers were: Sara Snow, Gainesboro District, who said she is not opposed to the event center. She said the applicant's mother operates a similar facility with no complaints or problems. Stephanie Standerfer, Back Creek District, expressed her concerns about the event center and spoke against the CUP being granted. She thanked the Board members for talking with her about the matter. Claire McDonald, head of the Winchester Independent School, said she is worried about the easement through the Round Hill Fire Hall. She said the school is considering purchasing the Round Hill Fire Hall building, and requested that the Board table its decision for 30 days to allow respective parties time for further review of the traffic issues. Brett Haynes, of Oakcrest Company, said he represents the Fire Company and while they have no objection to the event center, their concern regards the right of way on their property being used for access to the event center. Katie Boyd, Back Creek District, spoke in favor of the CUP for the event center, Rocky Keplinger, Back Creek District, said the comparison to the Cloverdale event center is not applicable because Cloverdale is in a valley while the site in question is not in a valley and will affect 29 houses on Woodchuck Lane. He said there are traffic concerns and the event center should make the least possible impact on the area. Barbara Singhas, Back Creek District, said she lives on the right of way and the event center will have an impact on the possible sale of the fire hall property to the Winchester Independent School. She noted concerns about wells in the area and said the event center could affect other wells. Lisa Bell, said she owns three homes on Woodchuck Lane.. She spoke in favor of the CUP for the event center adding that the farm could have been sold for a subdivision rather than the event center. Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 166 Bob Boyd, Back Creek District, said that granting the CUP for the event center will allow his family to continuing farming for another generation. He said the use will be low impact. He asked that the issue not be tabled for 30 days. Ross Hewitt, Back Creek District, said he is also close to Cloverdale event center and it has been a positive addition to the agricultural community. He said that the farming community is being pressed out by development. Greg Miller, Back Creek District, said that noise is his biggest concern. He asked that if the CUP is granted, a sound barrier be installed and amplified music be kept inside. Toby Cunningham, Back Creek District, said the event center will bring traffic and noise to his road. He said he lives on a blind hill. He goes to bed early, and traffic safety is his biggest concern. Chairman DeHaven closed the public hearing. Ms, Scheulen addressed the concerns that had been expressed. She said that the Health Department has approved their well location. She said the event center will not be installing commercial septic operation which will reduce the number of days per week that she will be allowed to operate. She noted concerns about noise, and showed slides detailing distances to homes for several event centers in surrounding counties. Ms. Scheulen noted she began the approval process in February 2017, and has worked patiently through the process. She said she desires that the Board vote this evening. Supervisor Lofton said he appreciated the patience of the applicant. He asked whether the applicant or a family member would be available by phone during events in case a neighbor had a complaint, and whether the applicant would add a tree barrier. Supervisor Lofton asked whether the applicant would agree to the replacement of conditions number 6 and 7 to provide instead for access directly to Round Hill Road. Ms. Scheulen said she would agree to Supervisor Lofton's requests. Supervisor McCarthy said he was sympathetic to the farming community and inquired why a CUP was being sought. Ms. Scheulen explained the property currently does not adjoin her other property and cannot be an accessory use, therefore the CUP was required. Supervisor McCarthy asked if the rest of the property would stay in farming per the current Code. The applicant said the plan is for the property to stay in farming. Minnie Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 167 Supervisor McCarthy said he has concerns about hearing of the Round Hill fire hall access at the last minute, adding that he would like more time to consider the options as requested by the Winchester Independent School representative. The applicant said the event center will be low impact and will complement the school use of the fire hail building. Supervisor Dunn asked about amplified music. The applicant clarified that amplified music will be used both inside and outside, but will be limited to before 9:00 p.m. for outdoor use. The Board discussed the topic. Supervisor Lofton noted that the County has promoted agribusiness, and the event center use has been codified for that reason. He said that the property could be used for 5 acre lots which would be a drain on the tax base with schools and will add traffic. He added the event center will bring revenue with minimal impact. He encouraged the Winchester Independent School to work with the Scheulens to relocate the right -of -way to better advantage for both interested parties. Supervisor Lofton moved that CUP 907-17 be approved. Supervisor Fisher seconded the motion. Supervisor Lofton moved to amend his motion to include the replacement of conditions #6 and #7. Supervisor Fisher seconded the motion, adding that history is a good teacher and he remembers that 900 acres became 2500 homes. He said the event center is an appropriate use for the area. Supervisor Dunn said he is sympathetic to the farming community, but is concerned about the right-of-way issue. He said he had a conversation with both the applicant about how to mitigate the right-of-way concerns and the Winchester Independent School representative, Supervisor Dunn said that he is concerned about noise. He said the Board has had the information for one day, and he is asking that the Board take 30 days to solve a problem. Supervisor Dunn moved that the Board delay action on the previous motion for 30 days. Supervisor McCarthy seconded the motion which was defeated on a roll call vote: Gary A. Lofton No J. Douglas McCarthy Aye Robert W. Wells No Blaine P. Dunn Aye Gene E. Fisher No Judith McCann -Slaughter No Charles S. DeHaven, Jr. No The previous motion to approve the following Resolution granting CUP 907-17 carried on a roll call vote: Gary A. Lofton Aye J. Douglas McCarthy No Robert W. Wells Aye Blaine P. Dunn No Gene E. Fisher Aye Judith McCann -Slaughter Aye Charles S. DeHaven, Jr. Aye Minute Book Number 43 Board of Supervisors Regular Meeting of 12113J17 County of Frederick, Virginia RESOLUTION CONDITIONAL USE PERMIT #07-17 CAROLINE (DDCIE) SCHEULEN SPECIAL, EVENT FACILITY WHEREAS, Conditional Use Permit #07-17 for a Special Event Facility, submitted by Carol (Dixie) Scheulen was considered. The Property is located at 283 Barracks Lane, Winchester, Virgo immediately south of Route 50 (Northwestern Pike) and Round Hill Road and immediately west of Woodchi Lane and is further identified with Property Identification Number 52-A-261, in the Back Creek Magiste District; and WHEREAS, the Frederick County Planning Commission held a public hearing on the Conditional Use Permit on September 20, 2017 which was postponed, and action was taken on the request on November 1, 2017 and recommended approval of the Conditional Use Permit with conditions; and, WHEREAS, the Frederick County Board of Supervisors held a public hearing on this Conditional Use Permit during their regular meeting on December 13, 2017; and, WHEREAS, the Frederick County Board of Supervisors finds the approval of this Conditional Use Permit to be in the best interest of the public health, safety, welfare, and in conformance with the Comprehensive Policy Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 of the Frederick County Code, Zoning, is amended to revise the zoning map to reflect that Conditional Use Permit Application #07-17 for a Special Events Facility on the parcel identified by Property Identification Number 52-A-261 with the following conditions: 1. All review agency comments shall be complied with at all times. 2. An engineered site plan, in accordance with the requirements of Article Vill of the Fredrick County Zoning Ordinance, shall be submitted to and approved by Frederick County prior to the establishment of the use, Building permits are also required for all buildings and structures. 3. Events shall start no earlier than 10 a.m. and all events and related activities shall conclude by midnight. 4. All outside music shall conclude by 9 p.m. Music may continue indoors until the conclusion of the event. 5. All lighting shall be downcast to avoid glare onto adjacent properties and residences. 6. Access to the property shall be provided to Round Hill Road (Route 803) via the 50-foot wide private right-of-way as specified in the deed recorded in Deed Book 727, at Page 715, and identified in the plat attached to that deed, and also specified in the deed recorded as Instrument Number 170000640. The owner shall construct a commercial entrance from the foregoing private right-of- way onto Round Hill Road to Virginia Department of Transportation (VDOT) standards. The owner shall also restrict other points -of -access to the property (including, but not limited to, the existing entrance to Barracks Lane) as "private" and not for use by the special event facility. 7. Events may accommodate up to and not to exceed 280 persons. 8. One (1) monument style sign with a maximum sign area not to exceed 50 square feet (SF) and not to exceed 10 feet (FT) in height is permitted. 9. Any expansion or modification of this use will require the approval of a new CUP. Passed this 13th day of December 2017. ..... + + + + + + + 2. Rezoning #04-17 for Carbaugh Business Center, Submitted by Stowe Engineering, PLC, to Rezone Two Parcels of Land that Total 107.21+/- Acres from the RA (Rural Areas) District to the MI. (Light Industrial) District with Proffers. The Site has an Address of 831 Shady Elm Road (Route 651) and is Located on the Eastern Side of Shady Elm Road, Approximately 1.11 Miles Southwest of the Intersection of Shady Elm Road and Apple Valley Road (Route 652). The Eastern Portion of the ,Site is Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 169 Bounded by the CSX Railroad. The Properties are Identified by Property Identification Numbers 74-A-68 and 74-A-69 and are Located in the Back Creek Magisterial District. - APPROVED Assistant Planning Director Candice Perkins appeared before the Board saying this is an application to rezone two parcels of land that total 107.21+/- acres from the RA (Rural Areas) District to the M1 (Light Industrial) District with proffers. She said the subject properties are located within the limits of the Sewer and Water Service Area (SWSA) and are within the limits of the Kernstown Area Plan of the 2035 Comprehensive Plan. The Comprehensive Plan identifies these properties with an industrial land use designation which is generally consistent with the requested M1 zoning. Ms. Perkins said with this rezoning, the Applicant has proffered that this project will contribute to transportation improvements in the vicinity of the site that have been identified as important to the overall transportation solution for this general area. She continued saying the Applicant has proffered to participate in the cost of transportation improvements to Renaissance Drive (up to a maximum of $1,080,000.00), right-of-way dedications for Renaissance Drive and Shady Elm Road, limits on the number of access points for the site, and inter -parcel connections for all new parcels. She added the Applicant has also provided proffers for the screening of loading docks, landscaping, signage, documentation of the Carbaugh House and monetary proffers for fire and rescue purposes. She said the Planning Commission recommended approval of the rezoning application at their November 1, 2017 meeting. Supervisor Fisher asked for clarification of the 80' set aside for bridge construction. Assistant Planning Director -Transportation John Bishop said that there is currently no design, but 80' will be enough width. Tim Stowe of Stowe Engineering P.L.C., representing the applicant, highlighted how the proposal fits the comprehensive plan. Supervisor Dunn asked about the length of the multi -use trail. Mr. Stowe said the trail will be the full length of the project, 2500' Chairman DeHaven opened the public hearing. There were no public hearing speakers. Chairman DeHaven closed the public hearing. Supervisor Lofton moved for approval of the following ordinance amending the zoning map per Rezoning 404-17 for Carbaugh Business Center, Submitted by Stowe Engineering, PLC. Supervisor Wells seconded the motion which carried on a roll call vote as follows: Gary A. Lofton Aye J. Douglas McCarthy Aye Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia um Robert W. Wells Aye Blaine P. Dunn Aye Gene E. Fisher Aye Judith McCann -Slaughter Aye Charles S. DeHaven, Jr. Aye AN ORDINANCE AMENDING THE ZONING DISTRICT MAP REZONING #04-17 CARBAUGH BUSINESS CENTER WHEREAS, REZONING #04-17 Carbaugh Business Center, submitted by Stowe Engineering, PLC to rezone two parcels of land that total 107.21t acres from the RA (Rural Areas) District to the M 1 (Light Industrial) District with proffers with a final revision date of October 19, 2017 was considered. The site has an address of 831 Shady Elm Road (Route 651) and are located on the southeastern side of Shady Elm Road, approximately 1.11 miles southwest of the intersection of Shady Elm Road and Apple Valley Road (Route 652). The southeastern portion of the site is bounded by the CSX Railroad, in the Back Creek Magisterial District and is identified by Property Identification Nos. 74-A-68 and 74-A-69; and WHEREAS, the Planning Cormriission held a public hearing on this rezoning on November 1, 2017 and recommended approval; and WHEREAS, the Board of Supervisors held a public hearing on this rezoning on December 13, 2017; and WHEREAS, the Frederick County Board of Supervisors finds the approval of this rezoning to be in the best interest of the public health, safety, welfare, and in conformance with the Comprehensive Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors, that Chapter 165 of the Frederick County Code, Zoning, is amended to rezone two parcels of land that total 107.21f acres from the RA (Rural Areas) District to the M1 (Light Industrial) District with proffers with a final revision date of October 19, 2017. The conditions voluntarily proffered in writing by the Applicant and the Property Owner are attached. + + + + + + + + + + + + 3. 2017-2022 Capital Improvement Plan (CIP). The CIP is a Prioritized List of Capital Projects Requested by Various County Departments and Agencies. The Plan is Created as an Informational Component of the 2035 Comprehensive Plan. - APPROVED Assistant Planning Director Candice Perkins appeared before the Board saying the Capital Improvements Plan (CIP) is a document that consists of a schedule of major capital expenditures for the County for the ensuing five-year period. She said the document is an advisory document, updated annually, and is not a funding request. She said the document was compiled with budget figures from January 2017. Ms. Perkins concluded saying the Planning Commission affirmed that the projects contained within the 2017-2022 CIP are in conformance with the 2035 Comprehensive Plan and sent the plan forward to the Board of Supervisors, and if adopted, the CIP and included maps will become a component of the Comprehensive Plan, which would satisfy the review requirement of Section 15.2-2232 of the Code of Virginia, which states that no public facility shall be constructed unless said facility is a "feature shown" within a jurisdiction's comprehensive plan, Supervisor Dunn clarified that the CIP document does not include the CIP for the Public Schools that was recently passed. Ms. Perkins said the figures included were from the previous Schools GIP. Chairman DeHaven opened the public hearing. Minute Book dumber 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 1 7 1 There were no public hearing speakers. Chairman DeHaven closed the public hearing. Supervisor Slaughter moved that the Resolution for the 2017-2022 Capital Improvements Plan (CIP) be adopted with the amendment of including the Public Schools CIP adopted by the School Board on November 9, 2017. Supervisor Fisher seconded the motion which carried as follows on a roll call vote: Gary A. Lofton Aye J. Douglas McCarthy Aye Robert W. Wells Aye Blaine P. Dunn Aye Gene E. Fisher Aye Judith McCann -Slaughter Aye Charles S. DeHaven, Jr. Aye RESOLUTION 2017 - 2022 CAPITAL IMPROVEMENTS PLAN (CIP) WHEREAS, the Frederick County Planning Commission held a public hearing on the proposed 2017-2022 Capital Improvements Plan (CIP) for Frederick County on September 6, 2017 and a public meeting on November 1, 2017; and, WHEREAS the Frederick County Planning Commission recommended approval of this plan at their regular meeting on November 1, 2017 and affirmed that the projects contained in the 2017-2022 Capital Improvements Plan (CIP) are in conformance with Frederick County's 2035 Comprehensive Plan; and, WHEREAS, the Frederick County Board of Supervisors held a public hearing on this plan during their regular meeting on December 13, 2017; and, WHEREAS, the Frederick County Board of Supervisors supports the priorities for capital expenditures contained in the Capital Improvements Plan (CIP) and has affirmed the determination of the Planning Commission that the projects contained in the Capital Improvements Plan (CIP) conform to the Frederick County Comprehensive Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors as follows: The Frederick County Board of Supervisors hereby approves the 2017-2022 Capital Improvements Plan (CIP) for Frederick County, Virginia as an element of the 2035 Comprehensive Plan with an amendment to include updated Frederick County Public Schools priorities. Passed this 13th day of December, 2017. + + + + + + + + + + + + 4. Eastern Road Plan/Comprehensive Plan Amendment - A Proposed Amendment to the Frederick County 2035 Comprehensive Plan to Update and Clarify a Number of Items on the Eastern Road Plan. The Eastern Road Plan Guides Road Projects in Frederick County that Address the Long -Range Transportation Needs of the County. - APPROVED Assistant Planning Director for Transportation John Bishop appeared before the Board and noted the Eastern Road Plan is developed to plan a transportation network that supports the Board of Supervisors' long-range vision for the overall development of the County. He said this update is primarily to incorporate VDOT work on Route 37 and Route 522 and to clean up and clarify a number of items. Mr. Bishop outlined the specific changes on the maps. He said staff recommends approval of the changes with the 800 feet wide interchange at Snowden Bridge Boulevard and Route 37, and added the Transportation Committee recommended approval, the Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 172 Comprehensive Plans and Programs Committee recommended approval, and the Planning Commission recommended approval, Chairman DeHaven asked for clarification of the Coverstone Drive extension to the realigned Rt. 522. Mr. Bishop said the intention is to extend Coverstone to the realigned road. Supervisor Dunn asked for more detail on the 800' v. 1200' ramp width. Mr. Bishop explained that the 800' width was preferable because it would have less impact on property in the area, adding that the 1200' ramp width would require going outside the reservation significantly. Chairman DeHaven opened the public hearing. There were no public hearing speakers. Chairman DeHaven closed the public hearing. Supervisor Fisher moved that the Board of Supervisors of Frederick County adopt the following Amendment to the Frederick County 2035 Comprehensive Plan Chapter V as explained by Mr. Bishop with the 800' wide ramp spacing specification. Supervisor Lofton seconded the motion which carried as follows on a roll call vote: Gary A. Lofton Aye J. Douglas McCarthy Aye Robert W. Wells Aye )Blaine P. Dunn Aye Gene E. Fisher Aye Judith McCann -Slaughter Aye Charles S. DeHaven, Jr. Aye AN AMENDMENT TO THE FREDERICK COUNTY 2035 COMPREHENSIVE PLAN CHAPTER V, TRANSPORTATION WHEREAS, an amendment to The Frederick County 2035 Comprehensive Plan, Chapter V, Transportation, to modify the Eastern Road Plan was considered. This amendment was reviewed by the Transportation Committee, the Comprehensive Plans and Programs Committee (CPPC), and the Planning Commission during their regularly scheduled meetings; and WHEREAS, The Transportation Couunittee recommended approval of this amendment on October 30, 2017; and WHEREAS, The Comprehensive Plans and Programs Committee (CPPC) recommended approval of this amendment on November 13, 2017; and WHEREAS, the Planning Commission held a public hearing on this Comprehensive Plan amendment on November 15, 2017; and WHEREAS, the Board of Supervisors held a public hearing on this Comprehensive Plan amendment on December 13; and WHEREAS, the Frederick County Board of Supervisors finds the adoption of this Comprehensive Plan amendment to be in the best interest of the public health, safety, welfare, and in good planning practice; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that the Frederick County 2035 Comprehensive Plan, Chapter V, Transportation, is amended to modify the Eastern Road Plan. This amendment shall be in effect on the day of adoption. Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 1731 ++++++++++++ 5. Proposed Ordinance Amendment to the Frederick County Code — Chapter 165 Zoning, Article II Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses, Part 203 - Buffers and Landscaping; Section 165-203.02 Buffer and Screening Requirements. Revisions to the Frederick County Zoning Ordinance to Modify Requirements for Residential Separation Buffers in the RP (Residential Performance) Zoning District. - APPROVED Planner Tyler Klein appeared before the Board and said Staff had drafted a revision to the Zoning Ordinance to modify the required residential separation buffer matrix between certain housing types specifically: single-family detached (SFD) units and townhome units; and single- family small lot (attached and detached) units and townhome units. He said the modification would change the required buffer category from a Category B Type Buffer to a Category A Type Buffer. Mr. Klein continued saying the intent of this modification is to provide flexibility for smaller infill-type lots in the RP Zoning District, ensuring the desired housing types and densities are sited where they are planned for as part of the County's 2035 Comprehensive Plan's Long Range Land Use Plan (LRLUP). He noted this amendment does not change the required "Zoning District Buffers" that would otherwise be required between different land uses (such as between residential and commercial/industrial uses). The Planning Commission voted to forward the text amendment to the Board of Supervisors for public hearing with a recommendation of approval. The Board members discussed the buffer text amendment, and the requirements in single family and multi family zones. Chairman DeHaven opened the public hearing. The public hearing speakers were as follows: Jeremy Tweedy of Greenway Engineering said that changing the buffer requirement will allow more flexible with in -fill lots. Patrick Sowers, Opequon District, said this is right -sizing the buffers. He said the purpose is to separate incompatible uses, and a single-family house is not that different from a townhouse, so the buffers could be more reasonably sized. Chairman DeHaven closed the public hearing. Supervisor Fisher discussed the topic and asked if it had been researched, whether there were loopholes, and said it is not acceptable to have a three-story townhouse next to a single-family home. He noted a townhouse development on Tasker Road that was not popular with the neighbors in a bordering single-family development. Supervisor Dunn said that it can be a problem when existing in -fill lots with zoning will now Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 174 have different size buffers. Supervisor McCarthy said there may be a reverse effect where a three-story house could be a two-story because the buffer is smaller. Supervisor Dunn asked for clarification on the footprint of a two-story v. three-story townhomes. Mr. Tierney explained that to attain the same amount of living space, developers will choose to build three-story if the footprint will not allow the size to be a two-story. Chairman DeHaven said the worst conflicts will be on older lots where setbacks are minimal. He said there are always potential problems with in -fill development, but the CUP process is expensive and time-consuming. He suggested trying this option and changing it later if necessary. Supervisor Wells said there are not many areas where this buffer will play a role, but the Board needs to move ahead with the change and allow the smaller buffer so that in -fill will not be as intrusive. Supervisor Dunn said that in Red Bud District, the change may be a problem. Supervisor Wells moved that the Board of Supervisors of Frederick County adopt the following Ordinance Amendment to the Frederick County Code — Chapter 165 Zoning, Article II Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses, Part 203 - Buffers and Landscaping; Section 165-203.02 Buffer and Screening Requirements. Supervisor Lofton seconded the motion which carried on a roll call vote: Gary A. Lofton Aye J. Douglas McCarthy Aye Robert W. Wells Aye Blaine P. Dunn Nay Gene E. Fisher Aye Judith McCann -Slaughter Nay Charles S. DeHaven, Jr. Aye AN ORDINANCE AMENDING THE FREDERICK COUNTY CODE CHAPTER 165 ZONING ARTICLE II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES PART 203 — BUFFERS AND LANDSCAPING § 165-203.02, BUFFER AND SCREENING REQUIREMENTS WHEREAS, an ordinance to amend Chapter 165, Zoning to modify the requirement for residential separation buffers in the RP (Residential Performance) Zoning District was considered; and WHEREAS, the Planning Commission held a public hearing on this ordinance on November 1, 2017; and WHEREAS, the Board of Supervisors held a public hearing on this ordinance on December 13, 20I7; and Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13117 County of Frederick, Virginia 175 WHEREAS, the Frederick County Board of Supervisors finds that the adoption of this ordinance to be in the best interest of the public health, safety, welfare, and in good zoning practice; and NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 Zoning, is amended to modify ARTICLE II — SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES, PART 203 — BUFFERS AND LANDSCAPING, § 165-203.02. BUFFER AND SCREENING REQUIREMENTS -- to modify the requirement for residential separation buffers in the RP (Residential Performance) Zoning District. Passed this 13th day of December 2017 Article II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES Part 203. Buffers and Landscaping § 165-203.02. Buffer and screening requirements. C. Residential separation buffers. Residential separation buffers shall be established to adequately buffer different housing types from dissimilar housing types within adjacent separate developments, The requirements for residential separation buffers are as follows: (1) When placed adjacent to one another, developments with different housing types shall provide the following residential separation buffers: Minimum Residential Separation Buffer Area Required Proposed Use/Development Adjoining Existing Use/Development Single-family detached Single-family zero lot line or small lot Muhiplex-er Townhouse Garden apartment or multi -family Buildings C Age -restricted Multifamily Other Planning Items: 1 2 3 4 5 A B B A B B A A B B C B A C C C - - -F....+++++++ Road Resolution — Round Hill Fire Station. — APPROVED ON CONSENT AGENDA 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: Corporate Place, State Route Number 877 0.07 miles Spinning Wheel Lane, State Route Number 878 0.08 miles Corporate Place, State Route Number 877 0.08 miles RESOLUTION BY THE FREDERICK COUNTY BOARD OF SUPERVISORS The Board of Supervisors of Frederick County, in regular meeting on the 13th day of December, 2017, adopted the following: WHEREAS, the Edinburg Residency Office of the Virginia Department of Transportation recommends that the street(s) referenced in this Board's resolution to be added to the secondary system of state highways as a no cost rural addition pursuant to Section 33.1-229 and Commonwealth Transportation Board policy, because the street(s) meets current minimum standards, the condition of the existing hard surface is serviceable, the street(s) has provided continuous public service since its establishment in July 2016 and currently services the Round Hill Fire Hall. WHEREAS, the Edinburg Residency Office of the Virginia Department of Transportation confirms that no Department funds are required to improve the street(s) described on the attached additions form AM-4.3 to meet current minimum deign or maintenance standards of the Department. Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 176 NOW, THEREFORE, BE TT RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached additions Form AM-4.3 to the secondary system of state highways, pursuant to 33.1-229, Code of Virginia, and the and the Rural Addition Policy of the Commonwealth Transportation Board of the Virginia Department of Transportation. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, on the attached for AM-4.3, 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. + + + + + + + + f + + + Board Liaison Reports (None) Citizen Comments (None) Board of Supervisors Comments Chairman DeHaven welcomed Supervisor McCarthy. He noted this was Supervisor Fisher's final Board meeting, and praised the service and dedication shown by Supervisor Fisher during his tenure. Supervisor Lofton echoed the Chairman's comments and praised the service of Supervisor Fisher. Supervisor Wells said that Supervisor Fisher had been his mentor when he joined the Board. He added that he appreciated the good things Supervisor Fisher had done for the Shawnee District and the County. Supervisor Slaughter said that Supervisor Fisher had been of great service especially on planning and transportation issues. Supervisor Dunn said that he appreciated Supervisor Fisher's expertise, help, and insight. He thanked Supervisor Fisher for his years of service on the Board. Supervisor McCarthy thanked the Board and staff for the welcome. Supervisor Lofton praised Mrs. Fisher and thanked her for her service while Mr. Fisher served on the Board. Supervisor Fisher praised the staff and said it was humbling and a privilege to serve on the Board. He said the Board members do not always agree, but respect the opinions of the other members. ADJOURN On motion of Supervisor Fisher, seconded by Supervisor Wells, the meeting was adjourned at 9:30 P.M. Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 177 Appendix A County of Frederick Information Technologies Scott Varner Director (540)655-5614 Fax: (540) 722-2169 svamer@fcva.us To: Board of Supervisors From: Technology Committee Date: January 23, 2018 Subject: Technologies Committee Report and Recommendations A Technologies Committee meeting was held in the First Floor Conference Room at 107 N Kent Street on Wednesday, November 1, 2017 at 8:15 a.m. Members present were Gary Lofton, Chairman, Judith McCann -Slaughter, Board Member, Bill Ewing, Board Member, and Todd Robertson, Citizen Member. Members absent were Quaiser Absar, Citizen Member, and Lorin Sutton, Citizen Member. Also in attendance were Jay Tibbs, Deputy County Administrator, Scott Varner, IT Director, Benny Tyson, MIS Director, Patrick Fly, GIS Manager, Michelle Nugent, Network Operations Manager, and Alisa Scott, Administrative Assistant. INFORMATION ONLY The IT Director provided copies of the IT 3 Year Budget Overview and the proposed IT FY19 Budget. Details for the 3 Year Budget Overview included funding for a 3-year network switch hardware replacement schedule, Fire & Rescue and Sheriff's Department (PSB) field PC replacement schedule, Windows 10 upgrades, and Network Security and Firewall Auditing. The proposed IT FY 19 Budget included line -item detail that equates to the funds being requested to answer pertinent questions that support the request. Details included the GIS Intern, Maintenance Service Contracts, and the travel line item that covers training -only items. Respectfully Submitted, INFORMATION TECHNOLOGIES COMMITTEE Gary Lofton, Chairman Quaiser Absar Judith McCann -Slaughter Lorin Sutton Bill Ewing Todd Robertson By: Scott Varner, IT Director Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, 'Virginia 178 Appendix B County of Frederick Becky A. Merriner Director of Human Resources (540)665-5668 Fax: (540) 665-5669 bmerriner@fova.us TO: Human Resources Committee and Board of Supervisors FROM: Becky A. Merriner, HR Director DATE: November 17, 2017 SUBJECT: HR Committee Meeting Report The HR Committee met in the First Floor Conference Room at 107 North Kent Street at 8:00 a.m. on Friday, November 17, 2017. HR Committee members present were: Supervisors Robert Wells, and Blaine Dunn; Citizen Members Beth Lewin and Dorrie Greene. ***Items Requiring Board Action*** 1. Employee of the Month December 2017— see attachment The Committee reviewed the attached employee of the month for December. Upon a motion by Blaine Dunn, seconded by Beth Lewin, the Committee recommended approval; the motion was approved unanimously. Trisha Clevenger will be recognized at the Board of Supervisors meeting on December 131h, 2. Employee of the Year Selection (July 2016 —June 2017). Dorrie Green moved that the HR Committee convene in closed session pursuant to Section 2.2-37711 A (1) of the Code of Virginia, 1950, as amended, for discussion of personnel matters, specifically, consideration of nominees for employee of the year, seconded by Blaine Dunn. Dorrie Green moved that the HR Committee come out of closed session and reconvene in open session, seconded by Blaine Dunn. Dorrie Green moved that to the best of each HR Committee Member's knowledge that only personnel matters pursuant to Section 2.2-3711 A (1) of the Code of Virginia, 1950, as amended, specifically consideration of nominees for employee of the year were discussed, seconded by Blaine Dunn, Beth Lewin made the motion that the HR Committee approve the 2016-2017 Employee of the Year, seconded by Blaine Dunn. The Employee of the Year will be recognized at the Frederick County Employee Holiday Party on December 15th and at the Board of Supervisors meeting on January 10, 2018. ***Items Not Requiring Action*** 3, HR Quarterly Reports (July —September), see attached. Becky Merriner asked the HR Committee if they would like additional data provided in the quarterly reports, the committee discussed and felt the current reporting structure Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 179 provided the appropriate amount of information; however, a snapshot of HR activities would be helpful from time -to -time. The HR Committee discussed efficiencies of tasks within HR and current software used by the county for data entry and reporting. The committee asked if there was a county -wide plan to update current systems and if not, suggested that a conversation begin. Mr. Wells said he would talk with Kris Tierney. Becky Merriner shared that she was in the process of updating the HR Policy Manual and is planning to bring it to an upcoming HR Committee meeting for review and recommendation to the board of supervisors. The committee will review the current process for Employee of the Month and Employee of the Year and discuss options to enhance the program to recognize employees. Becky Merriner will provide the committee with the currently policies. There being no further business, the meeting was adjourned. The next HR Committee meeting is scheduled for Friday, December 8, 2017 at 9:00 am. Respectfully submitted, Human Resources Committee Robert W. Wells Beth Lewin Blaine P. Dunn Dorrie Greene Don Butler By: Becky A. Merriner, HR Director Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia :m Appendix C MEMORANDUM TO: Board of Supervisors FROM: LeeAnna Pyles, Director Public Safety Communications SUBJECT: Public Safety Committee Meeting. Report for November 16, 2017 DATE: December 7, 2017 A meeting of the Public Safety Committee was held on Thursday November 16, 2017 at 8:30 a.m. at the Frederick County Public Safety Building, 1080 Coverstone Drive, Winchester, VA. Committee members present were: Committee Chairman Gene Fisher, Gary Lofton, Blaine Dunn, Helen Lake and Chuck Torpy. Member Walt Cunningham was not present. Also in attendance were Major Steve Hawkins, Deputy Chief Larry Oliver, Director of Communications LeeAnna Pyles, County Attorney Rod Williams, Fire Chief Linaburg, Volunteer Fire & Rescue President Dan Cunningham, Deputy County Administrator Jay Tibbs, Sheriff Lenny Millholland, Fire Marshal Jay Bauserman, Deputy Director of Emergency Management Chester Lauck, Lieutenant Fred Kinder, IT Director Scott Varner, Budget Analyst Jennifer Place, and Finance Director Cheryl Shiffler. The following items were discussed: ***Discussion Items*** 1. Departmental budget presentations for FY19 (see attachments): Director LeeAnna Pyles presented her proposed FY19 budget. She advised that her budget request reflected an $80,000 increase. This money would go to replace and repair old and worn equipment at all tower sites, installation of cameras at all sites as well as other necessities within the Center. Director Pyles also mentioned that the yearly revenue from the 911 Wireless Board had gone up to $249,588 (previously $64,000) and she would like to earmark $80,000 to be distributed into appropriate line items to cover expenses on repairs. Chester Lauck has applied for a grant for a generator to be replaced at one of the tower sites and he will update the Committee with the process. Chief Linaburg presented his departments FY19 budget request of $18 million dollars to the Public Safety Committee. Operationally, he is requesting increased funding for 20 additional personnel, vehicle replacement, equipment and gear. The Fire & Rescue Association is requesting an increase in training and fuel assistance, as well, Revenue Recovery is anticipating $1.5 million dollars in expenses and revenues. Sheriff Millholland requested a budget increase of $4 million dollars for FY19. Many items requested by the Sheriff are over $10,000 and range from additional personnel to vehicles to training and equipment. The biggest item on the list was the replacement and update of (147) portable radios. Sheriff Millholland discussed some of the radio issues his department has experienced over the past few years. IT Director Scott Varner advised that he had been working on projects within the Sheriffs FY 19 budget request. First was the 130 MCT (mobile computer terminal) units in each deputy vehicle. These units are out of warranty. He noted that he had discussed 3 options with the IT Committee that would get them on a regular replacement program and was part of the IT budget. The other item being addressed was a new 50 mb internet "pipe" which would go from the Public Safety Building to the Kent Street building. This would allow the bodycam videos to be uploaded and obtained much faster for the Sheriff's office. The IT department would also budget this item. 2. Other business: The Public Safety Committee thanked and commended Chairman Gene Fisher for his service Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia and dedication on the Committee during his tenure, as his term will end at the end of the year. Chairman Fisher in returned, thanked the Departments' for their outstanding services to the community and the citizens of Frederick County. , Next Meeting: Thursday, January 18, 2018 Adjourn: 10:30 a,m. Respectfully submitted, Public Safety Committee Gene Fisher Gary Lofton Chuck Torpy Denny Linaburg Ann B. Lloyd Walt Cunningham Sheriff Lenny Millholland Rod Williams Blaine Dunn Dan Cunningham Helen Lake By LeeAnna Pyles, Director Public Safety Communications LP/sds Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia :.R Appendix D MEMORANDUM TO: Landfill Oversight Committee Members and Board of Supervisors > FROM: Joe C. Wilder, Director of Public Works ` SUBJECT: Landfill Oversight Committee Report for Meeting of November 16, 2017 DATE: December 19, 2017 The Landfill Oversight Committee met on Thursday, November 16, 2017, at 11:00 a.m. All committee members were present except Stan Crockett, Eden Freeman and Justin Hall. The following items were discussed: ***Items Not Requiring Action*** Update on Existing Projects a. We discussed some of the on -going projects at the Landfill. We are starting the design for our next MSW Landfill Cell, Phase 3, Cell A. This cell has a great deal of rock removal needed to achieve base grades of the cell. Our Landfill consultant, SCS Engineers, is working on a design for the rock removal needed along with a bid package. Our plan is to start rock blasting and removal in the spring of 2018 and continue that operation for about one (1) year or less. We are studying some alternatives on dealing with processed sludges coming from the Opequon Wastewater Treatment Plant that are creating some major issues on the working face of the MSW Landfill. These sludges will not allow our equipment to properly compact the waste, thus creating issues with waste density and placement. We are planning to study a couple alternatives and then discuss the issues with the wastewater plant staff during the first part of 2018. We discussed some future methane gas collection systems which are currently being studied and designed. It is our intent to increase the collection of Landfill gases to increase output from our waste to energy power plant. 2. Discussion of Future Projects As shown on Page 1 of the budget packet, we have listed several major projects over the next four (4) to five (5) years. Most are related to the development of the next MSW Cell, Phase 3, Cell A. The total estimate for these future projects is over $18,000,000.00. 3. Proposed Fiscal Year 2018-2019 Budget We presented the draft FY19 Landfill budget. Earlier this year, staff presented a Pro Forma Analysis that looked at the entire Landfill operation, budget, capital projects, equipment needs, etc. over the life of our Landfill. The major conclusion of the analysis is that the Landfill Reserve needs to be built up to $71,000,000.00 over the upcoming time period to ensure we can meet all the capital expenses, future cell development expenses, closures and post -closure expenses, etc. In order to meet those future expenses tipping fee scenarios were developed to determine where the fees should be set in the near future to achieve the financial requirements in the future. After discussions with the Landfill Oversight Committee, the Public Works Committee and the Finance Committee it was determined the course of action for FY19 was to have a modest tipping fee increase for all wastes at the Landfill for FY19. The following is a summary of the Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia im existing tip fee in FYI and the proposed tip fee for FYI 9. Waste Type Current Tip Fee FY18 Proposed Tip Fee FY19 Municipal $18 $20 Commercial $47 $50 CDD $42 $45 Sludge $36 $38 Concrete/Ruble $12 $15 If these tip fees are approved for FY19, we don't anticipate having to raise tip fees for several years. Staff will monitor our Fund Balance annually to see our progress on achieving the desired goal of $71,000.00. Within the budget package, we highlighted our proposed capital requests, future projects and proposed revenues. After some discussion, the committee endorsed the proposed budget and requested it be forwarded the Public Works Committee for further review. JCW/kco cc: Committee Members Kris Tierney, County Administrator Jay Tibbs, Deputy County Administrator Ron Kimble, Landfill Manager Andrew Clark, Environmental Manager Gloria Puffinburger, Solid Waste Manager file Minute Book Number 43 Board of supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 184 Appendix E MEMORANDUM TO: Board of Supervisors �� f FROM: Joe C. Wilder, Director of Public Works `o SUBJECT: Public Works Committee Report for Meeting of November 28, 2017 DATE: January 23, 2018 The Public Works Committee met on Tuesday, November 28, 2017, at 8:00 a.m. All members were present except James T. Wilson and David Ganse. The following items were discussed: ***Items Not Requiring Action*** 1. Update on the new Stephenson Convenience Site Staff presented an update on the project. We issued a contract with Kee Construction in the amount of $1,221,294.00 to construct the improvements for the convenience site. A notice to Proceed has been issued and the date for substantial completion is May 31, 2018, The contractor has indicated they plan to mobilize to the site the week of December 4, 2017. 2. Review Proposed Fiscal Year 2018/2019 Budgets Staff presented a general overview of the proposed Public Works budgets for FYI 9. A copy of the entire budget package along with a summary of the proposed personnel requests and capital requests have been included. The budget package was sent to the Finance Department for their review as well. Within the department, we are requesting two (2) new full-time positions. In the Refuse Collection department, we are requesting an Assistant Site Supervisor position. This position will assist the Solid Waste Coordinator in managing the part-time staff and maintaining all the equipment for the 10 convenience sites located throughout the county. Also, we are requesting a new full-time position at the Animal Shelter. We are proposing an animal caretaker position to assist with multiple duties at the shelter. Both requests have been forwarded to the Human Resources Committee for further consideration within the budget requests. All proposed capital requests have been clearly outlined within the budget package. In conclusion, the Public Works proposed budget for FYI have been prepared and submitted for further consideration. 3. Miscellaneous Reports: a) Tonnage Report (Attachment 5) b) Recycling Report (Attachment 6) c) Animal Shelter Dog Report (Attachment 7) d) Animal Shelter Cat Report (Attachment 8) Respectfully submitted, Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 181 Public Works Committee Gene E. Fisher, Chairman Robert W. Wells David W. Ganse, AIA Whitney "Whit' L. Wagner James T. Wilson J By r Joe C. Wilder Public Works Director JC W/kco cc: Kris Tierney, County Administrator Jay Tibbs, Deputy County Administrator Ron Kimble, Landfill Manager Gloria Puffinburger, Solid Waste Manager Kathy Whetzel, Animal Shelter Manager file Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia Appendix F MEMORANDUM TO: Board of Supervisors A_' ' 7, FROM: John A. Bishop, AICP, Assistant Director - Transportation RE: Transportation Committee Report for Meeting of November 27, 2017 DATE: November 29, 2017 The Transportation Committee met on Monday, November 27, 2017 at 8:30 a.m. Members Present Gary Lofton Chairman (voting) Judith McCann -Slaughter (voting) James Racey (voting) Gene Fisher (voting) Kevin Kenney (liaison PC) The Committee submits the following: Members Absent Mark Davis (liaison Middletown) Barry Schnoor (voting) Lewis Boyer (liaison Stephens City) ***Items Requiring Action*** None ***Items Not Requiring Action*** 1. Designation of Critical Freight Corridors (see attached): Staff presented a brief overview on VDOT updating statewide inventory of Critical Urban and Critical Rural Freight Corridors. This is a federal designation and criteria for designating these corridors, which are outlined in Section 1116 of the FAST Act. According to the Act, Virginia has an allotment of 166.69 miles of Critical Rural Freight Corridors and 83.35 miles of Critical Urban Freight Corridors. Designation makes projects eligible for National Highway Freight Program. funds. Staff has recommended the areas below for inclusion as VDOT considers final designations. • Route 522 South from Exit 313 to the Virginia Inland Port • Route 277 from I-81 to Route 522 • Future Route 37 from I-81 Exit 310 to Route 522 • Route I I South from the Winchester City Limits to Route 37 • Route 522 North from Route 37 to Indian Hollow Road • Route 11 North from Route 37 to Old Charlestown Road • Hopewell and Brucetown Roads from I-81 to the Carmeuse Entrance • Rest Church Road from 1-81 to Route 11 • Route 11 North from Rest Church Road to Woodbine Road Mr. Lofton asked that Renaissance Drive be extended to the Route 1 I South and to include Renaissance Drive, since this area will become a major freight area. Mr. Tierney suggested adjusting the 522 North area to show from Route 37 to Crossroads Grocery (Route 654). A motion was made to endorse the Staff s recommendations with the amendments by Mr. Fisher and seconded by Ms. McCann -Slaughter. Motion passed unanimously. 2. Old Charlestown Road Bridge Discussion (see attached): Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 187 Mr. Keith Harrop, Design Engineer for VDOT was present to update and explain the four (4) options in discussion on the Old Charlestown Road Bridge replacement with the Committee. The project is currently funded at $4.356 million in Clarke County's program. Staff noted that Clarke County was in favor of options 2 and option 4 of the attached. By consensus, the Committee chose to table this recommendation until the December committee meeting. 3. County Project Updates Tevis Street Extension/Airport Road/1-81 Bridge: The full bridge plans are in review for final comments. The Airport Road and the Roundabout are at 60% and have been submitted to VDOT. Environmental surveys are complete. Geotech report is expected by the end of the week. Renaissance Drive: TPOF agreement has been executed. Also, the pending Carbaugh rezoning application has a potential to impact this project with matching funds for revenue sharing. This rezoning is proceeding to the Board of Supervisors. Coverstone Drive: No activity at this time. Jubal Early Drive Extension and Interchange with Route 37: Communication was sent to the Applicants noted that the County could make no further moves forward on the project until a revenue sharing agreement is in place. A meeting was held at which the agreement was discussed. Staff is awaiting feedback from the Applicant. Staff has reached out to the Applicant's engineer and no update was provided. No new action as of this agenda 4. Upcoming Agenda Items: December MPO Route 11 South Stars Study December/January Oakdale Crossing Traffic Calming Study SmartScale Applications Discussion 5. Other Business: Eastern Road Plan Progress — Staff noted that the Planning Commission recommended approval and the Board of Supervisors will see the item on December 13. Transportation Forum follow up that will be held on December 5, 2017. Supervisor McCann -Slaughter mentioned the concern with the speed limit on Greenspring Road. A study by VDOT traffic engineering regarding a potential reduction in the speed limit will be conducted. A formal request for this item will be presented to the Committee in December. The Committee meeting date for December has been rescheduled to Monday, December 18, 2017 at 8:30 a.m. Time will be 8:30 in the first -floor conference room. JAB/ks Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia Im Appendix G MEMO To: Jay Tibbs, Deputy County Administrator for Human Services From: Jason L. Robertson, Director, Parks & Recreation Dept. Subject: Parks and Recreation Commission Action Date: November 15, 2017 The Parks and Recreation Commission met on November 14, 2017. Members present were: Randy Carter, Christopher Fordney, Natalie Gerometta, Gary Longerbeam, Ronald Madagan, Guss Morrison, Charles Sandy, Jr., Amy Strosnider, and Robert Wells (Board of Supervisors' Non -Voting Liaison). Members absent: None Items Requiring Board of Supervisors Action: 1. Right of Way Donation — Abrams Creek — A property owner of land needed for Abrams Creek Trail right of way has requested assurance the County would accept the property as a donation should he choose to donate. The attached resolution provides this assurance and additionally allows for the acceptance of the property in the event it is donated. The Buildings and Grounds Committee recommended the resolution, second by Mr. Fordney, motion carried unanimously (8-0). Please see attached Resolution Authorizing Acceptance of Real Property. 2. Rose Hill Memorandum of Understanding — The Buildings and Grounds Committee recommended to approve the 2014 Rose Hill Park Memorandum of Understanding addendum which clarifies lease area changes due to new hiking trails and addresses the lease area implication for future amenities, second by Mr, Morrison, motion carried unanimously (8-0). Please see attached Memorandum of Understanding. Submitted for Board Information Only: 1. Policy Revisions - Mr. Sandy moved to adopt the Facility Rental (500.19) and Athletic Field Use Policies (500.01), second by Mr. Madagan motion carried unanimously (8-0). The Facility Rental and Athletic Field Use policies are attached. 2. Sherando High School — The Buildings and Grounds Committee recommended to accept Frederick County Public Schools' request to use the north Sherando Park softball fields for necessary improvements to comply with a U.S. Department of Education Office of Civil Rights agreement, second by Mr. Carter, motion carried unanimously (8-0). 3. OH! Grant — Frederick Heights Park — The Buildings and Grounds Committee recommended accepting McKee Foods expectation of recognition with a directional sign identifying OH! Outdoor Happiness program to receive $20,000 to be used at Frederick Heights Park, second by Mr. Sandy, motion carried unanimously (8-0). 4. FY 2019 Budget including Fees and Charges — The Finance Committee recommended to accept the 2019 Budget including Fees and Charges as submitted, second by Mr. Morrison, motion carried unanimously (8-0). Attachment cc: Gary Longerbeam, Chairman Robert Wells, Board of Supervisors' Non -Voting Liaison Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia 1 8C, LQ'ALA=7A- Charles S. DeHaven, Jr. Chairman, Board of Supervisors ris i Clerk, Boar �Pervisors Minutes Prepared By: qj-u�- Aii-n—W. Phillips Deputy Clerk, Board of Supervisors Minute Book Number 43 Board of Supervisors Regular Meeting of 12/13/17 County of Frederick, Virginia