September 26 2018 Board_Agenda_PacketAGENDA
REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, SEPTEMBER 26, 2018
6:00 P.M. and 7:00 P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
6:00 P.M. — Closed Session:
The Board of Supervisors will convene in closed session pursuant to Section 2.2-3711 A (5) for
discussion concerning a prospective business or industry where no previous announcement has been
made of the business' or industry's interest in locating or expanding its facilities in the community.
7:00 P.M. Regular Meeting Call to Order
I nvnrntinn
Pledge of Allegiance
Adoption of Agenda
Citizen Comments — Agenda Items that are not the subject of a Public Hearing
Consent Agenda
1. Minutes --------------------------------------------
Work Session of September 11, 2018
Regular Meeting of September 12, 2018
2. Committee Reports
Finance Committee
Parks and Recreation Commission Report
Attachment
--- C
3. Resolution to Comment on the Interstate 81 Corridor Study — Round 2-------------------- D
MEETING AGENDA
PAGE 2
Frederick County Board of Supervisors
Wednesday, September 26, 2018
Board of Supervisors Comments
County Officials
1. Update on Communication Activities by Public Information Officer Karen Vacchio
2. Committee Appointments------------------------------------------------------------------------------ E
a. Extension Leadership Council
Red Bud District Representative, Unexpired 4-year term ending 919119
b. Planning Commission
Member -At -Large, Unexpired 4-year term ending 11/14/21
c. Winchester Regional Airport Authority
4-year term ended 6/30/18
d. Winchester -Frederick Tourism Bureau
Tourism Bureau recommends appointment of Lani Peterson and Shannon Moeck to
fill vacant 3-year terms
e. Shenandoah Area Agency on Aging
4-year term of current Frederick Co. Representative ends 9130118 (Not eligible for re -nomination)
Note: The Agency is also seeking nominations for an At -Large Board Member.
f. Shawneeland Sanitary District Advisory Committee
2-year term of Michelle Landon ends 1119118 (Eligible for reappointment)
2-year term of Jeff Stevens ends 1119118 (Eligible for reappointment)
Committee Business
Finance Committee
(2) Items 5 and 8 were approved under consent agenda.
(See Tab_B foradditiona/information)
1. No Board action required: The Finance Director presented FY 2018 Year End financial information to the
Committee.
2. No Board action required: The FCPS Finance Director provided FY 2018 Year End financial information to the
Committee.
3. The FCPS Finance Director requests a School Operating Fund and General Fund supplemental appropriations in
the amount of $316,537.71. This amount represents a carry forward of unspent, restricted grant funds. The
committee recommends approval.
MEETING AGENDA
PAGE 3
Frederick County Board of Supervisors
Wednesday, September 26, 2018
Finance Committee, continued
4. The FCPS Finance Director requests a School Operating Fund and General Fund supplemental appropriations in
the amount of $186,878,76. This amount represents a carry forward of unspent FY18 school operating funds for
the purchase of a school bus and security equipment. Local funds are required. The committee recommends
approval.
5. (2) The Public Safety Communications Director requests a General Fund supplemental appropriation in the
amount of $14,166.88. This amount represents an insurance reimbursement for a lightning strike. No local funds
required. Approved by Committee Consent Agenda.
6. The Transportation Director requests a public hearing for a Development Projects Fund supplemental appropriation
in the amount of $9,370,435.09. This amount represents additional funds for the 181 Bridge/Tevis/Roundabout/
Airport Road/Northern Y project. No local funds are required as the project costs are part of revenue sharing
agreements and split between VDOT and private partners. The committee recommends holding a public
hearing.
7. The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $41,600
from proffer funds. This amount represents utility infrastructure at Northwest Sherando Park. The committee
recommends approval.
8. (2) The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $2,550.
This amount represents donated funds for the purchase of park benches. No local funds required. Approved by
Committee Consent Agenda.
Public Hearings (Non Planning Issues)
1. Amendment to the 2018-2019 Fiscal Year Budget — ----
Pursuant to Section 15.2-2507 of the Code of Virginia, 1950, as Amended, the Board of
Supervisors will Hold a Public Hearing to Amend the Fiscal Year 2018-2019 Budget to Reflect:
School Construction Fund Supplemental Appropriation in the Amount of $7, 500, 000 for the
Acquisition of Land, Design and Construction of a Replacement Robert E. Aylor Middle School.
Planning Commission Business
Public Hearings - None
Other Planning Business - None
Board Liaison Reports
Citizen Comments
Board of Supervisors Comments
Adjourn
----- F
MINUTES
WORK SESSION - FIRE AND RESCUE STUDY PRESENTATION
FREDERICK COUNTY BOARD OF SUPERVISORS
TUESDAY, SEPTEMBER 11, 2018
5:30 P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
ATTENDEES
Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Gary A. Lofton, Vice
Chairman; Blaine P. Dunn; J. Douglas McCarthy; Judith McCann -Slaughter; and Shannon G.
Trout were present. Robert W. Wells was absent.
Staff present: Kris C. Tierney, County Administrator; Roderick B. Williams, County
Attorney; Karen Vacchio, Public Information Officer; Dennis Linaburg, Fire and Rescue Chief,
Larry Oliver, Fire & Rescue Operations Deputy Chief; Missi Neal, Assistant TO THE Fire
Chief, and Ann W. Phillips, Deputy Clerk to the Board of Supervisors.
Others: Steven Knight and Robert Polk of Fitch and Associates, LLC
CALL TO ORDER
Chairman DeHaven called the meeting to order at 5:30 p.m. A moment of silence in
observance of September 11 was held.
ADOPTION OF AGENDA
On motion of Vice Chairman Lofton, seconded by Supervisor Dunn, the agenda was
adopted unanimously on a voice vote.
PRESENTATION BY FITCH & ASSOCIATES
Chief Linaburg provided background on the fire and rescue study and acknowledged the
time and effort of the Steering Committee.
Mr_ Knight referenced the documents previously sent to the Board members which
included: the Data Report, the GIS Report, the Standards of Coverage Report, and the Executive
Summary Report. He provided an overview of the process used in the study, and reviewed the
data that was collected and evaluated and stated the following observations and
recommendations for consideration by the Board:
• The continued success of FCFRD, and the effective planning for the future, is best served by
the appointment of a single Fire Chief who has the ultimate authority and is directly
responsible for all activities and decisions of the FCFRD. This transition should be a
collaborative effort of all the stakeholders and does not signal the demise of the individual
company's leadership.
• It is recommended that FCFRD begin dispatching at the unit level rather than at the
station level. In this manner, performance between career or staffed models and volunteer
or unstaffed models could be evaluated within the context of the service delivery model.
This would also provide a definitive data point to measure dispatch or call processing
time.
Frederick County Board of Supervisors
Work Session Minutes * September 11, 2018
• Once the dispatch center is able to dispatch at the unit level and separate out dispatch
time from turnout time, the department is encouraged to monitor turnout time to ensure
the performance is best practice at 60 seconds for an EMS incident and up to 90 seconds
for a fire related incident.
• Turnout time performance is typically within personnel and management control.
Improvement of turnout times is generally a no -cost option.
• If the desired service level is to improve to an 8-minute travel time, it is recommended
that the County consider a long-term strategy to relocate fire stations when they are due
for a major refurbishment or replacement. Once fully implemented the county would
have the same number of fire stations as today (11).
• If the desired service level is to maintain the current 10-minute travel time, it is
recommended that the County adopt a long-term strategy to relocate fire stations when
they are due for a major refurbishment or replacement. Once fully implemented the
county would have reduced capital liabilities by four stations and offset personnel
requirement by redistributing existing personnel as desired. This is estimated as a long-
term capital savings of approximately $16,000,000 dollars while maintaining current
performance.
• It is recommended that a dedicated Medic unit be added at the Greenwood station, and an
additional Medic resource should be considered for the Stephens City station in the near
future.
• It is recommended that the workload, reliability, and call concurrency is evaluated in all
stations, but specifically in Greenwood, Stephens City, Round Hill Community,
Millwood, Gainesboro, and Middletown due to their relatively higher workloads.
Mr. Knight concluded saying six alternatives had been developed which are based on the
following criteria:
• Desired staffing 2 person vs. 3 person
• Risk rating of the fire station area
• Travel time 8, 10, and 12
• Peak load (12-hour) ambulances
Vice Chairman Lofton and Mr. Knight discussed the value of separating fire and EMS
services, privatizing EMS, and the impact of 24-hour shifts versus 12-hour shifts.
Supervisor Dunn and Mr. Knight discussed which stations should be considered for
relocation, the use of reserve EMS units, staffing concerns, potential problems in integrating
volunteer and paid staffs, and the impact of integration on continued volunteerism.
Supervisor McCarthy and Mr_ Knight discussed the costs of overtime versus additional
staffing, the possible impact of integration on local volunteer company fundraising, and the stated
need for 14 additional employee positions.
Supervisor Slaughter noted the 14 positions have already been approved this year and that
adding staff also adds to the fringe benefits cost.
Chairman DeHaven and Mr. Polk discussed the costs of additional staffing versus overtime.
Frederick County Board of Supervisors
Work Session Minutes * September 11, 2018
Mr. Tierney noted the amount of work completed by the Steering Committee and said the
hope is the Board will formally accept the study at the next Board meeting.
It was agreed by consensus that Staff will build an action plan for the Board's use in making
policy decisions.
Chairman DeHaven thanked the consultants for their work on the study.
ADJOURN
On motion of Vice Chairman Lofton, seconded by Supervisor Dunn, the meeting was
adjourned unanimously on a voice vote at 6:43 p.m.
Frederick County Board of Supervisors
Work Session Minutes * September 11, 2018
MINUTES
REGULAR MEETING
FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, SEPTEMBER 12, 2018
7:00 P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
ATTENDEES
Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Gary A. Lofton, Vice
Chairman; Blaine P. Dunn; J. Douglas McCarthy; Judith McCann -Slaughter; Shannon G. Trout
and Robert W. Wells were present.
Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County
Administrator; Roderick B. Williams, County Attorney; Mike Ruddy, Director of Planning;
Candice Perkins, Assistant Director of Planning; Mark Cheran, Zoning & Subdivision
Administrator; Joe Wilder, Director of Public Works; and Ann W. Phillips, Deputy Clerk to the
Board of Supervisors.
CALL TO ORDER
Chairman DeHaven called the meeting to order at 7:00 p.m.
INVOCATION
Supervisor Dunn delivered the invocation.
PLEDGE OF ALLEGIANCE
Vice Chairman Lofton led the Pledge of Allegiance.
ADOPTION OF AMENDED AGENDA - APPROVED
Upon motion of Supervisor Slaughter, seconded by Supervisor Dunn, the agenda was
adopted on a voice vote.
CITIZENS COMMENTS - NONE
ADOPTION OF CONSENT AGENDA — APPROVED
Upon motion of Supervisor Slaughter, seconded by Supervisor Dunn, the consent agenda
was adopted on a voice vote.
-Minutes: Joint Work Session with School Board of August 6, 2018-CONSENT AGENDA APPROVAL
-Minutes: Regular Meeting of August 8, 2018-CONSENT AGENDA APPROVAL
-Minutes: Joint Work Session with Planning Commission of August 15, 2018-CONSENT AGENDA
APPROVAL
- Finance Committee Report (Attachment 1) - CONSENT AGENDA APPROVAL
- Public Safety Committee Report (Attachment 2) - CONSENT AGENDA APPROVAL
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
- Transportation Committee Report (Attachment 3) - CONSENT AGENDA APPROVAL
- Resolution -Volunteer Fire & Rescue Departments' Eligibility for LODA Benefits - CONSENT
AGENDA APPROVAL
M"Ia0)Ift0[7NN1
VOLUNTEER FIRE AND RESCUE DEPARTMENTS
ELIGIBILITY FOR LODA BENEFITS
WHEREAS, the Board of Supervisors of the County of Frederick, Virginia, wishes to comply with the
Code of Virginia § 9.1-400 et seq. recognizing local emergency departments; and
WHEREAS, the County of Frederick recognizes eleven departments namely
• Stephens City Volunteer Fire & Rescue Company, Inc.;
• Middletown Volunteer Fire & Rescue Company, Inc.;
• Clear Brook Volunteer Fire & Rescue, Inc.;
• Gore Volunteer Fire Company;
• Round Hill Community Fire & Rescue Company, Inc.;
• Gainesboro Fire Company, Inc.;
• Star Tannery Volunteer Fire Department;
• Greenwood Volunteer Fire & Rescue Company, Inc.;
• North Mountain Volunteer Fire Company, Inc.;
• Reynolds Store Volunteer Fire & Rescue Company, Inc.;
• Millwood Station Volunteer Fire & Rescue Company 21, Inc.; and
WHEREAS, the Board of Supervisors, the governing body of the County of Frederick, has for many years
recognized the existence of all eleven volunteer organizations, while having never formally adopted a
resolution; and
WHEREAS, for such fire and rescue departments to be eligible for benefits of the "Line of Duty Act" a
resolution must be approved by the governing body; and
NOW THEREFORE BE IT RESOLVED that the County of Frederick acknowledges the important
contribution made to Frederick County by the members of each fire and rescue department and wishes to
make available the benefits of the "Line of Duty Act."
++++++++++++++
- Resolution Honoring Serena "Renny" Manuel - CONSENT AGENDA APPROVAL
FREDERICK COUNTY RESOLUTION OF APPRECIATION
SERENA R. "RENNY" MANUEL
WHEREAS, Serena R. "Renny" Manuel served Frederick County, Virginia, for approximately 27 years as
an employee at the Winchester Regional Airport, beginning her career as an Office Assistant in 1991 and
receiving promotions to Assistant Airport Manager and Interim Airport Director before her appointment as
Airport Director in 1999; and
WHEREAS, during her tenure, Serena R. "Renny" Manuel progressively took on a variety of additional
responsibilities and assignments and was noted for her incredibly unusual work ethic, diligence, and
efficiency; and
WHEREAS, Serena R. "Renny" Manuel served as Secretary on the Virginia Airport Operators Council
and;
WHEREAS, Serena R. "Renny" Manuel was widely recognized as one who could be depended upon to
help others in a time of need and one whose sense of humor was appreciated by all; and
WHEREAS, Serena R. "Renny" Manuel was an effective leader and team member who excelled at
managing numerous capital and airport redevelopment projects, including runway rehabilitation design and
construction, an airfield lighting upgrade, T-hangar apron rehabilitation, land acquisition, relocation and
rehabilitation of Taxiway "A", and oversight of construction of a second corporate hangar facility;
NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors extends its
sincerest thanks to Serena R. "Renny" Manuel for her dedication and dependability and wishes her all the
best in her future endeavors.
BE IT FURTHER RESOLVED, that this resolution be spread across the minutes of the Frederick County
Board of Supervisors for all citizens to reflect upon the accomplishments of this public servant.
++++++++++++++
- Resolution Remove Ramsuer Lane and Royston Court from the County Road Naming
System- CONSENT AGENDA APPROVAL
RESOLUTION
REMOVING RAMSUER LANE AND ROYSTON COURT FROM THE
COUNTY ROAD NAMING SYSTEM
WHEREAS, through the process of routine maintenance of our streets and addressing data, it has been
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
determined that Ramsuer Lane and Royston Court do not exist; and
WHEREAS there have never been any addresses assigned off either Ramsuer Lane or Royston Court, in
accordance with Chapter 56-6 of County Ordinance, removal of both road names from the County road
naming system is recommended;
NOW THEREFORE BE IT RESOLVED that the County of Frederick removes Ramsuer Lane and
Royston Court from the County road naming system.
+ + + + + + + + + + + + + +
- Resolution Changing the Board of Building Appeals from Six to Five Members - CONSENT
AGENDA APPROVAL
RESOLUTION
CHANGING THE MEMBERSHIP OF THE LOCAL BOARD OF BUILDING CODE APPEALS FROM
SIX MEMBERS TO FIVE MEMBERS
WHEREAS, the Board of Supervisors of the County of Frederick, Virginia, wishes to reduce the number
of members on the Local Board of Building Code Appeals;
NOW THEREFORE BE IT RESOLVED that the County of Frederick changes the size of the Frederick
County Board of Building Appeals from six members to five members appointed at large and chosen for
their credentials as stipulated in Section 119 of the Virginia Construction Code.
++++++++++++++
- Resolution Declaring a Local Emergency in advance of Hurricane Florence - CONSENT
AGENDA APPROVAL
RESOLUTION DECLARING A LOCAL EMERGENCY IN FREDERICK COUNTY, VIRGINIA
WHEREAS, the Board of Supervisors of the County of Frederick does hereby find that:
1. Due to severe weather that is forecasted for Frederick County as part of the Commonwealth of
Virginia associated with Hurricane Florence and directly related to perhaps heavy and prolonged
rainfall and winds that could impact Frederick County starting on or around September 14, 2018;
2. Due to the flooding associated with the severe weather and the result of impaired travel and access;
3. Infrastructure and systems failures possible in the county creating hazardous and perhaps life -
threatening conditions;
4. Impact to local agriculture from extended rainfall and flooding;
NOW, THEREFORE, IT IS HEREBY PROCLAIMED by the Board of Supervisors of the county of
Frederick, Virginia that an emergency exists throughout the county, and
IT IS FURTHER PROCLAIMED AND ORDERED that due to the above stated circumstances, and after
consultation with the Coordinator and Deputy Coordinator(s) of Emergency Management, the Director of
Emergency Management declared a local emergency pursuant to Section 44-146.21 of the Code of Virginia
on September 10, 2018. This local emergency declaration shall remain in effect until September 24, 2018
during which time the powers, functions, and duties of the Director of Emergency Management and the
Emergency Services Organizations of the County of Frederick shall be those prescribed by state law and
the ordinances, resolutions, and approved plan of the County of Frederick to mitigate the effects of said
emergency.
++++++++++++++
BOARD OF SUPERVISORS COMMENTS - None
- None
COUNTY OFFICIALS:
COMMITTEE APPOINTMENTS
ANTHONY CAMPBELL NOMINATED TO THE LOCAL EMERGENCY PLANNING
COMMITTEE - APPROVED
Upon motion of Vice Chairman Lofton, seconded by Supervisor McCarthy, Anthony
Campbell was nominated for membership on the Local Emergency Planning Committee.
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
ELAINE CAIN REAPPOINTED TO THE CONSERVATION EASEMENT AUTHORITY
—APPROVED
Upon motion of Supervisor Slaughter, seconded by Supervisor McCarthy, Elaine Cain was
reappointed to the Conservation Easement Authority for a three-year term ending August 24,
2021. The motion carried on a voice vote.
CHARLES TRIPLETT REAPPOINTED TO THE CONSERVATION EASEMENT
AUTHORITY — APPROVED
Upon motion of Supervisor Slaughter, seconded by Supervisor McCarthy, Charles Triplett
was reappointed to the Conservation Easement Authority for a three-year term ending August 24,
2021. The motion carried on a voice vote.
LOWELL HENDERSON APPOINTED TO THE CONSERVATION EASEMENT
AUTHORITY — APPROVED
Upon motion of Supervisor Slaughter, seconded by Supervisor McCarthy, Lowell
Henderson was appointed to the Conservation Easement Authority for a three-year term ending
August 24, 2021. The motion carried on a voice vote.
JAY TIBBS APPOINTED AS A FREDERICK COUNTY REPRESENTATIVE TO THE
NORTHERN SHENANDOAH VALLEY REGIONAL COMMISSION - APPROVED
Upon motion of Vice Chairman Lofton, seconded by Supervisor Slaughter, Jay E. Tibbs
was appointed as a Frederick County Representative to the Northern Shenandoah Valley Regional
Commission for a three-year term ending September 30, 2021_ The motion carried on a voice
vote.
ERIC LAWRENCE REAPPOINTED AS A FREDERICK COUNTY REPRESENTATIVE
TO THE NORTHERN SHENANDOAH VALLEY REGIONAL COMMISSION -
APPROVED
Upon motion of Vice Chairman Lofton, seconded by Supervisor Slaughter, Eric Lawrence
was reappointed as a Frederick County Representative to the Northern Shenandoah Valley
Regional Commission for a three-year term ending September 30, 2021. The motion carried on a
voice vote.
MIKE RUDDY APPOINTED AS A FREDERICK COUNTY REPRESENTATIVE
ALTERNATE TO THE NORTHERN SHENANDOAH VALLEY REGIONAL
COMMISSION - APPROVED
Upon motion of Vice Chairman Lofton, seconded by Supervisor Slaughter, Mike Ruddy
was appointed as a Frederick County Representative Alternate to the Northern Shenandoah Valley
Regional Commission for a three-year term ending September 30, 2021. The motion carried on a
voice vote.
REQUESTS FROM THE COMMISSIONER OF THE REVENUE FOR REFUNDS -
APPROVED
Mr_ Tierney explained there were two requests for refunds that have been reviewed by the
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
County Attorney. Supervisor Slaughter moved for approval of and the corresponding
supplemental appropriations for the refund requests by Acar Leasing LTD for $ 3,025.97 and
Toyota Lease Trust for $ 4,087.41. Supervisor Wells seconded the motion which carried on a roll
call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
ACCEPTANCE OF THE FIRE AND RESCUE STUDY CONDUCTED BY FITCH &
ASSOCIATES - APPROVED
Upon motion of Supervisor McCarthy, seconded by Vice Chairman Lofton, the Board
accepted the report of Fitch and Associates, LLC, on the completed fire and rescue study. The
motion carried on a voice vote.
COMMITTEE BUSINESS
FINANCE COMMITTEE
Supervisor Slaughter moved for approval of the following requests:
The Sheriff requests an FY19 General Fund supplemental appropriation in the amount of
$9,352.43. This amount represents auto insurance claims. No local funds required.
The Sheriff requests an FY19 General Fund supplemental appropriation in the amount of $400.
This amount represents DARE donations. No local funds required.
The Sheriff requests an FY19 General Fund supplemental appropriation in the amount of $750.
This amount represents a donation for a K9 vest. No local funds required.
Supervisor Wells seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
Supervisor Slaughter moved for approval of the following request
The Public Works Director requests an FY19 General Fund supplemental appropriation in the
amount of $538,090*. This amount represents carry forwards of the following unspent FY18
funds:
• $19,500 to rehab the old Clearbrook compactor to be used at a future site;
• $45,000 for site improvements at the Middletown Convenience site;
• $385,342 for the completion of the Stephenson Convenience Center;
• $6,521 for spay/neuter shelter animals; and
• $6,727 for the Animal Shelter building addition design.
These items have been approved by the Public Works Committee.
Supervisor McCarthy seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
*Note: $75,000 for anticipated increased collection costs of refuse and recycling was postponed
by the Board.
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
Supervisor Slaughter moved for approval of the following request:
The Sheriff requests an FY19 General Fund supplemental appropriation in the amount of $5,000.
This amount represents a Byrne/JAG grant that has been awarded for Narcan. No local funds are
required.
Supervisor Wells seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
Supervisor Slaughter moved for approval of the following request
The Sheriff requests an FY19 General Fund supplemental appropriation in the amount of $18,000.
This amount represents a grant that has been awarded for crime prevention pamphlets and Police
to Citizen software. The local match of $2,000 is being met with a current position's salary.
Supervisor Wells seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
Supervisor Slaughter moved for approval of the following request
The Sheriff requests an FY19 General Fund supplemental appropriation in the amount of
$175,000. This amount represents maximum funds needed for a SWAT Truck Conversion
vehicle. This request has been approved by the Public Safety Committee. Local funds are
required.
Supervisor Wells seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
Supervisor Slaughter moved for approval of the following request
The Deputy County Administrator requests an FY19 General Fund supplemental appropriation in
the amount of $31,044. This amount represents carry forwards of the following unspent FY18
funds:
a. $13,780 for sealant replacement at the County Administration Building;
b. $2,616 for carpet replacement in the Health Department; and
C. $14,648 for carpet replacement in the Treasurer's office.
The Committee recommends approval of the entire request.
Supervisor Dunn seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G. Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
Supervisor Slaughter moved for approval of the Finance/Audit Committee charter adopted
by the Board of Supervisors as it stands with no changes. Supervisor Wells seconded the motion
which carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
Supervisor Slaughter moved for approval of requiring the Schools to present the School
Operating Fund budget by major classifications as listed in the Code of Virginia 22.1-115.
Supervisor Dunn seconded the motion.
The Board discussed the merits of requiring categorical funding. The motion to require the
Schools to present the School Operating Fund budget by major classifications carried on a roll call
vote as follows:
Blaine P. Dunn Aye Shannon G. Trout No
Gary A. Lofton Aye Robert W. Wells No
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. No
Judith McCann -Slaughter Aye
PUBLIC HEARINGS (Non -Planning Items) -
PROPOSED SCHOOL BOND FINANCINGS BY THE BOARD OF SUPERVISORS OF
FREDERICK COUNTY. VIRGINIA — APPROVED
Notice is Hereby Given that the Board of Supervisors (The "Board) of the County of Frederick, Virginia
(the "County) will Hold a Public Hearing in Accordance with Section 15.2-2606 of the Code Of Virginia of
1950, as Amended, on the Issuance of General Obligation School Bonds (the "Bonds') of the County in an
Aggregate Principal Amount Not to Exceed $45,500,000 to Finance Certain Capital Projects for Public School
Purposes, Consisting Primarily of the Construction and Equipping of the Replacement Robert E. Aylor Middle
School. A Resolution Authorizing the Issuance of the Bonds will be Considered by the Board of Supervisors
at its Meeting on Wednesday, September 12, 2018. All Interested Parties are Invited to Attend and Present
Oral or Written Comments.
Supervisor Trout stated she wanted to disclose for the record, relative to this item and
pursuant to the State and Local Government Conflict of Interests Act, that she is employed by
Frederick County Public Schools as a teacher and therefore is a member of a group who is or may
be affected by the item, and that she is able to participate in the transaction fairly, objectively, and
in the public interest.
Chairman DeHaven opened the public hearing. The speakers were as follows:
Shawn Graber, Back Creek District, said the County has enormous debt and urged the
members to vote no on the bond financing. He said continued borrowing will cause tax increases
and many citizens already have difficulty paying taxes. He asked why costs to construct schools
are higher in the County than in surrounding localities and noted the schools have requested a
budget amendment for each of the last three years.
Robin Young, Back Creek District, said the constituents appreciate the school system and
she is a supporter of education in the County.
Chairman DeHaven closed the public hearing.
Supervisor Slaughter moved for approval of the resolution authorizing the issuance of
bonds in the amount of $45,500,000.00 to finance Certain Capital Projects for Public School
Purposes, Consisting Primarily of the Construction and Equipping of the Replacement Robert E.
Aylor Middle School. Supervisor Wells seconded the motion which carried on a roll call vote as
follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
AMENDMENT TO THE 2018-2019 FISCAL YEAR BUDGET - APPROVED
Pursuant to Section 15.2-2507 of the Code of Virginia, 1950, as Amended, the Board of Supervisors will
Hold a Public Hearing to Amend the Fiscal Year 2018-2019 Budget to Reflect: Landfill Fund Supplemental
Appropriation in the Amount of $3, 706, 000 for the Carry Forward of Unspent Funds for Generator Maintenance,
Gas Treatment Skid Parts Replacement, a Trash Compactor, and a Leachate Collection Pond.
Mr. Tierney said the cumulative amount of the budget amendment allowing carry -forward
of unspent landfill fund monies dictates that a public hearing is necessary. Chairman DeHaven
opened the public hearing. There were no speakers. Chairman DeHaven closed the public
hearing.
Vice Chairman Lofton noted the funds involved are from the landfill's enterprise funds
rather than from the general fund.
Supervisor Slaughter moved for approval of amending the Fiscal Year 2018-2019 Budget
to Reflect: Landfill Fund Supplemental Appropriation in the Amount of $3,706,000 for the Carry
Forward of Unspent Funds for Generator Maintenance, Gas Treatment Skid Parts Replacement, a
Trash Compactor, and a Leachate Collection Pond. Vice Chairman Lofton seconded the motion
which carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
PROPOSED AMENDMENTS TO THE FREDERICK COUNTY CODE, CHAPTER 48
ANIMALS AND FOWL, ARTICLE I DOG LICENSING; RABIES CONTROL, SECTION
48-18 LICENSE TAXES — APPROVED
The Proposed Amendments Would Allow for Lifetime Licensing of Dogs and would Permit Zero Cost Lifetime
Licenses for Dogs Adopted from the Esther Boyd Animal Shelter. The Intent of the Proposed Ordinance
Amendments Would Be to Reduce the Administrative Burden of the County's Current Dog Licensing System
and Encourage Adoptions from the Shelter.
Mr. Williams provided background information on the proposed amendments. Chairman
DeHaven opened the public hearing. There were no speakers. Chairman DeHaven closed the
public hearing.
Supervisor Trout moved for approval of the proposed amendments that would allow for
lifetime licensing for dogs adopted from the Esther Boyd Animal Shelter. Supervisor McCarthy
seconded the motion which carried on a roll call vote as follows
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
PROPOSED AMENDMENTS TO THE FREDERICK COUNTY CODE. CHAPTER 48
ANIMALS AND FOWL, ARTICLE II NOISE, SECTION 48-23 UNREASONABLE NOISE
UNLAWFUL, SECTION 48-24 ENFORCEMENT, AND SECTION 48-25 VIOLATIONS
AND PENALTIES; AND CHAPTER 118 NOISE, SECTION 118-1 UNREASONABLE
NOISE UNLAWFUL, SECTION 118-2 ENFORCEMENT, SECTION 118-3 VIOLATIONS
AND PENALTIES, AND THE ADDITIONS OF SECTION 118-4 SPECIFIC
PROHIBITIONS AND SECTION 118-5 EXCEPTIONS— FAILED
The Proposed Amendments Would Revise the Noise Ordinance to Adopt as the Standard for Prohibited
Noise as "Plainly Audible" at Certain Points Beyond Its Source. Also, with Respect to Barking Dogs, the
Proposed Revisions Further Require that Barking Occur at Least Once a Minute for Ten Consecutive Minutes
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
in Order to be Prohibited. The Proposed Amendments do not Generally Deviate from the General Principles
of the Current Ordinance and Keeps the General Noise Prohibition Limited to the RP, R4, R5 and MH Zoning
Districts, with the Noise Prohibition being Applicable 9:00 P.M. to 6:00 A.M. The Proposed Amendments Also
Expressly Provide that the Noise Prohibition Does Not Apply to a Bona Fide Agricultural Activity and Includes
a Further List of other Activities that are not Subject to the Prohibition.
Mr. Williams provided background information on the proposed amendments noting the
proposals will address recent action at the Virginia Supreme Court and have exceptions that will
be more consistent with expectations of current practice regarding noise prohibition.
Supervisor Wells inquired whether the wording of the amendment is in compliance with
the state code. Mr. Williams said there is no approved wording.
Chairman DeHaven opened the public hearing. The speakers were:
Robin Young, Back Creek District, noted that agricultural equipment noise can de
disturbing but is not addressed by the ordinance.
Shawn Graber, Back Creek District, asked how you can get a dog to stop barking and
where private property rights start and stop. He asked the Board to let the issue die.
Chairman DeHaven closed the public hearing.
Supervisor Trout moved for approval of the proposed amendments as presented. The
motion died for lack of a second.
PROPOSED AMENDMENTS TO THE FREDERICK COUNTY CODE, CHAPTER 52
BUILDING CONSTRUCTION, SECTION 52-5 ISSUANCE OF PERMITS AND CHAPTER
143 STORMWATER/EROSION AND SEDIMENT CONTROL, SECTION 143-195
ISSUANCE, TIME LIMIT, MODIFICATION, MAINTENANCE, TRANSFER AND/OR
TERMINATION OF FREDERICK COUNTY LAND -DISTURBING PERMIT AND VSMP
AUTHORITY PERMIT — APPROVED
The Proposed Amendments Would Require that any Delinquent Real Estate Taxes and Other Charges that
Constitute a Lien on a Property, that are Owed to the Locality, be Paid before the Locality Accepts an
Application for a Building Permit or Stormwater/Erosion and Sediment Control Permit for the Property. The
Proposed Ordinance Amendments Would Apply to New Construction and Additions but Would not be
Applicable to Emergency Work.
Mr. Williams explained the purpose of the amendments saying the Treasurer is in favor of
the amendment requiring delinquent taxes to be paid prior to permits being granted.
Chairman DeHaven opened the public hearing. There were no speakers. Chairman
DeHaven closed the public hearing.
Supervisor Wells moved for approval of the proposed amendments as presented.
Supervisor McCarthy seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
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155-34 TAX IMPOSED— APPROVED
This Proposed Amendment Would Correct a Typographical Error within Section 155-34 (A)(1)(a)(2)(c) which
Provides the Formula by which the Tax on Electricity is Calculated when the Electricity is being Consumed
by Multiple Dwellings or Units through a Master Meter. The Subsection, Currently, Erroneously Refers to
Apartment Houses or Multiple -Family Dwellings Utilizing Gas Service, not Electric Service.
Mr. Williams explained the amendments saying they are technical and typographical
corrections.
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
Chairman DeHaven opened the public hearing. There were no speakers. Chairman
DeHaven closed the public hearing.
Supervisor Trout moved for approval of the proposed amendments to Chapter 155
Taxation as presented. Vice Chairman Lofton seconded the motion which carried on a roll call
vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
PLANNING COMMISSION BUSINESS
Public Hearings
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
REZONING #05-17 FOR O.N. MINERALS (CHEMSTONE) d/b/a CARMEUSE LIME &
STONE — APPROVED
To Amend the Proffers for this Property; Rezoning 394.2 Acres from the EM (Extractive Manufacturing)
District with Proffer to the EM (Extractive Manufacturing) District with Revised Proffers. The Properties are
Situated Generally West of the Town of Middletown. Specifically, the Middle Marsh Property is Located East
of Belle View Lane (Route 758), and West and Adjacent to Hites Road (Route 625) and is Further Traversed
by Chapel Road (Route 627). The Northern Reserve is Bounded to the South by Cedar Creek and is West
and Adjacent to Meadow Mills Road (Route 624). The Properties are Identified with Property Identification
Numbers 83-A-109 and 90-A-23 in the Back Creek Magisterial District.
Ms. Perkins explained the request to rezone 3942+/- acres from the EM (Extractive
Manufacturing) District with proffers to the EM (Extractive Manufacturing) District with revised
proffers. The Middletown site was originally rezoned to the EM (Extractive Manufacturing)
District with Rezoning #03-06 for O-N Minerals (Chemstone) which was approved in 2008.
She said the Applicant is proposing an amendment to the approved proffers from Rezoning #03-
06. She noted the request had been denied on July 25 with that vote having been rescinded on
August 8 and scheduled for this current public hearing. She said the current proffers include
clarification of the hours of operation.
Supervisor Trout requested clarification of the term `major holidays' and the Applicant's
representative, George McKotch, said the term encompasses the main 11 holidays usually
recognized.
Supervisor McCarthy asked whether the applicant would be amenable to adding the
language "No operations will occur on Saturday and Sunday." Mr_ McKotch agreed to include the
new language.
Chairman DeHaven opened the public hearing.
Richard Dye, owner of 65 acres adjacent to the subject property, said his concern is the
postponing of the berm on the southeast side adjacent to his property. He said he would prefer
that berm be built sooner to allow the trees to mature and grow in. He said he would like the
applicant to be required to build the berm 10 years in advance of mining as they agreed to in 2008.
Robin Young, Back Creek District, thanked the Board for the reconsideration of the
request. She asked the Board to vote yes and benefit the neighbors by agreeing to the new
proffers. She noted the 30-some petitions received by the Board in favor of the new proffers.
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Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
Keon Banks, Back Creek District, thanked the Board for its patience to allow a good
decision to be made and said he is in favor of the new proposal.
Vickie West, Back Creek District, said she did not want the Board to vote yes. She asked
if the Board had done all the impact studies. She asked the Board to vote no or hold off for more
study.
Chairman DeHaven closed the public hearing.
Vice Chairman Lofton moved for approval of rezoning #05-17 with the updated proffers.
Supervisor McCarthy seconded the motion.
Supervisor McCarthy moved to amend the previous motion to make the approval
contingent upon the applicant presenting amended proffer language to read:
1- Hours of operation for the property north of Chapel Road shall be only 6:00 am to
10:00pm, Monday through Friday.
2- There will be no operations on major holidays.
3- There will be no operations of Saturday or Sunday.
Supervisor Dunn seconded the motion to amend the main motion which carried on a roll call vote
as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter No
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. No
The amended main motion for approval of rezoning #05-17 with additional proffer
language specified as: 1- Hours of operation for the property north of Chapel Road shall be only
6:00 am to 10:00 pm, Monday through Friday; 2-There will be no operations on major holidays;
and 3-There will be no operations on Saturday or Sunday; carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. No
Judith McCann -Slaughter No
REZONING #02-18 FOR ST. PAUL'S ON THE HILL - APPROVED
Submitted by Greenway Engineering, Inc., to Rezone 4.971+1- Acres from the RP (Residential Performance)
District to the RP (Residential Performance) District with Proffers. The Property is Located at 1527 Senseny
Road and is Identified by Property Identification Number 54-A-128 in the Red Bud Magisterial District.
Ms. Perkins summarized the request to rezone a total of 4.971+/- acres of land to the RP
(Residential Performance) district with Proffers to restrict the use of the subject property to a
church and housing for older persons. She said the site is located within the Sewer and Water
Service Area (SWSA) and the Urban Development Area (UDA), and the Property is currently
designated in the Senseny/Eastern Frederick Urban Area Plan of the 2035 Comprehensive Plan for
institutional land use with environmental resources. She continued saying while the current land
use plan designation is inconsistent with the current RP Zoning, the Applicant is seeking an
amendment to the Comprehensive Plan to designate this property as Urban Center.
Ms. Perkins explained the proffer as follows: Development on the Property shall be limited
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Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
to a Church, and to Housing for Older Persons as that term is defined in 42 USC § 3607(b)(2) and
regulations issued thereunder, and any applicable state law or local ordinance; and provided
further that as to 100% of the housing units, each unit shall be rented or sold such that at least one
resident in each unit is a person at least age 55 or over. She added the Comprehensive Plan
Amendment is being processed concurrently with this proposed rezoning and noted the Planning
Commission recommended approval of this rezoning at their meeting on August 15, 2018.
Chairman DeHaven opened the public hearing. There were no speakers. Chairman
DeHaven closed the public hearing.
Vice Chairman Lofton and staff members discussed the age restriction and the requirement
that only one household member be over the ages of 55. Supervisor Dunn said the original intent
was for the age restriction to be 62 and older, but federal regulations had complicated that
proposal.
Paul Brown of Wesley Housing, speaking for the Applicant, said the intent is for 100% of
the units to house low income seniors, and the age restriction for one member being of 55 or over
instead of 62 and over allows some flexibility for extended family members in the households.
Supervisor Dunn moved for approval of rezoning #02-18 for St. Paul's on the Hill.
Supervisor McCarthy seconded the motion.
The Board discussed the possibility of school -age children residing in the age -restricted
units, the total number of proposed units as 70 (59 one -bedroom and 11 two -bedroom), and the
number of units that could be built by -right with no age restriction as being 49.
The motion for approval of rezoning #02-18 carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton No
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells No
Charles S. DeHaven, Jr. Aye
CPPA #O1-18 ST. PAUL'S ON THE HILL — LAND USE DESIGNATION AMENDMENT
REQUEST -APPROVED
This is a Request to Change the Land Use Designation for One Parcel of Land that Totals 4.971 Acres.
The Property is Identified by Property Identification Number 54-A-128 and is Located at 1527 Senseny Road
in the Red Bud Magisterial District. The Property is Located within the Sewer and Water Service Area
(SWSA) and the Urban Development Area (UDA). The Property is Currently Designated in the
Senseny/Eastern Frederick Urban Area Plan of the 2035 Comprehensive Plan for Institutional Land Use with
Environmental Resources. The Applicant is Requesting to Change the Current Institutional Designation to
Urban Center.
Ms. Perkins explained the request for amendment to the Senseny/Eastern Frederick Urban
Area Plan of the 2035 Comprehensive Plan saying the Applicant is requesting to change the future
land use designation from Institutional to Urban Center to allow for the construction of 70-unit
age -restricted, low-income apartment building. She said the subject property contains 4.971+/-
acres, has an address of 1527 Senseny Road, and is identified with Property Identification Number
54-A-128. She noted the property is located within the Sewer and Water Service Area (SWSA)
and the Urban Development Area (UDA). Ms. Perkins continued saying the Property is designated
in the Senseny/Eastern Frederick Urban Area Plan of the 2035 Comprehensive Plan for
institutional land use with environmental resources with the institutional land use being reflective
12
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
of the existing church located on the property. She added that land uses surrounding the subject
property include institutional, residential and The Greenwood Urban Center, and the Applicant is
requesting to change the future land use from Institutional to Urban Center.
Ms. Perkins noted that the subject property is currently zoned RP (Residential
Performance) District, and the current by -right density for this Property if developed with
townhouses or garden apartments would be 10-units per acre, or 49 units. She said the Owner is
seeking to construct a 70-unit age -restricted low-income apartment building which would equate
to 14-units per acre. She said the Applicant is seeking to change the land use designation to Urban
Center as this designation would allow for up to 20-units per acre by -right. She noted the
Applicant has now received a rezoning to restrict the use of the property to a church and housing
for elderly households (Rezoning #02-18). Ms. Perkins concluded saying the Planning
Commission recommended approval of the amendment.
Vice Chairman Lofton and Ms. Perkins discussed the possibility of the Church subdividing
the property.
At the request of Supervisor Dunn, Ms. Perkins explained the relationship of the current
request to the rezoning request approved immediately prior this item. She said the original intent
was a comprehensive plan amendment changing the land use designation from institutional to
urban center to allow for the higher density housing. She said to address concerns about school -
age children moving into the high -density development, the age restriction requirement was added
via proffer in the rezoning request. She added the two requests were being processed
concurrently.
Evan Wyatt, representing the Applicant, noted to do the multifamily development, the
property needed to be designated as urban center. Supervisor Dunn noted the site is directly
across the street form the urban center zone.
Chairman DeHaven opened the public hearing. There were no speakers. Chairman
DeHaven closed the public hearing.
Supervisor Dunn moved for approval of CPPA #01-18 St' Paul's on the Hill land use
designation amendment. Supervisor McCarthy seconded the motion.
Vice Chairman Lofton said he was not completely opposed to the land use designation
change, but he still had concerns about the long-term effects of the change.
The motion for approval of CPPA #01-18 was carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton No
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells No
Charles S. DeHaven, Jr. Aye
CONDITIONAL USE PERMIT #08-18 FOR TRAILER DROP. LLC - APPROVED
Submitted by GreyWolfe, Inc., for a Tractor Truck and Tractor Truck Trailer Parking Use as a Conditional Use
in the M1 (Light Industrial) District. The Property is in Stonewall Industrial Park at the End of McGhee Road
(Route 861), Winchester, Virginia and is Identified with Property Identification Number 43-19-64 in the
Stonewall Magisterial District.
Mr. Cheran described the request for a Conditional Use Permit (CUP) for a tractor truck
and tractor truck trailer parking area located within the Stonewall Industrial Park adding that the
13
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
CUP use would not have any significant impacts on the adjoining properties. He said the 2035
Comprehensive Plan identifies this property within an area of the County intended to remain
industrial in nature, and this CUP should implement the policies expressed in the Comprehensive
Plan, in particular addressing future Route 37 which is a feature of the County's Eastern Road
Plan.
Mr. Cheran said the Planning Commission expressed that this application should
address the Route 37 right-of-way and should ensure that structures associated with the use are not
located in the future right-of-way. He said should the Board of Supervisors find this use
appropriate, the Planning Commission recommends the following conditions be placed on the
CUP:
1. All review agency comments and requirements shall be complied with at all times.
2. The site plan for this property shall be designed to accommodate the future Route 37 right-of-
way. No structures shall be located within the future Route 37 right-of-way.
3. The site shall meet the requirements of the Frederick County Zoning Ordinance Section 165-
204.24 Tractor truck and Tractor truck trailer parking.
4. At such time this property develops with a by -right M1 light industrial use, this
conditional use permit shall be null and void.
5. Any expansion or change of use shall require a new Conditional Use Permit.
The Applicant, Gary Oates of GreyWolfe Inc., said there will be nothing built in the Route
37 right -of way.
Chairman DeHaven opened the public hearing. There were no speakers. Chairman
DeHaven closed the public hearing.
Supervisor Slaughter moved for approval of Conditional User Permit #08-18 for Trailer
Drop, LLC. Supervisor Wells seconded the motion which carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton Aye
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
REVOCATION OF CONDITIONAL USE PERMIT #13-96 (HOGUE CREEK COUNTRY
MARKET) FOR WINCHESTER 101 LLC — NO FURTHER ACTION TAKEN
This Conditional Use Permit is Pr000sed to be Revoked Due to Violations of Conditions 4 and 7 from
Conditional Use Permit #13-96 which Pertains to Buffers. Liahtina Pollution. Noise. Debris and Hours of
Operation. The Property is Located at 4780 Northwestern Pike, Winchester, Virginia and is Identified with
Property Identification Number 40-A-66D in the Gainesboro Magisterial District in the RA (Rural Areas) Zoning
District.
Mr. Cheran said at the July 25, 2018, meeting the Frederick County Board of Supervisors
directed that CUP # 13-96, Hogue Creek Country Market be presented to the Planning
Commission and Board of Supervisors for potential revocation through the process described in
the Frederick County Zoning Ordinance for the revocation of a Conditional Use Permit (CUP).
He said the Planning Commission held a public hearing on August 15, 2018 and recommended
that the CUP # 13-96, Hogue Creek Country Market, not be revoked at this time.
Mr. Gifford Hampshire, the attorney representing the Owner, said the Owner wants to be a
good neighbor, has only owned the property since 2014, and has addressed complaints promptly.
He listed changes in lighting and signage that have been added in response to complaints. He said
14
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
the Owner has gone above and beyond to address concerns and has implemented a policy to begin
closing procedure at 11:45 pm to ensure a midnight closure.
Mr. Hampshire said the County ordinance states that permit revocation is allowed only for
certain things including repeated violations. He noted that there is only one citation to the Owner
even though there are other complaints. He asked that the Board listen to the citizens who have
said they want the business to remain open. He said the complainant, Mrs. Menefee, told the
Planning Commission she is not necessarily in favor of revocation, but wants her concerns
addressed.
Chairman DeHaven opened the public hearing. The speakers were:
Robin Menefee, Gainesboro District, said she is the adjoining property owner. She
reviewed photos showing the changes and growth in the business over the years since the CUP
was granted. She noted her concerns including a fence that went unrepaired allowing trash from
the business to blow onto her property.
Edward Menefee, Gainesboro District, said he is an adjoining property owner, said he did
not wish to close the business, but wished to request some changes to make things better for the
community. He read a letter from his former tenant listing concerns about the business. He asked
for more conditions on the business including a definition of the word "closed" and asked that the
Board delay voting on the matter until a later meeting.
Beth Potts, frequent customer of the store said it would be a shame for the store to close
over issues that have been fixed.
Mark Stivers, Gainesboro District, said that looking back the store was a country store but
has grown until when it is a very large enterprise next to a residential property. He asked the
Board how the "creep" occurred that has resulted in the large business that exists. He said this is a
lesson for the County in the future.
Ray Hiner, Back Creek District, said a business is going to grow and that is part of living
next to a business. He said the complaints have been addressed. He asked why the business can't
have 24-hour operations if they comply with the rules.
Robin Menefee, Gainesboro District, said there should be accountability. She said nothing
is done until the County enforces conditions. She said the business will continue to grow and
asked for help addressing the weaknesses of the permit.
Chairman DeHaven closed the public hearing.
Supervisor McCarthy moved that the Board not take any further action on the matter.
Supervisor Dunn seconded the motion.
Supervisor McCarthy said he appreciates the owners having addressed the concerns but
said a good neighbor addresses a problem before the County sends a citation. He said this is an
example of why CUPs are bad ideas in these types of situations.
The motion for no further action carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
15
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
Other Planning Items
DISCUSSION OF 2018 COMPREHENSIVE PLAN AMENDMENTS
Ms. Perkins said the Planning Department received two Comprehensive Plan Amendment
(CPPA) requests by the June 1, 2018 deadline, and the Comprehensive Plans and Programs
Committee (CPPC) met on July 9, 2018 to discuss the applications. She provided a summary and
timeline for each request:
CPPA #02-18, for the Carter Tract — Sewer and Water Service Area (SWSA)
Inclusion Request and Industrial Land Use Designation Request; Parcels 45-A-2,
45-A-7, 33-A-144 and 33-A-89. This is a request to expand the boundary of the Sewer
and Water Service Area (SWSA) to include 213.8 acres of land and to designate the site
for industrial land uses. The properties are currently zoned RA (Rural Areas) and the
Northeast Frederick Land Use Plan shows the properties as remaining rural. The
properties are located north of the CSX Railroad, south of Brucetown Road, and
east/adjacent to the Clearbrook quarry in the Stonewall Magisterial District.
CPPC Recommendation: Consideration for further study
Frederick Water. A new comment was issued by Frederick Water for the Carter Tract
request dated August 27, 2018, in connection with a possible swap -out of land currently
in the SWSA.
CPPA #03-18, for Waverly Farm — Sewer and Water Service Area (SWSA) Inclusion
Request; Parcels 33-A-69, 33-A-70, 44-A-80 and 44-A-80A. This is a request to
expand the boundary of the Sewer and Water Service Area (SWSA) to include 145.50
acres of land; currently 51.36 acres of the site is within the SWSA. The properties are
currently zoned RA (Rural Areas); however, the Northeast Frederick Land Use Plan
designates these parcels for mixed use industrial/office and industrial uses. The properties
are located south of Hopewell Road and west of Interstate 81, in the Stonewall
Magisterial District.
CPPC Recommendation: Consideration for further study
CPPA #02-18, CARTER TRACT — SEWER AND WATER SERVICE AREA (SWSA)
INCLUSION REQUEST AND INDUSTRIAL LAND USE DESIGATNION REQUEST;
PARCELS 45-A-2, 45-A-7, 33-A-144 AND 33-A-89 — SENT TO PLANNING COMMISSION
FOR STUDY
Supervisor Slaughter moved that the Board send CPPA #02-18, Carter Tract to the
Planning Commission for further study in light of the memo of August 27 regarding the land swap
which would result in a net zero gain in land in the SWSA as discussed at the Board work session.
Supervisor Wells seconded the motion.
Mr. Tierney asked for clarification that the motion is intended to move the matter to study
with the stipulation that there is a net zero gain in land in the SWSA. Supervisor Slaughter agreed
with Mr. Tierney's description of the motion. The motion carried on a roll call vote as follows:
Blaine P. Dunn Aye Shannon G. Trout Aye
Gary A. Lofton Aye Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter Aye
CPPA #03-18, WAVERLY FARM — SEWER AND WATER SERVICE AREA (SWSA)
INCLUSION REQUEST; PARCELS 33-A-69, 33-A-70, 44-A-80 AND 44-A-80A —NOT
SENT FORWARD FOR STUDY
Supervisor Slaughter moved that the CPPA #03-18 not be sent forward for study.
Supervisor McCarthy seconded the motion.
Supervisor Slaughter said the historically the Board has not studied an area unless the
infrastructure for development was in place. Vice Chairman Lofton said if the area is not
16
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
included, then it will not be considered for expansion. He said it is shortsighted not to look
forward and study the area.
The motion to not study CPPA #03-18 carried on a roll call vote as follows:
Blaine P. Dunn Aye
Gary A. Lofton No
J. Douglas McCarthy Aye
Judith McCann -Slaughter Aye
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. Aye
REQUEST FOR APPROVAL OF PUMP AND HAUL PERMIT FOR 165 CALDWELL
LANE -APPROVED
Ms. Perkins said staff received a request seeking approval of a Pump & Haul Permit for an
existing residence at 165 Caldwell Lane, Winchester, that has a noncompliant system installed by
a previous owner_ She said the request appears to comply with the code requirements and,
therefore, Board consideration of the request is appropriate.
The Board and the Applicant discussed the existing pump and haul system, the safeguards
on the newer systems, and the residency of the owner.
Supervisor Trout moved for approval of the pump and haul system at 165 Caldwell Lane.
Supervisor Wells seconded the motion.
The Board and staff discussed whether the home qualifies for the system as a dwelling
with a failed system and maintenance of a system by owners rather than tenants. Ms. Perkins said
the dwelling has a failed system and qualifies for consideration of a pump and haul system.
Mr_ Tierney said that there have been several pump and haul systems permitted over the
years, and the practice has been when a home is un-occupiable without adding a pump and haul
system, it is permissible. He said a pump and haul system is a solution of last resort.
The motion to approve the pump and haul system at 165 Caldwell Lane carried on a roll
call vote as follows:
Blaine P. Dunn No
Gary A. Lofton Aye
J. Douglas McCarthy No
Judith McCann -Slaughter Aye
BOARD LIAISON REPORTS
Shannon G.Trout Aye
Robert W. Wells Aye
Charles S. DeHaven, Jr. No
Supervisor Trout provided an update on the last meeting of Frederick Water.
Vice Chairman Lofton provided an update on the last Social Services Board meeting.
CITIZEN COMMENTS - None
BOARD OF SUPERVISORS COMMENTS
SET PUBLIC HEARING ON FY 2018-2019 BUDGET AMENDMENT FOR A $7.5
MILLION APPROPRIATION FOR ADDITIONAL FUNDS FOR THE AYLOR MIDDLE
SCHOOL REPLACEMENT PROJECT FOR SEPTEMBER 26, 2018 - APPROVED
Supervisor Trout stated she wanted to disclose for the record, relative to this item and
pursuant to the State and Local Government Conflict of Interests Act, that she is employed by
Frederick County Public Schools as a teacher and therefore is a member of a group who is or may
17
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
be affected by the item, and that she is able to participate in the transaction fairly, objectively, and
in the public interest.
Regarding the recent appropriation of $45.5 million, Supervisor Trout said in light of the
growth in the County the appropriated amount of $45.5 million is not enough to build a school of
the appropriate size. She said she wishes to move forward with holding a public hearing on an
additional $7.5 million to be allocated for an Aylor replacement which will meet the original
School Board request of $52 million with an additional $ lmillion to allow for inflation.
Supervisor Trout noted the Board had made mistakes in school construction in the past, citing
Sherando High School opening at 90% capacity in 1993. She said the need for a fourth high
school is undeniable. Regarding the School Board's intention to return the old Aylor Middle
School to the County as surplus, she said the minutes of the recent School Board meeting indicate
that they will surplus the building. She said the Board needs to continue working with the School
Board for the success of the community.
Supervisor Trout moved that the Board of Supervisors set a public hearing for September
26, 2018, to consider an FY 2018-2019 budget amendment for the appropriation of $7.5 million to
be used as additional funds for the Aylor Middle School replacement project. Supervisor Wells
seconded the motion.
Supervisor McCarthy said he is open to discussion on appropriation of additional funds,
but that he would like the School Board to pass a resolution on their intention to surplus the old
Aylor Building as well as the old school bus depot building site_
Supervisor Trout said the intention to surplus is in the School Board minutes, and the
School Board should be trusted. Supervisor McCarthy said that if the intention is real, then
placing it in writing should not be a problem. Supervisor Trout noted that the School Board
minutes are effectively putting the issue in writing.
Supervisor Dunn discussed the issue of how education is delivered and differences in
philosophies. He said the School Board will be requesting over $200 million in the next few
years. He suggested postponing the matter for further discussion.
Supervisor Wells said his district is growing rapidly. He said he does not wish to burden
the taxpayer, but the new middle school will need to be added to soon if it is not built to the
appropriate size.
Supervisor Trout noted that local government moves slowly, and she encouraged the Board
to vote to hold the public hearing in order not to delay the School Board as they plan for the fall
bond cycle.
The motion to set the public hearing on an additional $7.5 million appropriation for
September 26, 2018, carried on a roll call vote as follows:
Blaine P. Dunn No Shannon G. Trout Aye
Gary A. Lofton No Robert W. Wells Aye
J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye
Judith McCann -Slaughter No
18
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
ADJOURN
On motion of Vice Chairman Lofton, seconded by Supervisor Trout, the meeting was
adjourned at 9:42 p.m.
19
Frederick County Board of Supervisors
Regular Meeting Minutes * September 12, 2018
FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS
Wednesday, September 19, 2018
8:00 a.m.
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
A Finance Committee meeting was held in the First Floor Conference Room at 107 North Kent Street on
Wednesday, September 19, 2018 at 8:00 a.m.
ATTENDEES:
Committee Members Present: Judith McCann -Slaughter, Chairman; Charles DeHaven; Gary
Lofton; Jeffrey Boppe; and Angela Rudolph. Non -voting liaison: Ellen Murphy, Commissioner
of the Revenue.
Committee Members Absent: William Orndoff, Treasurer (non -voting liaison).
Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director;
Jennifer Place, Budget Analyst; Kris Tierney, County Administrator; Rod Williams, County
Attorney; John Bishop, Transportation Director; LeeAnna Pyles, Public Safety Communications
Director; and Jon Turkel, Assistant Parks & Recreation Director.
Others Present: David Sovine, FCPS Superintendent; and Patty Camery, FCPS Executive Director
of Finance.
NO ACTION REQUIRED
1. The Finance Director presents FY 2018 Year End financial information. See attached, p. 3 — 10.
2. The FCPS Finance Director provides FY 2018 Year End financial information and is available for
discussion. See attached, p. 11— 36.
ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS:
(.) Items 5 and 8 were approved under consent agenda.
3. The FCPS Finance Director requests a School Operating Fund and General Fund supplemental
appropriations in the amount of $316,537.71. This amount represents a carry forward of
unspent, restricted grant funds. See attached memo, p. 37. The committee recommends
approval.
4. The FCPS Finance Director requests a School Operating Fund and General Fund supplemental
appropriations in the amount of $186,878,76. This amount represents a carry forward of
unspent FY18 school operating funds for the purchase of a school bus and security equipment.
Local funds are required. See attached memo, p. 37. The committee recommends approval.
S. (.) The Public Safety Communications Director requests a General Fund supplemental
appropriation in the amount of $14,166.88. This amount represents an insurance
reimbursement for a lightning strike. No local funds required. See attached memo, p. 38 —40.
6. The Transportation Director requests a public hearing for a Development Projects Fund
supplemental appropriation in the amount of $9,370,435.09. This amount represents
additional funds for the 181 Bridge/Tevis/Roundabout/Airport Road/Northern Y project. No
local funds are required as the project costs are part of revenue sharing agreements and split
between VDOT and private partners. See attached information, p. 41— 63. The committee
recommends holding a public hearing.
1
7. The Parks & Recreation Director requests a General Fund supplemental appropriation in the
amount of $41,600 from proffer funds. This amount represents utility infrastructure at
Northwest Sherando Park. See attached proffer policy and request, p. 64— 65. The committee
recommends approval.
8. (.) The Parks & Recreation Director requests a General Fund supplemental appropriation in
the amount of $2,550. This amount represents donated funds for the purchase of park
benches. No local funds required. See attached memo, p. 66.
ITEMS FOR INFORMATION ONLY
1. The Finance Director provides a Fund 10 Transfer Report for August 2018. See attached, p. 67.
2. The Finance Director provides financial statements ending August 31, 2018. See attached,
p. 68 — 78.
3. The Finance Director provides an FY 2019 Fund Balance Report ending September 14, 2018.
See attached, p. 79.
Respectfully submitted,
FINANCE COMMITTEE
Judith McCann -Slaughter, Chairman
Charles DeHaven
Gary Lofton
Jeffrey Boppe
Angela Rudolph
Cheryl B. Shiffler, Finance Director
2
County of Frederick
Year Ended June 30, 2018
' _LL ';-'
�0flgR, K C(jUryi
r
40
k
' SHERANRO PARK
. FREDERICK COUNTY
In Summary, what are the County's
year-end General Fund numbers?
• Actual Revenues $17814671052
• Actual Expenditures $18212781828
Revenue and Expenditure detail on following slides
(Expenditures do not include $959,489 in outstanding
encumbrances)
3 1
Budgeted Revenue
FY17 ACTUAL
FY18 BUDGETED
FY18 ACTUAL
FY18 VARIANCE
*Property Taxes
112,671,029
117,132,094
120,263,900
3,131,806
Other Local Taxes
35,820,353
35,717,875
37,261,859
1,543,984
Permits I Fees
2,422,501
2,004,806
2,294,005
289,199
Fines I Forfeitures
468,331
415,400
299,419
Rev. from Use of Prop.
297,082
203,241
665,535
462,294
Charges for Services
2,780,201
3,076,558
2,822,424
Miscellaneous
1,056,315
273,373
372,121
98,748
Recovered Costs
3,412,858
1,628,130
3,479,386
1,851,256
State I Fed
10,622,309
10,894,404
11,008,403
113,999
TOTALS
169,550,979
171,345,881
178,467,052
7,121,171
'Includes reimbursement for PPTRA.
Real Estate
Public Service
Personal Property
Machinery and Tools
Short Term Rental Tax
Penalties I Interest
Admin Fees - Treasurer
TOTALS
Property Taxes
FY 17 ACTUAL FY 18 BUDGETED FY 18 ACTUAL FY 18 VARIANCE
54,201,317 56,920,998 58,126,356 1,205,358
2,459,573
2,394,000
2,798,525
404,525
46,401,432
48,970,036
49,397,962
427,926
7,469,365
7,347,060
7,751,959
404,899
232,015
0
236,437
236,437
1,546,685
1,300,000
1,594,260
294,260
360,642
200,000
358,401
158,401
'Includes state reimbursement for PPTRA.
112,671,029 117,132,094 120,263,900 3,131,806
4 2
Other Local Taxes
FY17 ACTUAL
FY18 BUDGETED
FY18 ACTUAL
FY18 VARIANCE
Sales Tax
13,613,239
13,730,001
14,060,202
330,201
Communications Tax
1,274,429
1,300,000
1,234,588
(65,412)
Utility Taxes
3,598,024
3,150,000
3,764,949
614,949
Business License
6,986,765
7,000,000
7,121,488
121,488
Motor Vehicle Decals
2,577,080
2,300,000
2,673,761
373,761
Bank Stock & Franchise
417,798
460,000
549,535
89,535
Taxes on Wills & Recordation
1,638,399
1,670,420
1,813,793
143,373
Meals & Room Taxes
5,672,541
6,069,294
6,006,378
(62,916)
Street Lights/Star Fort Fees
42,078
38,160
37,165
(995)
TOTALS
35,820,353
35,717,875
37,261,859
1,543,984
Permits / Fees
FY17 ACTUAL FY18
BUDGETED FY18 ACTUAL FY18 VARIANCE
Dog License
47,373
42,000
42,408
408
Land Use Application Fees
5,525
3,400
6,375
2,975
Development Review Fees
376,290
350,296
505,008
154,712
Building Permits
1,547,484
1,294,640
1,300,429
5,789
Transfer fees
3,288
3,000
3,246
246
Electrical Permits
114,576
101,490
115,966
14,476
Plumbing Permits
27,397
18,920
23,403
4,483
Mechanical Permits
107,138
70,950
105,233
34,283
Sign Permits
5,150
4,000
7,575
3,575
Fire Permits and Inspections
2,140
1,960
2,880
920
Land Disturbance Permits
158,278
103,150
179,658
76,508
2% State Fees
6,612
11,000
1,124
(9,876)
Transfer Develop. Rights
600
0
200
200
Septic Hauler/Sewage Install.
650
0
500
500
TOTALS
2,402,501
2,004,806
2,294,005
289,199
5 3
Unspent Budgeted Expenditures
by category
Administration
Judicial
Public Safety
Public Works
Health I Welfare
Community College
Parks, Rec. & Cultural
Community Development
Transfers
TOTAL
Detail presented on following pages.
FY18 AMENDED
FY 17 ACTUAL BUDGET FY 18 ACTUAL FY18 VARIANCE
11,468,539 12,291,858 11,591,964 699,894
2,502,772 2,720,768 2,490,866 229,902
32,727,564 40,625,963 38,797,094 1,828,869
4,587,590
6,899,851
5,631,147
1,268,704
8,502,037
9,300,883
9,012,698
288,185
78,819
76,320
76,320
0
6,110,878
7,816,314
6,497,972
1,318,342
2,386,464
4,111,496
3,993,886
117,610
93,557,343
105,361,113
104,186,881
1,174,232
161,922,006 189,204,566 182,278,828 6,925,738
Budgeted Expenditures
by department
FY18 AMENDED
ADMINISTRATION
FY17 ACTUAL
BUDGET
FY18 ACTUAL
FY18 VARIANCE
Board of Supervisors
251,315
354,004
251,905
102,099
County Administrator
804,239
846,030
810,024
36,006
County Attorney
360,842
387,837
384,459
3,378
Human Resources
502,017
562,572
516,169
46,403
I ndependent Auditor
63,500
66,000
63,500
2,500
Comm. of Revenue
1,314,989
1,397,274
1,382,280
14,994
Reassessment
303,847
384,513
373,465
11,048
Treasurer
1,255,956
1,464,133
1,418,324
45,809
Finance
825,846
869,539
829,674
39,865
IT/GIS
1,342,059
1,579,248
1,522,836
56,412
MIS
603,348
587,372
575,308
12,064
Other
3,238,991
3,430,435
3,160,543
269,892
Electoral Board
425,502
162,493
119,166
43,327
Registrar
176,088
200,408
184,311
16,097
SUBTOTAL
11,468,539
12,291,858
11,591,964
699,894
6 4
Budgeted Expenditures
by department
JUDICIAL
FY17 ACTUAL
FY18 AMENDED
BUDGET
FY18 ACTUAL
FY18 VARIANCE
Circuit Court
63,476
71,500
68,305
3,195
Gen. District Court
25,645
21,545
17,793
3,752
J&D Court
18,425
24,909
20,763
4,146
Clerk
743,871
825,418
740,660
84,758
Law Library
11,258
12,000
12,374
Comm. Attorney
1,447,027
1,558,402
1,453,553
104,849
Victim Witness
193,070
206,994
177,418
29,576
SUBTOTAL
2,502,772
2,720,768
2,490,866
229,902
Budgeted Expenditures
by department
FY18 AMENDED
PUBLIC SAFETY
FY17 ACTUAL
BUDGET
FY18 ACTUAL
FY18 VARIANCE
Sheriff
13,107,640
14,565,786
14,150,153
415,633
Vol. Fire Depts.
975,617
1,385,857
1,201,533
184,324
Ambul. I Rescue
309,250
400,462
400,462
0
Jail/ Juv. Detention
5,675,952
5,670,699
5,667,459
3,240
Juvenile Court
152,957
178,107
113,427
64,680
Inspections
1,211,823
1,382,694
1,238,157
144,537
Fire & Rescue
10,009,771
14,708,338
13,899,448
808,890
Public Comm.
1,284,554
2,334,020
2,126,455
207,565
SUBTOTAL
32,727,564
40,625,963
38,797,094
1,828,869
Budgeted Expenditures
by department
FY18 AMENDED
PUBLIC WORKS
FY17 ACTUAL
BUDGET
FY18 ACTUAL
FY18 VARIANCE
Road Admn.
9,732
18,500
12,310
6,190
Street Lights/Star Ft
35,808
38,160
32,503
5,657
Engineering
386,173
434,349
362,852
71,497
Refuse Collection
1,196,342
2,958,558
2,285,452
673,106
Refuse Disposal
519,821
589,464
534,281
55,183
Litter Control Grant
21,917
30,317
17,961
12,356
Maintenance Admn.
573,691
647,025
606,096
40,929
County Ofc. Bldg.
1,250,222
1,466,988
1,098,546
368,442
Animal Shelter
593,884
716,490
681,146
35,344
SUBTOTAL
4,587,590
6,899,851
5,631,147
1,268,704
Budgeted Expenditures
by department
FY18 AMENDED
HEALTH/WELFARE FY17 ACTUAL BUDGET FY18 ACTUAL FY18 VARIANCE
Local Health Dept.
393,867
398,774 398,774
0
Ch.10 Board
343,440
377,784 377,784
0
Social Services
7,103,357
7,921,325 7,512,898
408,427
Area on Aging
63,000
63,000 63,000
0
Prop. Tax Relief
598,373
540,000 660,242
(120,242)
SUBTOTAL
8,502,037
9,300,883 9,012,698
288,185
Budgeted Expenditures
by department
FY18 AMENDED
COMMUNITY COLLEGE FY17 ACTUAL BUDGET FY18 ACTUAL FY18 VARIANCE
Community College
SUBTOTAL
78,819
78,819
76,320
76,320
76,320
76,320
0
0
Parks/Rec. Admn.
668,112
1,272,059
1,098,455
173,604
Parks Maintenance
1,118,089
95,792
97,307
(1,515)
RecCtr/Playgrnds
2,505,860
2,724,051
2,537,763
186,288
Clearbrook Park
414,704
1,129,357
817,098
312,259
Sherando Park
461,756
1,507,154
859,448
647,706
Regional Library
942,357
1,087,901
1,087,901
0
SUBTOTAL
6,110,878
7,816,314
6,497,972
1,318,342
Budgeted Expenditures
by department
FY18 AMENDED
COMMUNITY DEV
FY17 ACTUAL
BUDGET
FY18 ACTUAL
FY18 VARIANCE
Planning
1,043,068
1,202,552
1,109,323
93,229
EDA
1,052,745
2,582,770
2,582,770
-
Zoning Board
3,584
6,313
6,001
312
Building Appeals
0
561
0
561
NSV Reg. Comm.
45,915
58,359
58,359
-
Soil & Water
7,000
7,000
7,000
-
Extensions
234,152
253,941
230,433
23,508
SUBTOTAL
2,386,464
4,111,496
3,993,886
117,610
Budgeted Expenditures
by department
FY18 AMENDED
TRANSFERS FY17 ACTUAL BUDGET FY18 ACTUAL FY18 VARIANCE
Transfers I Contingencies 93,557,343 105,361,113 104,186,881 1,174,232
SUBTOTAL 93,557,343 105,361,113 104,186,881 1,174,232
GRAND TOTAL 161,922,006 189,204,566 182,278,828 6,925,738
General Fund Unreserved Fund
Balance
$45.4 million
Policy minimum $30.8 million
10 s
"Frederick Count
y Public Schools
i� ... to ensure! all students an excellent education
EXe0u8ve D1mftdF1nw=
DATE: September4, 2018
cane»Ypftskilnet
TO: School Board Finance Committee Members
David T. Sovine, Ed.D., Superintendent of Schools
FROM: Patty Camery, Executive Director of Finance
SUBJECT: Financial Reports for Fiscal Year 2017-18 r
Attached are the year-end financial reports for fiscal year 2017-18. As of the date of this report,
the financials are unaudited. Included are the statements of operations for all funds managed by
the school system. This report summarizes the key activities within each fund.
Table of Contents
Fund
.Report
School Operating Fund
Page 3
School Nutrition Fund
page 8
School Textbook Fund
Page 10
School Capital Projects Fund
Page 12
School Construction Fund
Page 14
School Debt Service Fund
Page 16
School Health Insurance Reserve Fund
Page 18
Northwestern Regional Educational Progratms Funds
Page 2b
Consolidated Services Fund
Page 22
Special Grants Fund
page 24
Private Purpose Funds
Page 26
Please refer to the respective financial statement as you proceed through the text.
11
School Operating Fund
The unobligated surplus for the fiscal year 2018 school operating fund Is $186,879, which Is 0.11% of the
$162,796,518 total school operating fund budget.
The operational highlights of the fiscal (and school year) 2017 2018
• - Expanded the Instructional coaching model to all elementary schools to collaborate with teachers
through targeted professional development and instructional strategies directly benefiting students
• Implemented a pilot preschool program at three school sites funded entirely by a federal grant
• Provided a division average 2.5 percent salary Increase for all staff
• Replaced 11 school buses
• Served 13,444 students compared to a projected 13,403 student enrollment
Summary budget statistics
1. The original (beginning) budget for the school operating fund for FY 2018 was %S9,879,495.
2. Budget adjustments of $2,917,023 resulted In the current budget balance of $162,796,518 and
Included the following:
a. encumbrance or undelivered commitments of $1,032,256
b. carry -forward restricted grant receipts of $285,004 from FY 2017
c. carry -forward surplus funds for school buses of $997,265 from FY 2017
d. supplemental appropriation far VPl+federal preschool grant of $502,499 .
e. supplemental appropriation for NOAA Grant of $10g000
Summary financial statistics
1. Actual*FY 2018 revenues in the school operating fund were $161,105,696.
2. Actual FY 2018 expenses and encumbrances totaled $160,602,279.
3. Obligations for restricted programs in the amount of $316,338 are a part of the year-end surplus
. and are reserved for appropriation to FY 2019.
4. An unobligated amount of $186,879 remained at year-end.
Key factors contributing to the school operating fund surplus are shown In the chart below.
r`�_' Budgetw� Actual variance
`State Sales Tax revenue $ 34,637,446 $ 13,884,503 ($752,943)
Budgeter savin�s in payroll expenditures �_ $130,899,382 $130,228,999 $670,383
Budgetary savings In schools and departmental $ 24,111,161 $ 23,841,722 _ _ $269,439 i
endltures 1 Unobligated Sarp!us for FY 2018�$186,879 f
The remaining portion of this section explains the financial activity and resulting variances.
12
Understanding the Operating Fund Variances
The financial statement for the School Operating Fund is presented in a format reflecting two components
of financial activity: unrestricted and restricted programs. The majority of the school division's programs
and operations are funded by state and local funds in the unrestricted component. While the school
division must maintain minimum standards of quality with a mandated local mate in most cases, the local
school board allocates those funds with discretion aligned to planning goals. Therefore, the expenditures
In this component are referred to as unrestricted.
The restricted program section shows the activity of grant funds received for specific use on designated
programs. The budget and related financial activity align with the grant award amounts and spending
period, creating budget to actual variances which tend to be misunderstood as local surpluses or deficits.
For this reason, the format shown Is designed to assist the reader with the distinction between the two.
Summary of Revenues and Expenditures
Unrestricted revenues exceeded expenditures by $599,249 [line 11]. The variance for each revenue source
and expenditure categoryis described in the following text. This amount is offset by $95,832 In restricted
program variances [line 141 resulting In the total operating fund surplus of $503,416 [line 25], which is
reduced by $316,538 in carry -forward obligations. The final result is $186,879 in unobiigated surplus for
FY 201&
Unrestricted Revenues: $154,363,225 [line 61
Local Sources [line 11
> $838,858 in miscellaneous local revenue was received, Including fees and charges to students and the
public, as well as billings to other agencies, gifts and donations, rebates and refunds, rental charges for
the use of school division facilities, and eltate reimbursement funds. Funds received from these sources
were less than projected by $21,973.
Commonwealth [line 2]
> $73,315,350 In state revenues were received Including Standards of Quality (SOQ) funding, sales tax
receipts, Incentive funding, categorical funding, lottery funds, and some miscellaneous funds were less
than budgeted by $1,049,410.
> SOQ funding was less than budgeted by $114,538 due to less than projected average daily student
membership qualifying for SOQfunding.
D sales tax funding was significantly lass than budgeted by $752,943 due to June accelerated sales tax
accounting changes as adopted by the General Assembly.
D All other state funding received was less than budgeted by $181,929 due to enrollment changes in specific
groups such as foster care and regional special programs.
Federal Government [line 31
➢ $3,375 in unrestricted, federal program revenues were received. A small amount of funding is provided
each year based on the amount of federal land In the county. There Is no notable variance in this section.
Local Government and Transfers [lines 4-51
> $80,205,632 were received from the county's General Fund — local government dollars. This total
includes the prior year encumbrance and grant obligations, as well as the current year funding support
from the local govemirig body.
13
School Operating Fund — Continued
Unrestricted Expenditures: $153,763,966 [line 10]
Instruction [line 71
D $113,413,334 were expended for Instructional purposes and Includes costs incurred for classroom
instruction, student support services, library and media services, Instructional support services, and
school administrative offices in the areas of regular education, special education, vocational education,
gifted education, and the other categories of instruction. Seventy four percent of all expenditures are in
this category. The positive variance of $396,838 is attributable to expenditure savings in personnel, school
budgets and instructional departments. .
Instructional and Administrative Technology [line 8]
D $6,994,153 were expended for costs associated with division technology - instructional, administrative,
and operational categories, Savings In employee compensation due to personnel turnover provided some
funding to address device replacement cycles.
Support Services [line 91
D $33,356A78 were expended for costs associated with supporting the operations of the school division,
Including administration, services related to students' attendance and health, transporting students, and
maintaining facilities. Savings In employee compensation in other categories provided additional funds to
address facilities maintenance. The $647,4i8 positive variance Is due to personnel, vehicle maintenance,
and utility savings.
Restricted program revenues and expenditures [lines 12 -14]
Restricted Programs provide funding for specific Initiatives. The majority of these revenues are based upon certain
student populations or capabilities. Restricted program funding is associated with spending criteria as well as
reporting criteria. The vast majority of restricted revenues come from the federal government, but a few are from
state or miscellaneous sources. Restricted program revenues totaled $6,742,481 for FY 2018, and program
expenditures totaled $6,838,313. The resulting negative balance of $95,832 represents an amount of additional
local funding toward those specific program budgets.
FY 2018 Operating Surplus (Revenues in Eaccess of Expenditures) $503,416 [lines 15-171
The total operating surplus for FY 2018 of $503,416 is reduced by the amount of revenue received for a special
purpose, but has not yet been encumbered. These funds are considered obligations against the surplus funds,
total $316,539, and include: 1) $165,804.77 for SOL Algebra Readiness, 2) $86,472.65 far the Apple Federal Credit
Union mentor teacher program, 3) $6,937.67 for eRate, 4) $8,659.03 for project graduation, 5) $46,587.98 for
Chain of Checks mental health support, and 6) $2,075.61 for the VA Star program. A separate appropriation
request wip be submitted for these amounts to be approved by the Board of Supervisors. The unobligated surplus
for FY 2018 Is $186,879.
14
FmdarKcounW Publk Sdwcb
SchoolOpmtlm Fund
Year Ended June 30, 201S
summm
8MM*a0mlDcd hmswAm
P "WatrantheQommoa "uh
Bwww *amtM Fadard 6avffitanetR
Ravmm awn twd 6av*mlm 8o*
W TOTAL REVENUES
b"Mm hm
bdnWAm-RatMed PtaW-
Tadm*W - hubuteomi & AdmtnMtM9m
SWPM
(B] TOTAL EXPENDITURES
•Aeao48eedyeaafpm-adodeeawm�beenw
(C) REVENUEOVEREXPENDITURES
(al
IN
(c)
(dl
lal
2016,17
201748
2017.16
2w-a
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ACWIP
AdhMW
Actude
apt
swim
dud ar
Ad&BudM
$ SK746
$ 967,716
$ 1,087,028
$
997,325
$
153AN
$ 72.102,244
$ 75,982AM
$ 75,SB8,966
$
74,564,843
$
DA2=0
$ 4,663.936
$ 9037,745
$ SOMA"
$
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$
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7OAl2AN
77ABVW
80,aas sa¢
S
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0
$ 1543656M
S 159,879A95
S 162,786,518
S
167.709,686
S
U,MUM
$ 108.546,079
$114,780,872
$ 218,810,172
$
1344UJ04
S
3WP8
6.A5 AM
7,201,672
7A60.887
6,B All
1,122,073
7A01454
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31077,601
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647A18
$ 158,083,263
S 1S9 mA95
$ 182,796,518
$
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S
2.144.238
$ lon-W��.
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$ 708r620
S 901,546
S B6a881
$
88%M
$ PIX3)
S 71, sou
$ 74A04,930
S 74,3%759
S
nAI%350
$ (MAIM
31,244,151
SXSMA73
52,994,173
62,4 "S
(114,a)
14,5W,987
14,637A46
24ARA46
13,8MAN
(731,543)
513po
88%329
88S.=
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(579)
88,762
9% i' 38
80,538
106412
15074
070,M
519800
3P343444
S,779ASS
(20SAW
272,136
211,6Yf0
02,329
180,588
SAM
S v"
S 5Ao
S SAGO
$
3,57S
S tt s2s)
S JXdM
$ 617A78
$ 2A32.002
S
2,832,002
-
$ 75A98S78
$ 77,2nA9
$ 77.273M
77,273A010
S
$ 14S,873,097
$IBA02,984
$ 15By4MAn
S
S4,B63,21S
S pA78,007)
M
mttru mm
$ 108AMP9
$ 114o-BOA72
$ 113,e10.172
S 123A13.'M $
396,838
a
Re6uW Eduo*m
80-RB% 84
84,SWAn
8MM007
94,14%M
322,8D8
b
Spada ahma lon
17,944A84
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19Ae4,336
19AX919
29A27
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7A91854
7,75GAW
7,710,01
7,670,075
40.216
d
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9WA16
93700
M230
830,484
1.745
a
0tbar EdUcaft
tM.666
3,374613
290
2A14M
L"
r
3Wrmwsdmod
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223A82
764,i1y
296,729
782
8
AddtEdum§m
I%U4
NA14
16955
IAM
-
NJ
Mdmcdm8l6LAdmftWMnTcdmdo8fr
S 7A01A54
$ %710,M
$ 7A E4=
$ q,894,153 $
27,910
a
babueBandTYdaata8y
902 %5i4,
1.068,SY2
1.IWA22
'I33R811
3.011
b
kdnwdmW &WpmtTad&u*W
3A57AU
8,534,7"
8,584.653
31377,066
17,585
c
Admhlgbatl"&R2p0rLTadwwkw
2A1%681
ZAA720
Z293ASO
2,286,276
7,314
(g)
S
$ 81,077AM
S 81,1B8, U
S 840a 06
$ 23olKA78 $
547A18
a
a Admtnbtmtk , Attendance & MOSM
462 AW
7,219,473
7, WAS
6,MAM7
18W7
b
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16MA72
'
9,1MAn
14073,=
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183,817
c
opwmu*A w maw
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14,044,wi1
ISY423
IS-Mk746
2a2,281
d
FadMW
340,924
20DAU
a AAM
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a
FlmdTrandus
559,M
5nx2
590,384
M•0
-
(20)
Umatblctad Bgrandb-
$ 147,0MAN
5152,877. M
$ 154,836,131
$ 152,763A86 $
1,072.166
[IQ
UnresUlctadRwv=uaOvor/(Undajbq ma
$ SA47a62
i $0,240
Nmaaaamw rotaMev r&vW dw wmundagti
6
15
Year Ended JDne 80, 2M
to)
[b]
(c]
(d]
!01
26 m
2017d8
2017-IB
201748
voonce
AMW*
caginm
Adjusted
Aetnal&
frmn
Btpi6at
_•v-�.prui -_t
----•
_ Allbalala8t
RananaeiromLocayOtherSaaoas
$ 283A26
$
6GA70
$ 17ma
$
158A67
$
{17,7z5)
a
b
eAateProgrem.
ofts tosuccOU4440 redomlcu
124414
36,170
MAN
2M%
a
ILOAA6taet
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d
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22,551
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-
.
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SB,825
(11172
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Reaenuaifmat7oinmanWeal01
$ 1,047A02
$
1,577,996
$ 1,MA09
$
1.2MM
$
27,265
a
b
R%lmWhrve dleOeterd wft tar
SbedalEdueetlolt-ts,kll
S62,026
M856
572.000
96A00
S86,S08
96,670
584,992
�y61
e
S*ftadln8bftreotlon
175,611
173,831
Iv+�
9SAW
�A"
(i,520)
d
0
SOLAlgebm Raadbtam
OMerSWU Programs
119,747
117,901
u7,
119,946
2%620
2"
f
��„ems
9%962
99,284
247,775
2466774
OXI)
Reveau Feder BOVeryap@ret
-
$ 4,661,806
$
527A0D
%M745
44
$ %965,=
$
S,33$520
¢
103MM
a
b
Tltk t ParthdD
lRk(,PaRD
iS,S11
,�
1,761,516
i,66grq�
1,6MAS7
(64A17)
o
tRlebPartAbnproveTeacharNrelRY
98,988
228,955
52d=
Z58A37
87,736
43.888
04A24)
d
7Rh6kPmtALEP
39,965
MA94
45%065
107,243
242,=
47.161
(216,471)
(6g08TJ
e
f
IRIeV489>EARegrdeir
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2,54M%
2,605,823
$660,976
2AB9,180
(18%846)
8
Pmidnsvomumml
44,%2
44,592
44,5M
44A93
1
h
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246,981
14%M
148,637
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i
Bt =Appmp kft
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782,974
71S,64S
(67,832)
[u]
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$ 5,892A94
$
6,676,911
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$ 7,360,296
$
6,74?A81
S
5)
(617,e1815)
RMArlcted P, M m Eit dkurea �::' • . .
a
b
that Program - -
eddgeatoSuoaeta-AppfefadwdOJ
7We
36,170
42,939
85.995
6;996
a
ROAAGraat
80A00
97,919
S1g47
66A73
d
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23,203
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3%295
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rha6r ofGmdaMWI Hwft
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-
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-
8
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SOLft264,619
ebra Raedtn
178.5a5
287,696
i92,938
287ABB
257.096
an
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OlmspeddStatepram
91m5grams
1 SAW
143,229
339,084
176AM
isms
350,6S5
as%m
20A95
I
TItk4PartD
1.DSM
1,761,516
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1,603A58
MA17
m
W&ILPmtAbnpwwTesdwrcivlW
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128
137,679
258AS7
83,740
49DA6S
41,817
44A24
n
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242,566
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2,646,M
146,481
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An
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-
r
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2
774
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906723
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6.057,928
S
a7g2D
-
143AN
(14]
ResidctadRevmrasOv�/{Uader�6tpensa
_
7.201,67t
S 7,960987
S
6.8SBS33
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$ (65.4941
11%
AU Revmua Ove Iftdar) ftease
S
0>S.N21
I161
Otppted Pwalp- Baal Programs
(171LOCALFUWD5UNRE5MCMDANDO[ MUGATMATJUNE80
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$' ' 997�21i
13
.:(4l+�`�
•188,6ie
Numb-r4Wmtaddoarxe*&m to m mdlap,
7
16
School Nutrition Fund
The food service operation completed the FY 2018 with revenues In excess of expenditures of $225,438,
which Increases the fund balance to $2,640,430. Of this fund balance, $232,432 Is the value of inventory at
year-end and is categorized as non -spendable. The School Nutrition Services Program served meals over 177
days.
Even though the fund continues to realize a profit, revenue was less than expected due to a decline in the
number of students buying meals. On average, 46 percent of the student membership participated in the
food service program. Expenditures were significantly less than expected for the associated number of
meals served.
1,095,393 lunches and 370,098 breakfasts were served throughout the 2017-2018 school year, which were
53,000 less meals than budgeted. The lunch prices for a full meal were $2.60 for elementary, $2.85 for
middle, and $2.85 regular lunch/$2.95 pizza lunch for high school students. Other items were sold on an
h la carte basis. The division food service operation produced an average of 13.34 meals per labor hour —
8,332 equivalent meals daily. As of June 2018, 35.7% of students were eligible for free or reduced -priced
meals.
Compared to budget, revenues were $194,733 less than expected. The variance is the result of two main
components: lunch sales and federal meal reimbursement through the National School Lunch Program.
➢ Lunch'sales for full -priced meals were $322,777 lower than expected. This variance Is attributed to
less than expected number of students participating who pay full price for meals and three less
serving days due to inclement weather.
➢ Federal subsidies were $60,940 greater than planned. This Increase In revenue reflects changes in
student meal participation patterns.
Expenditure Variances:
Compared to budget, expenditures were less than expected. $2,179,851 of the total expenditure variance
represents excess appropriation of prior year fund balance. The excess appropriation Is carried forward to
use if needed. The other operational variances are the result of the following:
➢ Labor cost was $329,733 less than planned. Productivity gains were realized and overtime and
substitute costs were less than anticipated.
➢ Food and supply costs were $185,914 less than planned primarily due to less participation and three
less serving days. The average food cost per meal was $1.18 for FY 2018, just below the prior year.
➢ Contracted services, utilities, travel, and other miscellaneous expenses ended the year with a
positive variance of $1,18L
17
Frederick CounW Pul)vc 5dtools
School Nutrition Fund
Year Ended June go, 2=
(al
(b)
Id
[d1
[el
Mimed
Variance '
Actual
Actual
Budget
2U748
Actual
1
from
AdI.eg0r�t
• (1i aatanae�yl
$V9,g8
$%942.843
$
2,Z76,509
$
2A34.992
S
13MM
Bad
W tatmatoneank0eposlte
$ 4,OB5
$ 9AW
$
7,044
S
27,981
$
20,937
101 TypeAlundtes
1,539,600
11532,909
2,789,834
1417A57
(322,777)
141 fled t Program
MA76
143,709
157,79z
SUN
4AM
151 A90&MBOleswWAdults
566,691
619AGO
61"16
624,554
13.638
(6J OdurRecelpts
(71
78444
69,785
f%M
71,515
20,793
State Sdtool Fed Payments
89=
96.04
98,609
IMAM
4,599
I01 FederaltarotsBetmbursement
2A69,058
2,56%918
21SK232
2105,172
60,99D
(91 Ransfers From School OYamtwg
5,873
�611 166
7,000
19=
12 922
114 Totelaevenaes
$4,669As4
$5,042ASS
$
s,z76,149
$
5AWAIS
$
(194,739)
Total Revenues and Beg rialog Belence
6,448,962
6198509
7.552,658
7A86A08
111 sdarbs
1121 Fringe Beneflta
$1,759A99
Sl.M735
$
2A24.828
$
1,785"
$
237,985
033 Cmrbadua! services
a%765
591"
837"
74%=
91,747
(141 UUMIM Travel and Atlsc
61,946
slim
65,936
51.567
90,248
70,516
90,247
69,336
1
%90
I1s1 food and Supplies
1,99 AM
1,944,949
2,263,774
1.977,860
20,%4
Do Cadfal outlay
Men
14,987
166.095
i86,p95
1171 AppropdatlonFund Bel. -Prtoryear
-
2,179,851
2,179,651
M1 Tomew dttures
$4,906.119
$4,570AB7
$
7,55'465e
$
4A55A"
S
2,69%679
M Over/[Under)Hapandidues
$ 383-435
$ 472,10
$
$
MAN
[261 BateamJtma60
1
q 2
s
®2,6MABO
lu1 BalanceNonspendaM%inventory
$ 272,,504
$ 235,775
$
23ZA32
(221 BaOnceCanmeted
$1.M.e99
$2,179A17
$
X407AN
Nvm6era mayaot add awre�grdas to ,
9
School Textbook Fund
The textbook fund finished the year with an increase of $224,696 resulting in a fund balance to $2,911,443.
The primary source of revenue for this fund comes from the Standards of Quality funding provided by the
Commonwealth. The state funds require a local match equal to the composite index percentage.
Beginning fund balance for the School Textbook Fund was $2,686,747. Revenues plus the beginning fund
balance provide for the total available funds of $4,187,033. 'For FY 2018, state funds of $895,167 plus
$570,512 in local matching funds, and $34,607 in miscellaneous receipts for interest and fees totaled
$1,500,286 in revenue.
Textbook purchases were made for replacements of worn textbooks, social studies textbooks for
elementary, middle, and high school levels, high school science, and lReady software licenses. Total
expenditures on textbooks and related activities equaled $1,275,589 for the year and were significantly less
than expected. A small portion of the expense total Is for a position attributable to maintaining the
textbook inventory.
The textbook fund balance Increases and decreases over time as it supports the year-to-year disbursements
driven by the timing of required textbook adoptions. Textbook fund balance Is committed to the next fiscal
year to support required textbook adoptions.
10
19
Frederick County Public Schools
School Textbook Fund
Year Ended June 30, 2019
[al
(b)
[al
[d]
le]
2015.16
201&17
2017-18
2017-18
Actual
Actual
Bud yet
Actual
Variance
(1) Balance July 1
$ 1,077,501
$
1,714,833
$
2,458,893
$ 2,686,747
$ 227,854
Revenues:
[21 Interest on Bank Deposits
$ 3,882
$
12,196
$
5,000
$ 32,635
$ 27,635
[31 Sate of Textbooks/ Lost Fees
1,532
7,768
6,500
1,971
(4,529)
141 State Reimbursements
788,171
884353
896,478
895,167
(1,311)
151 Transfers From Other Funds
469.739
SSL345
570,512
570 512
p
[61 Total Revenues
$ 1,263,324
$
1,462,662
$
1,478,490
$ 1,500,286
$ 21,796
Expenditures:
[7) Salaries
$ 17,089
$
17,471
$
17,970
$ 17,971
$ (1)
[8l FrinBeBene its
4,204
4,405
5,157
4,855
302
[9) Contractual Services
1101 Payments to Publishers
[11) Planned Carr&rwerd to Next Year
604,699
468,872
2,498,275
1,252,764
1,245,511
— XAM981
415 981
[121 Total Expenditures
$ 625,991
$
490,748
$
9,997,383
$ 1,275,589
$ 2,661,794
[13) Revenues Over/ (Under) Expenditures
$ 637,333
$
971,914
$
(2,458,883)
$ 2,683,589
$ 224,696
[14) Balance June 30
714 833
$
2,686,747
$
- _
2 9 UM
(15) Balance Committed
$ 1,714,833
$
2,686,747
$ 2,911,443
Numbers may not add correctly due to rounding.
11
20
School Capital Projects Fund
The school capital projects fund is a separate fund intended for the purchase of capital Items that are not
provided for in the annual school operating fund. This fund typically receives revenue from the local
governing body through direct appropriation or through the transfer of funds from prior year remaining
balances in the school operating fund.
The beginning fund balance of $1,220,062 and transfer of $3,088,287 from Frederick County Government
was used to purchase 11 school buses, replacement vehicles, Information technology device replacements
and the following maintenance projects.
• Roof replacements and repairs at Orchard View and Redbud Run elementary schools and NREP
• Playground replacement and repairs at Armel Elementary School and NREP
• Cooling tower replacement at Sass -Hoover Elementary School
• Safety and security upgrades at the middle and high schools and DJH
• Public audio system replacements at James Wood Middle and Sherando High Schools
• Storm water modifications at Miilbrook High School
• Tennis court resurfacing at James Wood High School
• Softball land and field upgrades at Sherando High School
• Painting at Redbud Run and Stonewall Elementary Schools
As of June 30, 2018, these projects were in various stages of planning, completion, or payment. The balance
of $1,397,186 will be carried forward into FY 2019.
Some of the items listed above should be supported by a sufficient funding level In the operating fund
because they are part of the larger scope of the annual operating responsibilities -of the school division.
Restoration of such funding in the operating budget will allow for this fund to return to the practice of using
It for special projects outside the operating fund norm, yet too small in scope for the construction fund.
12
21
Frederick County Public Schools
Sch001 CIPltai projects Fund
Year Ended June 30, 2018
Ia]
@]
Ic]
Id]
[a)
variance
201E-16
2016-17
2017-18
2017-18
from .
Actual
Actual
Budget
Actual
Ad{usted
z -
-
Bu -
[1] Balance July 1 $ 647,957
$ 4,099,481
$1,364,367
$ 1,220,062
$ (164,305)
Revenues: ,
I21 Other Receipts
[3] Local Funds - Frederick County $ 4,314,747 $ - $3,098,287 $ 3,088,287 $
(4) Transfers from Other Funds - _
Total Revenues
$ 4,314,747
$ -
$3,088,287
$ 3,084287 $ -
Expenditures:
[6]
Capital Outlay
$ 863,222
2 879 419
$4A72AS4
$ 2,911,163 $ 1561&1
[7]
Total Expenditures
$ 963,222
$ 2,879r419
$4472654
_$ 2.911,163 $1,M,491
181
Balance June 30
$$ 4®
1220,062
$
1 97 i8fi
[91
Balance Reserve for Encumbrances
$ 1,332,857
$ 734,367
$ 1,003,150
[10] Balance Committed
$ 2,766,624
$ 485,695
$ 394,036
Numbers MY not add cnrrectiy due to rounding.
EK
22
Construction fund
The active construction projects for FY 2018 were replacement FCMS completion and construction of
the twelfth elementary school.
A project -to -date summary Is shown below and Is provided In a different format on the financial
statement. The amounts shown In bold represent active project balances at year-end, which will be
automatically re -appropriated in the next fiscal year to continue the project.
P"kgM nt FCMs,.
Beginning project amount
Expenditures throuOJune 30, 2018
O/5 Encumbrances ! June 30, 2018
Remaining project balance
Cash received — bond proceeds
Cash received —premium proceeds
Cash received —Interest earnI gs
Cash received —easement proceeds
Cash transferred to other projects
Cash disbursed for project
Apc nts Payable @ June A 202B
Cash/A/P balance @June 30, 2018
Fourth High School:
Beginning project amount
ExpendituresthroughJune 30, 2018
O/S Encumbrances 0 June 30, 2018
Remaining project balance
Cash received— bond proceeds
Clash reoebved—premium proceeds
Cast received —interest eamings
C3sh received --proffers
cash trarafetred-unmated fund
Cash received from other projects
Cash disbursed for project
Accounts Payable @ June 30, 2018
Cash/A/P balance @June 30, 2018
i2! Eiememamsdmi:
$ 49,500,000.00
Beginning project amount
$ 28,500,000.00
$(49,500,000.00)
Expenditures through June 30, 2J)18
$( 1,840,115.93)
S( 0.00)
O/S Encumbrances 0 June $0, 2018
S( L468.295.311
Remaining project balance
a Zap
$ 46,840,723.67
Cash received — bond proceeds
$ 6,307,612.80
$ 4498,400.95
Cash received —premium proceeds
$ 446,105.85
$ 108,645.05
Cash received —Interest earnings
$ 18,302.67
$ 12000.00
cash received —other sources
$ 1,900,000.00
$( 2,1W,769."
cash transferred from other projects
$ 59,754.05
$(49,SW,000.00)
cash disbursed for project
$( 1.739,610.05)
S( 0.00)
Accounts Payable @ June 30, 2018
S( 100.505.88)
g 0,00
Cash/A/P balance ®June 30, 2018
S 6A
$ 6,000,000-00
Amrai Additionic
Beginning pact amount
$ SOOAOO.00
$(5,321,78BA5)
Expenditures through June 30, 2018
$( 471,563AO)
S( 236=ant
0/3 Encumbrances 0 June 30, 2018
S( 7.770.001
Remaining project balance
S
$ 2,734,850.00
Cash received — bond proceeds
$ .00
$ 209,216.97
Cash received —premium proceeds
$ .00
$ 4,73358
Cash received —Interest earnings
$ .00
$ 1,200,000AO
Cash received — proffers
$ 500,000.00
$ 1,300,ODM00
Cash disbursed for project
$( 471,563.00)
$ 230,10.17
Accounts Payable @ June 30, 2018
$1 0,001
$(5,921,786A ,)
S( 0.00)
S 35� 7.213.?7
cash/ A/P balance as of June 30, 2018 S®
14
23
Debt Service Fund
The year-end balance In the debt service fund is $20,823. The fund balance is carried forward to offset the
local share of debt service In the next fiscal year.
During the fiscal year, FCPS received $127,343 in refinancing credits from VPSA and $277,865 from the
federal government as an Interest rebate subsidy for the Qualified School Construction Bonds (O,SCB)
program. Additionally, $15,972,475 was received from the county. These revenues plus the beginning fund
balance were used for the principal, interest, and administrative expenses forthe 31 active debt issues.
The FY 2018 principal, interest, and debt management fee payments totaled $15,769,851. A transfer of
$617,478 In excess revenues over expenditures was made to the School Operating Fund. The end of year
fund balance is $20,823 and will be used toward the FY 2019 debt obligations.
A summary of the outstanding indebtedness is shown below.
Outstanding debt at June 30, 2017 $113,727,118
New debt incurred during FY 2018 $ 6,320,000
Principal payments on existing debt during FY 2018 9110,794,5831
Outstanding debt at June 30, 2018
16
24
Frederick County Public Schools
Construction Funds
Year Ended June30,2018
Ell mricelulyi
12)
InterestIr=ne
(3)
Proceeds from Bond Sate
(41
Other Racelpta
151
Miscellaneous
161 7t1w Revenum
1a1 1b1 lei 1dl
ctunmulative
PM)eet pdwyeaw 2017-2016 Pro
. led
Budget Receipts Aftel Reeelpta Receipts
S - S 1081002
84AVDA00 49,575,574
7,549,801
S 84'som 0 $ MUM
2,150,32A
S 23,660 $ 1310681
6,320,000 55A895,574
433,720 7,983,521
0 -
6,777,399 $ 64,010,776
lei
[b)
(el
Ed]
Eel
M
Grrraaulattve
Renteming
Pro)aet
Prior Yearn'
2017-2018
Pf*d
outstanding
Preleet
eadRet
SgmdRuresm
.—_Actual—
diturw
RnWrobrenres
Balance
ExpandhUrem
(7)
ReplacementFCM4
$ 49,500,000
$ 48,252AN
1,247,301
$
49,=,ODD
$ -
$
-
181
Amal0amentmgAddtions
500A00
471,563
0
$
471A63
$ 7,770
$
20A67
191
Twelfth ElemerrtmySdmol
2%900A00
1,050^40
769,912
$
1,840,116
$ 4468,M
$
25,1=89
1101
Faurth High WOW -Land & Oedga
6,000,000
5,D8,591
13,195
$
5,321,786
$ 236AOD
$
442,214
(111
Total M"nc tturm
$ 8413WI000
$ 55,08308
2,05 AN
$
57,193,465
$ 1,712tM
S
250069
1121 Bat8noaJuna30
Nemberem8yn0t0dd irydu9tanwnuft
is
25
Frederick County Public Schools
Debt Service Fund
Year Ended June 30, 2018
[a]
[b]
[c]
[d]
le]
Variance
2017-18
frorn!
2015-16
2016.17
Adjusted
2017-18
Adjusted
Actual
Actual
Bud et
Actual
Budget
[1]
Balance July 1
$ 287,524
$ 113,879
$
20,629
$
30,470
$
9,941
Revenues:
[2]
State VPSA Credits
$ 76,264
$ 94,742
$
127,343
$
127,343
$
-
[3]
Federal - QSM
277,270
276,973
275,782
277,865
2,083
141
Local Funds - Frederick County
14,626,151
15,972,47S
i5,972,475
15,972,475
-
[5]
Transfers from odd Funds
[6]
Total Revenues
$14,979,685
$16,344,190
$
16,375,600
$
16,377,683
$
2,083
Expenditures;
M
Principal Payments
$10,119,992
$10,863,296
$
10,784,583
$
10,784,583
$
-
[8]
Interest Payments
5,017,438
5,547,9S3
4,969,168
4,969,168
$
_
[9]
Miscellaneous
15,900
16,350
25,000
16,100
8,900
[10]
Total Expenditures
$15,153,330
$16,427,599
$
15,778,751
$
15,769,651
$
8,900
[11]
Transfers to Other Funds
$ -
$ -
$
617,478
$
617,478
[u]
Belence June 30
$ 113,879
30 70
$
-
$
20,823
[13]
Balance Assigned
$ 113,879
$ 30,470
$
20AM
Numbers may not add correctly due to roundbrg.
17
26
Insurance Reserve Fund
The Insurance reserve fund accounts for premiums received and health claims paid for participating
employees. The fund balance Is generated from medical and dental premiums paid by the school system
and employees exceeding Insurance carrier payments for those claims. Likewise, the fund balance could
decrease for claims exceeding premiums paid. A range for projected claims expense and health care
utilization is prepared by the Insurance carrier. Premiums are set within the projected range.
The health Insurance program provided coverage for just over 1AW FCPS employees and retirees plus their
dependents. The program includes two medical plan options, one vision, and one dental plan —all provided
by Anthem, The two medical plan options are known as KeyCare 25 and the Health Savings Account (HSA).
Column [a] shows the current year activity compared to expected and maximum levels shown In columns [c]
and [d]. Medical and dental claims, affordable care act and other expenses for FY 2018 were $19,431,557,
below the expected level of $19,783,734. The Insurance reserve fund year-end balance decreased by
$41,408 to an ending balance of $2,476,552. The fund balance equates to just below two months of claims
activity. The fund balance Is assigned to support future health claims.
Columns If] and [g] provide a range of activity projected for FY 2019. Overall, the fund needs to support
about $2L1 million In expected claims for the FY 2019. It is important to maintain a fund balance sufficient
to support claims exceeding the expected level.
is
27
Frederick County Public Schools
Insurance Reserve Fund
Year Ended tune 3D, 2018
[a1
[bl
Id
id]
[a]
1fl w
Maximum
Maximum
Actual
Actual
2
Expected
Actift
2o1,-e
Bairn
Uab0lty
241Z:z
Actual
zo 7 M
A�edit claim
iability
201M
I1]
Balance July 1
S 9,639,783 $
1,878,863
$ 2,517,960
$ 2,517,960
$ 2,517,960
$ 2A76,552 $ 2,476,552 (1]
Revenues:
121
01
InterestonBank Deposits
Health Insurance Premiums
$ 15,395 $
16,34 AG
26,949
17,93%M
$ 20,000
$ 20,000
$ 74ASI
$ 50,000 $ 50AW (2]
[41
Donadans/erants/Other
1,SG5
16795
19,76%734
19,76%734
19,314,M4
21,095r400 21,M,400 M
_
1 E64
141
1$19,783,734
$19,783,734
$ 19,390,149
� $ 21,145AW $ 2414SAOD (5]
PI Total Revenues $ 16,362,945 $ 17,960,676
EWanditumac
[61 Contracted Activities $
UI Taxes $ Fees
251.263 $
1%603
$ lg8,Op0
$ 198,000 $
77,301
$ 90.00D $ 90,000 161
09 Supplies
6,184
4,280
6,964
2,203
7,255
11 Health
I�1 Dental Claims
iQ763,zao
16,022,741
18, GS06
21,235A47
' S,474
18,222,080
(81
19,925.400 2Z,914,210 911
1,098,057
10 00
1,120 I28
1 M,128
1 219,448
1.130,00D 1130 CQ0 1101
1211 Total Expenditures $
16,123,265 $
17,321,578
$19,783,734
$ 22,M3,575 $
19A31,557
$ 24145,400 $ 24,134,210 (11]
114 MvenMOver/(Under] Expenditures' $
(1,760,920) $
MOB
$ -
$ (2,769A41) $
(41,408?
$ - $ (2,988,810] 1121
[131 eatarmlune30 $
i 878 863
7.,517 qQA 14517
50
i51881
a A76552
$ Z 75 52 S 512 25s1 (19)
Num6ersmaYnetaddcova*dua to rayndit.
19
NQ
Northwestern Regional Educational Proms (NREP] Funds
Frederick County Public Schools Is the fiscal agent for the NREP program. The school divisions of Winchester
City and Frederick and Clarke Counties fund the program along with some federal and state dollars. The
NREP program provides intense services to multiple disabled students, emotionally disabled students,
autistic students, hearing Impaired students, deaf/blind students, and preschoolers with various disabilities.
The program also provides outreach services to daycares and homes, as well as occupational, physical, and
speech therapy services. About 250 students are served by this program.
Total revenues were $4,907,743 and were $282,822 less than budgeted. This amount represents a
reduction In the localities' contributions due to the distribution of the FY 2017 surplus of $315,243, as well
as positive variances In Interest earnings, tuition payments, and state grant funds of $13,444. Expenditure
savings of $742,057 were realized throughout the year. The residual surplus Is $453,144, which will be
credited back to the localities In FY 2019. The residual surplus was generated from vacancy and turnover
savings in personnel and reduced contracted costs for autism specialization services.
The NREP textbook fund concluded the year with a fund *balance of $49,524. The fund balance is
accumulated overtime and is assigned to future disbursements driven by textbook adoption requirements.
as
29
Frederick County Public Schools
Northwestern Regional Educational Programs (NREP) Funds
Year Ended June 30, 2018
[al
[b]
[C1
101
[el
2016-16
2MG-17
201748
201718
variance
Actual
Actual
Adjusted
Actual
from
OPER TEN UIYD
Budget
A4$udget
Balance at July 1
$ 21BA42
$ 294M
� $ 321,334
$
315,243
$ (6figi)
REVENUES:
Ill Interest
I21 Tuition
$ 1,615
$ 4,054
$ -
$
11,010
$ 31,010
131 Revenue from Commonwealth
4,646
37ASS
3,110
38,444
-
26,000
7,967
39A"
7,967
[41 Revenue from Federal Government
151 Local Funds- FredertcicCounty,
_
_
_
Winchester City, and Clarke County
4,666.066
4,721101
5,164,565
444=2
35 3
161 TOTAL REVENUES
$ 4,709,785
$ 4,767,709
$ 5,190,565
$
4,907,745
$ (2AS22)
EXPENDITURES:
I7] Instruction
181 Administration, Attendance & Health
$ 3,791,549
186,934
$ 3,884,791
$ 4627029
$
3,891,592
$ 382,937
(91 Pupil Transportation Services
-
1964475
=7
202,880
6,250
202,805
51858
75
392
[101 Operations and Maintenance
[11j Foodservlces
SWA97
607ASO
652,913
615,054
37,460
1121 FundTrandlers/Contingency
113) Technology
25,000
0
321,334
-
327�334
_ 5104
53,166
54.392
54,532
i40
[141 TOTALEXPENDITURES
$ 4,635,984
$ 4,744,708
$ 5,511,899
$
4,769,842
$ 742,057
[151 Balance at June 30
$ 292,243
$ . 3
1161 Balancecommitted
TEXT1300K FUND
Balance atJuly 1
REVENUES:
[1j Interest
121 Transfers from NREP Operating Fund
[31 TOTAL REVENUES
EXPENDITURES:
$ 292,243 $ 315,243 $ 453,144
$ 3BA93 $ 62,689 $ 65.o00 $ 63,010 $ (11990)
$ 163 $ 321 $ - $ 665 $ so
25,000 0 _
$ 25,163 $ 321 $ - $ 665 $ 665
(41 Payments for Textbooks $ 967 $ - $ 50,849 $
191 Payments for Technology Devices $ 50,84914,151 34,151
(5) TOTAL EXPENDITURES $ 967 $ - $ 65,000 $ 14,151 $ sou
Balance at June 30 $ 636010 -
(61 Balance Committed $ 62,60 $ 63,wo g 49,S24
Numbers may not add correctly due to rounding.
21
30
Consolidated Services Fund.
The consolidated services fund accounts for the transaction activity associated with building services
provided tp county buildings and the Handley Regional Library, as well as vehicle services provided to
the school division and outside agencies.
The transportation facility Is located on Route 522 south and Is equipped for fleet maintenance and
fueling services to support the school division. Services are also provided to some county offices and
departments, and volunteer fire and rescue stations. The facility operations include vehicle repairs, tare
changing, washing and fueling, and inspections. The facility b staffed by heavy-duty and light -duty
mechanics. Most of the service mechanics hold Automotive Service Excellence (ASE) certifications In
their respective fields. Fleet services are billed to user agencies on a cost recovery basis. The charges
are comprised of full recovery of all direct and Indirect expenses associated with the service provided.
FY 2018 revenues totaled $2,909,987 and expenses totaled $2,864,403. Revenues are over
expenditures by $45,584 which is absorbed by fund balance.
01
31
Frederick County public Sc hoob
Consolidated Services Fund
Year Ended June 30, 2018
[a]
[b)
101
1d1
[e]
2017-18
Variance
201546
2016.17
Adjusted
2017-18
from
Actual
Actual
Budget
Actual
Adj. Bu
Balance July 1 $ 359,970
$ 364,312
$ 527,493
$ 333,598
$ (193,05)
[11 Revenue:
121 Building Services
Billings to Regional Library Board
$ 51109
$ 3569
$ 9,000
$ 6,618
$
(2,382)
Billings to County Government
Sub -total Budding Services
2,789
$ 7,898
569
6,000 _
2,470_
(3,530)
$' 4,138
$ 15,000
$ 9,088
$
(5,912)
[31
Vehicle Services
BIIIIngstoFCPS
Billings to Outside Agencies
$ 2,148,191
$ 2,154,526
$ 2,571,276
$ 2,453,672
$
(117,604)
Other Receipts
397,678
372,247
486,123
445,717
(40,406)
Sub#otel Vehicle Services
-
$ 2,545,859
818
$ 2,527,591
108
$ 3,057,507
_ 1,510
$ 2,900,898
$ (156,608)
[41
Transfers from School Operating Fund
$ -
$ -
$ -
$
[51
Prior Year Encumbrances
$ _
$ _
$ _
_
$
$
_
-
$
161
Total Receipts
$ 2,553,758
$ 2,531,730
$ 3,072,507
$ 2,909,987
$
(162,520)
Total Receipts and Beginning Balance
$ 2,913,728
$ 2,896,042
$ 3,600,000
$ 3,243,585
(71
Expenditures:
[8)
Building Services
CauntVAdministration Building
Bowman Regional Library
$ 2,060
$ 569
$ 6,000
$ 2,470
$
3,530
Other Agencies
5'109
729
3569
91000
6,618
2,382
[91
Sub -total Building Services
Vehicle Services
$ 7,998
4, 338
$ 55,000
$ 9,088
$
5,912
Salaries .
Fringe Benefits
$ 698,968
$ 683,754
$ 758,052
$ 737,965
$
20,087
20,087
Purchased Services
221,380
21,866
216,170
42,268
251,358
508,384
234,299
Other Charges
Materials and Supplies
52,343
61,347
95,500
33,614
87,833
417,059
4,770
667
Capital Outiay
1,M6 960
1,548,205
1,971,706
1,754,903
216,903
Sub -total Vehicle Services
$ 2,541,517
6,562
$ 2,558,306
$ 3,585,000
6,800
72,BS,314
6 800
$
729,686
1101
Total Expenditures
$ 2,549,415
$ 2,562,444
$ 3,600,000
$ 2, 6g 4,403
$
735,597
1111
Revenues Over/ (Under) Expenditures
$ 4,342
$ 0,714
$ 45,584
[12]
Balance June 30
$$ 3-- fi.
333 598
879182
1131
1141
Balance Wonspendabie, inventory
Balance Unreserved
$ 278,961
$ 308,500
36X'788
$ 85,351
$ 23,098
$
Numbers may not add correcdy due to rounding.
29
32
Special Grants Fund
The special grants fund is a fiduciary fund which accounts for the transaction activity associated with the
special grants or programs for which Frederick County Public Schools is the fiscal agent. These grants may
be multiyear or multi Jurisdictional grants and fall outside of the typical K-12 programs for FOPS.
Currently, there are no active grants and programs reported.
24
33
Frederick County Public Schools
Special Grants Fund
Year Ended June 30, 2018
[a]
[b]
[c]
[d]
2015-16
Actual
2016-17
Actual
2017-18
Adjusted
2017-18
Actual
Budget
Balance July 1
$ 3,403
$
REVENUES:
[1]
Donations and Grants
$ _
$ _
$ -
$ _
Fees from Business & Industry
Tuition Payments from Localities
$ _
$ _
$ _
$ -
Revenue from the Commonwealth
[2]
Revenue from the Federal Government
Sub -total Regional Adult Ed, Revenues
_
_
$ _
$ _
[31
Federal Grant -Teaching American History
$-
[4]
TOTAL REVENUES
$ _
$ _
$
EXPENDITURB.-
[5] Chain of Checks $ 3,313 $ $ _ $
[6] At Risk/Low Income 89 _
[7] Teacher of the Year -
181 Regional Adult Education
[9] Teaching American History
[10] TOTAL EXPENDITURES $ 3,403 $
[111 Balance June 3o $
Numbers may not odd correctly due to rounding.
2s
34
Primate Purpose Funds
The school division maintains a private -purpose endowment fund and a private -purpose income fund. The
endowment fund activity Includes contributions and management expenses associated with the principal or
corpus. The income fund activity includes miscellaneous restricted donations, interest postings,
disbursements, and fund transfers. Fund balances are brought forward each year into the next fiscal period.
The fund balance at June 30, 2018, Is comprised of the following.
Private -Purpose
Endowment Balance
PrIvate-Purpose
Income Fund Balance
ArmstrongFoundation oundation Scholarship_1�
$224,861 _�_
_ $ 5,323
$ 445
Della Stine Scholarship
j $ 13,465_
Axalta Scholarship
E N/A
$ 0
_ _
Clyde & Alfretta M. Logan
Scholarshi _
N/A
$ 37,500
Bright Futures Program _
..— _ N/A ... _ _
$ 95,979
j $ S05
-$139,752
Teacher of the Year
N/A
Total
$ 238,326
Prhvate-Purpose Endowment Funds
➢ Armstrong Foundation Scholarship Fund —This fund accounts for funds provided by the
Armstrong Foundation. Earnings are used to provide scholarships to deserving students of
the Frederick County, Virginia schools.
➢ Della Stine Scholarship —This fund accounts forfunds provided by a private donor. Earnings
on fund assets may be used to provide a scholarship to a deserving student who attended
Dowell J. Howard Learning Center.
Private -Purpose Income Fund
➢ The Armstrong Foundation, Della Stine, Axalta, and Clyde and Alfretta M. Logan Scholarship
Funds are used for the restricted purpose of providing scholarships to students at the three
Frederick County high schools. The two endowed funds are used to support the respective
annual scholarship when Interest Income is Insufficient.
➢ Bright Futures Is a non-profit organization that helps schools connect student needs with
resources that already exist in the community. Donated resources can be In the form of
money, supplies, or time.
➢ The Teacher of the Year award is presented each year during convocation. The recipient
receives a plaque, a ring featuring the school division's logo, a Chromebook, and a spending
account to be used for instructional materials, supplies, or travel.
26
35
Frederick county public Schools
Private Purpose Funds
Year Ended June 30, 2018
[a]
[b]
[C]
[d]
FY16-17
FY16-17
FY17-18
FY17.18
Private -Purpose
Private -Purpose
Private -Purpose
Prlvate•Purpose
e Endowment
Income
Endowment
Income
[ij Balance Jelly 1 $ 238,326
$ 36,533
$ 238,326
$ 78,231
REVENUES:
121 Interest on Sank Accounts $ - $ 11538 $ $ 4,349
[3] Interest on Investments -
141 Donations and Grants 68,073
151 Transfers from Other Funds 96,952
161 . investment Earnings
[7)
TOTAL REVENUES
$ -
$ 69,612
$ _
$ 101,301
EXPENDITURES:
181
191
1101
1111
[121
1131
1141
Personnel
Scholarship Payments
Other Expenses
Other Operating Supplies
Instructional Supplies
Technology Hardware
Transfers to Other Funds
$ _
_
_
_
-
$ _
81000
10,895
8,020
99
899
0
$
-
-
_
_
$ 54
14y000
70
20,659
4,998
-
-
1151
TOTALMPENDITUREs
$
$ 27,913
$ -
$ 39,781
1161
BelanceJune 30
238,326
—_—
T'
78r1
$ _ 23$6326
139 752
Numbers may not add correctly due to rounding.
27
36
Frederick County Public Schools
... to ensure all students an excellent education
Patty D. Camery, Executive Director of Finance
DATE:
TO:
FROM
RE:
September 5, 2018
Cheryl Shiffler, Frederick County Finance Director
r-
Patty D. Camery, FCPS Executive Director of Finance
cameryp@fcpskl2.net
FY 2019 Budget Items for Consideration by the Board of Supervisors
On September 4, 2018, the School Board approved the following budget adjustments
which are subject to consideration and approval by the Board of Supervisors. Please
include the following FY 2019 requests on the agenda for the County Finance
Committee meeting scheduled for September 19, 2018.
Budget Adjustments to the School Operating Fund
1. A budget adjustment to the School Operating Fund is requested for the
$316,537.71 which represents restricted grant funds received during FY 2018
and are to be used for specific purposes such as Apple Federal Credit Union
Education Foundation, SOL Algebra Readiness program, Project Graduation and
other miscellaneous grants.
2. The School Board is requesting an FY 2019 budget adjustment to the School
Operating Fund for $186,878.76 which represents the FY 2018 unobligated
surplus in the School Operating Fund. Approval of this request will provide
appropriation for funds to be spent on one bus and security equipment.
cc: Dr. David T. Sovine, Superintendent
Kris C. Tierney, County Administrator
37
k\ COUNTY of FREDERICK, VIRGINIA
DEPARTMENT OF PUBLIC SAFETY COMMUNICATIONS
1080 Coverstone Dr, Winchester, VA 22602
Tel: 540-665-6356
Fax:540-723-8848
LeeAnna Pyles,
Director of Public Safety
September 12, 2018
To:
Cheryl Shiffler: Finance Director
Fm;
LeeAnna Pyles; Director
Date:
September 12, 2018
Ref
Insurance Reimbursement
I am requesting general fund appropriation in the amount of $14,166.88. The amount represents funds received
from VACORP for damage sustained to the Communications Tower during a lightning strike on July 4, 2018.
I request the funds into line 3506-3004-001.
Respectfully.
LeeAnna Pyles; Director
R
June 27, 2018
Frederick County
Attn: Jennifer Place
107 North Kent Street
Winchester, VA. 22601
Virginia Association of Counties Self Insurance Risk Pool
Member: Frederick County
Claim Number: 0342018212125
Date of Loss: 7/4/2018
Dear Ms. Place:
Enclosed please find VACORP property damage check in the amount of $14,166.88 for
the damage sustained Emergency Communications Tower in Winchester, VA, on
7/4/2018. This payment was based on the appraisal submitted from Metis Appraisal
Services for $15,166.88 less the $1,000.00 deductible.
If you should have any questions regarding this payment, please feel free to call me at l -
888-822-6772 ext. 174.
Sincerely,
Jared Mullen
Claims Specialist
Enclosed — Check
m wm m m��
1315 Franklin Rd., SW I Roanoke, VA 240161888-822.67721 Fax 877-212-85991 www.vacorp.org
39
Tnousan 4j!j�p Ht-tdyfGp� Sucand 8 11Q0.D
}'
F.
1>
Frederick County
z
r
L.
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3
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T aY.
REMITTANCE STATEMENT- PLEASE DETACH BEFORE DEPOSITING
Description
From Date To Date Invoice #
Invoice Amt
Amount
Inland Marine
Inland Marine
RCV
deductible
$15,166.88
($l,aao.ao)
$15,166.88
($1,000.00)
Claim Number: 0342018212125 Claimant Frederick County Payee: Frederick County
Check Number: 3226CO Total Check Amt; $14,166.88 Event Date: 71412018 Department: 034 Frederick Date of Check: 9/6/2018
Memo: LETTER
Ex
uu
EJ11:4701:7111, loll
TO: Finance Committee
FROM: John A. Bishop AICP, Assistant Director - Transportation k,
RE: Project Increase Request — 1-81 Bridge/Tevis/Roundabout/Airport Road/Northern
Y
DATE: September 12, 2018
Staff has recently received the final pre -bid cost estimate for the Tevis
Bridge/Roundabout/Airport Road project. Estimate and agreement with private partner attached.
In addition, per the attached agreement we are proceeding with 30% design of the Northern Y
portion of the project at a cost of up to $70,000.00.
The construction project and the 30% design for Northern Y are both funded via a combination
of VDOT revenue sharing funds and Private Party funds.
To meet the attached cost estimate and the $70,000.00 for design on Northern Y, staff is seeking
to increase the line item for the overall project to $20,616,145.51.
Attachments: Revenue Sharing Agreements, Map of project area, construction cost estimate
Ui*
currently budgeted balance: $11,245,710.42
increase to: $20,616,145.51
supplemental approp, needed: $9,370,435.09
41
81
TEM STREET ROUNDABOUT
lPeninonl-
Pennoni Associates Inc.
Consulting Engineers
Project: FRED1 301 Comprehensive Project Total
Subject: 100% Submittal Estimate
Projects with Revenue Sharing
PRICE TOTAL
!Crossover Blvd/Roundabout
i$
10,020,161.88"
Airport Road
$
4,909,259.64
Rt. 522 - Front Royal Pike and East &jp22dRoad
$
2,480,576.09
Utility Relocation
$
75,000.00
00
Ponds for Crossover and Airg)ort
$
125,376.04
MPartner
MOT and County Private Paner Contribution for Right of Way Runoff - 15%)
Subtotal for Proiect with Revenue Sharing
$
17,610,373.65]
Administration/inspection Subtotal for Proiect with Revenue Sharing
$
2,113,244.84
Total for Project with Revenue Sharina
$
19,723,618.49
Proiects without Revenue Sharing
Ponds for Crossover and Airoort
$
752,256.27
(Developer Contribution to Mitigate Runoff ram Future Private Development - 85%)
Administration/Inspection Subtotal for Project with Revenue Sharma
$
90,270.75
Total for Project with Revenue Sharina
$
842,527.02
GRAND TOTAL
$
20,566,146.51
43
-\
Pennont"I
Pennoni Associates Inc.
Job No:
I FRED1301
Consulting Engineers
Date
l 8/3112018
Project: Crossover Blvd and Roundabout
Des By7l
WHT/EDS
Subject: 100% Revised Submittal Estimate
Chk By:
CLA
DEMOLITION
UNIT
I QTY
I PRICE PER
PRICE TOTAL
REMOVAL OF LIMITED ACCESS FENCE
LF
1 214
1 $10.00
$2,140.00
REMOVE SAN. SEWER PIPE
LF
181
$45.00
$8,145.00
REMOVE SAN. SEWER MANHOLE
EA
2
$750.00
$1,6D0.00
PAVEMENT
RADIAL CURB CG-2
LF
428
$40.00
$17,120.00
MODIFIED CG-3
LF
490
$51.00
$24,990.00
ISTD. COMB. CURB & GUTTER CG-6
LF
1 1,234 1
$22.17
$27,357.78
m
.)
Pennon it .
Pennoni Associates Inc.
Job No:
FRED1301
Consulting Engineers
8/31/2018
Project: Crossover Blvd and Roundabout
Des Byl
WHT/EDS
Subject: 100% Revised Submittal Estimate
Chk By:
CLA
GNAGE I PAVEMENT MARKING
SIGN PANEL
SF
437
$30.00
$13,110.00
CONCRETE FOUNDATION STP-1, TY. A
EA
5
$742.00
$3,710.00
CONCRETE FOUNDATION STP-1, TY. D
EA
17
$595.00
$10,115.00
CONCRETE FOUNDATION STP-1, TY. E
EA
20
$600.00
$12,000.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2-1/2", 12 GA.
LF
607
$35.00
$21,245.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2", 14 GA.
LF
187
$25.00
$4,675.00
TYPE B CLASS I PAVE. LINE MARKING 4"
LF
5,425
$0.85
$4,611.25
TYPE B CLASS I PAVE. LINE MARKING 12"
LF
60
$10.00
$600.00
TYPE B CLASS I PAVE. LINE MARKING 24"
LF
392
$35.00
$13,720.00
NS PAVEMENT MARKING, YIELD BAR (12"x18" YIELD SYMBOL TRIANGULAR)
EA
53
$17.00
$901.00
PAVEMENT MESSAGE MARK. ELONGATED ARROW SINGLE
EA
2
$102.00
$204.00
PAVEMENT MESSAGE MARK. (FISH HOOK, LEFT, THRU)
EA
8
$410.00
$3,280.00
PAVEMENT MESSAGE MARK. (FISH HOOK, THRU, RIGHT)
EA
2
$410.00
$820.00
PAVEMENT MESSAGE MARK. (FISH HOOK, THRU)
EA
2
$410.00
$820.00
TYPE III BARRICADE, 8'
EA
8
$450.00
$3,600.00
TYPE B CLASS IV CONTRAST PAVE. LINE MARKING 6"
LF
1,626
$7.00
$11,382.00
EROSION AND SEDIMENT CONTROL
SILT FENCE (EC-5, TYPE A)
LF
12,430
$2.50
$31,075.00
SILT FENCE (EC-5, TYPE B)
LF
1,598
$7.50
$11,985.00
INLET PROTECTION, TYPE B
EA
21
$225.00
$4,725.00
SOIL STABILIZATION BLANKET, (EC-2, TYPE 3)
sy
5,697
$4.00
$22,788.00
DEWATERING BASIN (EC-8)
EA
4
$1,750.00
$7,000.00
TEMPORARY CONSTRUCTION ENTRANCE
EA
4
$2,500.00
$10,000.00
CULVERT INLET PROTECTION
EA
2
$300.00
$600.00
UTILITIES
18" STEEL CASING PIPE
LF
197
$95.00
$18,715.00
8" SCH 40 PVC CONDUIT
LF
340
$37.00
$12,580.00
12 CONDUIT DUCT BANK
LF
355
$120.00
$42,600.00
BRIDGE
SUPERSTRUCTURE:
CONCRETE LOW SHRINKAGE CLASS A4 MODIFIED
Cy
839.2
$930.00
$780,456.00
CORROSION RESISTANT REINFORCING STEEL, CLASS I
LB
147,120
$2.20
-$323,664.00
STRUCTURAL STEEL PLATE GIRDERS, ASTM A709 GRADE 50W
LB
858,000
$2.40
$2,059,200.00
RAILING, BR27C - 3 RAILS
LF
643
$350.00
$225,050.00
BRIDGE DECK GROOVING
SY
1,928
$10.00
$19,280.00
PEDESTRIAN FENCE 10'
LF
625
$120.00
$ . 75,000.00
COVER DEPTH SURVEY
SY
2,560
$10.00
$25,600.00
SUBSTRUCTURE:
ABUTMENTS
CONCRETE CLASS A3
CY
498
$750.00
$373,725.00
CONCRETE CLASS Cl
CY
50
$850.00
$42,500.00
REINFORCING STEEL
LB
51,090
$110
$61,308.00
STRUCTURE EXCAVATION
CY
1,127
$120.00
$135,240.00
NS BRIDGE SUBSTRUCTURE, UNDER EXCAVATION
CY
50
$80.00
$4,000.00
RAILING, BR27C - 3 RAILS
LF
90
$350.00
$31,500.00
SELECT BACKFILL (ABUTMENT ZONE)
TON
4,024
$50m
$201,200.00
CONCRETE SLAB SLOPE PROTECTION 4"
652
$190.00
$123,880.00
STEEL PILES 12"
-SY
LF
1,828
$70.00
$127,960.00
DRIVING TEST FOR 12" STEEL PILES
LF
99
$110.00
$10,890.00
PILE POINT FOR 12" STEEL PILES
EA
48
$130.00
$6,240,00
DYNAMIC PILE TEST
EA
2
$5,000.00
$10,000.00
NS BRIDGE SUBSTRUCTURE, EPS MATERIAL 18"
SY
86
$250.00
$21,500.00
GEOCOMPOSITE WALL DRAIN
SY
130
$50,00
$6,500.00
PIPE UNDERDRAIN 6"
LF
288
$30.00
$8,640.00
MISCELLANEOUS
CONSTRUCTION SURVEYING
LS
1
$10,000.00
$10,000.00
NBIS ACCESS, UNDER BRIDGE (STR. NO. 034-6161)
DAY
2
$1,500.00
$3,000.00
MOT FOR BRIDGE
TEMPORARY CONSTRUCTION SIGN
SF
924
$15.00
$13,852.50
TYPE III BARRICADE 8' (MOT)
EA
2
$750.00
$1,500.00
TRUCK MOUNTED ATTENUATOR
HR
2,130
$7.50
$15,975.00
GROUP 2 CHANNELIZING DEVICES
DAY
36,444
$0.80
$29,15520
ELECTRONIC ARROW BOARD
FIR
2,244
$5.00
$11,220.00
PORT. CHANGEABLE MESSAGE SIGN
HR.
2,856
$500
$14,280.00
TRAFFIC BARRIER SERVICE, CONCRETE, TYPE MB-1 1A
LF
2,-640
$25.00
$66,000.00
IMPACT ATTENUATOR SERVICE, TYPE 1, (TL-3, >=40 MPH)
EA r
4
$11,000.00
$44,000.00
45
-Pennon
Pennoni Associates Inc.
Job No:
FRED1301
Consulting Engineers
Date
8/31/2018
Project: Crossover Blvd and Roundabout
Des By:
WHT/EDS
Subject: 100% Revised Submittal Estimate
Chk By:
CLA
POLICE PATROL
TEC
84,000
$1.00
$84,000.00
PILOT VEHICLE
HR
1,008
$20.00
$20,160.00
TOTAL BID AMOUNT
8,687,097.29
MOBILIZATION
.
$68,70909,
CONTINGENCIES 10%
$86.73
GRAND TOTAL
$10,020,16IN
Pennoni Associates Inc.
Job No.
I- FRED1301
Consulting Engineers
Date
8131/201
(777.-
Project: Airport Road Extension
Des --By.1
WHT/EDS
Subject: 100% Revised Submittal Estimate
Chk By:j
CLA
DEMOLITION
UNIT
QTY
PRICE PER
I PRICE TOTAL
REOMVE EXISTING 36" RCP
LF
191
$45.00
$8,595.00
REMOVE EXISTING 54" RCP
LF
204
$60.00
$12,240.00
REMOVE EXISTING 54" WINGWALL
EA
2
$1,400.00
$2,800.00
REMOVE EXISTING 18" RCP
LF
604
$40.00
$24,160.00
REMOVE EXISTING 30"RCP
LF
112
$45.00
$5,040.00
REMOVE EXISTING 36" CMP
LF
22
$45.00
$990.00
REMOVE EXISTING DROP INLET
EA
6
$1,200.00
$7,200.00
REMOVE EXISTING MANHOLE
EA
1
$750.00
$750.00
REMOVE EXISTING SAN. SEWER PIPE
LF
230
$45.00
$10,350.00
REMOVE EXISTING SAN. SEWER MANHOLE
2
$750.00
$1,500.00
REMOVE EXISTING WATER VALVE
-EA
EA
3
$500.00
1 $1,500.00
REMOVE EXISTING WATER PIPE
LF
920
$5.00
$4,600.00
PAVEMENT
STD. COMB. CURB & GUTTER CG-6
LF
3,558
$22.17
$78,880.86
RADIAL COMB. CURB & GUTTER CG-6
LF
993
$25.00
$24,825.00
MEDIAN STRIP MS-lA
SY
569
$100.00
--$56,900.00
MEDIAN STRIP MS-2
LF
933
$35.00
$32,655.00
HYDRAULIC CEMENT CONC. 4"SIDEWALK
SY
1,114
--3�8-.27
$53,772.78
1.5" SURFACE COURSE - SM-9.5D
TON
2,392
$75.31
$180,141.52
2" SURFACE COURSE MULTI -USE PATH - S-9.5AL
TON
447
$75.31
$33,663.57
25' INTERMEDIATE COURSE - I%19.0D
TON
2,126
$115.00
$244,490.00
3" BASE COURSE - BM-25.01)
TON
3,421
$68.37
$233,89177
AGGREGATE BASE - NO.2113
TON
'624
$18.40
$232,281.60
TACK COAT
GAL
870
$3.50
$3,045.00
CG-12 WITH DETECTABLE WARNING SURFACE
SY
1 533
$329 On
$175,357.00
EARTHWORKS
CLEARING AND GRUBBING
AC
7.6
$10,000.00
$76,000.00
REGULAR EXCAVATION
CY
16,295
$18.00
$293,310.00
SELECT MATERIAL, TYPE I
TON
64,977
$10.00
$649,771.20
GRADING
SY
15,325
$2.50
$38,312.50
REGULAR SEEDING
LB
1,432
$12.50
$17,900.00
OVER SEEDING
LB
1,146
$5.00
$5,730.00
LIME
TON
35
5200
$12,250.00
FERTILIZER (15-30-15)
TON 1
3,-782
TtF-�-
$9,455.00
TEMPORARY SEEDING
LB 1
764
$12.00
$9,168.00
TOPSOIL CLASS B 2"
AC t
7.6 1
$11,000.00
$84,040.00
DRAINAGE
VDOT STD. UD-2
LF
640
$30.00
$19,200.00
VDOT STD. UD-3
LF
4,167
$25.00
$104,175.00
VDOT STD. UD-4
LF
4,642
$15.00
$69,630.00
VDOT STD. DI-1
EA
1
$4,500.00
$4,500.00
VDOT STD. DI-78
EA
2
$5,000.00
$10,000.00
VDOT STD. DI-3B, L=6!
EA
8
$5,000.00
$40,000.00
VDOT STD. DI-313, L=8'
EA
15
$5,500.00
$82,500.00
VDOT STD. DI-313, L=10'
EA
2
$6,000.00
$12,000.00
VDOT STD. DI-3B, L=12'
EA
1
$6,200.00
$6,200.00
VDOT STD. DI-3BB, L=6'
EA
3
$6,500.00
$19,500.00
VDOT STD. DI-31313, L=8'
EA
3
$6,750.00
$20,250.00
VDOT STD. DI-3BB, L=10'
EA
1
$7,000.00
$7,000.00
VDOT STD. DI-3BB, L=12'
EA
2
$7,250.00
$14,500.00
VDOT STD. DI-3C, L=10'
EA
2
$6,400.00
$12,800.00
VDOT STD. MH-1 OR MH-2
LF
69
$330.00
$22,713.90
VDOT STD. FRAME AND COVER MH-1
EA
5
$560.00
$2,800.00
STORM SEWER, CONC. PIPE, 15"
LF
2,390
$45.00
$107,550.00
STORM SEWER, CONC. PIPE, 18"
LF
40
$55.00
$2,200.00
STORM SEWER, CONC. PIPE, 21-
LF
430
-$130.00
$55,900.00
STORM SEWER, CONC. PIPE, 24"
LF
1,595
$145.00
$231,275.00
STORM SEWER, CONC. PIPE, 30-
LF
405
$169.00
$68,445.00
STORM SEWER, CONC. PIPE, 36"
LF
630
$180.00
$113,400.00
STORM SEWER, CONC. PIPE, 42"
LF
285
$200.00
$57,000.00
VDOT STD ES-1 - 24"
EA
2
$1,750.00
$3,500.00
VDOT STD ES-1 - 30"
EA
1
$2,000-00
$2,000.00
VDOT STD ES-1 - 42"
EA
1
$4,200.00
$4,200.00
VDOT STD EC-3
SY
497
$5.00
$2,486.67
POST INSTALLATION INSPECTION
LF
5,775
$100
47
-------------
,FPenno
Pennoni Associates Inc.
Job No:
FRED1301
Consulting Engineers
Date
8/3112018
Project: Airport Road Extension
Des By:
Subject: 100% Revised Submittal Estimate
Chk By:
_WHT/EDS
CLA
SIGNAGE / PAVEMENT MARKING
CONCRETE FOUNDATION STP-1, TY. A
EA
4
$742.00
$2,968.00
CONCRETE FOUNDATION STP-1 . TY B
EA
6
$771.00
$4,626.00
CONCRETE FOUNDATION STP-1, TY. C
EA
6
$600.00
$3,600.00
CONCRETE FOUNDATION STP-1, TY. D
EA
12
$595A0
$7,140.00
CONCRETE FOUNDATION STP-1, TY. E
EA
4
$600.00
$2,400.00
SIGN PANEL
SF
380
$30.00
$11,400.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2-1/2", 10 GA.
LF
152
$40.00
$6,080.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2-1/2", 12 GA.
LF
88
$35.00
$3,080.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2",14 GA.
LF
189
$25.00
$4,725.00
TYPE B CLASS I PAVE. LINE MARKING 4"
LF
7,656
$0.85
$6,507.60
TYPE B CLASS I PAVE. LINE MARKING 8"
LF
78
$10.00
$780.00
TYPE B CLASS I PAVE. LINE MARKING 24"
LF
594
$35.00
$20,790.00
PAVEMENT MESSAGE MARK. ELONGATED ARROW SINGLE
EA
2
L4
$102.00
$3,264.00
PAVEMENT MESSAGE MARK. ONLY
$375.00
EROSION AND SEDIMENT CONTROL
CONSTRUCTION ENTRANCE
EA
3
$2,500.00
$7,500.00
SILT FENCE (EC-6 TYPE A)
LF
4,963
$2.50
$12,407.50
LEVEL SPREADER
EA
3
$2,900.00
$8,700.00
CULVERT INLET PROTECTION
EA
1
$300.00
$300.00
INLET PROTECTION
EA
38
$300.00
$11,400.00
UTILITIES
1
6" GATE VALVE
EA
1
$1,552.00
$1,552.00
8" DIP WATERLINE
LF
554
$93.00
$51,522.00
8" GATE VALVE
EA
7
$2,500.00
$17,500.00
12" DIP WATERLINE
LF
626
$125.00
$78,250.00
12" GATE VALVE
EA
8
$3,000.00
$24,000.00
18" STEEL CASING PIPE
Ir
646
$93.00
$60,078.00
8" SCH 40 PVC CONDUIT
LF
592
$37.00
$21,904.00
12 CONDUIT DUCT BANK
LF
500
$120.00
$60,000.00
6" DIP WATERLINE
LF
20
$85.00
$1,700.00
RELOCATE EXISTING FIRE HYDRANT
EA
1
$6,500.00
$6,500.00
AIR RELEASE VALVE
EA
3
$2,514.00
$7,542.00
FLUSHING ASSEMBLY
FA
14
$4,000 On
$56.00000
TOTAL BID AMOUNT
$4,242,834.47
MOBILIZATION
$242,141.72
CONTINGENCIES @ 10%
$424,283.45
GRAND TOTAL
$4,909,259.64
r1l"o
WUlLej
� .Pennonll)
Pennoni Associates Inc.
Job NO:
FRED1301
Consulting Engineers
Date
813112018
roje
Pct: Rt. 522 -Front Royal Pike and East Airport Road
De;. -Sy.-
WHTIEDS
Subject: 1 DO% Revised Submittal Estimate
CLA
DEMOLITION
UNIT
PRICE PER
I PRICE TOTAL
SAWCUT 5/8"
LF
-QTY
4,150
$20.00
$83,000.00
TYPE A MILLING (1 1/2" DEPTH)
SY
12,776
$30.00
$385,280.00
REMOVE EXISTING 15" RCP
LF
83
$40.00
$3,320.00
REMOVE GROUND MOUNTED SIGN STRUCTURE AND PANEL
EA
1
$400.00
$400.00
REMOVE CURB AND GUTTER (CG-7 ALONG RTE 522)
LF
1,433
$20.00
$28,652.20
REMOVE DROP INLET
EA
$1,200.00
-$4,800.00
REMOVE MANHOLE
1
$750.00
$750.00
SALVAGE EXISTING GUARDRAIL
LF
207
$10.00
$2,070.00
PAVEMENT
STD. COMB. CURB & GUTTER CG-6
LF
541
$22.17
$11,993,97
RADIAL COMB. CURB & GUTTER CG-6
LF
29
$25.00
$725.00
STD CURB CG-7
LF
1,065
$19.93
$21,225.45
RADIAL CURB CG-7
LF
421
$19.93
$8,390.53
MEDIAN STRIP MS-1
SY
282
$100.00
$28,200.00
MEDIAN STRIP MS-2
LF
1,161
$35.00
$40,635.00
SURFACE COURSE - SK&9.51)
TON
1,131
$75.31
$85,175.61
SURFACE COURSE - SM-12.51)
TON
839
$75.31
$63,185.09
INTERMEDIATE COURSE - IM-19.01)
TON
593
$115.00
$68,1195O0
BASE COURSE - BM-25.01)
TON
1,460
$68.37
$99,820.20
AGGREGATE BASE - NO.21 B
TON
3,182
$18.40
$58,548.80
TACK COAT
GAL
1,026
$3.50
$3,591.00
CG-12 WITH DETECTABLE WARNING SURFACE
SY
108
$329.00
$35,532.00
GUARDRAIL FENCING
STD GR-MGSI
LF
1 134
$20.00
$2,680.00
STD GR-MGS2
EA
1
$2,500.00
$2,500.00
EARTHWORKS
CLEARING AND GRUBBING
AC
1.2
$10,000.00
$12,000.00
REGULAR EXCAVATION
CY
2,465
$18.00
$44,370.00
SELECT MATERIAL, TYPE I
TON
5,077
$10.00
$50,772.15
EXCAVATION UNSUITABLE MATERIAL
CY
444
$17.00
$7,648.60
GRADING
SY
2,151
$2.50
$5,377.50
REGULAR SEEDING
LB
150
$12.50
$1,875.00
OVER SEEDING
LB
120
$5.00
$600.00
LIME
TON
4
$350.00
$1,400.00
FERTILIZER (15-30-15)
TON
396
$210
$990.00
TEMPORARY SEEDING
LB
80
1 �.00
$960.00
TOPSOIL CLASS B 2'
AC
0.8
$11,000.00
$8,800.00
DRAINAGE
VDOT STD. UD-2
LF
453
$30.00
$13,590.00
VDOT STD. UD-4
LF
2,271
$15.00
$34,065.00
CONVERT Of TO VDOT STD. DI-3B, L=8'
EA
2
$6,800.00
$13,600.00
VDOT STD. DI-3C, L=6'
EA
1
$5,500.00
$5,500.00
VDOT STD. DI-3B, L=8'
EA
1
$5,500.00
$5,500.00
VDOT STD. DI-3B, L=10'
EA
1
$6,000.00
$6,000.00
VDOT STD. DI-3B, L=12'
EA
1
$6,200.00
$6,200.00
STORM SEWER, CONC. PIPE, 15" -T
LF
290
$50.00
$14,500.00
VDOT STD. MH-1 OR MH-2
LF
20
$330.00
$6,600.00
VDOT STD, FRAME AND COVER MH-1
EA
3
$56000
$1,680.00
CONVERT DI TO MH
2
$4,Oit.00
$8,000.00
POST INSTALLATION INSPECTION
LF
290
$100
$870.00
SIGNAGE / PAVEMENT MARKING
CONCRETE FOUNDATION STP-1, TY. A
EA
7
$742.00
$5,194.00
CONCRETE FOUNDATION STP-1, TY. C
EA
10
$600.00
$6,000.00
CONCRETE FOUNDATION STP-1, TY. D
EA
13
$595.00
$7,735.00
CONCRETE FOUNDATION STP-1, TY. E
EA
7
$600.00-
$4,200.00
SIGN PANEL
SF
232
$30.00
$6,960.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2-1/2", 12 GA.
LF
67
$35.00
$2,345.00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2-1/2-, 10 GA.
LF
171
$40.00
$6,840-00
TRAFFIC SIGN SQUARE TUBE STEEL POST 2", 14 GA.
LF
236
$25.00
$5,900.00
TYPE B CLASS I PAVE. LINE MARKING 4"
LF
7,730
$0.85
$6,570.50
TYPE B CLASS I PAVE LINE MARKING &'
LF
60
$10.00
$600.00
TYPE B CLASS I PAVE. LINE MARKING 24"
LF
1,381
$35.00
$48,335.00
PAVEMENT MESSAGE MARK. ELONGATED ARROW SINGLE
EA
24
$102.00
$2,448.00
PAVEMENT MESSAGE MARK. ONLY
EA
9
$375.00
$3,375.00
EROSION AND SEDIMENT CONTROL
SILT FENCE (EC-5, TYPE A)
LF
2,566
$2.50
$6,415.00
INLET PROTECTION
EA
is
$300.00
ICULVERT INLET PROTECTION
EA
2
$300.00
%100-0W000
EM
Pennoni Associates Inc.
Job No:
FRED1301
Pennon rvi�
Consulting Engineers
Date
8/31/2018
Project: Rt. 522 - Front Royal Pike and East Airport Road
Des By:
WHTIEDS
Subject: 100% Revised Submittal Estimate
Chk By:
CLA
MAINTENANCE OF TRAFFIC
GROUP 2 CHANNELIZING DEVICES
DAY
71,240
$0.73
$52,005.20
PORTABLE CHANGEABLE MESSAGE SIGN
HR
3,472
$7.40
$25,692.80
TRUCK MOUNTED ATTENUATOR
HR
2,433
$82.07
$199,676.31
ELECTRONIC ARROW BOARD
HR
2,433
$4.80
$11,678.40
TYPE III BARRICADE 4'
EA
19
$400.00
$7,600.00
TEMPORARY PAVEMENT MARKING, TYPE A, 6"
LF
18,907
$2.50
$47,267.50
TEMPORARY PAVEMENT MARKING, TYPE A, 24"
LF
306
$12.00
$3,672.00
TEMPORARY PAVEMENT SYMBOL MARKING (THRU ARROW), TYPE A
EA
43
$1W00
$4,300.00
TEMPORARY PAVEMENT SYMBOL MARKING (SINGLE TURN ARROW), TYPE A
EA
34
$300.00
$10,200.00
TEMPORARY CONSTRUCTION SIGN
SF
662
$26.72
$17,688.64
TRAFFIC SIGNAL HEAD SEC. 12" LED
EA
11
$300.00
$3,300.00
VIDEO DETECTION CAMERA
EA
1
$5,000.00
$9,000.00
VIDEO DETECTION CABLE
LF
140
$2.75
$385.00
14/4 CONDUCTOR CABLE
LF
205
$2.50
$512.50
SPAN WIRE 3/4"
LF
220
$5.00
$1,100.00
TETHER WIRE 1/4"
LF
220
$5.00
$1,100.00
ERADICATION OF EXISTING LINEAR PAVEMENT MARKING
LF
7,717
$0.95
$7,331.15
ERADICATION OF EXISTING NON -LINEAR PAVEMENT MARKING
LF
1,344
$8.80
$11,827.20
TEMPORARY PAVEMENT MARKING, TYPE A, 4"
LF
350
$0.65
$227.50
WOOD POLE CL. 6 35'
EA
3
$750.00
$2,250.00
TRAFFIC SIGNAL
LOCAL CONTROLLER, TY. A
EA
1
$12,000.00
$12,000.00
INSTALL CONTROLLER
EA
1
$6,500.00
$6,500.00
ELECTRICAL SERVICE SE-9
EA
1
$3,500.00
$3,500.00
TRAFFIC SIGNAL HEAD SEC. 12" HVS BACKPLATE
EA
64
$300.00
$19,200.00
PEDESTRIAN ACTUATION PA-2
EA
4
$250.00
$1,000.00
PEDESTRIAN ACTUATION PA-4
EA
2
$1,250.00
$2,500.00
PEDESTAL POLE PF-2
EA
3
$1,200.00
1 $3,600.00
CONCRETE FOUNDATION PF-2
EA
3
$1,500.00
$4,500.00
CONCRETE FOUNDATION CF4
EA
1
$2,500.00
$2,500.00
CONCRETE FOUNDATION SIGNAL POLE PF-8
EA
4
$7,500.00
$30,000.00
SIGNAL POLE MP-3, TYPE B
EA
4
$10,000.00
$40,000.00
MAST ARM 65'
EA
-2
$6,500.00
MAST ARM 75'(CASE I LOADING)
EA
- 1
$9,500.00
_$13,000.00
$9,500.00
MAST ARM 60'
EA
1
$8,515.00
$8,515.00
.14/2 CONDUCTOR CABLE
LF
825
$1.75
$1,443.75
.14/4 CONDUCTOR CABLE
LF
1,320
$5.20
$6,864.00
14f7 CONDUCTOR CABLE
LF
1,505
$3.00
$4,515.00
14/2 CONDUCTOR CABLE SHIELDED
LF
4,555
$2.50
$11,387.50
HANGER ASSEMBLY, SM-3
EA
18
$350.00
$6,300.00
HANGER ASSEMBLY, SMB-2
EA
1
$450.00
$450.00
LOOP SAW CUT 5/8"
LF
1,869
$20,00
$37,380.00
REMOVE EXISTING POLE
EA
3
$1,750.00
$5,250.00
REMOVE EXISTING FOUNDATION
EA
6
$1,000.00
$6,000.00
REMOVE EXISTING SIGNAL HEAD
EA
6
$140.00
$840.00
REMOVE EXISTING CONTROLLER
EA
1
$400.00
$400.00
REMOVE EXISTING JUNCTION BOX
EA
5
$325.00
$1,625.00
INSTALL SIGN
EA
20
$200.00
$4,000.00
PEDESTRIAN SIGNAL HEAD SP-8
EA
6
$650.00
$3,900.00
CONDUCTOR CABLE, NO. 8 EGC
LF
495
$4.0-0
$1,980.00
JUNCTION BOX JB-Sl
EA
1
$1,500.00
$1,500.00
JUNCTION BOX JB-S2
EA
12
$1,500.00
$18,000.00
JUNCTION BOX JB-S3
EA
1
$1,800.00
$1,800.00
CONDUIT BORED 3"
LF
780
$40.00
$31,200.00
8 CONDUCTOR CABLE
LF
75
$1.50
$112.50
CONDUIT I"
LF
80
$5.48
$438A0
CONDUIT 2" 1
LF 1
1.165
$5.30
$6,174.50
CONDUIT 3"
E
72
W 54
$470.88
CONDUIT 1-1/4" (M)
-1
LF��+
14
$15.00
$210.00
SIGN PANEL
SF
136
$30.00 1
$4.080.00-
TOTAL BID AMOUNT
--f2-,130,936.73
MOBILIZATION
$136,546.79
CONTINGENCIES @ 10%
$213,093.57
GRAND TOTAL
$2,480,576.09
50
DIr
Pei-jn--noin
Pennon! Associates Inc.
Job No:
FRED1301
Consulting Engineers
Date
8/31/2018
Project: Ponds
Des -§y.j
WHT/EDS
Subject: 100% Submittal Estimate
CLA
EARTHWORKS
UNIT
OTY
PRICE PER
PRICE TOTAL
CLEARING AND GRUBBING
AC
6
$10,000.00
$59,000.00
VDOT STD. SWM-1 EXCAVATION CROSSOVER
CY
5,379
$15.00
$80,685.00
VDOT STD. SWIVI-2 EXCAVATION AIRPORT
CY
3,665
$15.00
$54,975.00
SELECT MATERIAL, TYPE I AIRPORT
TON
16,708
$15.00
$250,614.00
GRADING
SY
3,683
$2.50
$9,207.56
TEMPORARY SEED
LB
315
$12.00
$3,780.00
REGULAR SEED
LB
591
$12 0
L
$7,3T7.750
LIME
TON
15
$3-56 OO
$5,250.00
FERTILIZER
LB
1,583
$2.50
$3,957.50
DRAINAGE
BEST MANAGEMENT PRACTICES - BIORETENTION EXCAVATION
CY
943
$15.00
$14,146.67
MULCH
CY
112
$70.00
$7,857.60
BIORETENTION MEDIA
CY
1,347
$45.00
$60,615.80
AGGR. NO. 8 STONE - PEA GRAVEL
TON
216
$30.00
$6,489.12
AGGR. NO. 57 STONE
TON
649
$45.00
$29,201.05
6" PERFORRATED PVC PIPE
LF
480
$18.00
$8,640.00
6" SOLID PVC PIPE
LF
15
$18.00
$270.00
GEOTEXTILE FILTER FABRIC
SY
160
$3.00
$478.90
VDOT STD SWM-1
EA
4
$1,200.00
$4,800.00
VDOT STD ES-1, 24"
EA
2
$600.00
$1,200.00
VDOT STD ES-1, 30"
EA
3
$1,500.00
$4500.00
STORM SEWER, CONC. PIPE, 18"
LF
115
$55.00
$6!325.00
STORM SEWER, CONC. PIPE, 24"
LF
225
$145.00
$32,625.00
STORM SEWER, CONC. PIPE, 30-
LF
145
$169.00
$24,505.00
POST INSTALLATION INSPECTION i
LF 1
5Z
$3.00
$1,029.06
BAFFLE I
CY
50
$100.00
$5,000.00
EROSION AND SEDIMENT CONTROL
SILT FENCE
LF
2,380 1
$3.50
$8,331.05
VDOT STD. EC-1 OUTLET PROTECTION
TON
116
$85.00
$9,860.00
TOTAL BID AMOUNT
$700,730.63
MOBILIZATION
$65,036.53
CONTINGENCIES @ 10%
$70,073.07
GRAND TOTAL
$835,840.30
51
REVENUE S11ARING AGFRJELITMENT
THIS AGREEMENT, made and dated this 17th day of June, 2016, is made by and
between the COUNTY OF FREDER—ICK, I,IERGINIA(the "County"), a political subdivision
of Virginia, and R 150 SPE, LLC ("R 150 SPE"), a Virginia limited liability company.
W I 11101 T, A, L S:
R 150 SPE is the owner of the following lots or parcels of land encompassed by
Frederick County Rezoning 410-15 (the "Rezoning"): tax parcel numbers 63-A-150, 64-A-10,
and 64-A- 12 (collectively, the "Property").
The parties desire to arrange for the design and construction of multiple street sections as
follows (the "Project"):
a. Airport Road, as a segment from Route 522 to a roundabout intersection with the
Tevis Street extension, the segment being more fully identified as Section A on the
Generalized Development Plan (the "GDP"), the GDP having been included as
Exhibit A to the Proffer Statement approved as part of the Rezoning. This segment
shall be designed and constructed as an Urban Four -Lane Divided Section (U4D)
with curb and gutter, a 10' asphalt pedestrian and bicycle trail and 5' concrete
sidewalk; and intersections providing full access and/or partial access commercial
entrances into Land Bay I and Land Bay 2 (as the Land Bays are identified on the
GDP) that meet or exceed Virginia Department of Transportation ("VDOT") entrance
spacing requirements that are in force at the time of final road design plan approval.
b. Tevis Street, as a segment including a bridge over Interstate 81 from the City of
Winchester to a roundabout intersection with the Tevis Street extension and including
the roundabout intersection, the segment being more fully identified as Section B on
the GDP. This segment shall be designed and constructed as a bridge with four travel
lanes, a raised concrete median, and sidewalks; an Urban Four -Lane Divided Section
(U4D) with curb and gutter, a 10' asphalt pedestrian and bicycle trail and 5' concrete
sidewalk for East Tevis Street between the Interstate 81 bridge and the roundabout;
and a dual -lane roundabout with a 10' asphalt pedestrian and bicycle trail and 5'
concrete sidewalk; and intersections providing full access and/or partial access
commercial entrances into Land Bay I and Land Bay 2 (as the Land Bays are
identified on the GDP) that meet or exceed VDOT entrance spacing requirements that
are in force at the time of final road design plan approval.
2. The parties desire to finance the Project using funds that R 150 SPE will provide (the "R
150 SPE Funds"), along with funds to be provided by VDOT (the "VDOT Funds"). In
52
addition, R 150 SPE shall provide such additional funds as may be necessary in the event
unforeseen engineering, environmental, or construction issues are encountered during the
construction of the Project (the "Additional Funds"), as more fully set forth herein.
3. The R 150 SPE Funds, the VDOT Funds, and the Additional Funds are collectively
referred to herein as the "Project Funds."
NOW, T1-,J-EF.,JE'FO17!7E , WITNESS3,11ETI-11: That for and in consideration of the sum of
Ten Dollars, ($10. 00), cash in hand paid by each of the parties hereto unto the other, the receipt
and sufficiency of which is hereby acknowledged, the parties do agree as follows:
1. IRECITALS: The Recitals are made a material part hereof and incorporated herein by
reference as if set out in full.
2. THE FROJOECT:
a. The R 150 SPE Funds and the VDOT Funds shall be applied and expended in order to
design and construct the Project noted in item I in the Recitals.
b. In the event that unforeseen design, engineering, environmental, and/or construction
issues are encountered, R 150 SPE agrees to expend such Additional Funds as are
necessary in order to address such unforeseen design, engineering, environmental,
and/or construction issues; the County agrees to seek to obtain additional VDOT
Funds, if available, but, pursuant to 3f, 4g, and 4h of this Agreement, R 150 SPE shall
cover 100% of all costs over and above the VDOT Funds.
1 COUNTY RE SPONSIBILIT1ES:
a. The County shall act as fiscal agent and project manager for the Project. The
County's responsibilities as fiscal agent and project manager shall include
management and oversight of all roadway and bridge design, construction, approvals
and permitting, construction management, as well as invoicing of Project costs to
VDOT and to R 150 SPE.
b. The County shall give notice to R 150 SPE of the intended commencement of
construction of the Project not less than fifteen (15) days prior to the commencement
of construction.
c. The County shall provide R 150 SPE with a budget estimate of County Services in
addition to a copy of the low bid, prior to execution of a contract with the low bidder.
PA
53
d. The County shall enter into agreements, if necessary, with: utility companies, VDOT,
railroad companies, or unforeseen others as relate to the Project.
e. As project manager, the County shall supervise all aspects of the Project, which shall
be done in a good and workmanlike fashion in accordance with applicable VDOT
standards.
f. The County shall give written notice to R 150 SPE of any unforeseen design,
engineering, construction, or environmental issues that are encountered within forty-
eight hours of discovery of such issues. Thereafter, the County shall promptly
provide written notice to R 150 SPE of the intended remediation measures and costs
thereof prior to commencement of such work. Such notice shall specify the
recommended remediation work which shall be verified and approved by the County
and shall further set forth the date upon which the remediation work shall commence,
which date shall be not less than five days after the date that notice of the intended
commencement of the remediation work is given to R 150 SPE. Following approval
of the remediation work by R 150 SPE, or in the event that R 150 SPE fails to okiect
to the remediation work within the five-day period referenced above, R 150 SPE shall
provide payment of the Additional Funds through the usual and customary invoicing
procedures under this Agreement. In the event that R 150 SPE objects to the
Remediation Work during the five-day period referenced above, then such dispute
shall be submitted to a neutral engineering firm to be agreed upon by R 150 SPE and
the County, whose decision shall be final and binding upon the County and R 150
SPE.
g. In the event that a mechanic's lien or other claim is filed against the Property arising
from or in connection with the Project, the County shall promptly bond off any such
mechanic's lien or claim with a portion of the Project Funds, to the extent permissible
under applicable law.
h. The County will make a good faith effort to procure the VDOT Funds from VDOT.
In the event the County is unable to procure the VDOT Funds from VDOT, which
results in a decision not to continue the Project, any funds provided by the parties
hereto shall be returned to the respective parties, to the extent not used for the Project,
and the parties hereto shall have no further obligations under this Agreement
i. The County shall return all unspent R 150 SPE Funds to R 150 SPE at the conclusion
of the Project.
3
54
j. No obligation regarding County performance of items noted in County
Responsibilities shall apply until all necessary right of way has been provided by R
150 SPE.
4. R 151 SPE'S RETSPONSIMILITIE S:
a. Upon execution of the agreement, R 150 SPE shall nay to the County 50% of the
estimated design cost as provided by the County's design consultant. Actual costs,
including any additional amounts that exceed the estimate, will be due per invoice
from the County. Overpayments, if any, will be applied to the construction portion of
the project.
b. Upon the County receiving estimates for the fees of utility companies, VDOT,
railroad companies, or unforeseen others that will be required as part of agreements
with those entities, R 150 SPE shall pay to the County 100% of the provided estimate.
Actual costs, including any additional amounts that exceed the estimate, will be due
per invoice from the County. Overpayments, if any, will be applied to the
construction portion of the project.
c. Upon execution of the agreement, R 150 SPE shall provide a letter of credit or bond
in the amount of 50% of the estimated cost of the Project. The estimated cost of the
Project shall be based on the estimate prepared by the County's consultant. R 150
SPE shall pay to the County 25% of the chosen bid prior to the County awarding the
contract for the Project. At that time, the amount of the bond or letter of credit will be
reduced to 35% of the chosen bid for the Project. The remaining expected funding'
needs will be invoiced at such time as 80% of the initial payment has been expended.
d. R 150 SPE shall provide full access to the Property for the purposes of construction,
surveys, geotechnical work, or any other tasks related to design, engineering,
environmental, and construction needs of the Project.
e. R 150 SPE shall provide all required right of way dedication, permanent grading and
drainage easements, and temporary construction easements to the County prior to
County award of the construction contract. Costs for provision of these items will be
home by R 150 SPE and not be reimbursable with VDOT Funds.
f. R 150 SPE shall pay all invoices from the County within 30 days.
g. R 150 SPE shall cover 100% of all costs over and above the VDOT Funds.
4
55
h. In the event that unforeseen costs are encountered, R 150 SPE agrees to expend
Additional Funds as are necessary in order to address such unforeseen issues and the
County agrees to match these Additional Funds with the VDOT Funds, if available.
S. 'NOTICES: All notices, demands, or other communications that may be necessary or
proper hereunder shall be deemed duly given if personally delivered, or when deposited
in the United States mail, postage prepaid, first class, registered or certified, return receipt
requested, addressed respectively as follows:
Department of Planning and Development
107 North Kent Street, Suite 202
Winchester, VA 22601
Attn: John A. Bishop, AICP
With a copy to: Roderick Williams, Esquire
County Attorney
107 North Kent Street
Winchester, VA 22601
R 150 SPE:
R 150 SPE, LLC
c/o MMA Capital Management, LLC
3600 O'Donnell Street, Suite 600
Baltimore, MD 21224
Attention: Brooks Martin
With a copy to: Gallagher Evelius & Jones, LLP
218 N. Charles Street, Suite 400
Baltimore, MD 21201
Attention: Philip F. Diamond, Esquire
6. ENTIRE AGRLEEMENT; AMENDMENTS; TIME:
a. This Agreement constitutes the entire agreement of the parties and supersedes any
prior understandings, whether oral or written, of the parties regarding the subject
matter of the Agreement and no amendment to this Agreement shall be effective
unless made in writing and signed by both parties.
b. Time is of the essence with respect to all matters set forth in this Agreement.
56
c. This Agreement shall be binding upon and the obligations and benefits hereof shall
accrue to the parties hereto and their successors and assigns.
7. GOVERNING LAW; VENUE: This Agreement shall be governed by and
interpreted according to the laws of the Commonwealth of Virginia and any dispute
hereunder shall be heard only in the Circuit Court of Frederick County, Virginia.
WITNESS the following signatures and seals:
R 150 SPE, LLC
Ndme: Gary A. Mentesana
Title: Executive Vice Presldest
IT
57
THIS AGREEMENT, made and dated this 16'day of AD(, I —, 2018, is made by and
between the COUNTY OF FREDERICK, VIRGINIA (the "County"), a political subdivision
of Virginia, and FLG RESIDUAL TRUST PROPERTIES, LLC ("FLG") and CAMPFIELD
LLC ("Campfield") (collectively, FLG and Campfield are referred to as "Glaize"), a Virginia
limited liability company.
1. Glaize is the owner of tax parcel numbers 64-A-9 and 6413-A-7313 (the "Property").
2. The Virginia Department of Transportation ("VDOT") administers the Revenue Sharing
Program ("Revenue Sharing Program"), in cooperation with participating localities,
under the authority of Section 33.2-357, effective Oct. 1, 2014, of the Code of Virginia.
3. The County and Glaize intend to fund the Project (defined below) using funds from
Glaize and matching revenue sharing funds that the County has obtained from the
Commonwealth's Revenue Sharing Program.
4. The parties desire to arrange for the design and construction a street section -as follows
(the "Project"):
Tevis Street Extension, as a segment from the shared property boundary with
parcel 64-A-10 to Route 522, relocation of the Elks lodge entrance, required
upgrades to Route 522 as needed to accommodate the new intersection, right of
way acquisition, VDOT approved entrance to the adjoining parcels with turn
lanes, bicycle and pedestrian accommodations consistent with County
requirements and within VDOT standards, required landscaping and streetlights
allowable within the scope of the Revenue Sharing Program, and any unforeseen
required items to implement the roadway. This segment shall be designed and
constructed in a form mutually agreed upon by the County and Glaize that meets
or exceeds VDOT standards that are in force at the time of final road design plan
approval.
5. The parties desire to finance the Project using funds of up to $1,200,000.00 Glaize will
provide which can be matched on a dollar for dollar basis with VDOT revenue sharing
funds (the "Matching Funds") to be provided by VDOT within the rules and scope of the
VDOT Revenue Sharing Program. In addition, the County shall provide such additional
funds (the "County Funds"), which can be matched on a dollar for dollar basis by VDOT
revenue sharing Rinds as available, as may be necessary in the event costs for the Project
M
exceed $2,400,000.00. Expenditure of the County Funds will become applicable only
after the Glaize Funds have been fully expended.
6. The Glaize Funds, County Funds, and the Matching Funds are collectively referred to
herein as the "Project Funds."
NOW, THEREFORE, WITNESSETH: That for and in consideration of the sum of
Ten Dollars, ($10.00), cash in hand paid by each of the parties hereto unto the other, the receipt
and sufficiency of which is hereby acknowledged, the parties do agree as follows:
1. RECITALS: The Recitals are made a material part hereof and incorporated herein by
reference as if set out in full.
a. The Glaize Funds, County Funds, and the Matching Funds shall be applied and
expended in order to design and construct the Project described in the Recitals.
b. Ln the event that unforeseen design, engineering, right of way, environmental, and/or
construction issues are encountered that exceed a project budget of $2,400,000
($1,200,000 in Glaize funds and $1,200,000 in Matching funds), the County agrees to
expend such additional funds as are necessary in order to address such unforeseen
design, engineering, right of way, environmental, and/or construction issues.
a. The County shall act as fiscal agent and project manager for the Project. The
County's responsibilities as fiscal agent and project manager shall include
management and oversight of all roadway design, approvals and permitting,
construction management, and right-of-way acquisition, as well as'invoicing of
Project costs to VDOT and to Glaize.
b. The County shall give notice to Glaize of the intended commencement of
construction of the Project not 'less than fifteen (15) days prior to the commencement
of construction.
c. The County shall arrange for use of Matching Funds once the Glaize $1,200,000.00 is
expended and 100% of project funding after all available VDOT funds are expended.
d. Upon receipt of the bids for the Project if the bids show that the Project cost will
exceed $2,400,000.00, the County may elect not to proceed with the Project, in which
P)
59
case this Agreement shall be deemed terminated and the parties shall have no further
obligations to each with respect to the subject matter of this Agreement.
e. The County may enter into agreements, if necessary, with utility companies, VDOT,
or unforeseen others as may be necessary in relation to the Project.
f, As project manager, the County shall supervise all aspects of the Project, which shall
be done in a good and workmanlike fashion in accordance with applicable VDOT
standards.
g. In the event that a mechanic's lien or other claim is filed against the Property arising
from or in connection with the Project, the County agrees to promptly bond off any
such mechanic's lien or claim with a portion of the Project Funds, to the extent
permissible under applicable law.
h. The County shall return all unspent Glaize Funds to Glaize at the conclusion of the
Project.
i. The County shall request the new roadway to be adopted into the State system within
30 days of receiving final paperwork and clearances required for adoption from
VDOT.
a. Glaize shall provide all required right of way dedication of property it controls,
permanent grading and drainage easements, and temporary construction easements to
the County prior to County award of the construction contract. Costs for provision of
these items will be borne by Glaize and not be reimbursable with Matching Funds.
b. The County shall undergo the design process in two phases, with Phase I being
complete at the conclusion of approximately 60% of the design and associated
updated cost estimate. Phase 11 shall be the completion of the design and subsequent
bidding and construction of the project. The County will not proceed to Phase 11
without prior written consent of Glaize. In the event that Glaize fails to authorize
Phase 11 within 45 days of County request, such lack of response shall be deemed a
denial to proceed and the County shall have the ability to cancel the Project.
c. Glaize's contribution to the total amount of incurred for Phase I road design services
shall not exceed $70,000.00. Glaize will pay the County $35,000.00 toward Phase I
costs upon execution of this Agreement. In the event the Project does not proceed to
K
six
Phase 11, Glaize shall pay the County an additional $35,000.00 for a total payment of
$70,000.00 for Phase I costs, within 10 days of receipt of written notice terminating
this Agreement for failure to proceed to Phase Il. Upon payment by Glaize in
response to such notice, this Agreement shall thereupon be terminated.
d. Upon issuing approval to proceed to Phase 11 of the project, Glaize shall provide to
the County a letter of credit payable to the County in the amount of $1,165,000.00 to
secure the payments due from Glaize under the terms of this Agreement. In no event
shall any institution issuing a letter of credit on behalf of Glaize be liable to the
County for any amount greater than the amount to which Glaize may be liable to the
County pursuant to the terms of this Agreement on the date the County makes claim
for payment under the terms of any such letter of credit. Upon payment in fall of all
amounts due from Glaize under the terms of this Agreement the County consents to
the release of any such letter of credit without further action from the County.
e. Subject to the terms and conditions of this Agreement and so long as the County is
not in default, Glaize shall remit one-half of the total amounts properly incurred by
the County in the prior calendar month for the performance of services within the
project description outlined in the recitals of this Agreement, up to $1,200,000.00,
within 30 days of receipt of an invoice for the same.
f. Glaize shall provide full access to the Property for the purposes of construction,
surveys, geotechnical work, or any other tasks related to design, engineering,
environmental, and construction needs of the Project.
S. NOTICES: All notices, demands, or other communications that may be necessary or
proper hereunder shall be deemed duly given if personally delivered, or when deposited
in the United States mail, postage prepaid, first class, registered or certified, return receipt
requested, addressed respectively as follows:
County: Department of Planning and Development
107 North Kent Street, Suite 202
Winchester, VA 22601
Attn: John A. Bishop, AICP
With a copy to: Roderick Williams, Esquire
County Attorney
107 North Kent Street
Winchester, VA 22601
M
61
Glaize: J.P. Carr, President
Glaize Developments, Incorporated
112 E. Piccadilly Street
Winchester, VA 22601
With a copy to:
Stephen L. Pettler, Jr.
Harrison and Johnston, PLC
21 South Loudoun Street
Winchester, VA 22601
6, ]ENTIRE AGREEMENT: AMENDMENTSLTINLE.
a. This Agreement constitutes the entire agreement of the parties and supersedes any
prior understandings, whether oral or written, of the parties regarding the subject
matter of the Agreement and no amendment to this Agreement shall be effective
unless made in writing and signed by both parties.
b. Time is of the essence with respect to all matters set forth in this Agreement.
c. This Agreement shall be binding upon and the obligations and benefits hereof shall
accrue to the parties hereto and their successors and assigns.
7. GOVERNING LAW-2VENUE: This Agreement shall be governed by and
_
interpreted according to the laws of the Commonwealth of Virginia and any dispute
hereunder shall be heard only in the Circuit Court of Frederick County, Virginia.
M
62
WITNESS the, following signatures and seals:
A Ovf AS TO FORM COUNTY OF FREDERICK, VIRGINIA
COUNTY ATTORNEY By (SEAL)
.... .......................
By I e- . c :5-- —(SEAL)
CAMPFIELD LLC
By?!!!�'-e-'' ; 6- C — _(SEAL)
m
63
COUNTY of FREDERICK
FREDERICK COUNTY
SEP 12 2018
FINANCE DEPARTMENT
MEMO
To: Finance Committee
From: Jason Robertson, Parks and Recreation Director
Subject: Northwest Sherando Park Restroom Utilities
Date: September 12, 2018
Parks and Recreation Department
540/665-5678
Fax:540/665-9687
E-mail: fcprd@fcva.us
www.fcprd.net
The Frederick County Parks and Recreation Commission is requesting $41,600 in Parks
and Recreation proffer funds for utility infrastructure at Northwest Sherando Park.
Parks and Recreation has received bids, and is preparing to award a contract, for the
Sherando Park Recreation Access Program project to install a parking lot and entrance
from Warrior Drive. The department also received cost amounts to install utility
infrastructure in conjunction with the project. The amount to install water and sewer
lines, as well as bring electric service to the property line totals $41,600. The utilities
would serve a future restroom and shelter building adjacent to the parking lot.
@& � 3-r11 % : o'170, e6W c (n_C'L LId F� IQ
r-eC 1 1)
107 North Kent Street • WGinnchester, Virginia 22601
Frederick County
Cash Proffer Policy
As approved by the Board of Supervisors on January 28, 2009.
Proffered funds received by Frederick County will be held for the use specified by the proffer
language. In the case of funds proffered to offset impacts to fire and rescue services, in the
absence of other proffered specifications, the funds will be earmarked for the first due company in
the area of the subject rezoning at the time the proffered funds are received. All proffered funds will
be collected, held, and will accumulate until such time as a capital project funding request is
received from a qualifying County department, agency, or volunteer fire and rescue company.
Qualifying agency or departmental requests to access proffered funds shall be submitted to the
County=s Finance Department for processing. In order to qualify as a capital project the
following criteria must be met:
])the item or project must have a minimum value of five thousand dollars ($5, 000),
and;
2) the item/project must have an anticipated useful life of at least five(5)years.
The Finance Department will forward requests to the Finance Committee for a recommendation to
the Board of Supervisors on the appropriateness of the use of proffered funds for the requested
purpose. To assist the Finance Committee and Board in their deliberations requests to utilize
proffered funds should include the following: 1) the amount of funds requested, 2) the total
project cost, 3)a detailed description of the desired capital project or purchase including a
discussion of how recent or anticipated development contributes to the need for the expenditure,
and, 4) indicate whether or not the item or project is listed on the County=s Capital Improvements
Plan (CIP).
In order to comply with State Code ' 15.2-2-2298 (A) the Planning staff, working in conjunction
with the County Attorney, will attempt to insure that cash proffers associated with future rezonings
are appropriately addressed through inclusion of relevant capital projects in the County=s CIP prior
to acceptance of the proffered funds.
For the purpose of determining whether a projector item is appropriate for individual listing on
the CIP only, a threshold value of $100,000 and useful life of at least five year shall be utilized.
(This would not preclude the purchase of capital items valued at less than $100,000 utilizing
proffered funds, where other relevant criteria are met and procedures followed.)
U:\DOCS\FY2019\FINANCECOMMITTEE\20180919\07B ADOPTED PROFFER POLICY 128 09.DOCX
65
COUNTY of FREDERICK
Parks and Recreation Department
FREDERICK COUNTY 540/665-5678
SEP 12 2018 Fax: 540/665-9687
E-mail: fcprd@fcva.us
FINANCE USPARTM€NT www.fcprd.net
MEMO
To: Finance Committee
From: Jason Robertson, Parks and Recreation Director
Subject: Transfer of Funds
Date: September 10, 2018
Donations totaling $2,550 for six park benches was received in July and August (FYI 9)
and will require the following transfers:
• Four benches donated to Sherando Park, a transfer of $1,700 from Donations (3-
1 -81.9-&1-8 t -Expenditure Line (4-010-071100-5413-000-000) for the
purchase of the benches is requested. e. S - -7 f a,-Z ' -- `gbO118
• Two benches donated to Clearbrook Park, a transfer of $850 from Donations (3-
^' ^ "' 899 ^') to Expenditure Line (4-010-071090-5413-000-000) for the
10-�ti9� purchase of the benches is requested.
C.S. (�.la-?Jt6
107 North Kent Street • WGi chester, Virginia 22601
AUGUST 2018 BUDGET TRANSFERS Page 1
DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT
8/1/2018
FIRE AND RESCUE
TRAINING OFFICERS /BOARD APPROVED
3505
8003
000
000
16,500.00
FIRE AND RESCUE
3505
8005
000
000
31,500.00
FIRE AND RESCUE
3505
9201
000
002
(48,000.00)
8/8/2018
INFORMATION TECHNOLOGY
COVER SWITCH REPLACEMENT
1220
5401
000
003
(586.00)
INFORMATION TECHNOLOBY
1220
8007
000
003
586.00
8/8/2018
COUNTY OFFICE BUILDINGS/COURTHOUSE
ELECTRIC BILL FREDERICK COUNTY MIDDLE SCHOOL
4304
5413
000
007
(600.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5101
000
010
600.00
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5403
000
007
(800.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5101
000
010
800.00
8/8/2018
COUNTY OFFICE BUILDINGS/COURTHOUSE
GAS BILL FOR FREDERICK COUNTY MIDDLE SCHOOL
4304
3002
000
021
(600.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5102
000
010
600.00
8/8/2018
COUNTY OFFICE BUILDINGS/COURTHOUSE
PHONE BILL FREDERICK COUNTY MIDDLE SCHOOL
4304
5400
000
006
(360.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5204
000
000
360.00
8/9/2018
PUBLIC SAFETY COMMUNICATIONS
NORTH MOUNTAIN TOWER EQUIPMENT
3506
3004
000
001
(23,000.00)
PUBLIC SAFETY COMMUNICATIONS
3506
8003
000
000
23,000.00
8/10/2018
AGRICULTURE
TO COVER INCREASE IN STORAGE UNIT RENTAL FEES
8301
5401
000
000
(19.00)
AGRICULTURE
83019002
000
000
19.00
8/13/2018
FIRE AND RESCUE
COVER ALS TUITION REIMBURSEMENT
3505
5506
000
000
(1,398.60)
FIRE AND RESCUE
35052013
000
000
1,398.60
8/28/2018
COUNTY OFFICE BUILDINGS/COURTHOUSE
CONTROL BOARD /ELEVATOR COUNTY ADMINISTRATION BUILDING
4304
8001
000
000
(7,374.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5407
000
000
7,374.00
8/28/2018
COUNTY OFFICE BUILDINGS/COURTHOUSE
WATER BILL FREDERICK COUNTY MIDDLE SCHOOL
4304
3004
000
007
(165.95)
COUNTY OFFICE BUILDINGS/COURTHOUSE
4304
5103
000
010
165.95
8/30/2018
COMMISSIONER OF THE REVENUE
PROMOTIONS 8/18
1209
1001
000
068
3,398.00
REASSESSMENT/BOARD OF ASSESSORS
1210
1001
000
006
(3,398.00)
FIRE AND RESCUE
35051007
000
001
(3,624.28)
FIRE AND RESCUE
35051001
000
024
3,624.28
8/30/2018
PARKS AND RECREATION ADMINISTRATION
STAFF REORGANIZATION
7101
1001
000
004
(15,098.00)
PARKS AND RECREATION ADMINISTRATION
7101
1001
000
013
15,098.00
PARKS AND RECREATION ADMINISTRATION
7101
1001
000
004
(3,419.00)
PARKS AND RECREATION ADMINISTRATION
7101
1001
000
003
3,419.00
PARKS AND RECREATION ADMINISTRATION
7101
1001
000
004
(1,556.00)
PARKS AND RECREATION ADMINISTRATION
7101
1001
000
036
(12,235.00)
PARKS AND RECREATION ADMINISTRATION
7101
1001
000
012
12,235.00
RECREATION CENTERS AND PLAYGROUNDS
7104
1001
000
010
1,556.00
9/7/2018
REASSESSMENT/BOARD OF ASSESSORS
COSTAR GROUP/REAL ESTATE STATISTICS
1210
3006
000
000
(4,705.00)
REASSESSMENT/BOARD OF ASSESSORS
1210
5411
000
000
4,705.00
9/10/2018
PARKS AND RECREATION ADMINISTRATION
FREDERICK HEIGHTS PARK SEWER PIPE
7101
3002
000
000
(2,000.00)
CLEARBROOK PARK
7109
8900
000
000
2,000.00
9/10/2018
PUBLIC SAFETY COMMUNICATIONS
ILAND CLEARING
3506
5407
000
000
(5,000.00)
PUBLIC SAFETY COMMUNICATIONS
3506
3004
600
003
5,000.00
67
County of Frederick
General Fund
August 31, 2018
ASSETS
FY19
FY18
Increase
8/31/18
8/31/17
(Decrease)
Cash and Cash Equivalents
54,378,642.71
53,498,777.64
879,865.07 *A
Petty Cash
1,555.00
1,555.00
0.00
Receivables:
Taxes, Commonwealth, Reimb.P/P
52,972,466.05
49,820,103.63
3,152,362.42
Streetlights
12,954.48
16,354.11
(3,399.63)
Miscellaneous Charges
47,043.31
40,972.77
6,070.54
Due from Fred. Co. San. Auth.
657,083.23
657,083.23
0.00
Prepaid Postage
2,441.92
1,269.45
1,172.47
GL controls (est.rev / est. exp)
(2,588,254.15)
(11,859,186.53)
9,270,932.38 (1) Attached
TOTAL ASSETS
105,483,932.55
92,176,929.30
13,307,003.25
LIABILITIES
Performance Bonds Payable
765,187.09
1,348,059.38
(582,872.29)
Taxes Collected in Advance
128,159.99
103,219.05
24,940.94
Deferred Revenue
53,004,033.30
49,872,961.95
3,131,071.35 *B
TOTAL LIABILITIES
53,897,380.38
51,324,240.38
2,573,140.00
EQUITY
Fund Balance
Reserved:
Encumbrance General Fund
992,670.06
1,109,092.00
(116,421.94) (2) Attached
Conservation Easement
4,779.85
4,779.85
0.00
Peg Grant
377,100.38
234,066.38
143,034.00
Prepaid Items
949.63
949.63
0.00
Advances
657,083.23
657,083.23
0.00
Employee Benefits
93,120.82
93,120.82
0.00
Courthouse Fees
408,676.25
362,751.09
45,925.16
Historical Markers
17,661.79
17,455.99
205.80
Animal Shelter
1,226,179.07
1,151,175.27
75,003.80
Sheriffs Reserve
1,000.00
1,000.00
0.00
Proffers
5,309,306.68
4,155,969.57
1,153,337.11 (3)Attached
Parks Reserve
17,631.82
12,413.70
5,218.12
E-Summons Funds
163,429.73
78,269.19
85,160.54
VDOT Revenue Sharing
436,270.00
436,270.00
0.00
Undesignated Adjusted Fund Balance
41,880,692.86
32,538,292.20
9,342,400.66 (4) Attached
TOTAL EQUITY
51,586,552.17
40,852,688.92
10,733,863.25
TOTAL LIAB. & EQUITY
105.483.932.55
92.176.929.30
13.307.003.25
NOTES:
*A Cash increase includes an increase in revenue, expenditures, fund balance and a decrease in transfers(refer
to the comparative statement of revenues, expenditures, transfers and change in fund balance).
*B Deferred revenue includes taxes receivable, street lights, misc. charges, dog tags, and motor vehicle registration fees
e
BALANCE SHEET
(1) GL Controls
FY19
FY18
Inc/(Decrease)
Est.Revenue
179,832,243
171,844,755
7,987,488
Appropriations
(78,244,328)
(81,339,260)
3,094,932
Est.Tr.to Other fds
(105,168,839)
(103,473,774)
(1,695,065)
Encumbrances
992,670
1,109,092
(116,422)
(2,588,254)
(11,859,187)
9,270,932
(2) General Fund Purchase Orders
8/31/18
DEPARTMENT
Amount
County Office Buildings
25,406.00 Heat Pump and Installation CAB
32,400.00 Control System CAB
37,940.00 Upgrade Building Automation System(HVAC) CAB
Fire & Rescue
3,931.90 Cap and Bedslide for Ford F-250
19,961.25 Scott Self Contained Breathing Apparatus/Cylinders/Other Equipment
12,153.00 Tasers, Holsters, and Supplies
47,300.00 Uniforms
60,857.16 (2) Ford F-250
2,661.34 Under Counter Ice Machine
2,760.02 Hazmat Team Equipment
7,541.68 APX8500 Mobile Radios
10,230.18 Emergency Lighting, Siren, Console inclues Installation for Ford F-250 Training Purpose!
8,662.61 Emergency Lighting
16,664.00 Washer Extractor With Installation
IT
21,133.06 (13) Dell Laptops and (10) Desktop
4,236.58 Firewall Support
5,210.41 Switch and Smartnet Contract
154,138.89 Wswitch Replacement Core Data Center Network
Parks
2,138.62 Frederick Heights Design
40,355.15 Outdoor Gym & Installation Sherando
1,601.60 Lighting Replacement/Display
3,045.40 Battlefield Half Marathon Trophies
560.40 Agricultural Supplies
37,790.00 Pedestrian Bridge Replacement Clearbrook Park
193,000.00 Frederick Heights Park Trail
28,692.15 2019 Ford F-250
5,650.00 Sand for Volleyball Court
18,352.85 Sand Pro Turf Equipment
Public Safety
40,438.46 Carousel Installation Project Management
30,375.00 ITS Equipment& Emergency Notification Software & Service
17,146.49 Radio Equipment
22,790.37 Antennas
Sheriff
2,751.60 (30) Handguard Rail & Mount
5,060.78 Ammunition
4,512.32 Chemical Munition
6,969.00 Lewis Machine and Tool Short Barrell Rifle
4,540.00 One Solution Software and Installation Service
5,650.00 Body Armor Vest Carriers (48)
5,276.64 Combat Uniforms
10,395.00 Breaching Tool& Power Cartridges
27,724.00 2018 Dodge Durango AWD
Treasurer
4,666.15 Envelopes
Total
992,670.06
Designated
(3)Proffer Information
Other
SCHOOLS
PARKS
FIRE & RESCUE
Projects
TOTAL
Balance 8/312018
2,751,622.38
238,436,671
463,712.91
1,855,534.72
5,309,306.68
Designated Other Projects Detail
Administration
327,492.71
Bridges
14,714.00
Historic Preservation
158,000.00 12/11/14 Board Action designated $50,000 for final debt payment
Library
200,857.01 on the Huntsberry property.
Rt.50 Trans.lmp.
10,000.00
Fit. 50 Rezoning
25,000.00
Fit. 656 & 657 Imp.
25,000.00
RT.277
162,375.00
Sheriff
81,706.00
Solid Waste
12,000.00
Stop Lights
52,445.00
Treasurer
700.00
BPG Properties/Rt.11 Corridor
330,000.00
Blackburn Rezoning
452,745.00
Clearbrook Bus.Ctr.Rezoning
2,500.00
Total
1,855,534.72
Other Proffers 8/31/18
(4) Fund Balance Adjusted
Ending Balance 8/18
46,085,703.72
Revenue 8/18
11,090,054.27
Expenditures 8/18
(15,046,281.27)
Transfers 8/18
(248,783.86)
8/18 Ending Balance
41,880,692.86
County of Frederick
Comparative Statement of Revenues, Expenditures
and Changes in Fund Balance
August 31, 2018
FY19 FY18 YTD
REVENUES: 8/31/18 8/31/17 Actual
Appropriated Actual Actual Variance
General Property Taxes
123,179,515.00
4,573,991.53
4,472,650.75
101,340.78
(1)
Other local taxes
36,959,731.00
1,048,218.05
1,141,457.95
(93,239.90)
(2)
Permits & Privilege fees
1,838,386.00
361,759.92
341,996.16
19,763.76
(3)
Revenue from use of money
and property
526,810.00
291,376.86
176,207.99
115,168.87
(4)
Charges for Services
3,061,899.00
528,136.03
464,104.10
64,031.93
Miscellaneous
503,360.00
110,633.99
102,670.82
7,963.17
Recovered Costs
1,618,949.00
191,854.63
96,103.14
95,751.49
(5)
Proffers
240,184.62
192,945.48
47,239.14
(5)
Intergovernmental:
Commonwealth
12,143,593.00
3,685,230.03
3,706,850.87
(21,620.84)
(6)
Federal
0.00
2,668.28
244.16
2,424.12
(7)
Insurance Recoveries
0.00
3,104.33
0.00
3,104.33
Transfers
0.00
52,896.00
0.00
52,896.00
TOTAL REVENUES
179,832,243.00
11,090,054.27
10,695,231.42
394,822.85
EXPENDITURES:
General Administration
12,868,678.88
3,792,389.55
3,581,415.59
210,973.96
Judicial Administration
2,894,406.82
439,160.01
409,061.59
30,098.42
Public Safety
38,651,733.65
6,878,854.06
6,809,038.80
69,815.26
Public Works
5,818,707.46
896,540.15
564,034.44
332,505.71
Health and Welfare
9,787,663.00
1,487,268.29
1,457,994.68
29,273.61
Education
81,080.00
20,270.00
19,080.00
1,190.00
Parks, Recreation, Culture
8,505,779.78
1,263,283.46
1,225,133.38
38,150.08
Community Development
2,184,007.71
268,515.75
222,624.31
45,891.44
TOTAL EXPENDITURES
80,792,057.30
15,046,281.27
14,288,382.79
757,898.48
(8)
OTHER FINANCING SOURCES ( USES):
Operating transfers from / to 102,621,109.91 248,783.86 5,876,752.58 (5,627,968.72) (9)
Excess (deficiency)of revenues & other
sources over expenditures
& other uses (3,580,924.21) (4,205,010.86) (9,469,903.95) (5,264,893.09)
Fund Balance per General Ledger 46,085,703.72 42,008,196.15 4,077,507.57
Fund Balance Adjusted to reflect 41,880,692.86 32,538,292.20 9,342,400.66
Income Statement 8131118
70
(1)General Property Taxes
FY19
FY18
Increase/Decrease
Real Estate Taxes
1,678,413
1,665,311
13,102
Personal Property
2,785,392
2,702,576
82,816
Penalties and Interest
68,597
75,476
(6,879)
Credit Card Chgs./Delinq.Advertising
(37,343)
(34,881)
(2,462)
Adm.Fees For Liens&Distress
78,932
64,168
14,764
4,573,991
4,472,650
101,341
(2) Other Local Taxes
Utility Taxes
172,508.05
184,055.31
(11,547.26)
Business Licenses
167,016.05
226,334.56
(59,318.51)
Auto Rental Tax
11,669.95
11,249.30
420.65
Motor Vehicle Licenses Fees
48,166.87
48,058.29
108.58
Recordation Taxes
319,477.06
292,773.41
26,703.65
Meals Tax
293,466.59
341,411.96
(47,945.37)
Lodging Tax
35,656.15
37,265.12
(1,608.97)
Street Lights
137.33
220.00
(82.67)
Star Fort Fees
120.00
90.00
30.00
Total
1,048,218.05
1,141,457.95
(93,239.90)
(3) Perm its&Privi leges
Dog Licenses
10,286.00
7,350.00
2,936.00
Transfer Fees
585.00
630.90
(45.90)
Development Review Fees
46,352.00
69,818.00
(23,466.00)
Building Permits
242,113.86
178,700.32
63,413.54
2%State Fees
5,426.06
5,202.94
223.12
Electrical Permits
16,642.00
28,321.00
(11,679.00)
Plumbing Permits
2,622.00
3,399.00
(777.00)
Mechanical Permits
11,048.00
22,936.00
(11,888.00)
Sign Permits
425.00
1,425.00
(1,000.00)
Blasting Permits
45.00
30.00
15.00
Land Disturbance Permits
26,165.00
23,683.00
2,482.00
Commercial Pump and Haul Fee
500.00
(500.00)
Residential Pump and Haul Fee
50.00
-
50.00
Total
361,759.92
341,996.16
19,763.76
(4) Revenue from use of
Money
290,376.86
174,316.61
116,060.25
Property
1,000.00
1,891.38
(891.38)
Total
291,376.86
176,207.99
115,168.87
71
(5)Recovered Costs
FY19
FY18
Increase/Decrease
8/31/2018
8/31/2017
Recovered Costs Social Services
7,883.18
-
7,883.18
Recovered Cost Fire Companies
74,999.00
-
74,999.00
Recovered Costs Sheriff
3,400.00
3,250.00
150.00
Reimbursement Circuit Court
1,848.79
1,877.85
(29.06)
Reimb.Public Works/Planning Clean Up
450.00
575.00
(125.00)
Clarke County Container Fees
11,552.08
4,295.69
7,256.39
City of Winchester Container Fees
4,003.63
7,859.24
(3,855.61)
Refuse Disposal Fees
15,477.70
15,621.98
(144.28)
Recycling Revenue
18,076.85
21,065.33
(2,988.48)
Container Fees Bowman Library
-
304.52
(304.52)
Reimb.of Expenses Gen.District Court
5,884.44
5,232.73
651.71
Reimb.Task Force
11,209.38
5,042.44
6,166.94
Comcast PEG Grant
21,888.00
21,589.50
298.50
Fire School Programs
11,410.00
7,168.00
4,242.00
Clerks Reimbursement to County
1,449.86
2,220.86
(771.00)
Reimb. Sheriff
2,321.72
-
2,321.72
Subtotal Recovered Costs
191,854.63
96,103.14
95,751.49
Proffer Sovereign Village
21,952.38
-
21,952.38
Proffer Lynnehaven
-
3,378.31
(3,378.31)
Proffer Redbud Run
12,908.00
6,454.00
6,454.00
Proffer Canter Estates
-
16,351.88
(16,351.88)
Proffer Southern Hills
24,550.00
34,370.00
(9,820.00)
Proffer Snowden Bridge
171,012.24
117,748.29
53,263.95
Proffer Cedar Meadows
9,762.00
14,643.00
(4,881.00)
Subtotal Proffers
240,184.62
192,945.48
47,239.14
Grand Total
432,039.25
289,048.62
142,990.63
*1 Millwood Debt Payment
72
(6) Commonwealth Revenue
FY19
FY18
8/31/2018
8/31/2017
Increase/Decrease
Motor Vehicle Carriers Tax
2,319.05
22,886.25
(20,567.20)
Mobile Home Titling Tax
25,731.33
23,550.00
2,181.33
Recordation Taxes
124,578.44
89,753.60
34,824.84
P/P State Reimbursement
2,610,611.27
2,610,611.27
-
Shared Expenses Comm.Atty.
39,892.03
40,444.27
(552.24)
Shared Expenses Sheriff
159,770.90
140,193.05
19,577.85
Shared Expenses Comm.of Rev.
17,134.67
16,306.31
828.36
Shared Expenses Treasurer
11,106.83
10,458.75
648.08
Shared Expenses Clerk
33,216.60
32,376.59
840.01
Public Assistance Grants
545,680.01
536,081.75
9,598.26
Four -For -Life Funds
-
85,262.32
(85,262.32)
DMV Grant Funding
7,885.39
7,114.69
770.70
State Grant Emergency Services
4,794.20
5,800.00
(1,005.80)
JJC Grant Juvenile Justice
32,090.00
32,090.00
Rent/Lease Payments
42,803.19
44,736.62
(1,933.43)
Wireless 911 Grant
20,078.65
5,916.81
14,161.84
State Forfeited Asset Funds
7,537.47
3,141.09
4,396.38
F&R OEMS Reimbursement
-
127.50
(127.50)
Total
3,685,230.03
3,706,850.87
(21,620.84)
73
County of Frederick
General Fund
August 31, 2018
(7) Federal Revenue
FY19
FY18
Increase/Decrease
Federal Forfeited Assets DOJ
-
244.16
(244.16)
Federal Funds Sheriff
2,668.28
-
2,668.28
Total
2,668.28
244.16
2,424.12
(8) Expenditures
Expenditures increased $757,898.48. General Administration increased $210,973.96. This increase
was impacted by the timing of charging out the public official's liability, property and automobile
insurance in the current month compared to 9/17 in the previous year. Public Works increased
$332,505.71 and includes the $163,454.70 for the Stephenson Compactor Site, timing of the charges for
insurance, the timing of the County Share of the Courthouse Complex Maintenance for $102,022.81 as
the invoice was paid in September of the previous year. The transfers decreased $5,627,968.72. See
chart below:
(9) Transfers Decreased ($5,627,968.72)
FY19
FY18
Increase/Decrease
Transfer to School Operating
0.00
1,032,255.77
(1,032,255.77)
Transfer to Debt Service County
196,886.61
159,184.39
37,702.22
Operational Transfers
51,897.25
361,692.42
(309,795.17)
Board Contingency
0.001
4,323,620.00,
1 (4,323,620.00)
Total
248,783.86
5,876,752.58
1 (5,627,968.72)
*1 School Operating FY18 was $1,032,255.77 C/F for School Encumbrances.
*2 Payments includes the Bowman Library and the City of Winchester for Courtroom, Roof, and
HVAC Projects.
*3 Timing of Insurance Charge Outs.
*4 Board of Supervisors Capital.
74
County of Frederick
FUND 11 NORTHWESTERN REGIONAL ADULT
DETENTION
CENTER
August 31, 2018
ASSETS
FY2019
FY2018
Increase
8/31/18
8/31/17
(Decrease)
Cash
8,914,718.55
7,677,556.30
1,237,162.25 "1
Accounts Receivable Other
2,420.24
0.00
2,420.24
GL controls(est.rev/est.exp)
(1,315,001.09)
(1,005,120.00)
(309,881.09)
TOTAL ASSETS
7,602,137.70
6,672,436.30
929,701.40
LIABILITIES
Accrued Operating Reserve Costs
2,551,494.10
2,507,247.00
44,247.10
TOTAL LIABILITIES
2,551,494.10
2,507,247.00
44,247.10
EQUITY
Fund Balance
Reserved
Encumbrances 227,308.83 14,042.10 213,266.73
Undesignated
Fund Balance 4.823.334.77 4.151.147.20 672.187.57 "2
TOTAL EQUITY 5,050,643.60 4,165,189.30 885,454.30
TOTAL LIABILITY & EQUITY 7,602,137.70 6,672,436.30 929,701.40
NOTES:
"1 Cash increased $1,237,162.25. Refer to the following page for comparative statement of revenues anc
expenditures and changes in fund balance.
"2 Fund balance increased $672,187.57. The beginning balance was $5,568,464.00 and includes adjustinc
entries, budget controls for FY19($1,316,409.00), and the year to date revenue less expenditures of $571,279.77.
Current Unrecorded Accounts Receivable -
Prisoner Billing:
Compensation Board Reimbursement 8/18
Total
FY19
35,782.13
477,567.63
513,349.76
75
County of Frederick
Comparative Statement of Revenues, Expenditures
and Changes in Fund Balance
August 31, 2018
FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER
FY2019
FY2018
REVENUES:
8/31/18
8/31/17
YTD Actual
Appropriated
Actual
Actual
Variance
Credit Card Probation
-
69.62
14.37
55.25
Interest
-
-
-
Supervision Fees
56,096.00
8,590.00
3,385.00
5,205.00
Drug Testing Fees
1,000.00
60.00
25.00
35.00
Work Release Fees
350,628.00
35,680.60
18,650.49
17,030.11
Prisoner Fees from other localities
0.00
0.00
0.00
0.00
Federal Bureau Of Prisons
0.00
0.00
110.00
(110.00)
Local Contributions
7,824,994.00
1,928,414.75
1,932,686.50
(4,271.75)
Miscellaneous
7,501.00
317.79
370.97
(53.18)
Phone Commissions
400,000.00
0.00
0.00
0.00
Food & Staff Reimbursement
80,000.00
4,671.40
8,728.10
(4,056.70)
Elec.Monitoring Part.Fees
97,000.00
19,615.10
1,407.70
18,207.40
Share of Jail Cost Commonwealth
1,350,000.00
0.00
0.00
0.00
Medical & Health Reimb.
85,000.00
5,173.26
5,440.40
(267.14)
Shared Expenses CFW Jail
5,400,000.00
287,917.85
150,739.08
137,178.77
State Grants
276,233.00
0.00
0.00
0.00
D.J.C.P. Grant
0.00
0.00
0.00
0.00
Local Offender Probation
277,467.00
0.00
0.00
0.00
Bond Proceeds
0.00
0.00
0.00
0.00
Transfer From General Fund
5,266,848.00
1,297,977.50
1,348,614.75
(50,637.25)
TOTAL REVENUES
21,472,767.00
3,588,487.87
3,470,172.36
118,315.51
EXPENDITURES:
Excess(Deficiency)of revenues over
expenditures
FUND BALANCE PER GENERAL LEDGER
Fund Balance Adjusted To Reflect
Income Statement 8/31/18
23,015,076.92 3,017,208.10 2,922,658.93 94,549.17
(1,019,162.10) 571,279.77 547,513.43 23,766.34
4,252,055.00 3,603,633.77 648,421.23
4,823,334.77 4,151,147.20 672,187.57
76
County of Frederick
Fund 12 Landfill
August 31, 2018
FY2019
FY2018
Increase
ASSETS
8/31/18
8/31/17
(Decrease)
Cash
38,875,396.12
35,806,878.95
3,068,517.17
Receivables:
Accounts Receivable
Fees
782,205.78
722,884.55
59,321.23 *1
Accounts Receivable Other
21,227.66
2,401.33
18,826.33
Allow. Uncollectible Fees
(84,000.00)
(84,000.00)
0.00
Fixed Assets
47,158,186.20
45,498,224.85
1,659,961.35
Accumulated Depreciation
(29,232,078.83)
(27,824,334.18)
(1,407,744.65)
GL controls(est.rev/est.exp)
1,620.55
(2,743,935.62)
2,745,556.17
TOTAL ASSETS
57,522,557.48
51,378,119.88
6,144,437.60
LIABILITIES
Accounts Payable
Accrued VAC.Pay and Comp TimePay
158,608.75
183,021.61
(24,412.86)
Accrued Remediation Costs
13,126,481.90
12,807,957.65
318,524.25 *2
Retainage Payable
0.00
26,133.20
(26,133.20)
Deferred Revenue Misc.Charges
21,227.66
2,401.33
18,826.33
TOTAL LIABILITIES
13,306,318.31
13,019,513.79
286,804.52
EQUITY
Fund Balance
Reserved:
Encumbrances
415,199.10
514,222.38
(99,023.28) *3
Land Acquisition
1,048,000.00
1,048,000.00
0.00
New Development Costs
3,812,000.00
3,812,000.00
0.00
Environmental Project Costs
1,948,442.00
1,948,442.00
0.00
Equipment
3,050,000.00
3,050,000.00
0.00
Undesignated
Fund Balance
33,942,598.07
27,985,941.71
5,956,656.36 *4
TOTAL EQUITY
44,216,239.17
38,358,606.09
5,857,633.08
TOTAL LIABILITY AND EQUITY
57,522,557.48
51,378,119.88
6,144,437.60
NOTES:
*1 Landfill receivables increased $59,321.23. Landfill fees at 8/18 were $749,540.41 compared to $654,579.13
at 8/17 for an increase of $94,961.28. Delinquent fees at 8/18 were $78,058.76 compared to $113,687.21
at 8/17 for a decrease of $35,628.45.
*2 Remediation increased $318,524.25 and includes $271,591.00 for post closure and $46,933.25 interest.
*3 The encumbrance balance at 8/31/18 was $415,199.10 and includes $29,368.55 for a 2018 Ford F150, $31,819.55
for a 2019 Ford F-250, a CAT 963K Track Loader for $345,228 and $8,783 for a Woods Rotary Cutter.
*4 Fund balance increased $5,956,656.36. The beginning balance was $33,386,316.31 and includes adjusting entries,
budget controls for FY19($30,199) and $586,480.76 for year to date revenue less expenses.
77
County of Frederick
Comparative Statement of Revenue, Expenditures
and Changes in Fund Balance
August 31, 2018
FUND 12 LANDFILL
REVENUES
Credit Card Charges
Interest on Bank Deposits
Salvage and Surplus
Sanitary Landfill Fees
Charges to County
Charges to Winchester
Tire Recycling
Reg.Recycling Electronics
Greenhouse Gas Credit Sales
Miscellaneous
Wheel Recycling
Charges for RTOP
Renewable Energy Credits
Landfill Gas To Electricity
Insurance Recoveries
Waste Oil Recycling
TOTAL REVENUES
Operating Expenditures
Capital Expenditures
TOTAL Expenditures
Excess(defiency)of revenue over
expenditures
Fund Balance Per General Ledger
FUND BALANCE ADJUSTED
FY2019
FY2018
YTD
8/31/18
8/31/17
Actual
Appropriated
Actual
Actual
Variance
0.00
381.31
419.35
(38.04)
120,000.00
7,839.48
2,631.76
5,207.72
75,000.00
35,493.90
27,810.91
7,682.99
6, 562, 000.00
1, 275, 230.94
1, 017, 327.08
257, 903.86
0.00
114, 392.20
99,207.16
15,185.04
0.00
31,300.35
25,510.38
5,789.97
142,500.00
44,562.48
49,888.62
(5,326.14)
91,200.00
12,585.00
11,047.00
1,538.00
0.00
9,587.57
0.00
9,587.57
0.00
72.00
0.00
72.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
168,402.00
29,076.30
31,703.58
(2,627.28)
312,837.00
52,516.16
59,458.99
(6,942.83)
4,872.23
0.00
0.00
0.00
71471, 939. 00
1, 617, 909. 92
1, 325, 004.83
288, 032. 86
5,397,138.00
448,142.37
354, 382.81
93, 759.56
2,488,379.55
583,286.79
0.00
583,286.79
7, 885, 517.55
1, 031, 429.16
354, 382.81
677, 046.35
(413,578.55)
586,480.76
970,622.02
(384,141.26)
33, 356,117.31 27, 015, 319.69 6, 340, 797.62
33,942,598.07 27,985,941.71 5,956,656.36
County of Frederick, VA
Report on Unreserved Fund Balance
September 14, 2018
Unreserved Fund Balance, Beginning of Year, July 1, 2018 46,742,138
Prior Year Funding & Carryforward Amounts
C/F forfeited asset funds
(1,247)
C/F Fire Company Capital
(224,818)
C/F Capital impact study
(59,067)
C/F Sheriff auto claim reimbursement
(15,191)
C/F Parks projects
(324,382)
C/F compactor rehab
(19,500)
C/F Middletown convenience site
(45,000)
C/F Stephenson convenience site
(385,342)
C/F spay/neuter program
(6,521)
C/F design/build animal shelter addition
(6,727)
C/F county admin bldg maintenance projects
(31,044)
Other Funding / Adjustments
COR refund
- Ascar Leasing
(2,521)
COR refund
- BMW Financial
(2,790)
COR refund
- Bowman Properties
(3,283)
COR refund
- Capital Meats
(23,136)
Sheriff SWAT vehicle
(175,000)
COR refund
- Acar Leasing
(3,026)
COR refund
- Toyota Leasing
(4,087)
Fund Balance, September 14, 2018
(1,118,839)
(213,843)
45,409,456
79
COUNTY of FREDERICK
Parks and Recreation Department
540/665-5678
Fax: 540/665-9687
E-mail: fcprd@fcva.us
www.fcprd.net
PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS
Tuesday, September 26, 2018
7:00 p.m.
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
To: Jay Tibbs, Deputy County Administrator for Human S rvices
From: Jason L. Robertson, Director, Parks & Recreation
Date: September 13, 2018
Subject: Parks and Recreation Commission Action
The Parks and Recreation Commission met on September 11, 2018. Members present were:
Randy Carter, Christopher Fordney, Natalie Gerometta, Gary Longerbeam, Amy Strosnider,
Charles Sandy, Jr., and Robert Wells (Board of Supervisors' Non -Voting Liason). Members
absent: Guss Morrison, Ronald Madagan.
u 1411111 XMINJ 1i N1 ECIF-114 9 101► I : 02:O • *,
None
ITEMS SUBMITTED FOR INFORMATION ONLY
1. The Commission recommends using $41,600 in proffer funds to add utility installation to
the Northwest Sherando project for future Park restrooms.
Cc: Randy Carter, Chairman
Robert Wells, Board of Supervisors' Non -Voting Liaison
107 North Kent Street • Winchester, Virginia 22601
c 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: Draft Resolution for I-81 Corridor Study Round 2
DATE: September 18, 2018
Attached please find the draft resolution for Board of Supervisors feedback on Round 2
of the I-81 Corridor public meetings.
This draft was developed via Staff participation in the public meeting that was held at
Lord Fairfax Community College on August 22, 2018 and discussion with the
Transportation Committee on August 27, 2018. This item has also been circulated to the
Transportation Committee and will be voted on at their meeting on September 24, 2018.
As noted in the resolution; key concerns are the lack of recommended improvements
from Exit 315-317, truck parking consideration, and that potential funding scenarios be
equitable in nature and not a single source.
There will be a third round of public meetings on the corridor study in October and the
study is expected to be finalized in November for submission to the General Assembly
for potential action in the next legislative session.
JAB/pd
Attachment
107 North Kent Street, Suite 202 9 Winchester, Virginia 22601-5000
A RESOLUTION FOR THE BOARD OF SUPERVISORS
OF THE COUNTY OF FREDERICK, VIRGINIA
TO COMMENT ON THE
INTERSTATE 81 CORRIDOR STUDY — ROUND 2
At a regularly scheduled meeting of the Frederick County Board of Supervisors held on September 26,
2018, the following resolution was adopted:
WHEREAS, under Senate Bill 971 VDOT is conducting a corridor study for I-81; and,
WHEREAS, VDOT and the Office of Intermodal Planning and Investment are seeking comment from
individuals and localities on various items under study; and,
WHEREAS, Frederick County representatives attended the second round of public meetings held August
22, 2018 at Lord Fairfax Community College, and
WHEREAS, The Frederick County Board of Supervisors would like to encourage the reconsideration of
improvements from Exits 315-317 for the list of recommended improvements due to significant safety,
congestion, and access to alternative facilities concerns, and
WHEREAS, The Frederick County Board of Supervisors would also like to encourage the reconsideration
of widening from Exit 317 to the West Virginia State line due to significant expected growth in Frederick
County and also the Proctor and Gamble Project in West Virginia, and
WHEREAS, The Frederick County Board of Supervisors would continue to encourage ongoing analysis
of existing truck parking shortages in our area, and
WHEREAS, The Frederick County Board of Supervisors continues to support the analysis of multiple
potential dedicated funding scenarios that are equitably applied, and
WHEREAS, The Frederick County Board of Supervisors believes a package of dedicated funding sources
as opposed to a singular source would be the best way to meet the current and long-term needs of the I-81
Corridor, and
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of the County of Frederick
hereby submits this resolution for the second round of public comment for the I-81 corridor study and looks
forward to further opportunities for continued involvement.
Passed this 26th day of September 2018 by the following recorded vote:
Charles S. DeHaven, Jr., Chairman Gary A. Lofton
Robert W. Wells J. Douglas McCarthy
Shannon G. Trout Judith McCann -Slaughter
Blaine P. Dunn
A COPY ATTEST
Kris C. Tierney
Frederick County Administrator
PDRes #xx-18
M`EMORAN'DUM
TO: Board of Supervisors
FROM: Kris C. Tierney, County Administrator
DATE: September 18, 2018
RE: Committee Appointments
COUNTY of FREDERICK
Kris C. Tierney
County Administrator
540/665-6382
Fax: 540/667-0370
E-mail: ktierney@fcva.us
Listed below are the vacancies/appointments due through November 2018. 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.
VACANCIES/OTHER
Extension Leadership Council
William Austin — Red Bud District Representative
107 Rebels Circle
Winchester, VA 22602
Term Expires: 09/09/19
Four year term
(Staff has been advised that Mr. Austin has moved from the area.) (The
Extension Leadership Council is comprised of ten members, one member from each
magisterial district appointed by the Board of Supervisors and four members -at large
recommended by the Virginia Tech Extension Service. Members serve a four year
term.)
Planning Commission
June M. Wilmot — Member -At -Large
365 Proclamation Drive, Apt. 2417
Winchester, VA 22603
Term Expires: 11/14/21
Four year term
107 North Kent Street • Winchester, Virginia 22601
Memorandum — Board of Supervisors
September 18, 2018
Page 2
(Staff has been advised that Mrs. Wilmot has resigned from the Planning
Commission effective September 1, 2018.)
JUNE 2018
Winchester Regional Airport Authority
Robert Bearer — Frederick County Representative
140 Kinross Drive
Winchester, VA 22602
Phone: (540)550-1898
Term Expires: 06/30/18
Four year term
(Frederick County has four representatives on the Winchester Regional Airport
Authority. Members are eligible for reappointment.)
Winchester -Frederick County Tourism Board
Joint Appointment with the City of Winchester
Dan Martin -- Private Sector Rep
General Manager
Hampton Inn & Suites
170 Getty Lane
Winchester, VA 22602
Office: (540)722-2722
Term Expires: 06/30/18
(Lodging Industry -Hampton Inn & Suites)
Eric Campbell — Non Profit Sector Rep. (Cedar Creek and Belle Grove National
Historic Park)
P. O. Box 700
8695 Valley Pike
Middletown, VA 22645
Phone: (540)868-9176
Term Expires: 06/30/18
Three year term
(Mr. Martin and Mr. Campbell are not eligible for reappointment.)
Memorandum — Board of Supervisors
September 18, 2018
Page 3
(Staff is waiting to hear from Winchester City Council as to their action on
the recommendation from Tourism Director and Tourism Board on the
appointment of Lani Peterson and Shannon Moeck to fill seats of Dan Martin and
Eric Campbell.) (The Tourism Board was formed by Joint Resolution of the Board of
Supervisors and the City Council in April 2001. Members serve a three year term and
may only serve two consecutive terms. Recommendation for appointment is contingent
upon like approval by the City of Winchester.)
SEPTEMBER 2018
Shenandoah Area Agency on Aging (SAAA)
Thomas P. Reed — Frederick County Representative
113 Canyon Road
Winchester, VA 22602
Home: (540)722-8880
Term Expires: 09/30/18
Four year term
(Mr. Reed is not eligible for reappointment.)
(Frederick County has one member on this board. According to agency by-laws,
each jurisdiction may nominate one individual for appointment, with final appointment
being made by the Area Agency on Aging Board. The Area Agency on Aging shall
have the right not to accept any nominee it considers to be incompatible with the best
interests of the SAAA and Board. Members may only serve two terms.)
Member -At -Large — Frederick County
(According to agency by-laws, the Area Agency on Aging Board may appoint up
to six At -Large Members. The Area Agency on Aging is seeking assistance in
finding a candidate to fill the Frederick County Member -At -Large seat.)
(Attached is an Area Agency on Aging Board position description and By -
Laws which have been provided by the Area Agency on Aging.)
OCTOBER 2018
No appointments due for October 2018.
Memorandum — Board of Supervisors
September 18, 2018
Page 4
NOVEMBER 2018
Handley Regional Library Board
John R. Clawson — Frederick County Representative
220 Lynn Drive
Stephens City, VA 22655
Home: (540)336-6080
Term Expires: 11/30/18
Four year term
(Mr. Clawson has served two full terms and is not eligible for
reappointment.) (The County has 5 seats on the Handley Regional Library Board as a
result of the Joint Agreement and Memorandum of Understanding with the City. As
stated in the library by-laws, members may only serve two terms.)
Shawneeland Sanitary District Advisory Committee
Michelle Landon
226 Graywolfe Trail
Winchester, VA 22602
Home: (540)877-1838
Term Expires: 11/09/18
Two year term
Jeff Stevens
114 Rappahannock Trail
Winchester, VA 22602
Home: (540)327-3112
Term Expires: 11/09/18
Two year term
(The ShawneeLand Sanitary District Advisory Committee is comprised of five
members made up of resident property owners and serve a two year term. Members
are eligible for reappointment.)
KCTltjp
Attachment
U:ITJPIcommitteeappointmentslMmosLettrslBoardCommitteeAppts(492618BdMtg).docx
Shenandoah Area Agency on Aging (SAAA)
Board Position Description
General Statement of duties. Determine the policies, procedures and regulations for the
Shenandoah Area Agency on Aging provide fiscal oversight; assist in raising funds to finance the
organization; provide leadership for long-term and strategic planning; monitor organizational
performance.
Term: 4-years
Accountability: To the Board President and the Board of Directors
Resignation: In writing to the Board Chair
Responsibilities:
1. General
a. Have an affinity towards the agency on aging's mission.
b. Know SAAA's values, vision, programs and services.
c. Know and follow organization bylaws and other policies.
d. Serve the organization as a whole rather than a specific interest.
e. Maintain independence and objectivity in all organization issue
f. Attend and support as many organization events as possible.
2. Governance
a. Prepare for Board meetings by previewing information provided.
b. Be aware that after two consecutive unexcused meetings, the Board may terminate
a member.
c. Ask substantive questions at Board and committee meetings.
d. Be open to other points of views in Board deliberations.
e. Support all Board decisions regardless of personal stance on decisions.
f. Maintain confidentiality in all matters discussed at meetings.
g. Assume leadership positions when asked.
3. Financial
a. Annually, make financial contributions at a level according to personal means.
b. Actively engage in fund raising efforts, by securing sponsors and personally
supporting events.
c. Monitor short- and long-term financial stability.
4. Fiduciary
a. Always serve the public benefit.
b. Accountable to the public at large.
S. Public Relations
a. Advocate for organization when appropriate.
b. Avoid any appearance of a conflict of interest & disclose any possible conflict to
the Board.
c. Avoid accepting any gifts or favors or making any gifts or favors related to
your Board position.
6. Relationship with Executive Director and Staff
a. Support the Executive Director in the performance of job duties.
b. Consult with Executive before asking for favors or information from staff.
c. Keep Executive informed of all activities done on behalf of organization.
Individual Board Member Goals:
BYLAWS
Shenandoah Area Agency on Aging
Article i — Name
The agency shall be known as Shenandoah Area Agency on Aging, Incorporated
(SAAA), The agency shall be the official Area Agency on Aging of the Northern
Shenandoah Valley Regional Commission, Planning Services Area 7 (PSA 7).
Article II -- Authority
SAAA is chartered as an Area Agency on Aging under the Older Americans Act, Public
Law 89-73. The Virginia Department for the Aging (VDA), pursuant to Virginia Code
2.2-700 and the Virginia Administrative Code, contracts with SAAA to provide services
to older residents of PSA 7.
Article III - Articles of Incorporation
SAAA was incorporated as a Virginia Non -Stock Corporation (as limited by Section 501
(c) (3) of the Internal Revenue Code of 1954).
Article IV — Definitions
1. References to "region" shall mean the Northern Shenandoah Valley Regional
Commission, Planning Services Area 7 (NSVRC).
2. References to "SAAA" or `Board" shall mean the Shenandoah Area Agency
on Aging or the Board of Directors thereof.
3. References to "DABS" shall mean the Virginia Department for Aging and
Rehabilitative Services.
Article V — Objectives
The objectives of SAAA shall be as follows:
1. to provide a variety of high quality services and opportunities that enhance
the dignity and independence of older persons and promote their continued
contributions to the community;
Page 1 of 8
2. to enable eligible persons to live at home while maintaining a high quality of
life;
3. to provide a coordinated system of services to meet the needs of the older
population of the region;
4. to identify unmet needs of older persons in the region;
5. to educate the community on availability of services and provide information
on accessing services;
6. to partner and coordinate with other community human service providers to
enhance and expand aging service capacities;
7. to provide Irfe enrichment opportunities for older persons;
8. to advocate on behalf of older persons;
9. to conduct periodic evaluations of all aging planning activities within the
region; or as requested by local governments;
10. to actively pursue and administer grants to expand the service capacity of
SAAA; and
11. to contribute to and partner with DARS in planning for aging services within
the Commonwealth of Virginia.
Article VI - Service Area
SAAA shall serve the region, which includes the counties of Clarke, Frederick, Page,
Shenandoah, and Warren as well as the City of Winchester.
Article VII - Board of Directors
A. Powers and authority: SAAA shall be governed by its Board. The Board
shall have the responsibility and authority to:
1. employ the Executive Director of the SAAA, who shall serve at the
pleasure of the Board;
2. provide policy direction to the Executive Director;
3. annually review and approve a fiscal year budget, which shall serve
as the basis for the area plan submitted by the Executive Director to
DABS;
Page 2 of 8
4. implement policies and instructions in a manner consistent with the
SAAA bylaws as well as relevant federal and state regulations;
5. elect officers of the Board in the manner provided by the SAAA
bylaws;
6. review and take appropriate actions on reports and recommendations
provided by the Executive Director on all policies of the SAAA;
7, appoint such committees as it may deem expedient for carrying out
the objectives of the Board and to terminate the authority of any
committee at anytime;
8. in consultation with the Executive Director, solicit funds to support the
programs of the SAAA;
9. perform such other functions as are necessary to further the
objectives of the SAAA in a manner consistent with the SAAA bylaws.
B. Membership: The membership shall be as broadly representative as is
possible. The Board shall consist of thriteen (13) voting members. The
Executive Director is an ex-officio, nonvoting member of the Board. Board
members shall be appointed in accordance with the following provisions:
1. each jurisdiction named in Article VI may nominate one member;
2. the Board shall appoint the local government nominees, but the Board
shall have the right not to accept any nominee it considers to be
incompatible with the best interests of the SAAA and the Board; and
3. the Board may appoint up to six (6) At -Large members.
4. The Advisory Counsel will have one representative serve as a member
of the Board.
C. Voting and Quorums: Each Board member shall be entitled to one vote.
With the exception of special motions requiring a two-thirds vote of the
quorum present, all actions taken by the Board shall require a simple majority
of those members present and voting. A vote to hire or fire the Executive
Director shall be a special motion. Quorums shall consist of 50% of the
Board members plus one.
D. Terms of office:
Page 3 of 8
1. the term of office for Board members shall be four years, and persons
serving on the Board, except as provided herein, are eligible to serve for
an additional four;
2. Board members shall assume office at the start of the fiscal year, except
those appointed under paragraph D. 5 below.
3. except as provided herein, board members may serve two consecutive
four-year terms;
4. if a Board member is filling an unexpired term of one year or less, he or
she is eligible to serve two consecutive terms if reappointed;
5. within sixty (60) days to the degree possible, vacancies on the Board shall
be filled for the unexpired term in the same manner as the original
appointments;
Should the Executive Committee by a majority vote deem that the attendance
pattern of a Board member at properly schedule Board or
Committee meetings to be unacceptable, or should the
performance of a Board member be deemed unacceptable for any
other reason by a majority vote, then the Chair shall solicit the
resignation of such a Board member. In the event that no
resignation is forthcoming, then the Executive Committee shall
recommend the termination of such a Board member to the Board.
If the recommendation is approved by a majority vote of the Board
members, then the appropriate jurisdiction shall be notified of the
termination of the Board member and the nomination of a new
Board member shall be solicited.
E. Board Meetings:
1. all Board meetings shall be open to the public except Executive sessions;
2. the Board shall meet in regular session at least six (6) times during each
fiscal year at such specific times and places as the Chair may determine;
3. special meetings of the Board may be called at the discretion of the Chair,
the Executive Committee, or upon the written request of at least three (3)
Board members.
4. written notice of the time and place of every regular and special meeting
of the Board shall be sent to all members at least seven days before the
meeting; and
5. Board members are not personally liable for the debts, liabilities, or other
obligations of the SAAA.
Page 4 of 8
Article VIII —Officers
A. SAAA officers shall consist of a Chair, Vice Chair, Secretary, and Treasurer.
B. The officers shall be elected by the Board from its own membership based
on nominees selected by a Nominating Committee or made by the by a
majority of the Board during a regularly scheduled meeting.
C. The Board shall elect its officers by no later than September of each year and
new officers shall assume office on October 1 st of year.
D. Election shall be by secret ballot if there is more than one nominee for the
same office.
E. The term of each office shall be for a period of one (1) year or until a
successor has been properly elected.
F. The officers shall perform the usual duties assigned to such positions of
leadership or as determined by the Board. These duties include but shall not
be limited to:
1. the Vice Chair shall perform all duties of the Chair in the absence of the
Chair;
2. the Secretary shall keep or cause to be kept accurate minutes of all
meetings, present minutes at regular meetings and special meetings, and
handle correspondence of the Board as needed;
3. the Treasurer shall ensure that financial records are maintained in an
appropriate manner;
4. the Executive Director shall be responsible for briefing the Treasurer on
all major financial transactions; and
5. the Treasurer shall serve as Chair of the Finance Committee.
G. Any vacancy occurring among the officers shall be filled for the unexpired
portion of the term by the Board at any regular or special Board meeting.
Article IX Committees
General: Committee appointments should be representative of the entire service
area. All standing Committees shall meet at least once per year. Except where
noted below, each committee shall consist of a Chair appointed by the Board
Chair and a minimum of three additional Board members. The Board Chair sits
as an ex-officio non -voting member on all Board Committees.
Page 5 of 8
A. Executive Committee:
The Executive Committee shall consist of the officers of the Board, the
Executive Director as a non -voting Ex-officio member, and two (2) Board
members appointed by the Board Chair.
2. It shall be the function of the Executive Committee to make policy
recommendations to the Board and to assist in the execution of policies
established by the Board.
3. All policy changes recommended by the Executive Committee shall be
reviewed by the Executive Committee prior to presentation to the Board.
B. Personnel Committee:
1. The Personnel Committee shall consist of a Chair appointed by the Board
Chair, a minimum of two (2) additional Board members, and both the
Board Chair and the Executive Director who shall serve as non -voting Ex-
officio members.
2. It shall be the function of the Personnel Committee to assist the Executive
Director in updating and or revising the employee manual for Board
approval, establishing a salary structure, and reviewing the benefits
package.
C. Finance Committee:
1. The Finance Committee shall consist of the Treasurer, the Board Chair
and Executive Director in their capacity as non -voting Ex-officio
members, plus two (2) additional Board members appointed by the
Board Chair.
2. The Finance Committee shall be responsible for monitoring and reporting
to the Board regarding the overall finance and accounting operations of
the agency as well as on all matters relating to compliance with all
applicable federal and state laws and regulations, ensuring the
preparation of informative financial documents for periodic review by the
Board, preparing at least annually a report of findings and
recommendations for the Board, and receiving and reviewing the report
of the auditor. The Committee may receive directly concerns of Board
members regarding the financial positions and status of the organization.
D. Nominating Committee:
Page 6 of 8
1. The Nominating Committee shall be appointed by the Chair and shall
consist of at least two (two) Board members.
2. It shall be the function of the Nominating Committee to select nominees
from the membership of the Board for potential election to fill Board
officer positions.
E. Other Committees: The Board may appoint or authorize the appointment of
such regular committees and or Ad Hoc committees as may be deemed
necessary or appropriate to carry out the objectives of the Board.
Article X - Executive Director's Authority and Responsibility
A. The Executive Director is the chief executive of the SAAA. The Executive
Director derives his or her authority from the Board and is responsible to the
Board for his or her performance. The SAAA Board sets policy and the
Executive Director implements it,
B. The Executive Director is an employee of the Board. The Executive Director
may not be in total agreement with the Board. He or she is responsible,
however, for discussing significant differences with the Board.
C. The Executive Director is responsible for the administrative leadership of the
SAAA. Within the SAAA, the Executive Director should organize the staff to
ensure the successful completion of the SAAA mission and has the
responsibility for hiring and firing staff.
D. The Executive Director reports directly to the Board Chair, The Executive
Director shall strive to fulfill all information requests from Board members. No
Board member, acting as an individual, shall direct the Executive Director or
any SAAA staff member. Neither shall any Board Committee direct the
Executive Director or any SAAA staff member unless that Committee has
been specifically.empowered by the full Board to issue such directives.
Article XI - Fiscal Year and Budget
A. The fiscal year of the SAAA shall be from October 1 through September 30.
B. The budget shall be approved by the Board each year at the June Board
meeting or as soon thereafter as is practical.
Article XII - Rules of Order
Page 7 of 8
All meetings of the Board and committees appointed by the Board shall be
conducted in accordance with these bylaws and in accordance with the then
current edition of Robert's Rules of Order.
Article XIII — Amendments
These bylaws may be amended or repealed at any meeting of the Board by an
affirmative vote of 2/3 of those members present provided that a quorum is
present and notice of all proposed amendments shall have been mailed to the
members of the Board at least fifteen (15) days prior to the meeting.
Appendix
Effective dates of bylaws
•:• Completely reviewed and adopted by the Board on August 28, 2015.
Page 8 of 8
RESOLUTION
FISCAL YEAR 2018-2019 BUDGET AMENDMENT
WHEREAS, Pursuant to Section 15.2-2507 of the Code of Virginia, 1950, as
Amended, the Frederick County Board of Supervisors, meeting in regular session and
public hearing held on September 26, 2018, took the following action:
NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors that the FY
2018-2019 Budget be Amended to Reflect:
was
School Construction Fund Supplemental Appropriation in the Amount of
$7,500,000.00 for the Acquisition of Land, Design and Construction of a
Replacement Robert E. Aylor Middle School.
Upon motion
made by and seconded by
_, the above budget amendment and supplemental appropriation
by the following recorded vote:
Charles S. DeHaven, Jr.
Gary A. Lofton
J. Douglas McCarthy
Robert W. Wells
I:1FTM=off li l
Shannon G. Trout
Judy McCann -Slaughter
A COPY ATTEST
Kris C. Tierney
Clerk, Board of Supervisors
County of Frederick, Virginia
Resolution - Fiscal Year 2018-2019 Budget Amendment
Board of Supervisors Meeting of September 26, 2018
Page 2
cc: Dr. David T. Sovine, School Superintendent
Patty D. Camery, School Finance Director
Cheryl B. Shiffler, Finance Director
C. William Orndoff, Jr., Treasurer
U:\TJ P\resol utio ns\BudgetAm endme nt(FY2018-2019(ReplacementAylorSchool)092618BdMtg ).docx