Loading...
August 8 2018 Regular Meeting Minutes035 MINUTES CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, AUGUST 8, 2018 6:00 AND 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; Roderick B. Williams, County Attorney; Karen Vacchio, Public Information Officer; Mike Ruddy, Director of Planning; John Bishop, Assistant Director of Planning — Transportation; Candice Perkins, Assistant Director of Planning; Mark Cheran, Zoning & Subdivision Administrator; Tyler Klein, Planner; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman DeHaven called the meeting to order at 6:00 p.m. CLOSED SESSION Vice Chairman Lofton moved that the Board convene in closed session pursuant to Virginia Code § 2.2-3711(A)(3) for discussion of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Supervisor Dunn seconded the motion which carried unanimously on a voice vote. At 6:42 p.m., the Board members being assembled within the designated meeting place in the presence of members of the public and the media desiring to attend, the meeting was reconvened on motion of Vice Chairman Lofton, seconded by Supervisor McCarthy. Vice Chairman Lofton moved that the Board of Supervisors of Frederick County certify that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered by the Board. Supervisor Wells seconded the motion which carried as follows on a roll call vote: 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 At 6:44 p,m„ Chairman DeHaven recessed the meeting until 7:00 p.m. Minute Book 44 Board of Supervisors Meeting of 0810B118 County of Frederick, Virginia M CALL TO OR ER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION Supervisor Wells delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chairman Lofton led the Pledge of Allegiance. ADOPTION OF AGENDA - APPROVED Upon motion of Supervisor Slaughter, seconded by Vice Chairman Lofton, the agenda was adopted on a voice vote. ADOPTION OF CONSENT AGENDA — APPROVED Upon motion of Vice Chairman Lofton, seconded by Supervisor Dunn, the consent agenda was adopted on a voice vote. -Minutes: Joint Meeting with the School Board of Ju1:24, 2018-CONSENT AGENDA APPROVAL -Minutes: Regular Meeting of July 25.2018-CONSENT AGENDA APPROVAL -Public _Works _Committee Report (Attachment 1) - CONSENT AGENDA APPROVAL _Transportation Committee Report (Attachment 2) - CONSENT AGENDA APPROVAL -Amendment of Rules and Procedures. Articles 4 and 7 - CONSENT AGENDA APPROVAL ARTICLE IV -CONDUCT OF BUSINESS Section 4-1. Order of Business [Amended 06/11/03]; [Amended 01/14/04]; [Amended 02/14/181; [Amended 08/08/181 At meetings of the Board, the order of business should be as follows: Closed Session (When Required) Call to Order Invocation Pledge of Allegiance Adoption of Agenda Citizen Comments (Agenda Items Only, That Are NotSubjectto Public Hearing.) Consent Agenda (Will contain Minutes and Committee Reports) Board of Supervisors Comments County Officials Committee Business Public Hearings— Non Planning Issues (When Required) Planning Commission Business Public Hearings When Required) Other Planning Commission/Department Business Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjournment ARTICLE VII—APPOINTMENTS Section 7-1. Appointments bythe Chairman ofthe Board The Chairman shall appoint members of the Board tosuch authorities, boards, commissions, committees or other organizations or positions as the Board shall so authorize and to appoint various citizen members to Board's standing committees. Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia 037 The following positions are appointed by the Chairman each January. STANDING COMMITTEES OF THE BOARD APPOINTEjz $Y THE CHAIRMAN; Finance Committee Code and Ordinance Committee Human Resources Committee Public Safety Committee Public Works Committee Technology (IT) Committee Transportation Committee OTHERAPPOINTMENTSMADE BYTHE CHAIRMAN: Board Liaison to Fire & Rescue Association County Representatives to the Frederick County -Winchester Joint Finance Committee Section 7.2. GonimitteeAppointments by the Board of Supervisors [Amended 01/25/061; [Amended 02/14/18] Each board member may nominate citizen members to be appointed to the various authorities, boards, commissions, and committees where a representative is needed from a member's respective magisterial district or for the county at large. (Note: A current list of boards and committees is available on the County website, www1cva us.) A majority vote of those board members present shall be required to appoint a nominee to said authority, board, commission, or committee. Prior to Board action on aperspeetrve prospective nominee, the following process shall be followed: 1. Applications are required for positions on bodies created by the Board of Supervisors. For non - Frederick County boards such as regional or cam mu nity- based bodies, the Board of Supervisors will accept and consider nominations from those boards while reserving the right to appoint Its preferred candidate. The application form, or Committee Appointments Informational Data Sheet,.`--••-o -on anz4e= -a afe is available on the County website,www.fcva.us,orthrough BOaFd Fnembers and the County Administrator's Office. Acam pieted application (Informational Data Sheet) shall be required for all Initial nominations; however, a completed application (Informational Data Sheet) for candidates being reappointed shall not be required. 2. Applications shaWmust be received in the County Administrator's Office up to by 5:00 p.m, on the T#wrsday-Wednesday preceding a Board meeting in order+ltat#hey-a limo be included in the agenda for review bythe members of the Board. 3. Any applications received after the deadline specified above will be head for review until the next regularly scheduled meeting ofthe Board. -I-+-I-+++++++ t t Joy Kirk, Back Creek District, made an appeal to the Board's fiscal responsibility saying that it will be costlier if a smaller replacement Aylor Middle School is built and then added to later. She urged the Board to build the larger school as originally requested by the School Board. Katie Bochert, employee of Frederick County Public Schools, discussed growth as explained on the yesfrederick.com website. She encouraged the Board to consider its connections to the School Board and to work together with them for success. Eva Stein, Opequon District, said she is a third grade student and spoke in favor of a replacement Aylor School, Bryan Nuri, Opequon District, used the analogy of buying clothes larger than needed to allow for growth and advised building a larger Aylor replacement school. He said there is tremendous growth in the County and the building will be needed, He noted the size in square footage and student population of the Brambleton Middle School discussed in earlier meetings, Shawn Graber, Back Creek District, discussed the recent school budget amendments and the current County debt load. He suggested the School Board cut its budget in other places to compensate for the new debt for the Aylor building. He suggested that a request for additional funds be placed in the County real estate tax bills for the second half of the year so that the residents who have offered to have their taxes raised can voluntarily pay more. Amber Wallin, Opequon District, said she had spoken many times on the Aylor Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia *j replacement issue, She said much information has been requested and supplied and noted the large amount of citizen support. She asked the Board to give the Aylor community what it has requested. BOARD OF SUPERVISORS COMMENTS Supervisor Dunn clarified the size and number of students at Brambleton Middle School. COUNTY OFFICIALS: AMENDMENT to the 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: School Construction Fund Supplemental Appropriation in the Amount of $45, 500, 000 for the Acquisition of Land, Design and Construction of a Replacement Robert E. Aylor Middle School. Supervisor Trout stated she wants 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. Vice Chairman Lofton moved for approval of the Amendment to the FY 18-19 Budget for School Construction Fund Supplemental Appropriation in the Amount of $45,500,000 for the Acquisition of Land, Design and Construction of a Replacement Robert E. Aylor Middle School. Supervisor Trout seconded the motion. Supervisor McCarthy thanked the School Board and staff for their efforts in planning for the replacement Aylor school. He noted that both Boards are trying to do the best for the County's children. Supervisor Wells thanked all who participated in the discussion. He noted his construction background and said he knows that a bigger school is needed. Vice Chairman Lofton said he made the motion because the School Board has said they can build a 900-student capacity building for $45.5 million. Supervisor Trout said the County is continuing to grow and she hopes that the larger building can be built at this time. Supervisor Dunn discussed the County's debt, how it might be paid, and whether the School Board can find ways to cut costs or delay projects. Chairman DeHaven said it would be wrong to build a building with a capacity of less than 900 students. The motion approving the budget amendment carried on a roll call vote as follows: Blaine P. Dunn Aye Gary A. Lofton Aye J. Douglas McCarthy Aye Judith McCann -Slaughter Aye Minute Book 44 Board of Supervisors Meeting of 08/08M8 County of Frederick, Virginia Shannon G.Trout Aye Robert W. Wells Aye Charles S. DeHaven, Jr. Aye 039 COMMITTEE APPOINTMENTS STEVE CANTU APPOINTED AS A MEMBER AT -LARGE TO THE HISTORIC RESOURCES ADVISORY BOARD - APPROVED Upon motion of Supervisor Dunn, seconded by Supervisor Slaughter, Steve Cantu was appointed to the Historic Resources Advisory Board for a four-year term ending August 8, 2022, The motion carried on a voice vote. HEATHER MCKAY AND BOB CLAYTOR REAPPOINTED TO THE ECONOMIC DEVELOPMENT AUTHORITY- APPROVED Upon motion of Vice Chairman Lofton, seconded by Supervisor McCarthy, Heather McKay and Bob Claytor were each reappointed to the Economic Development Authority for a four-year term ending September 10, 2022. The motion carried on a voice vote. PUBLIC HEARINGS (Non -Planning Items) - OUTDOOR FESTIVAL PERMIT REQUEST OF ROTARY CLUB OF WINCHESTER — 43RD ANNUAL SHENANDOAH VALLEY APPLE HARVEST FESTIVAL - APPROVED Pursuant to the Frederick County Code, Chapter 66, Festivals; Section 86-3, Permit Required; Application; Issuance or Denial; Fee, for an Outdoor Festival Permit. Festival to be Held on Saturday, September 15, 2018, from 10:00 A.M. to 5:00 P.M. and Sunday, September 16, 2018 from 10:00 A.M. to 5:00 P.M.; on the Grounds of Frederick County Fairgrounds, 250 Fairground Road, Clearbrook, Virginia. Property Owned by Frederick County Fair. Mr. Tierney provided background information on the event. Chairman DeHaven opened the public hearing. There were no speakers. Chairman DeHaven closed the public hearing. Upon motion of Supervisor Slaughter, seconded by Supervisor Dunn, the Outdoor Festival permit for the 43`d Annual Apple Harvest Festival was approved on a voice vote. PLANNING COMMISSION BUSINESS Public Hearines REZONING #01-18 FOR STONEWALL IV - Submitted by Walsh Colucci Lubeley & Walsh, to Rezone 68.91+/- Acres from the RA (Rural Areas) District to the MI (Light industrial) District with Proffers. The Properties are Located at the Southern Terminus of Lenior Drive (Route F-732) and are Identified by Property Identification Numbers 43-A-21, 43-A-21B, 43-19-4 and 43-A-24. Assistant Planning Director Candice Perkins explained the application to rezone a total of 88.91+1- acres of land to the M1 (Light Industrial) District with proffers. She said the site is located within the limits of the Northeast Land Use flan of the 2035 Comprehensive Plan and the proposed M1 Zoning is generally consistent with the Northeast Land Use Plan as it relates to the area. She added that the properties are located within the limits of the Sewer and Water Service Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia 040 Area (SWSA) and she highlighted the proffers. She said the Planning Commission recommended approval of this rezoning at their July 19, 2018 meeting. John Foote of Walsh Colucci Lubeley & Walsh described the rezoning request including the proffers. He noted the applicant has brought revenue to the County. Chairman DeHaven opened the public hearing. Jack Drumheller, Stonewall District, said there has been tremendous change in traffic in the County in the last 30 years resulting in many challenges. He said he is not opposed to the rezoning but asked if it should happen before the new ramp is built which will allow a second access to Stonewall Industrial Park. Chairman DeHaven closed the public hearing. Supervisor Slaughter noted her concern about transportation challenges. She moved for approval of Rezoning #01-18 for Stonewall IV. Supervisor McCarthy seconded the motion. He noted his concern about agricultural land being rezoned for industrial use but added that this parcel is in the appropriate place for such growth. The motion for approval of the rezoning carried on a roll call vote as follows: Blaine P. Dunn Aye Gary A. Lofton Aye J. Douglas McCarthy Aye Judith McCann -Slaughter Aye Other Planning Items Shannon G. Trout Aye Robert W. Wells Aye Charles S. DeHaven, Jr. Aye ORDINANCE AMENDMENT — SHIPPING CONTAINERS — REFERRED BACK TO PLANNING COMMISSION AND STAFF This is a proposed amendment to Chapter 165 — Zoning Ordinance to restrict the use of shipping containers (i.e. pre -fabricated, durable, steel shipping containers, also known as inte►modal containers, cargo containers, freight containers, or iSO containers) as accessory storage in certain zoning districts. Shipping containers are typically 8-feet (FT) wide, 8-FT tall and 20-40-FT long. The current zoning ordinance does not specifically address shipping containers, only where tractor trailers may be parked or stored. Planner Tyler Klein provided background on the proposed amendment. The Board and staff discussed the merits of the amendment and how it related to the various zoning designations including residential, and also discussed its application in residential subdivisions. By consensus, the item was sent back to the Planning Commission and staff for revision and review. ORDINANCE AMENDMENT — STORAGE FACILITIES. SELF SERVICE. IN RA DISTRICT — NO ACTION This is a proposed amendment to Chapter 165 — Zoning Ordinance to allow storage facilities, self-service, in the RA (Rural Areas) Zoning District as a conditional use (requiring an approved Conditional Use Permit — CUP). Currently, storage facilities, self-service, are only allowed in the B2 (General Business), B3 (Industrial Transition), M1 (Light industrial) and M2 (Industrial General) Zoning Districts. Planner Tyler Klein provided background on the proposed amendment. The Board and staff discussed the merits of the amendment and whether the Conditional Use permit is a better mechanism than a rezoning for storage facilities. The Board considered holding a public hearing and then by consensus chose not to act on the matter. Minute Book 44 Board of supervisors Meeting of 08/08l18 County of Frederick. Virginia 041 BOARD LIAISON REPORTS Supervisor Wells thanked all who participated in the recent Frederick County Fair adding that it was a.great success despite all the rain. Supervisor Wells said he received two emails complimenting the Sheriff's Department for checking the homes of vacationing residents. BOARD OF SUPERVISORS COMMENTS Supervisor Dunn referenced the vote at the previous meeting on July 25, 2018, denying the request for Rezoning #05-17 for O-N Minerals dba Carmeuse. He said he had misheard the applicant's clarification about work hours. He said he had contacted the 19 residents directly affected and 16 of those would prefer the new proffers, and he now wishes to change his vote. Supervisor Dunn moved to rescind the vote taken on July 25 denying Rezoning #05-17, Vice Chairman Lofton seconded the motion. Mr. Tierney noted that County Attorney Williams has stated the need for a public hearing on the matter before the Board takes action on the matter. Supervisor McCarthy moved to amend the motion to rescind and set a public hearing for the soonest possible meeting date should the applicant wish it to be reconsidered. Supervisor Dunn seconded the motion which carried on a roll call vote as follows: Blaine P. Dunn Aye Shannon G. Trout Aye Gary A. Lofton No Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. No Judith McCann -Slaughter Aye The amended motion rescinding the vote and setting a public hearing at the soonest possible meeting date, should the applicant wish it to be reconsidered, 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 Alan Morrison, Gainesboro District, said the last two meetings have worried him. He said the County continues to build houses without regard to infrastructure including schools, roads, and fire and rescue. He said the County needs to slow down and get ahead of the growth. He said the citizens have to use resources efficiently but he does not see the County government doing that. ADJOURN On motion of Vice Chainnan Lofton, seconded by Supervisor Dunn, the meeting was adjourned at 8:23 p.m. Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia 04 oC li L(� A-6 Charles S. DeHaven, Jr. Chairman, Board of Supervisors Kris iern Clerk, oard �S, sors Minutes Prepared By: Ann W. Phillips Deputy Clerk, Board of Supervisors Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia 0G-3 Board of Supervisors Minutes of August 8, 2018 - Appendix 1 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS Tuesday, July 31, 2018 8:00 a.m. 107 NORTH KENT STREET, SUITE 200, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: J. Douglas McCarthy, Chairman; Gary A. Lofton; Robert W. Welts; Whitney "Whit" L. Wagner; and Harvey E. "Ed" Strawsnyder, Jr Committee Members Absent: Gene E. Fisher Staff present: Joe C. Wilder, Director of Public Works; Mike Stewart, Senior Project Manager; Ron Kimble, Landfill Manager; Gloria Puffinburger, Solid Waste Manager; Kathy Whetzel, Animal Shelter Manager; Holly Grim, Assistant Shelter Manager; Kevin Alderman, Shawneeland District Manager; Mark Fleet, Building Official/Code Administrator; Erin Swisshelm, Assistant County Attorney; C. William Orndoff, Treasurer; Wayne Corbett, Deputy Treasurer; Kris Tierney, County Administrator; and Jay Tibbs, Deputy County Administrator ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1-None ITEMS FOR INFORMATION ONLY 1-Update on the new Stephenson Convenience Site The new convenience site opened for public use on Monday, July 31, 2018. The contractor, Kee Construction, is completing the final grading, seeding and stabilization of the site, construction of the stormwater facility, placement of the fence and landscaping. All the site work should be completed by the end of August. We should have final clean-up finished at the old Clearbrook site by Friday, August 10, 2018. 2-pdate on the Frederick County Recycling Program and Contract Gloria Puffinburger, Solid Waste Manager, updated the committee on the recycling program and the hauling contract. The recycling program is still very successful, and we work very hard to ensure we have good, viable markets. We discussed the current China ban on foreign recyclables and how the United States is adjusting many of the markets to respond to the ban. Our local recycler has many domestic markets, so we are in good shape for now. We discussed that the reimbursement for the recycled paper markets have went away, Atone time, Frederick County received reimbursements on recycled paper collections, but the market return has diminished. However, we still have -a very robust recycling program and the waste diversion is very important in managing our tonnage at the landfill. We will work on educating the citizens and businesses to work harder on minimizing contamination of the collection units. This will help our recycled items continue to find good recycling markets. We are entering our fourth year of our waste collection contract with Allied Waste. The costs have gone up due to allowed Consumer Price Index (CPI) increases and a small tipping fee increase at the Landfill. 3-Update on the ongoing regional rainfall event affecting Frederick County Over the past three (3) months, our region has experienced a higher than normal rainfall event, Most areas have received 30-40 inches of rain since April 1, 2018. We have had impacts to many of the citizens in the form of drainage complaints related to flooded basements, water ponding in yards, major washouts of roads, driveways, etc. Staff have responded to over a hundred calls and have done their best to assist when we can. We have had a lot of road damage at Shawneeland and will be fixing culverts and roads over the next few months. Due to the severity of the damage, a contractor, Perry Engineering Company, Inc., has come in to assist with some of the major repairs while the staff works on road, ditch and culvert repairs. We estimate that several hundred thousand dollars will be spent to repair the roads. As the costs come in forthe repairs, funds from the Shawneeland reserve will need to be transferred to off -set these extra costs. We also informed the committee that we will need to evaluate the current sanitary district fee structure during the budget process to ensure adequate Minute Book 44 Board of Supervisors Meeting of W08118 County of Frederick, Virginia 0441 funding is available in the future. The current annual fees are $560 for improved lots and $190 for unimproved lots. We have also had many problems at the Regional Landfill due to the heavy rains. We have experienced some significant leachate by-passes over the last couple of months which have resulted in violations of our DEQ solid waste permit. Staff have been very transparent and upfront with DEQ officials and continue to work on solutions and determine some future projects that can help us handle the large rain events in the future. We are currently designing a large leachate holding pond with a capacity of over 3,000,000 gallons. We anticipate the costs to build this pond to be over two million dollars. Funding for these projects is available in the Landfill's Reserve Fund balance. We also need to upgrade the leachate force mains and do several other smaller projects to help the Landfill better cope with future large rain events and assist in compliance with DEQ regulations, We will continue to coordinate the design with the Landfill consultant, SCS Engineers and DEQ. There has also been an on -going issue with sludge that the Landfill is receiving from the Opequon Wastewater Reclamation Facility (OWRF). They changed their process almost two (2) years ago and their new process has sludge coming into the Landfill with high moisture and low solids. The sludge has properties similar to jello. In working with the Frederick Winchester Service Authority (FWSA) and OWRF staff, they have obtained another contract which allows them to haul the sludge to a Landfill in Pennsylvania. Ultimately, they are seeking permission from Virginia DEQ to obtain a land application permit to spread the sludge as a class A biosolids. They started shipping the biosolids to Pennsylvania this week. The removal of most of the sludge from OWRF will really improve our Landfill operations and help us in the future as we develop the landfill and strive to comply with DEQ regulations. 4-Discuss a request from Wilde Acres/Mountain Falls Park to become a Sanitary District Recently, Frederick County received a request from the Wilde Acres/Mountain Falls community to become a sanitary district. There have been some recent changes to Virginia law that transfers the responsibility regarding the creation of a sanitary district from the state to the Board of Supervisors in localities. The Board of Supervisors at their June 13, 2018 meeting sent a request to the Public Works Committee to study and research creating a sanitary district. After some discussion occurred during the Public Works Committee Meeting, the committee recommended that an ad hoc subcommittee be formed to work with staff to determine the feasibility of forming a sanitary district at Wilde Acres/Mountain Falls Park. The other task is to create a guidance document to set up procedures for any future requests to create a sanitary district in Frederick County. A motion regarding the creation of a subcommittee was made by citizen member Harvey "Ed" Strawsnyder and the motion was seconded by Supervisor Wells. The committee unanimously approved the motion. The following committee members volunteered to serve on the ad hoc subcommittee: Committee Chairman McCarthy Supervisor Lofton Committee Member Ed Strawsnyder The subcommittee will look at general guidelines in creating a new sanitary district, review costs to bring the roads up to certain minimum road standards, long term financing, estimated annual fees, etc. Also, since this will require a lot of staff time, the subcommittee will determine how much effort is reasonably expected of staff to determine the guidelines and proposed costs. It is anticipated that the review by the ad hoc subcommittee could take 2-3 months before reporting back to the Public Works Committee. 5-Discuss proposed carry forward requests from Solid Waste, Animal Shelter and Landfill a. Solid Waste Budget 10-4203-000 Line item 10-4203-3004-01 Repair and Maintenance/Equipment. Request to carry forward $19,500.00 for rehabilitation of the old compactor unit being removed from the Clearbrook Convenience Center which will be used at a future site. Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia 045 Line item 10-4203-3004-03 Repair and Maintenance/Building. Request to carry forward $45,000.00 for site improvement -sat the Middletown Convenience Site. Work was planned for FY 17/18 but was not completed. Line item 10-4203-3010-00 Contractual Services. Request to carry forward $75,000.00 for anticipated increased collection costs of the refuse collection and recycling program. Line item 10-4203-9003-00 Lease/Rent Land. Request to carry forward $6,000.00 for payment of the Greenwood Convenience Site lease from Greenwood Fire Hall. The total for the four requests are $145,000.00. A motion was made by Supervisor Wells to approve the request and was seconded by member Ed Strawsnyder. The motion was unanimously approved by the committee to be sent to the Finance Committee for further consideration. b. Solid Waste Budget 10-4203-8900-00 We requested that all unspent funds left over from this line item be carried forward for the completion of the Stephenson Convenience Center. Since we are at year end, we can not determine an exact amount. A motion was made by Supervisor Wells and seconded by Supervisor Lofton recommending the carry forward request. The committee unanimously approved the motion to be sent to the Finance Committee for further consideration. c. Animal Shelter Budget 10-4305-000 Line item 10-4305-3001-00 Professional Health Services. Request to carry forward $6,521.00 which is the unused portion of the spay/neuter funding. The funds were appropriated from the Fleming donation for spaying and neutering shelter pets. Line item 10-4305-3002-02 Professional Services Engineering and Design. Request to carry forward $6,727.00 which is the unused portion of the new building design fund. The funds were appropriated from the Loy donation for the design of the new shelter building. A motion was made by member Ed Strawsnyder and seconded by member Whit Wagner recommending approval of the carry forward request. The motion was unanimously approved by the committee to be sent to the Finance Committee forfurther action. d. Landfill Budget 12-4204-000 Line item 12-4204-3004-04 Repair and Maintenance -Generators. Requestto carry forward $80,000.00 to cover the remaining funds needed for maintenance of the 60,000- hour genset generator. This maintenance includes replacing the engines and upgrading the control systems, Line item 12-4204-5408-03 Generator Spare Parts -Gas to Energy. Request to carry forward $90,000.00 for chiller or blower replacements as needed. The gas treatment skid has accumulated over 60,000 hours of operation and has begun to experience increased breakdowns of blowers and gas chilling equipment. Line item 12-4204-8006-00 Construction Vehicles and Equipment. Request to carry forward $206,000.00 for a back up trash compactor. Currently, the Landfill owns two Caterpillar 826k compactors. During times when either of those compactors are down the current practice is to maintain a compactor at the MSW Landfill and either close down the CDD Landfill or use a loader to pile the CDD waste up until both compactors are back in service. Current trends of increased downtime due to electrical and electronics on the equipment along with continued uptake in waste flow make it difficult to continue the current practice and maintain adequate compaction of all waste. Line item 12-4204-8900-00Improvements other Than. Request to carry forward $3,330,000 for an additional leachate collection pond and blasting of MSW Cell3A. These Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia M projects are currently moving forward but contracts for the work were not issued before the end of FY 17/18. A motion was made by member Ed Strawsnyder and seconded by Supervisor Wells recommending approval of the carry forward requests. The motion was unanimously approved by the committee to be sent to the Finance Committee for further consideration. 6-Acquistion/Disposition of Real Estate A Closed Session was convened in Accordance with the Code of Virginia, 1950, as Amended, Section 2.2-3711, Subsection A, (3), for discussion or consideration of the acquisition of real property for a public discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. The Public Works Committee of Frederick County certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meetingto which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered bythe Committee. Respectfully submitted, JCW/kco Attachments: as stated cc: Kris Tierney, County Administrator Jay Tibbs, Deputy County Administrator Ron Kimble, Landfill Manager Gloria Puffinburger, Solid Waste Manager Rod Williams, County Attorney Erin Swisshelm, Assistant County Attorney Bill Orndoff, Treasurer Wayne Corbett, Deputy Treasurer Mike Stewart, Senior Project Manager Kevin Alderman, Shawneeland District Manager Kathy Whetzel, Animal Shelter Manager file Minute Book AA Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia Public Works Committee J. Douglas McCarthy, Chairman Gary A. Lofton Robert W. Wells Whitney "Whit" L. Wagner Gene E. Fisher Harvey E. "Ed" Strawsnyder, Jr. By L 06- Jo . Wilder Public Works Director Board of Supervisors Minutes of August 8, 2018 - Appendix 2 TRANSPORTATION COMMITTEE REPORT to the BOARD OF SUPERVISORS Monday, July 23, 2018 8:30 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Gary Lofton Chairman (Voting), Judith McCann -Slaughter (Voting), Gary Oates (Liaison PC/Voting), and James Racey (Voting) Committee Members Absent: Barry Schnoor (Voting), Lewis Boyer (Liaison Stephens City) and Mark Davis (Liaison Middletown) Staff Present: Assistant Director -Transportation John Bishop, Traffic Division Commander Lt. Warren Gosnell, and Kathy Smith, Secretary ITEMS FOR INFORMATION ONLY: 1-Hayfield Road Truck Restriction: Staff gave a brief overview of the concerns that Supervisor McCarthy received from a resident of the area, which included trucks entering the roadway on the wrong side of the island at the intersection with Gainesboro Road, site distance at the crest of a hill on the roadway and the road not being wide enough for the truck traffic. Staff has scheduled a drive thru of the area with VDOT. By Consensus, the Committee chose not to send forward a recommendation to the Board of Supervisors until further input from VDOT has been received. 2-Transportation Forum: A discussion was held with the Committee on planning the Fall Transportation Forum. The Committee would like to see the Forum held in October 2018. The day in October is to be determined based upon the availability of panel members. Some of the items that the Committee would like to see are as follows: • County Projects Updates • SmartScale Projects Progress • Non -Hard -Surfaced Road Improvement Projects • VDOT display with a focus on the Interstate 81 Corridor Study Also, the panel guest invites to include representatives from VDOT, the Sheriff's Department, Federal and State Legislators, State Senator's Office. 3-County Projects Updates: Tevis Street Extension/Airport Road/1-81 Bridge: The VDOT comments have been received for the design plans and Staff will be meeting with VDOT to review and address those comments. The bid package items are being compiled. The consultant advises that the right -of- way plats will be completed the week of July 23, 2018. Renaissance Drive: A meeting was held with the relevant VDOT sections on July 12t". This kicked off the 30% bridge and roadway design. The plans are at 30% and the cost estimate is expected to be completed in October 2018. Northern Y: A meeting was also held on July 12' for the 30% design on this project from the roundabout to Route 522. Staff has met with the site manager for Volunteer Express regarding impacts to their entrances with this project. Meetings are scheduled with the Elks Club representatives regarding relocation of their entrance. Coverstone Drive: No activity currently. Jubal Early Drive Extension and Interchange with Route 37: No activity currently. 4-Upcoming Agenda Items: August: Ongoing Transportation Forum and Work Program Planning. TBD: Oakdale Crossing Traffic Calming Study. 5-Other-None. Minute Book 44 Board of Supervisors Meeting of 08/08/18 County of Frederick, Virginia