October 24 2018 Board_Agenda_PacketREGULAR MEETING AGENDA
FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, OCTOBER 24, 2018
7:00 P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
Call to Order
Invocation
Pledge of Allegiance
Adoptionof Agenda
Citizen Comments – Agenda Items that are not the subject of a Public Hearing
Consent AgendaAttachment
1.Minutes---------------------------------------------------------------------------------------------------- A
Regular Meeting of October 10, 2018
2.Committee Reports
Finance Committee Reportof 10/17/18 ------------------------------------------------------ B
Parks and Recreation Commission Report of 10/09/18 --------------------------------- C
3.Request for Approval to Conduct Rabies Clinics ----------------------------------------------- D
4.Resolution of Appreciation for Ann Lloyd --------------------------------------------------------- E
5.Resolution Supporting Del.LaRock’s Legislative Proposal Regarding
Tax Exemptions------------------------------------- F
6.Employee of the Month Resolution, July 2018 - John P. Vidal----------------------------- G
7.Employee of the Month Resolution, August 2018 - Gene D. Boyce----------------------- H
MEETING AGENDAPAGE 2
Frederick County Board of Supervisors
Wednesday, October 24, 2018
Board of Supervisors Comments
County Officials
1.Presentation –Employee of the Month Awards to John Vidal and Gene Boyce
2.Presentation –Northern Shenandoah Valley Substance Abuse Coalition
Lauren Cummings, Executive Director
3.Committee Appointments-----------------------------------------------------------------------------I
a.Extension Leadership Council
Red Bud District Representative, Unexpired 4-year term ending9/9/19
b.Planning Commission
Member-At-Large, Unexpired 4-year term ending 11/14/21
c.Shenandoah Area Agency on Aging
4-year term of Frederick Co. Representative ended 9/30/18 (Application of Richard Bever attached)
Note: TheAgency is also seeking nominations for an At-Large Board Member.
d.Shawneeland Sanitary District Advisory Committee
2-year term of Michelle Landon ends 11/9/18 (Eligible for reappointment)
2-year term of Jeff Stevens ends 11/9/18 (Eligible for reappointment)
e.Historic Resources Advisory Board
Back Creek District Representative--
4-year term ofGary Crawford ending 12/10/18(Eligible for reappointment)
f.Board of Equalization
3-year term of Timothy McKeeending 12/31/18 (Eligible for reappointment)
MEETING AGENDAPAGE 3
Frederick County Board of Supervisors
Wednesday, October 24, 2018________________________________________________________________
Committee Business
Finance Committee
1.The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $174,185
from proffer funds. This amount represents funds needed for a restroom at Northwest Sherando Park. No local
funds required. The committee recommends approval.
2.The Social Services Director provides an update on Medicaid expansion. A General Fund supplemental
appropriation in the amount of $290,450.50.This amount represents expected state/federal revenue for Medicaid
expansion. The committee recommends approval.
Public Hearings (Non Planning Issues)-
None
Planning Commission Business
Public Hearings
-None
Other Planning Business
-None
Board Liaison Reports
Citizen Comments
Board of Supervisors Comments
Adjourn
MINUTES
REGULAR MEETING
FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, OCTOBER 10, 2018
6:00 AND 7:00P.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; Karen Vacchio, Public Information
Officer; Mike Ruddy, Director of Planning; John Bishop, Assistant Director of Planning-
Transportation;Tyler Klein, Planner; Scott Varner, Director of Information Technology;and Mark
Cheran, Zoning & Subdivision Administrator.
CALL TO ORDER
Chairman DeHaven called the meeting to orderat 6:00 p.m.
Supervisor Slaughter recused herself from the Closed Session.
CLOSED SESSION
Vice Chairman Lofton moved that the Board convene in closedsessionpursuant to Section
2.2-3711 A (3) for discussion or consideration of the acquisition of real property for apublic
purpose, or 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 on a voice vote.
At 6:20p.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 Wells. ViceChairman
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 Dunnseconded the
motion which carried as follows on a roll call vote:
Blaine P. DunnAyeShannon G. TroutAye
Gary A. LoftonAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
JudithMcCann-SlaughterAbstain
At 6:25p.m., Chairman DeHaven recessed the meeting until 7:00 p.m.
CALL TO ORDER
Chairman DeHaven called the meeting to orderat 7:00 p.m.
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
INVOCATION
The Reverend Ross Halbersma, New Hope Alliance Churchdelivered the invocation.
PLEDGE OF ALLEGIANCE
Vice Chairman Loftonled the PledgeofAllegiance.
ADOPTION OF AGENDA -APPROVED
Upon motion of Supervisor Slaughter, seconded bySupervisor Wells,theagenda was
adopted on a voice vote.
CITIZENS COMMENTS-NONE
ADOPTION OF CONSENT AGENDA –APPROVED
Upon motion of Vice Chairman Lofton,seconded bySupervisor Dunn,the consentagenda
was adopted on a voice vote.
-Minutes: Regular Meeting of September 26, 2018-
CONSENT AGENDA APPROVAL
-Transportation Committee Report of September 24, 2018 (Attachment1) -
CONSENT AGENDA
APPROVAL
-Approval of Letter of Support Requested by Potomac Conservancy -
CONSENT AGENDA
APPROVAL
-Resolution adding Security Drive to Secondary Road System -
CONSENT AGENDA APPROVAL
RESOLUTION BY THE FREDERICK COUNTY BOARD OF SUPERVISORS
WHEREAS, the streets described on the attached Form AM-4.3, fully incorporated herein by reference, are
shown on plats recorded in the Clerks Office of the Circuit Court of Frederick County; and
WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board
that the streets meet the requirements established by the Subdiv Street Requirements of the Virginia
Department of Transportation; and
WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on
June 9, 1993, for comprehensive stormwater detention which applies to this request for addition; and
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation
to add the streets described in the attached Form AM-4.3 to the secondary system of state highways,
pursuant to 33.2-705, Code of Virginia, and the Departments Subdivision Street Requirements; and
BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described,
and any necessary easements for cuts, fills and drainage; and
BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident
Engineer for the Virginia Department of Transportation.
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BOARD OF SUPERVISORS COMMENTS-None
COUNTY OFFICIALS:
PRESENTATION OF RESOLUTION OF APPRECIATION TO SERENA “RENNY”
MANUEL
ChairmanDeHaven read the resolution of appreciation adopted on September 12, 2018 for
the service of Serena “Renny” Manuel and presented Ms. Manuel with a framed copy of the
resolution.
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
COMMITTEE APPOINTMENTS
JOSEPH BAILEY APPOINTED TO WINCHESTERREGIONAL AIRPORT
AUTHORITY -APPROVED
Upon motion of Chairman DeHaven, seconded by Supervisor Slaughter,Joseph Bailey
was appointed to the WinchesterRegional Airport Authority for a4-year termendingOctober 10,
2022.The motion carried on a voice vote.
REQUEST FROM THE COMMISSIONER OF THE REVENUE FOR REFUND –
APPROVED
Mr. Tierney explained therequest for arefundsaying it had been reviewed by the County
Attorney. Supervisor Slaughter movedfor approval of and the corresponding supplemental
appropriationfor the refund request by Toyota Lease Trust for $ 3,713.60. Supervisor Wells
seconded the motion which carried on a roll call vote as follows:
Blaine P. DunnAyeShannon G. TroutAye
Gary A. LoftonAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
JudithMcCann-SlaughterAye
2019 GENERAL ASSEMBLY LEGISLATIVE AGENDA
Mr. Tibbs explained the proposed 2019 legislative agenda. He outlined the top five
priorities and noted one Board member had requested an additional item seeking full
reimbursement for the costs associated with Medicaid expansion. He said staff is seeking
endorsement of the agenda prior to it being forwarded to the legislators.
Vice Chairman Lofton suggested separating the taxing authority questionfor Frederick
County specifically from that initiative statewide in order to highlight Frederick County’s
individual requestfor legislation. The Board agreed by consensus.
On motion of Supervisor Slaughter, seconded by Vice Chairman Lofton, the amended
legislative agenda was adopted unanimously on a voice vote.
2019 LEGISLATIVE INITIATIVES
FREDERICK COUNTY, VIRGINIA
Priority Items:
1.Reconsideration of SB 549 re Proffers Frederick County encourages the General Assembly to
reconsider the provisions of SB 549, which enacted § 15.2-2303.4 as an amendment to the Code of
Virginia, so that localities might have the flexibility to bette with the development
community in order to address the increased demand for public fals,
roads, parks, and public safety services) caused by increased re
legislation needs to provide guidelines for localities to follow
Frederick County supports consideration of legislation that would enable the capturing of capital
costs relative to development through development impact fees or
2.Tax Exemptions Frederick County supports reverting authority to the locality to continue existing
tax exemptions previously granted by the General Assembly, prior to January 1, 2003.
3.Local Taxing Authority Frederick County desires legislation to provide local specific t
authority to increase taxes on meals and transient occupancy, wi
mandatory specific uses of the realized gain in revenue.
4.Equal Taxing Authority for Counties Eligible for City Status - Frederick County supports
legislation to provide equal taxing authority for Counties based
that already have the population density to be eligible for city status should
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
needing additional taxing authority to address the impacts of ur
currently defined in the State Code).
5.Funding for Transportation Improvements Frederick County supports increased funding for local
transportation improvements. Frederick County supports increase
projects and opposes decreased funding for this program. In addnty
seeks support from the General Assembly to assist in lobbying th
range planning coupled with potential funding strategies for the
6.Education Funding Frederick County calls upon the Governor and General Assembly to fully
fund the Virginia Standards of Quality as recommended by the Boa
Standards of Accreditation. Further, Frederick County supports
(Cost of Competing Adjustment) for teachers and support staff. In addi
supports the exclusive use of state lottery proceeds to fund pub
Other Positions:
1.Wireless Infrastructure Bill - Frederick County opposes any bill which limits local control over
review and regulation of wireless facilities and/or regulates th
applications for approval of wireless facilities.
2.Funding for Jails The state should fully fund any increased costs or operational issues faced by
local or regional jails when a change to the definition of state-responsible prisoner or other term
results in an increase.
3.Additional Resources for Department of Corrections Frederick County encourages the General
Assembly to provide sufficient resources to the Department of Corrections in order t
comply with the Code of Virginia requirement that they take stat
days of being notified by the courts.
4.Medicaid coverage for jail inmates. Frederick County supports legislation to eliminate the
ineligibility of incarcerated inmates to receive Medicaid benefi
incarcerated individuals lose their Medicaid coverage while they
impacts the localitys contribution to local or regional jail budgets, es
numbers of chronically and mentally ill inmates on the rise. Thi
allow state inmates to receive Medicaid benefits while incarcera
5.Machinery and Tools/BPOL Taxes Frederick County opposes any efforts to restrict local
government revenue sources.
6.Unfunded Mandates Frederick County opposes the enactment of any new mandates on local
governments or school systems unless state appropriations are made to fully fund those mandates.
7.Tax Incentives for Land Conservation Frederick County supports increasing the tax incentives in
order to encourage landowners to participate in land conservatio
8.
Medicaid Expansion Frederick County supports full reimbursement for the local share of the
.
additional administrative costs associated with Medicaid expansi
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COMMITTEE BUSINESS
-None
PUBLIC HEARINGS(Non-Planning Items)
–
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: Development
Projects Fund Supplemental Appropriation in the Amount of $9,370,435.09 for additional funds
for the I81 Bridge/Tevis/Roundabout/Airport Road/Northern Y project.
Mr. Tierney explained the proposed amendmentand noted that no local funds are involved
.
Chairman DeHaven opened the public hearing. There were no speakers.
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
Chairman DeHaven closed the public hearing.
Vice Chairman Lofton moved for approval of the Budget Amendment and Supplemental
appropriation of $9,370,435.09 for additional funds for the I81 Bridge/Tevis/Roundabout/Airport
Road/Northern Y project. Supervisor Dunn seconded the motion which carried on a roll call vote
as follows:
Blaine P. DunnAyeShannon G. TroutAye
Gary A. LoftonAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
JudithMcCann-SlaughterAye
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 sessio
2018, took the following action:
NOW,THEREFORE,BEITRESOLVED,by the Board of Supervisors that the FY 2018-2019
Budget be Amended to Reflect:
Development Projects Fund Supplemental Appropriation in the Amou for
Additional Funds for the I-81 Bridge/Tevis/Roundabout/Airport Road/Northern Y Project.
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PLANNING COMMISSION BUSINESS
Public Hearings
CONDITIONAL USE PERMIT #09-18 FOR CARRIE MYERS AND MATTHEW
-
GAMBINOAPPROVED
Submitted for Establishment of a Special Event Facility in the RA (Rural Areas) Zoning District. The
Property is Located at 233 Burnt Factory Road Stephenson, Virginia and is Identified with
Property Identification Number 55-A-152 in the Stonewall Magisterial District
.
Planner Klein explained the permit request.He said the Planning Commission has
recommendedapproval ofthe permitwith certain revised conditions.
Supervisor Dunn asked for clarification on the CUP requirement for certain uses of the
property.
The Applicant, Carrie Myers explained therequest for the CUP.
Chairman DeHaven opened the public hearing. The speakers were as follows:
Norman Lamson, Stonewall District property owner, said his property adjoins the subject
property. He said the CUP will adversely affect his property with noisemaking it uninhabitable
for the neighbors. He said approving the permit will take away his ability to either develop or live
on his property.
Heather Miller, Stonewall District, said she strongly objects to the CUP. She said
approving the CUP will change the character of the surrounding neighborhood and affect safety on
Burnt Factory Road.
Ed Ward, Stonewall District, said he is opposed to the CUP and cited the width of Pine and
Burnt Factory Roads. He questioned why the applicants want to compete with Jordan Springs
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
which is close to the subject property and offers the same service.
Dawn Baker, Stonewall District, said noise will be a problemif the CUP is approved. She
said safety will be an issue on Pine Road since internet direction services route drivers on that road
to reach the subject property. She noted concern about the water table.
Cynthia Ward, Stonewall District, said the zoning change that allows events centers was
intended to address agri-tourism, but that weddings and birthday parties have nothing to do with
agri-tourism.
Michael Bolling, Stonewall District, said the subject property is in a special land use zone
and a commercial enterprise in the neighborhood is inconsistent with what the neighbors want.
Doug Rawlins, Stonewall District, said he is in favor of the CUP approval.
John Wood, Stonewall District, said he is in favor of the CUP. He said the neighborhood
already has noise and road safety issues. He added that with two services at Burnt Factory church
on Sunday, there is a lot of traffic during that time on Burnt Factory Road.
Brian Hinson, Stonewall District property owner, said he is in favor of the CUP. He said
there is already noise such as football games in the area.
Carol Vincent, Stonewall District, said that there is already noise and traffic in the
neighborhood. She said she was in favor ofthe CUP.
The applicant, Ms. Myers, noted the water table will not be adversely affected since the
plan is to use restroom trailers and off-site caterers. She noted if the property is developed, traffic
will be permanently increased rather than only during weekend festivals.
Chairman DeHaven closed the public hearing.
Supervisor Slaughter moved for approval of CUP #09-18 with the condition that it expire
upon the transfer of ownership of the subject property. Supervisor Trout seconded the motion.
Supervisor McCarthy discussed whether there was another agricultural operation at the
subject property that could supplement the subject property remaining in agricultural.
Vice Chairman Lofton said there are 12 special events centers in the Back Creek District
and he has received no complaints about noise or traffic.
Supervisor Dunn noted concerns about traffic and the use not really being agricultural. He
said he was not in favor of an unlimited number of events.
Supervisor Trout said she was in favor of the CUP because she believes in property rights
and prefers this use to seeing the land developed for housing.
Supervisor McCarthy noted that approving a CUP does not prevent development.
The motion for approval of CUP # 09-18 with the added condition of expiration upon the
transfer of the property ownership passed on a roll call vote as follows:
Blaine P. DunnNoShannon G. TroutAye
Gary A. LoftonAyeRobert W. WellsAye
J. Douglas McCarthyNoCharles S. DeHaven, Jr.Aye
JudithMcCann-SlaughterAye
CONDITIONAL USE PERMIT #09-18
CARRIE MYERS & MATTHEW GAMBINO
SPECIAL EVENT FACILITY
WHEREAS, Conditional Use Permit #09-18 for a Special Event Facility, submitted by Carrie Myers &
Matthew Gambino was considered. The subject property is generally located about 0.5 miles north on Burnt
Factory Road (Route 659) from Route 7 west and generally south o
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
Factory Road, Stephenson; and is further identified with Propert-A-152 in the
Stonewall Magisterial District; and
WHEREAS, the Frederick County Planning Commission held a public hearing o
Permit on September 19, 2018 and recommended approval of the Con
and,
WHEREAS, the Frederick County Board of Supervisors held a public hearing
Permit during their regular meeting on October 10, 2018; and,
WHEREAS,the Frederick County Board of Supervisors finds the approval of
to be in the best interest of the public health, safety, welfare
Policy Plan;
NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165
of the Frederick County Code, Zoning, is amended to revise the z
Permit Application #09-18 for a Special Event Facility on the parcel identified by Propfication
Number 55-A-152 with the following conditions:
1.All review agency comments shall be complied with at all times.
2.An illustrative sketch plan, in accordance with the requirements
Zoning Ordinance, shall be submitted to and subject to approval by Frederick County prior to
establishment of the use.
3.An engineered commercial entrance site plan shall be submitted t
prior to the establishment of the use. Entrance to the subject property for events shall be limited to the
existing private drive from Burnt Factory Road.
4.The Applicant shall post a sign along their driveway to direct t
only) from the subject property onto Burnt Factory Road.
5.Events shall start no earlier than 10 a.m., all music should end
activities shall conclude by 11 p.m. Events shall be limited to
Sunday).
6.Special events may accommodate up to and not to exceed 200 persons.
7.One (1) monument style sign with a maximum sign area not to exce
exceed 10 feet (FT) in height is permitted.
8.Any expansion or modification of this use will require the appro
This CUP shall expire upon sale or transfer of the property to n
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Other Planning Business
REQUEST FOR A COMMERCIAL PUMP & HAUL PERMIT-1429 S. PIFER ROAD,
THE CORNERS BAR AND GRILL -APPROVED
Mr.Cheran explained the permit request.He noted the applicant has been unable to obtain
an offsite easement to support an onsite disposal system.
The applicant, Kathryn Garcha,noted her inability to obtain a right of way. She said she
wishes to re-open the business that was closed briefly after her husband’s death.
Supervisor Dunn and the applicant discussed her plans for continuing the family business.
Vice ChairmanLofton said there are concernsabout pump and haul permits, but there are
mitigating circumstances that would justify the approval of a permit.He moved for approval of
the permit. Supervisor Trout seconded the motion.
Supervisor McCarthy voiced his concerns about the permit being permanent regardless of
any future owners’ plans.
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
Supervisor Dunn said he has similar concerns and has discussed pump and haul operations
with the Health Department.
Vice Chairman Lofton said the applicant is operation a commercial business. He said a
pump and haul system is a viable alternative to closing abusiness. He noted there about 300 such
systems in the County and is not aware of any on-going issues. He added that the Health
Department inspects pump and haul systems every three years.
The motion for approval of the pump and haul permit was carriedon a roll call vote as
follows:
Blaine P. DunnNoShannon G. TroutAye
Gary A. LoftonAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
JudithMcCann-SlaughterAye
BOARD LIAISON REPORTS
Vice Chairman Lofton provided reports on activities of the Extension Leadership Council
and the Social Services Board.
CITIZEN COMMENTS
-None
BOARD OF SUPERVISORS COMMENTS
Supervisor Trout noted the supplemental appropriation for transportation earlier in the
meeting. She saidher hope is that the Board will be as proactive in responding to growth in the
community for education as they have been for transportation projects.
Supervisor Wells said that CUPs can be problematic when residents disagree about
property use. He suggested the Board review the CUP process and the use of CUPs.
Supervisor McCarthy agreed with Supervisor Wells.
Mr. Tierney noted that staff has recently requested the Planning Department review the
CUP process and uses.
ADJOURN
On motion of Vice Chairman Lofton, seconded by Supervisor Dunnthe meeting was
adjourned at 8:31p.m.
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Frederick County Board of Supervisors
Closed Session & Regular Meeting Minutes *October 10,2018
FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS
Wednesday, October 17, 2018
8:00 a.m.
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
A Finance Committee meeting was held in the First Floor Conferen
Wednesday, October 17, 2018 at 8:00 a.m.
ATTENDEES:
Committee Members Present: Judith McCann-Slaughter, Chairman; Gary Lofton; and Angela
Rudolph.
Committee Members Absent: Charles DeHaven; Jeffrey Boppe; Ellen Murphy, Commissioner of
the Revenue (non-voting liaison); and William Orndoff, Treasurer (non-voting liaison).
Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director;
Jennifer Place, Budget Analyst; Kris Tierney, County Administrat; Rod Williams, County
Attorney; Jon Turkel, Assistant Parks & Recreation Director; Tamara Green, DSS Director; and
Delsie Jobe, DSS Administrative Manager.
Others Present: Kathleen Bowe, Senior Managing Consultant, PFM Asset Management; and
Allison Corbally, Director, PFM Asset Management.
ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS:
1.The Parks & Recreation Director requests a General Fund supplemental appropriation in the
amount of $174,185 from proffer funds. This amount represents funds needed for a r
at Northwest Sherando Park. No local funds required. See attac
p. 3 4. The committee recommends approval.
2.The Social Services Director provides an update on Medicaid expansion. A General Fund
supplemental appropriation in the amount of $290,450.50. This amount represents expected
state/federal revenue for Medicaid expansion. See attached memo 5 6. The committee
recommends approval.
NO ACTION REQUIRED
1.The Finance Director requests discussion on an OPEB Trust. A re
present. See attached information, p. 7 41.
2.The Finance Committee Chairman has provided FY 2020 budget overview and the FY 2020
budget calendar is attached, see p. 42 44.
ITEMS FOR INFORMATION ONLY
1.The Finance Director provides a Fund 10 Transfer Report for Sept
p. 45.
2.The Finance Director provides financial statements ending September 30, 2018. See attached,
p. 46 56.
3.The Finance Director provides an FY 2019 Fund Balance Report end
attached, p. 57.
1
4.The Fire & Rescue Chief provides information on training reimbur
August 2018 Finance Committee meeting. See attached memo, p. 58 59.
Respectfully submitted,
FINANCE COMMITTEE
Judith McCann-Slaughter, Chairman
Gary Lofton
Angela Rudolph
By ___________________________
Cheryl B. Shiffler, Finance Director
2
3
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.
requests to access proffered funds shall be submitted to the
Qualifying agency or departmental
Countys Finance Department
for processing.In order to qualify as a capital project the
=
following criteria must be met:
1) 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 forthe expenditure,
and, 4) indicate whether or not the item or project is listed on the Countys 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 Countys CIP prior
=
to acceptance of the proffered funds.
For the purpose of determining whether a project or 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.)
HTTPS://FCVA-MY.SHAREPOINT.COM/PERSONAL/SKIBLER_FCVA_US/DOCUMENTS/DOCUMENTS/FY2019/FINANCECOMMITTEE/20181017/01B_ADOPTED PROFFER
POLICY 1 28 09.DOCX
4
Frederick County
Department of
Social Services
Memo
To:
Finance Committee/Cheryl Shiffler
From:
Tamara Green, Director of Social Services
CC:
Delsie D Jobe, Administrative Services Manager
Date:
October 17, 2018
Re:
Medicaid Expansion Update
Update on staffing of 7 new Medicaid positions:
-Benefit Programs Supervisor has been hired, effective October 1,
-Benefit Programs Specialist IV (senior worker), recruitment in pNovember 1,
2018)
-Benefit Programs Specialist III (3 positions needed), recruitment in progress (Goal: November 1,
2018)
-Benefit Programs Specialist II (1 needed), position was filled o.
-Office Associate II (1 needed), position has not been recruited; assessing office support needs.
Update on costs related to Medicaid Expansion:
Project YTD Remaining Proj Yearly Proj
BudgetExpExpExpUnspent
Salary &
Fringes
$559,932$13,431$360,098$373,529$186,403
Office
Furniture &
Admin costs
12,0002,2701,1103,3808,620
Reconstruction
of offices
38,00012,90923,01735,9262,074
$609,932$28,610$384,225$412,835$197,097
5
Update on budget versus projected for FY 19:
FY 2019:Federal Funding 30% =$182,980.00
Original RequestLocal Funding 70% =$426,952.00
Total =$609,932.00
State funds received w/ no local match
FY 2019:=$238,000.00
Projected RequestFederal funding of remaining 30% =$52,450.50
Total Federal/State reimbursement =$290,450.50
Local Funding of remaining 70% =$122,384.50
Total projected FY 19 expenses =$412,835.00
6
TO: County Administration
FROM: Judith McCann-Slaughter, Finance Committee Chairman
SUBJECT: FY 20 Budget Overview
DATE: October 20, 2018
I would like to thank all departments who I have spoken with as well as those who
sent me information regarding their upcoming budgets. To those d
that I have not spoken with, I look forward to having discussions during the
upcoming budget process.
The purpose of this memo is to highlight preliminary FY 20 budgen
that we know at this time and those areas that are considered uncertain. It is my
hope that this information will give you guidance while compiling your budget
requests and provide you with an understanding of the overall county budget.
Capital funding has been handled numerous ways over the past dec
funded capital in the operating budget as a one-time expense and we have also
done supplemental appropriations from fund balance after year-end for capital
requests not funded in the budget. Transportation funding for the school
and public safety continue to be emphasized. We have developed a
replacement matrix to allow us to identify critical replacement
currently pursuing a capital funding policy that could be funded annually.
Additional funding for staffing is one of the largest budget conside
occurs during the budget process. This past year, an emphasis was placed on
funding firefighter positions. While the demand will continue for firefighters, the
demand for school resource officers, teachers, social service wor
42
administrative positions continues. Another issue that we will be facing in the
near future is the retirement of many senior staff within the Fi
Department. This matter will require a strategic succession plan so that
operations continue smoothly through this transitional period. We will always
balance our resources with our needs for staffing. In the past two fiscal years, we
have added 138 employees to our workforce during the budget adoption with 90
going to schools, 27 to fire and rescue and the remaining 21 to judicial, social
services, public safety and administration. Discussions on employee retention
with competitive salaries will continue to take place so that we can retain our
valuable staffs knowledge.
Too often, the budget process is driven with the uncertainties. These
uncertainties can often change the entire strategy of budget dis
beginning to the end. An example from last fiscal year was Medicaid expansion
that was approved by the state after the Countys budget was adopted. Other
uncertainties include state funding, VRS retirement rates, healt, and
property reassessments.
As always, we will work together in the upcoming months and develop a budget
that recognizes our priorities and ability to fund those priorities. I have attached a
tentative FY 2020 budget calendar for your convenience.
43
Budget Calendar
FY 2019-2020
October 17, 2018Finance Committee Chairman presentsBudget
Directive to Finance Committee
October 25, 2018Budget requests and directive sent to Departments
November 26, 2018Budget requests from departments and outside
agencies due back to the Finance Department
December 19, 2018Budget Worksession following Finance Committee
meeting. Preliminary discussion on notebooks,
scenarios and department presentations(Time
TBD)
January 16, 2019Budget Worksession,4:00 P.M.–Commissioner
of the Revenue Reassessment Presentation
February 5, 2019School Superintendent presents proposed budget to
School Board (tentative)
February 13, 2019Budget Worksession prior to BOS meeting
February 19, 2019School Board BudgetPublic Hearing(tentative)
February 20, 2019Budget Worksession 4 P.M. Joint Board of
Supervisors/School Board meeting,School Board
budget presentation to Board of Supervisors
(tentative)
February 27, 2019Budget Worksession prior to BOS meeting
March 6, 2019Budget Worksession, 4 P.M.
March 13, 2019Final Budget Worksession, prior to BOS meeting
March 19, 2019Budget Advertisement in newspaper
March 27, 2019Public Hearing on Budget
April 10, 2019Budget Adoption
44
BUDGET TRANSFERS SEPTEMBER 2018 Page 1
DATEDEPARTMENT/GENERAL FUNDREASON FOR TRANSFERFROMTOACCTCODEAMOUNT
9/4/2018HUMAN RESOURCESINTERIM PAY FOR HR12031001000043 7,101.36
HUMAN RESOURCES 12031001000001 (7,101.36)
9/17/2018PARKS AND RECREATION ADMINISTRATIONFREDERICK HEIGHTS PARK SEWER PIPES71013002000000 (2,850.62)
CLEARBROOK PARK 71098900000000 2,850.62
9/18/2018FIRE AND RESCUEB.A.7/25/18 TRAINING OFFICERS35055408000000 11,250.00
FIRE AND RESCUE35059201000002 (11,250.00)
9/25/2018COUNTY OFFICE BUILDINGS/COURTHOUSEEMERGENCY ROOF REPAIRS FREDERICK COUNTY MIDDLE SCHOOL43045101000000 (1,000.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE43043004000010 1,000.00
COUNTY OFFICE BUILDINGS/COURTHOUSE43045405000007 (1,000.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE43043004000010 1,000.00
COUNTY OFFICE BUILDINGS/COURTHOUSE43045407000007 (500.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE 43043004000010 500.00
9/25/2018ANIMAL SHELTERFUNDS TO COMPLETE THE DESIGN PHASE/TRAINING CENTER43055413000000 (1,000.00)
ANIMAL SHELTER43053002000002 1,000.00
9/25/2018COUNTY OFFICE BUILDINGS/COURTHOUSEMATERIALS AND SUPPLIES FREDERICK COUNTY MIDDLE SCHOOL43045101000006 (150.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE43045400000010 150.00
9/25/2018MANAGEMENT INFORMATION SYSTEMSVERIZON, VITA, & COMCAST FOR THE YEAR12225401000000 (600.00)
MANAGEMENT INFORMATION SYSTEMS 12225204000000 600.00
9/26/2018COUNTY OFFICE BUILDINGS/COURTHOUSEPAY WATER AND SEWER FREDERICK COUNTY MIDDLE SCHOOL43045407000007 (200.00)
COUNTY OFFICE BUILDINGS/COURTHOUSE43045103000010 200.00
9/28/2018TREASURERPROMOTIONS 9/1812131001000058 (5,121.73)
TREASURER12131001000036 5,121.73
COMMONWEALTH'S ATTORNEY 22011003000000 (1,801.58)
COMMONWEALTH'S ATTORNEY22011001000051 1,801.58
COMMONWEALTH'S ATTORNEY22011003000000 (2,806.54)
COMMONWEALTH'S ATTORNEY22011001000005 2,806.54
COMMONWEALTH'S ATTORNEY22011001000048 (2,495.47)
COMMONWEALTH'S ATTORNEY22011001000045 2,495.47
10/3/2018FIRE AND RESCUEAdditional Field Position35051001000012 (20,000.00)
FIRE AND RESCUE 35051001000123 20,000.00
FIRE AND RESCUE35051001000102 (5,000.00)
FIRE AND RESCUE 35051001000123 5, 000.00
FIRE AND RESCUE35051001000126 (5,000.00)
FIRE AND RESCUE35051001000123 5,000.00
10/4/2018SHERIFFTHERMAL IMAGER310280015409002 (8,400.00)
SHERIFF310280018001000 8,400.00
45
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59
COUNTY of FREDERICK
County Administrator
E-mail: ktierney@fcva.us
M E M O R A N D U M
TO: Board of Supervisors
FROM: Kris C. Tierney, County Administrator
SUBJECT: Request to Approve Two Rabies Clinics
DATE: October 19, 2018
The Lord Fairfax Health District has, over the past several year
Frederick County Esther Boyd Animal Shelter in May and October.
Section 3.2-6521 the clinics must be approved by the locality and the health department. Staff is
seeking Board approval to conduct two rabies clinics during 2019 at the Frederick County Esther
Boyd Animal Shelter. The clinics are tentatively scheduled for
dates to be finalized at a later time.
If you have any questions, please do not hesitate to contact me.
KCT/awp
Attachments
107 North Kent Street Winchester, Virginia 22601
COUNTY of FREDERICK
County Administrator
E-mail: ktierney@fcva.us
October 25, 2018
Colin Greene, MD, MPH
Health Director
Lord Fairfax Health District
107 North Kent Street, Suite 201
Winchester, Virginia 22601
Dear Dr. Greene:
The Board of Supervisors of Frederick County deems that there is
Rabies Clinics during 2019 at the Frederick County Esther Boyd A
tentatively scheduled for May and October of 2019. This need ise high incidence of
Rabies in the county, the high rate of unvaccinated animals in t
transportation and cost to the citizens of the county to have th
Board requests that the Health Department approve such clinics for the sole purpose of Rabies
vaccinations.
Again, thank you for your cooperation in advance.
With kindest regards, I am
Sincerely,
Kris C. Tierney
County Administrator
KCT/kco
cc: file
107 North Kent Street Winchester, Virginia 22601
FREDERICK COUNTY RESOLUTION OF APPRECIATION
ANN BABER LLOYD
WHEREAS, Ann Baber Lloyd served the citizens of Winchester and Frederick County, Virginia,
for approximately 45 years as an employee at the 26 District Court Service Unit and the Juvenile
th
and Domestic Relations District Courts; and
WHEREAS, Ann Baber Lloyd began her career as a Lead Administrative Professional in 1973 and
was appointed Clerk of Court for the County of Frederick and City of Wincheste
Domestic Relations District Courts in 1978; and
WHEREAS, during her tenure, Ann Baber Lloyd was appointed to serve on numerous state-wide
committees and served as a mentor/trainer to other district court clerks across the
Commonwealth; and
WHEREAS, Ann Baber Lloyd led the Frederick County-City of Winchester courts as a Study Court
for the Commonwealth of Virginia Staffing Study in 1997and was appointed to serve as the
Juvenile and Domestic Relations District Courts representative
of family courts in Virginia in 2005; and
WHEREAS, Ann Baber Lloyd served as Chairperson/Co-Chairperson of the Joint Judicial Center
Users Committee, working together with the City of Winchester,
General District and Juvenile and Domestic Relations Courts and served as a Clerk Trainer for
local departments of Social Services on Foster Care and Abuse/Ne
the court system; and
WHEREAS, Ann Baber Lloyd was a member of the City of Winchester and County of Frederick
Best Practices Team, a member of the Northern Shenandoah Valley
and Families, and was appointed to serve on the Frederick County
NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors
extends its sincerest thanks to Ann Baber Lloyd for her dedication and dependabilityand wishes
her all of the best in her future endeavors.
BE IT FURTHER RESOLVED, that this resolution be spread across the minutes of the Frede
County Board of Supervisors for all citizens to reflect upon the accomplishmepublic
servant.
ADOPTED this 24 day of October 2018.
th
_____________________________ ________________________________
Charles S. DeHaven, Jr. Gary A. Lofton
_____________________________ ________________________________
J. Douglas McCarthy Blaine P. Dunn
_____________________________ _______________________________
Robert W. Wells Judith McCann-Slaughter
_____________________________ _______________________________
Shannon G. Trout Kris C. Tierney
COUNTY of FREDERICK
Jay E. Tibbs
Deputy County Administrator
540/665-5666
Fax 540/667-0370
E-mail:
jtibbs@fcva.us
TO: Board of Supervisors
FROM:
Jay E. Tibbs, Deputy County Administrator
SUBJECT: Legislative Proposal
Regarding Tax Exemptions
DATE: October 17, 2018
Attached please find a proposed resolution supporting a bill pat
exemptions. This proposal would revert authority to the locality to continue
previously granted by the General Assembly, prior to January 1, 2003.
As the Board might recall, the County has worked with Delegate L
Assembly session.
Sta Once approved, we will provide a copy
to Delegate LaRock and will forward a copy of the resolution to
upcoming legislative agenda. We will also forward copies to other localities in Virginia asking them to
consider supporting this proposal.
If you have any questions, please do not hesitate to contact me.
Attachment
BOARD OF SUPERVISORS RESOLUTION
Legislative Proposal Regarding Tax Exemptions
WHEREAS, §§58.1-3650.1 through 58.1-3650.1001 of the Code of Virginia, 1950, as amended,
exempt various individually designated properties from taxation;
WHEREAS, these tax-exempt designations were authorized by actions of the Virginia G
Assembly; and
WHEREAS, in November 2002 a referendum was approved that permitted the Ge
to adopt legislation enabling localities to exempt property fromn; and
WHEREAS, during the 2003 General Assembly session HB 1750 was adopted,
procedure for how the granting of exemptions was to be done and
exemption could be revoked; and
WHEREAS, §58.1-3605 of the Code of Virginia, 1950, as amended, provides for a process by
which a locality may seek revocation of a tax-exempt designation under §58.1-3650.1 et seq. which a
local governing body wants to remove from its exempt property li
legislation and action by the General Assembly; and
WHEREAS, Delegate David LaRock has proposed a bill which would repeal §-3650.1
through 58.1-3650.1001 of the Code of Virginia, 1950, as amended, relating to
WHEREAS, this bill would terminate existing exemptions previously granted by the General
Assembly pursuant to §§58.1-3650.1 through 58.1-3650.1001 of the Code of Virginia, 1950, as
amended, as of July 1, 2024 and would enable localities to exemp
personal property of any entity whose property tax exemption has been r
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of the County of
the process started in 2003 to enable localities to decide the appro
BE IT FURTHER RESOLVED, that the Board of Supervisors of the County of Frederick,
Virginia, requests that the Virginia Association of Counties sup proposal as part of its 2019
legislative agenda.
th
ADOPTED this 24 day of October, 2019.
VOTE:
Charles S. DeHaven, Jr. _____ Judith McCann-Slaughter _____
Gary A. Lofton _____ Shannon G. Trout _____
Blaine P. Dunn _____ Robert W. Wells _____
J. Douglas McCarthy _____
____________________________________
Kris C. Tierney, Clerk
Frederick County Board of Supervisors
Employee of the Month Resolution
Awarded to:
John P. Vidal
WHEREAS, the Frederick County Board of Supervisors recognizes that the County's
employees are a most important resource; and,
WHEREAS, on September 9, 1992, the Board of Supervisors approved aresolution
which established the Employee of the Month award and candidates for theaward may
be nominated by any County employee; and,
WHEREAS, the Board of Supervisorsupon recommendation by the Human
Resources Committeeselects one employee from thosenominated; and,
WHEREAS,John P. Vidalwho servesas aCorrectional Officerwasnominated for
Employee of the Month; and,
WHEREAS,Correctional Officer, John P. Vidal did save the life of fellow
Correctional Officer Daniel Largent. On July 10, 2018, Officer Largent was eating his
lunch when he began to choke. Officer Largent tried to clear his airway by coughing
and was unable to do so and quickly realized he was also unable to speak. He walked
hastily towards the back of the annex control room trying to coughin an effort to clear
his airway. Once there, he got the attention of Officer Vidal and tried to communicate
with him that he was choking by using hand gestures. Officer Vidal immediately
stepped into assess the situation. Officer Vidal tried to talk to Officer Largent, then
realized he was unable to speak. Officer Vidal quickly began what would be lifesaving
techniques and gave three quick thrusts (Heimlich maneuver) and successfully cleared
Officer Largent’s airway. Officer Largent’s gratitude for Officer Vidal’s actions are
displayed when he speaks of the situation;and,
NOW, THEREFORE BE IT RESOLVED, by the Frederick County Board of Supervisors
this 24day ofOctober2018, thatJohn P. Vidalis hereby recognized as the Frederick
th
County Employee of the Month forJuly2018; and,
BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude toJohn
P. Vidalfor hisoutstanding performance and dedicated service and wishes himcontinued
success in future endeavors; and,
BE IT FURTHER RESOLVED, that John P. Vidalis hereby entitled to all of the rights
and privileges associated with hisaward.
County of Frederick, VA Board of Supervisors
___________________________________
Charles S. DeHaven, Jr., Chairman
Employee of the Month Resolution
Awarded to:
Gene D. Boyce
WHEREAS, the Frederick County Board of Supervisors recognizes that the County's employees
are a most important resource; and,
WHEREAS, on September 9, 1992, the Board of Supervisors approved aresolution which
established the Employee of the Month award and candidates for the award may be nominated
by any County employee; and,
WHEREAS, the Board of Supervisors upon recommendation by the Human Resources
Committee selects one employee from thosenominated; and,
WHEREAS, Gene D. Boyce who serves as a Correctional Systems Officer was nominated for
Employee of the Month; and,
WHEREAS,Correctional Officer, Gene D. Boyce over the course of the past year has
managed the implementation of a major Security System Upgrade at NRADC. During the
course of this past year, the facility has endured significant issues while implementing a major
Security System Upgrade. This upgrade consisted of retrofitting three buildings with new fiber,
cameras, control panels, servers, PLCS, touch screens, and all related software and hardware; a
tremendous endeavor to say the least. Although the facility had awarded this job to an
engineering firm and contractor to fulfill the scope of work, they proved insufficient at times.
Gene became instrumental in not only assisting the contractors, but in fact leading them to
keep the project moving forward and to ensure that the work was done correctly. He had and
still does work relentlessly to ensure the work is done as expected and correctly. His primary
focus remains to ensure that not only the concerns of all staff are addressed, but to ensure
that all associate d functions of this project maintain their safety.
While assisting with the Security Upgrade Project, Officer Boycestill had to maintain
oversight of his responsibilities and managed to maintain productivity at acceptable levels. He
is a true asset to the facility; and,
NOW, THEREFORE BE IT RESOLVED, by the Frederick County Board of Supervisors this 24
th
day of October 2018, that Gene D. Boyce is hereby recognized as the Frederick County Employee
of the Month for August 2018; and,
BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude to Gene D. Boyce
for his outstanding performance and dedicated service and wishes him continued success in
future endeavors; and,
BE IT FURTHER RESOLVED, that Gene D. Boyce is hereby entitled to all of the rights and
privileges associated with his award.
County of Frederick, VA Board of Supervisors
___________________________________
Charles S. DeHaven, Jr., Chairman