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HomeMy WebLinkAboutSeptember 11 2019 Closed Session and Regular Meeting Minutesw10J MINUTES CLOSED SESSION AND REGULAR MEETINGS FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, SEPTEMBER 11, 2019 6:00 P.M. 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; Judith McCann -Slaughter; Shannon G. Trout; J. Douglas McCarthy and Robert W. Wells were present. Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Erin Swisshelm, Assistant County Attorney; Karen Vacchio, Public Information Officer; Mike Ruddy, Director of Planning and Development; Candice Perkins, Assistant Director of Planning & Development; Mark Cheran, Zoning & Subdivision Administrator; Tyler Klein, Planner; Mike Marciano, Director of Human Resources; Cheryl Shifller, Director of Finance; Andrew Farrar, Program Coordinator, IT; 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 6:00 p.m. CLOSED SESSION At 6:01 p.m., Vice Chairman Lofton moved that the Board of Supervisors 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 McCarthy seconded the motion which carried on a voice vote, At 6:41 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 Dunn. Vice Chairman Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September It, 2019 County of Frederick, Virginia 57 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 Dunn 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 RECESS At 6:43 p.m., Chairman DeHaven recessed the meeting until 7:00 p.m. CALL TO ORDER Chairman DeHaven called the regular 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 Supervisor McCarthy, the agenda was adopted on a voice vote. CITIZENS COMMENTS Benda Fristoe, Stonewall District, spoke in reference to the agenda item regarding setting a joint work session to discuss comprehensive plan amendments. She noted the inclusion of CPPA Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia • #02-09, Woodside Business Park, as a discussion topic for the work session and asked the Board to deny further consideration of this application. She suggested the subject property was being considered for purchase by Carmeuse for expansion of its mining operations and encouraged the Board not to entertain any such expansion. ADOPTION OF CONSENT AGENDA — APPROVED Upon motion of Supervisor Dunn, seconded by Vice Chairman Lofton, the consent agenda was adapted 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 - Minutes: Meeting of 8.14.19 - CONSENT AGENDA APPROVAL - Finance Committee Report of 8-21-19 - CONSENT AGENDA APPROVAL Appendix 1 - Parks & Recreation Commission Report of B-13.19 - CONSENT AGENDA APPROVAL, Appendix 2 -Public Safety Committee Report of $-15-19 -CONSENT AGENDA APPROVAL, Appendix 3 - Public Works Committee Report of 8-27-19 - CONSENT AGENDA APPROVAL Appendix 4 - Transportation Committee Report of 8-26-19 - CONSENT AGENDA APPROVAL Appendix 5 - Request from Commissioner of the Revenue for Refunds and Corresponding Supplemental Appropriations - CONSENT AGENDA APPROVAL Fisher Scientific Company LLC - $25,083.90 - Resolution Regarding Revenue Sharing Application Support for Renaissance Drive Extension- CONSENT AGENDA APPROVAL RESOLUTION #017-19 A RESOLUTION FOR THE BOARD OF SUPERVISORS OF THE COUNTY OF FREDERICK, VIRGINIA AS AN ENDORSEMENT OF THE RENAISSANCE DRIVE REVENUE SHARING PROJECT WHEREAS, in accordance with the Commonwealth Transportation Board construction allocation procedures, it is necessary that a resolution he received from the sponsoring local jurisdiction or agency Minute Book 45 Board of Supervisors Ciosed Session & Regular Meeting of September If, 2019 County of Frederick, Virginia PA requesting the Virginia Department of Transportation (VDOT) to establish a project in the County of Frederick. NOW, THEREFORE, BE IT RESOLVED, that the County of Frederick requests the Commonwealth Transportation Board to approve additional revenue sharing funds for Renaissance Drive. BE IT FURTHER RESOLVED THAT: The County of Frederick hereby agrees to provide its share of the total cost for preliminary engineering, tight -of -way and construction of this project in accordance with the project financial documents. BE IT FURTHER RESOLVED THAT: The County of Frederick hereby agrees to enter into a project administration agreement with VDOT and provide the necessary oversight to ensure the project is developed in accordance with all applicable federal, state and local requirements for design, right-of-way acquisition, and construction of the project. BE IT FURTHER RESOLVED THAT: If the County of Frederick subsequently elects to cancel the project, the County of Frederick hereby agrees to reimburse VDOT for the total amount of costs expended by VDOT through the date VDOT is notified of such cancellation. The County of Frederick also agrees to repay any funds previously reimbursed that are later deemed ineligible by the Federal Highway Administration or VDOT. BE IT FURTHER RESOLVED THAT: The Board of Supervisors of the County of Frederick hereby grants authority for the County Administrator to apply for funds and execute project administration agreements, as well as other documents necessary for approved projects. .++++*++++++.. BOARD OF SUPERVISORS COMMENTS - None COUNTY OFFICIALS: COMMITTEE APPOINTMENTS KRIS TIERNEY REAPPOINTED TO NORTHWESTERN REGIONAL JAIL AUTHORITY - APPROVED On motion of Supervisor Slaughter, seconded by Vice Chairman Lofton, Kris Tierney was reappointed to the Northwestern Regional Jail Authority for a four-year term ending October 13, 2023. The motion carried on a voice vote, DR. ROBERT MEADOWS REAPPOINTED TO EXTENSION LEADERSHIP COUNCIL - APPROVED On motion of Vice Chairman Lofton, seconded by Supervisor Wells, Dr. Robert Meadows was reappointed to an at -large four-year term on the Extension Leadership Council ending October 28, 2023. The motion carried on a voice vote. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia • �J COMMITTEE BUSINESS: FINANCE COMMITTEE Supervisor Slaughter moved for approval of the following: The Sheriff requests a General Fund supplemental appropriation in the amount of 13 229.82. This amount represents insurance reimbursements for two auto claims; The Public Works Director requests a General Fund supplemental appropriation_ in -the amount of $15,000. This amount represents funds from the Flemming Trust for spay/neuter; The Parks & Recreation Director requests a General Fund supplemental appropriation_ not to exceed $71 942.45. This amount represents a carry forward of unspent FY 2019 for the ongoing Recreation Access Project at Northwest Sherando Park; The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $500. This amount represents a donation from the Molden family for a park bench at Rose Hill Park; and The Deputy County Administrator requests a General Fund supplemental appropriation not to exceed 52 754.95. This amount represents ongoing projects for building repair and maintenance, Supervisor Trout 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 following: The Sheriff requests a General Fund supplemental appropriation in the amount of_$400. This amount represents payment for a ballistic vest. 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 Minute Book 4S Board of Supervisors Closed Session & Regular Meeting of September 11, 2014 County of Frederick, Virginia on Supervisor Slaughter moved for approval of the following: The Public Works Director requests the following supplemental appropriations, which are carry forwards of unspent FY 2019 funds: a. Shawneeland Fund supplemental appropriation not to exceed �151_300.55 for ongoing road improvements. The committee recommends approval, Vlce Chairman Lofton 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 b. General Fund supplemental appropriation not to exceed $23,890.24 for animal shelter spay/neuter and new building design funds, The committee recommends approval. 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 c. General Fund supplemental appropriation not to exceed $337,656.54 for ongoing refuse projects, which include Stephenson, Albin, and Middletown convenience sites and costs associated with increased hauling rates and the recycling program. The committee recommends approval. 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 d. Landfill Fund supplemental appropriation not to exceed $1,284,579.55 for ongoing landfill projects including Phase 3, Cell A rock removal and the completion of a new leachate lagoon. 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 Minute Book 43 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 62 Supervisor Slaughter moved for approval of the following: The WRAA Executive Director requests an Airport Capital Fund supplemental appropriation in the amount of $1,550,000. This amount represents bond proceeds for the purchase of a hangar facility and associated projects. 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 Supervisor Slaughter moved for approval of the following: The WRAA Executive Director requests an Airport Fund supplemental appropriation in the amount of $37,000 and a_General Fund supplemental appropriation in the amount of $27,750. These amounts represent projected debt service for FY 2020 and the County's local share. Supervisor McCarthy seconded the motion which carried on a roil 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 following: The Fire & Rescue Chief requests a General Fund supplemental appropriation in the amount of $257,018,69 to assist the Winchester City Fire & Rescue in completing the Burn Building Replacement Project. This item has been endorsed by the Public Safety 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 Supervisor Slaughter moved for approval of the Finance/Audit Committee charter with no changes. 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 Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia Supervisor Slaughter moved for denial of Supervisor Trout's request that the County consider donating to the Virginia War Memorial Foundation. 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 PUBLIC WORKS COMMITTEE Shannon G.Trout Aye Robert W. Wells Aye Charles S. DeHaven, Jr. Aye FIRE PREVENTION CODE FEE SCHEDULE — APPROVED Supervisor McCarthy, as Chairman and on behalf of the Committee, moved for approval of the proposed Fire Prevention Code Fee Schedule. Supervisor Wells seconded the motion. Supervisor Dunn noted his concerns about the fee schedule adding that he preferred to finish the current year before adding a fee schedule. Supervisor McCarthy said the vote will not empower the Fire Department which is currently authorized by Virginia Code, staffed, and able to do the inspections. He said he preferred exploring whether the fee billing system will be cost effective and then taking up the matter as a budget item for next year. Supervisor Slaughter proposed taking a year to educate the public about the fee schedule. Vice Chairman Lofton said a fee schedule has been discussed before and the Board should be committed to approving the schedule since it is a matter of safety, He said the costs should be bome by businesses and not by the tax payer. Supervisor Dunn noted that businesses currently pay several taxes. Supervisor McCarthy said he is not opposed to having the schedule in place but prefers waiting a year before it is implemented, The Fire Prevention Code Fee Schedule was approved as presented on a roll call vote as Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia N follows. Blaine P. Dunn No Shannon G. Trout Aye Gary A. Lofton Aye Robert W. Wells Aye J. Douglas McCarthy No Charles S. DeHaven, Jr. Aye Judith McCann -Slaughter No Fire Prevention Code Fee Schedule Frederick County Fire Marshal's Office Effective September 11, 2019 Inspection Fees (based on square footage) • $50 - Businesses up to 5,000 sq. ft • $100 - Businesses 5,001 sq. ft — 20,000 sq. ft • $200 - Businesses 20,001 sq. ft - 100,000 sq. ft • $300 - Businesses 100,001 sq. ft - 250,000 sq. ft • $400 - Businesses 250,001 sq, ft and above Re -inspection fees shall be the same as original assessed fee. Inspections being conducted on County owned buildings shall be exempt from fees. Fees for places of religious worship and for non-profit organizations will be $50, regardless of the structure square footage on a parcel. All inspection fees are the responsibility of the occupant/tenant. Operational Permits The Fire Marshal's Office issues operational permits, which are required for blasting, explosive storage, sale of fireworks, aerial fireworks displays, commercial burning, food trucks, and tents. Fees: • Commercial Burning - $100 per site • Commercial Blasting - $200 per site • Explosive Storage - $200 first magazine, plus $100 per each additional magazine on same site. (12-month permit) • Fireworks Outdoor Sales - $200 • Fireworks Retail Sales - $200 • Fireworks Aerial Displays - $200 • Mobile Food Preparation Vehicles (Food Trucks) - $50 (12-month permit) • Tent(s) over 900 Sq. Ft. - $50 per tent ++.++++++f+++ Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 55 PUBLIC HEARINGS -- NON PLANNING ISSUES ORDINANCE TO PROVIDE FOR THE IMPLEMENTATION OF THE FEDERAL WORKFORCE INNOVATION AND OPPORTUNITY ACT OF 2014 AND AUTHORIZING THE PARTICIPATION OF FREDERICK COUNTY IN THE SHENANDOAH VALLEY CHIEF ELECTED OFFICIALS CONSORTIUM UNDER THE AUSPICES OF THE SHENANDOAH VALLEY WORKFORCE DEVELOPMENT BOARD, AND FOR OTHER RELATED PURPOSES1- APPROVED Mr. Tibbs provided background on the proposal saying it is an ordinance to provide for the implementation of the Federal Workforce Innovation and Opportunity Act of 2014 and authorizing Frederick County's participation in the Shenandoah Valley Elected Officials Consortium under the auspices of the Shenandoah Valley Workforce Development Board. He noted the Board previously adopted versions of this agreement in 2006, 2012, and 2015, He said a recent administrative audit of the agreement resulted in the requirement for the Shenandoah Valley Workforce Development Board to revise the agreement. Mr, Tibbs said the localities are financially responsible in the event that a local workforce development board misuses funds received under this grant, but he pointed out that the agreement requires the Consortium to ensure that the SVWDB purchase insurance to cover any misuse of grant funds, which provides some protection to the localities. He said since June 30, 2019, $17,487 has been contributed to Frederick County companies through Valley 2 Virginia Registered Apprenticeship Initiative, and there 25 apprentices at five companies. Chairman DeHaven opened the public hearing. There were no speakers. Chairman DeHaven closed the public hearing. Supervisor Wells moved for approval of the Ordinance To Provide For The Implementation Of The Federal Workforce Innovation And ,Opportunity Act Of 2014 ,And Authorizing The Participation Of Frederick County In The Shenandoah Valley Chief Elected Officials Consortium Under The Auspices Of The Shenandoah Valley Workforce Development Board. 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 Aye Robert W. Wells Aye J. Douglas McCarthy No Charles S. DeHaven, Jr. Aye Judith McCann -Slaughter No Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September It, 2019 County of Frederick, Virginia e ++.+++++++.++. PLANNING COMMISSION BUSINESS - PUBLIC HEARINGS CONDITIONAL USE PERMIT #06-19 FOR LANDFALL LODGE - APPROVED Mr. Klein provided information on the request for a Conditional Use Permit (CUP) for a special event facility in the RA (Rural Areas) Zoning District to enable the establishment of a special event center for weddings, business meetings, birthday parties, showers, reunions, charity events, and other similar type events. He said the property is located at 350 Chestnut Grove Road, Winchester, Virginia and is Identified with Property Identification Numbers 30-A-50 and 30-A-50D in the Gainesboro Magisterial District. He reviewed the conditions recommended by the Planning Commission if the CUP were approved. In response to Supervisor McCarthy's question, the Applicant, Lowell Henderson, said he has no intention of building additional structures related to the event center and would not object to a prohibition of new structures as an added condition of the permit. Chairman DeHaven opened the public hearing. Jamie Marion spoke on behalf of her parents who are neighbors of the Applicant. She said she had addressed the Planning Commission with objections to the granting of the CUP including wear on the road, traffic congestion. She suggested the Applicant add an additional entrance and that the Applicant be required to route all traffic through their main entrance at 350 Chestnut Grove Road. Cory Hammons, tenant of the Applicant, spoke in support of the CUP saying he plans to build nearby. Betty Marion, Gainesboro District, reiterated the request for additional conditions that would address the traffic concerns of some of the neighbors, She added her husband is disabled and her concern includes emergency vehicle access. Jamie Marion continued her earlier remarks citing opposition to the CUP. Lowell Henderson, the Applicant, said traffic will not reach the property belonging to the Marions, Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 67 Chairman DeHaven closed the public hearing. Supervisor McCarthy moved for approval of Conditional Use Permit #04-19 with an additional condition that no new structures or buildings associated with the event center could be built without a new conditional use permit. 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 ++++++++.+++++ REZONING #02-19 FOR CB VENTURES, LLC. — APPROVED Ms. Perkins provided information on the request submitted by Greenway Engineering, Inc. to rezone 1.04+1- acres from the B2 (General Business) District to the B3 (Industrial Transition) District with proffers saying that the property is located on the south side of Martinsburg Pike (Route 11) and the northeast side of Amoco Lane (Route 839) at the southwest quadrant of Interstate 81 and is identified by Property Identification Number 43-A-48E in the Stonewall Magisterial District, Ms. Perkins noted the Applicant's revised proffers regarding the metal building restriction and the SCADA system for this small portion of the originally zoned parcel. Evan Wyatt of Greenway Engineering explained the property use will be auto body which necessitates the B3 zoning, He noted the change to gravity fed sewer rather than a pump station and said the reason for the change in the metal building prohibition is the owner's request since there may be some metal features on the block building. Supervisor McCarthy suggested the proffer language include the phrase that "the building may not be substantially clad in metal" to clarify the meaning of the prohibition, and Mr. Wyatt was agreeable to the proposed change. Chairman DeHaven opened the public hearing. There were no speakers. Chairman DeHaven closed the public hearing. Supervisor Slaughter moved for approval of the rezoning with the updated proffers and the additional language that Supervisor McCarthy offered regarding the building not being substantially Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia six clad in metal. 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. D@Haven, Jr. Aye Judith McCann -Slaughter Aye PLANNING COMMISSION BUSINESS — OTHER PLANNING BUSINESS REQUEST TO SCHEDULE JOINT WORK SESSION WITH THE PLANNING COMMISSION ON COMPREHENSIVE PLAN AMENDMENTS - APPROVED Planning Director Mike Ruddy explained the request for a joint work session with the Planning Commission and Comprehensive Plans & Programs Committee to discuss CPPA #02- 19, Woodside Business Park, and other items. On motion of Vice Chairman Lofton, seconded by Supervisor Wells, the Board set the joint work session for September 25, 2019, at 5.30 p,m. immediately prior to the next regular Board meeting on a roll call vote as follows: Blaine P. Dunn Aye Gary A. Lofton Aye J. Douglas McCarthy Aye Judith McCann -Slaughter Aye BOARD LIAISON REPORTS Shannon G. Trout Aye Robert W. Wells Aye Charles S. DeHaven, Jr. Aye Supervisor Wells noted the Parks & Recreation Commission is seeking suggestions for names for the new park on Stephenson Road at Clear Brook. Vice Chairman Lofton praised the work of the Social Services Department noting the recent zero error rate grade for the County's case load as determined by the state. CITIZEN COMMENTS Brenda Fristoe, Stonewall District, asked the Board to use a window of opportunity following a blasting accident at Carmeuse to increase the buffer distance between Clearbrook Park and the quarry. She requested that the Board require a 725' buffer citing the recent incident where Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia rock fragments travelled 700' feet reaching Stonewall Elementary School and the nearby Clear Brook Park. She added that the Park currently is on lockdown when blasting occurs and said changing the blasting hours would help the situation. Victoria Kidd, Shawnee District, said she is a member of the Winchester Pride Committee. She spoke in favor of best practices for non-discrimination and asked the Board to adopt human resources policies that will help attract, protect and retain talent from the LGBT community. She noted many businesses and other jurisdictions such as Alexandria and Arlington have enacted such policies and encouraged the Board to continue working on the issue. William Wright said he is a bisexual male and wanted to comment on the recent rescinding of the anti -discrimination policy by the Board, He thanked Supervisor Trout for trying to keep the protections in place and said the reason for rescinding the policy was because it was said to violate state law but that other places like Alexandria and Arlington have such policies. He said being bi- sexual is not a choice and is not relevant to how he does his job. He said protections against discrimination are not special rights and should apply to all employees. Diana DeCleland, Red Bud District, said she is a supporter of the Pride Committee's efforts and wonders why Frederick County is falling behind in protecting all with equality, Mary Bohacek, Shawnee District and pastor of Shenandoah Valley Metropolitan Community Church, said she has received negative feedback from clergy colleagues around the nation since the Board rescinded the anti -discrimination policy. She said more damage has been done by offering the protection and then rescinding it than if it had been left alone, and she asked the Board to reconsider the policy. Brian Nuri, Opequon District, said the Board needs to rescind what it rescinded. He said that Delegate LaRock is using the Dillon Rule to support personal beliefs. He noted that 17 jurisdictions in West Virginia plus several in Virginia already extend the protections the Board recently rejected. Amanda Kelly, Gainesboro, said most people don't know that it is not unconstitutional to discriminate based on sexual orientation. She said the County was just now offering those Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia protections with the new policy adopted recently, but it should have always been that way. She asked the Board to work on re -offering the protections saying most businesses already offer this and for the government not to offer it also is ridiculous, Tabitha Shanholtzer said she is a 50+ year resident of Frederick and is a transgender woman. She has 40 years' experience in the construction industry and experienced discrimination on the job. She said employees should be hired based on their ability their work ethic. BOARD OF SUPERVISORS COMMENTS Supervisor Dunn said as Chair of the Human Resources Committee he is in discussion with the Human Resources Director to find policy language that is compatible with state law, He said a more in-depth discussion will occur in the committee. ADJOURN On motion of Vice Chairman Lofton, seconded by Supervisor Dunn, the meeting was adjourned at 8:25 p.m. Charles S. DeHaven, Jr. Chairman, Board of Supervisors T Kris C. Ti rney Clerk, Boa of Su is Minutes Prepared By: Ann W. Phillips Deputy Clerk, Board of Supervisors Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 71 Board of Supervisors Minutes of September 11, 2019 - Appendix 1 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, August 21, 2019 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, August 21, 2019 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann -Slaughter, Chairman; Charles DeHaven; Gary Lofton; Jeffrey Boppe; Angela Rudolph -Wiseman; and non -voting liaison William Orndoff, Treasurer. Committee Members Absent: Non -voting liaison Ellen Murphy, Commissioner of the Revenue Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director; KrisTierney, County Administrator; Jay Tibbs, Deputy County Administrator; Rod Williams, County Attorney; Lenny Millholland, Sheriff; Jason Robertson, Parks & Recreation Director, Nick Sabo, Airport Executive Director; Denny Linaburg, Fire & Rescue Chief; Joe Wilder, Public Works Director; Mark Fleet, Building Official; Kathy Whetzel, Animal Shelter Manager; Holly Grim, Assistant Animal Shelter Manager, Ron Kimble, Landfill Manager; Kevin Alderman, Shawneeland Manager; and Gloria Puff inburger, Solid Waste Manager. Others present: William Garrett, City of Winchester Fire & Rescue Chief; and J.D. Orndorff, City of Winchester Fire & Rescue Deputy Chief. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: ( I ) Items 1, 4, 7, 8, and 9 were approved under consent agenda. I. (I ) The Sheriff requests a General Fund supplemental appropriation in the amount of 13 229.82. This amount represents insurance reimbursements for two auto claims. No local funds required. See attached memo, p. 5-8. 2. The Sheriff requests a General Fund supplemental appropriation in the amount of $400. This amount represents payment for a ballistic vest. No local funds required. See attached memo, p. 9 —10. The committee recommends approval. 3. The Public Works Director request the following supplemental appropriations, which are carry forwards of unspent FY 2019 funds. All items have been approved by the Public Works Committee. See attached memo, p. 11-12. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia [L a. Shawneeland Fund supplemental appropriation not to exceed $151,300.55 for ongoing road improvements. See attached memo, p. 13. The committee recommends approval; b. General Fund supplemental appropriation not to exceed $23,890.74 for animal shelter spay/neuter and new building design funds. See attached memo, p. 14. The committee recommends approval; c. General Fund supplemental appropriation not to exceed $337,656.54 for ongoing refuse projects, which include Stephenson, Albin, and Middletown convenience sites and costs associated with increased hauling rates and the recycling program. See attached memo, p. 15. The committee recommends approval; d. Landfill Fund supplemental appropriation not to exceed $1,284,579.55 for ongoing landfill projects including Phase 3, Cell A rock removal and the completion of a new leachate lagoon. See attached memo, p. 16. The committee recommends approval. 4. { ? The Public Works Director requests a General Fund supplemental appropriation in the amount of $15,000. This amount represents funds from the Flemming Trust for spay/neuter. No local funds required. See attached memo, p. 17 —19. 5. The WRAA Executive Director requests an Airport Capital Fund supplemental appropriation in the amount of $1,550,000. This amount represents bond proceeds for the purchase of a hanger facility and associated projects. See the attached memo, p. 20. The committee recommends approval. 6. The WRAA Executive Director requests an Airport Fund supplemental appropriation in the amount of $37,000 and a General Fund supplemental appropriation in the amount of $27,750. These amounts represent projected debt service for FY 2020 and the County's local share, See attached memo, p. 20. The committee recommends approval. 7. (: ) The Parks & Recreation Director requests a General Fund supplemental appropriation not to exceed 71942.45. This amount represents a carry forward of unspent FY 2019 for the ongoing Recreation Access Project at Northwest Sherando Park. See attached memo, p, 21. 8. () The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $500. This amount represents a donation from the Molden family for a park bench at Rose Hill Park. No local funds required. See attached memo, p. 22. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September l 1, 2019 County of Frederick, 'Virginia 73 9. ( ) The Deputy County Administrator requests a General Fund supplemental appropriation not to exceed 52 754.95. This amount represents ongoing projects for building repair and maintenance. See attached memo, p. 23. 10. The Fire & Rescue Chief requests a General Fund supplemental appropriation in the amount of $257,018.69 to assist the Winchester City Fire & Rescue in completing the Burn Building Replacement Project. This item has been endorsed by the Public Safety Committee. Local funds are required. See attached memo, p. 24 — 36. The committee recommends approval. 11. The Finance/Audit Committee charter adopted by the Board of Supervisors requires an annual review and reassessment. See attached charter, p. 37 — 39. The committee recommends approval of the charter with no changes. 12. Supervisor Trout is requesting the County to consider donating to the Virginia War Memorial Foundation. See attached letter, p. 40-42. The committee recommends denial. NO ACTION REQUIRED BY BOARD OF SUPERVISORS: 1. The Public Works Director requests a General Fund supplemental appropriation not to exceed 59 669 (exact amount will depend on hire date and starting salary). This amount represents nine months salary and fringes for the addition of a full-time Plan Review Specialist in the Inspections Department. This item has been approved by the Public Works Committee. Local funds are required. See attached memo, p. 40 —41. The committee consented that County Administrator budget transfers for new positions that do not require supplemental appropriations do not need to be approved by the Finance Committee. Funds are available to transfer for this position. 2. Supervisor Trout is requesting the County to consider donating to the Virginia War Memorial Foundation. See attached letter, p. 42-44. The committee denied the request. 3. The Finance Director provides updated debt information reflecting the additional $3,2 million for the Aylor school replacement project. See attached, p. 45 — 47. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia MA INFORMATION ONLY: 1. The Finance Director provides a Fund 10 Transfer Report for July 2019. See attached, p. 48 — 49. 2. Fund balance information will be provided after the County closes FY19. 3. The FY19 year-end open purchase orders have been provided by the County and the Schools. See attachments, p. 50 —58. 4. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Outstanding Achievement in Popular Annual Financial Reporting for the June 30, 2018 Popular Annual Financial Report (PAFR). This is the 13`h consecutive year that Frederick County has received this achievement. See attached, p. 59 -- 61. 5. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Excellence in Financial Reporting for the June 30, 2018 Comprehensive Annual Financial Report (CAFR). This is the 33'd consecutive year that Frederick County has received this achievement. See attached, p. 62 — 64. Respectfully submitted, FINANCE COMMITTEE Judith McCann -Slaughter, Chairman Charles DeHaven Gary Lofton Jeffrey Boppe Angela Rudolph -Wiseman By Cheryl B. Shiffler, Finance Director Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 75 Board of Supervisors Minutes of September 11, 2019 - Appendix 2 PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS Wednesday September 11, 2019 7:00 p.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA To: Jay Tibbs, Deputy County Administrator From: Jason L. Robertson, Director, Parks & Recreation Dept. Date: August 14, 2019 Subject: Parks and Recreation Commission Action The Parks and Recreation Commission met on August 13, 2019. Members present were: Guss Morrison, Natalie Gerometta, Gary Longerbeam, Amy Strosnider, Charles Sandy, Jr., Ronald Madagan, and Randy Carter, Mr. Robert Well (non -voting Board Liaison). Members Absent: Christopher Fordney ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: None ITEMS SUBMITTED FOR INFORMATION ONLY 1. The Commission adopted the attached Pricing Policy (000.00). 2. The Committee request staff collect data in regards to residency and pool admission fees and to bring this information back to the Commission at a later date. Cc: Charles R. Sandy, Chairman Robert Wells, Board of Supervisors' Non -Voting Liaison Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 76 PRICING POLICY 000.00 PURPOSE: To establish a policy that provides a pricing model for recreational programs and facility reservations. GOAL: To institute a standardized method for establishing the fees determined during the annual budget process. POLICY: The following represents the levels for programs/services currently offered or those that will be offered in the future. These levels are for budgeting purposes only, actual revenue may exceed direct costs. Level 3: Programs and facilities are budgeted to recover of 125% or more of direct costs and have high individual benefit: • Trips • Concessions/Merchandise for Resale • Private Rentals — Non-resident • Daily basicREC, Pick -a -Week Camp basicREC • Specialized Activities/Camps Level 2: Programs/Services providing both community and individual benefit. These programs/services are budgeted to recover 75-100% of direct costs through program fees depending on nature of activity. Program fees may be offset by alternative revenue sources such as sponsorships, donations, grants, and volunteer staff savings: • Classes and Programs — All ages • Tournaments and Leagues - Adult • Tournaments and Leagues - Youth • Private Rentals - Resident • basicREC, Camp basicREC Level 1: Programs/Services with a large community benefit. These programs/services are budgeted to recover 0 -75% of direct costs through program fees depending on nature of activity. Program fees may be offset by alternative revenue sources such as sponsorships, donations, grants, and volunteer staff savings: • Community Events -- July 4, Pets Extravaganza, K,iteFest • Community Training Programs — CPR, Babysitting Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia 77 Special Needs Programs — Special Olympics, Camp Re - Creation • Training Programs — Coach's or Official Trainings During the budget process annually, FCPRD staff will determine appropriate pricing model or fee for each program Programs/Services will be assigned a direct cost recovery level based on set criteria Pricing Model/Fees/Charges are reviewed annually by the FCPRD Commission during the budget process. Date: August 2019 Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia Board of Supervisors Minutes of September 11, 2019 - Appendix 3 PUBLIC SAFETY COMMITTEE REPORT to the BOARD OF SUPERVISORS Thursday August 15, 2019 8:30 a.m. 1080 COVERSTONE DRIVE, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Chairman Bob Wells, Walt Cunningham, Judy McCann -Slaughter, Helen Lake and Blain Dunn. Citizen member Chuck Torpy was not present. Staff present: Deputy Chief Larry Oliver, Deputy County Administrator Jay Tibbs, Deputy Chief/Fire Marshal Mark Showers, Director of Communications LecAnna Pyles, Assistant County Attorney Erin Swisshelm, Deputy Chief Keith Jenkins, Fire Chief Denny Linaburg, Volunteer Fire & Rescue President Dan Cunningham, Winchester City Fire & Rescue Chief William Garrett and Winchester City Fire & Rescue Deputy Chief JD Orndorff. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. None ITEMS FOR INFORMATION ONLY: 1. Follow-up discussion of re-evaluated proposed expansion -to the Fire Prevention Code fee schedule (see attached): Deputy Chief Showers presented a more refined proposed fee schedule that was originally presented to the Public Safety Committee on March 14, 2019 and Public Works Committee on March 26, 2019. Deputy Chief Showers noted a few fee adjustments including lowering the yearly inspection fee for small businesses, re -inspections fees and home business inspection fees. He also stated, at this time, there would be no need to hire additional manpower to perform these inspections. Over the next year, the Fire Marshal's office will monitor this service and decide what changes, if any, need to be made to the program. Chairman Wells recommended to forward the re-evaluated proposed fee schedule to the Public Works Committee. The consensus of the Committee was to forward the proposed fee schedule to the Public Works Committee for review and recommendation to the Board. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September It, 2019 County of Frederick, Virginia 2. Burn building replacement proiect (see attached): Chief Linaburg along with City of Winchesters Fire & Rescue Chief William Garrett and Deputy Chief J.D. Orndorffaddressed the Committee regarding the proposed replacement burn building project. This is a joint venture, with the City of Winchester serving as fiscal agent for the structure. This project began in 2014 and the two entities have worked tirelessly to secure the funding and approval for this new facility. City Deputy Chief Orndorff stated the City of Winchester was awarded the maximum GSA grant of $450,000 to fund this project. Staff is seeking funding from Frederick County in the amount of $257,018 to cover the funding shortage for completion of the project. Chief Linaburg explained the new building will be a metal, 2 story structure that has a life expectancy of over 15 years. Walt Cunningham added that with this new multi -purpose structure on the horizon, the training possibilities for volunteers and new hires is a very positive investment for all the jurisdictions for years to come. The hopes of bringing on new volunteers and more hands-on training to those in all surrounding Fire & Rescue departments is critical for localities that would utilize the facility. City of Winchester Deputy Chief Orndorff added that outside agencies who would utilize the facility would be charged a fee depending on what materials were requested and that the monies collected would go toward maintaining the structure. Chairman Wells made a motion to forward the project information and funding request to the Finance Committee with a recommendation of approval. Ms. Lake seconded the motion. The Committee unanimously approved the motion. 3. Other information: Blaine Dunn inquired about the status of the radio system study. Director Pyles stated that she has contracted our original consultants, MCP to get the pros and cons of using the West Virginia Siren System. Respectfully submitted, Public Safety Committee Bob Wells Blaine Dunn Chuck Torpy Judy McCann -Slaughter Helen Lake Walt Cunningham Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia Board of Supervisors Minutes of September 11, 2019 - Appendix 4 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS Tuesday, August 27, 2019 8:00 a.m. 107 NORTH KENT STREET, SUITE 200, WINCHESTER, VIRGINIA PUBLIC WORKS COMMITTEE ATTENDEES: Committee Members Present: J. Douglas McCarthy, Chairman; Gary A. Lofton; Robert W. Wells; Gene E. Fisher; Whitney "Whit" L. Wagner; and Harvey E. "Ed" Strawsnyder, Jr. Committee Members Absent: none Staff and others present: Joe C. Wilder, Director of Public Works; Kris Tierney, County Administrator; Jay Tibbs, Deputy County Administrator, Gloria Puffinburger, Solid Waste Manager; Ron Kimble, Landfill Manager; Rod Williams, County Attorney; Mike Stewart, Senior Project Manager; Denny Linaburg, Fire and Rescue Chief; Mark Showers, Deputy Chief Fire Marshal Attachment 1—Agenda Packet ITEM REQUIRING ACTON BY BOARD OF SUPERVISORS: Fire and Rescue staff presented information related to the fire safety inspection fees. They discussed revisions to the latest proposed fee schedule to reduce the costs for small businesses. They have determined they want to slowly expand the businesses they inspect to include warehousing and industrial areas. There was a lot of discussion and questions from the committee members. After some time, the committee indicated they were supportive of the proposed fee schedule. Staff also provided some examples of the types of business in the county and what the inspection fee would be. Therefore, a motion was made by committee member Fisher to recommend adoption of the fee schedule and to forward it to the Board of Supervisors for consideration and adoption. The motion was seconded by committee member Strawsnyder. The committee unanimously approve the motion. Attachment 2 ITEM FOR INFORMATION ONLY 1-Update on the recycling program for Frederick County Staff provided an update for the committee on recycling. We have started hauling plastics to Apple Valley Waste in Hagerstown, Maryland. We have switched recycling containers to allow compaction with the front-end trucks. Citizens appear to be pleased that we have been able to continue plastic recycling. Our consultants, SCS Engineers is also continuing a study of other possible recycling options for our landfill service area. This study should be completed by the end of September 2019. The Northern Shenandoah Valley Regional Commission (NSVRC) is also performing a larger regional study to look at different recycling options for the northern Shenandoah Valley region. That study should be complete in October 2019. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia As we discussed with the committee, the recycling issues are changing daily and we as staff are trying to be very flexible and looking at many different options so we can continue to have a cost-effective recycling program. We will continue to update the Board of Supervisors and administration. Attachment 3 2-Update on Public Works Projects and request for proposal (RFP). Staff provided updates on several on -going projects within the department: a. Crossover Boulevard -The contractor continues to make progress on the project. They are currently doing grading work for the new road, installing storm sewer and working on the center pier for the bridge. The current schedule has the project finishing in the fall of 2021. b. Replacement of the Albin Convenience Site (SFW-Old Bus Shop -Route 522 North) -Staff updated the committee that the site plan will be submitted for review very soon. Staff also met with the school design team and they indicated they were good with the plan. We will be taking the plan and working with on -call contractor, General Excavation, Inc. (G.E.I.) to get cost estimates for performing the work. We should have those cost estimates at the September Public Works Committee Meeting. c. Staff is advertising to procure an Architect to assist with the county office building space needs and design services. Frederick County recently purchased the Sunnyside Plaza. Respectfully submitted, 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 Jo . Wilder Public Works Director 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 Denny Linaburg, Fire and Rescue Chief Mark Showers, Deputy Chief Fire Marshal Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2014 County of Frederick, Virginia Board of Supervisors Minutes of September 11, 2019 - Appendix 5 TRANSPORTATION COMMITTEE REPORTto the BOARD OF SUPERVISORS Monday, August 26, 2019 8:30 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Gary Lofton, Chairman (Voting), Judith McCann - Slaughter (Voting), Gary Oates (Voting), James Racey (Voting), and Lewis Boyer (Liaison Stephens City). Committee Members Absent: Barry Schnoor (Voting) and Mark Davis (Liaison Middletown). Staff Present: Assistant Director -Transportation John Bishop, and Kathy Smith, Secretary, ITEMS FOR INFORMATION ONLY: 1-Brucetown Road (Rt.672)-Truck Restriction: Staff gave an overview of a Citizen's requests related to Brucetown Road from the July 29, 2019 Transportation Committee meeting. Those requests included the potential relocation of the Carmeuse entrance to Route 11 and a weight restriction sign on the bridge over the Opequon Creek. Those items will require a submission by Carmeuse with the additional investigation by VDOT. The other item the Citizen requested was a restriction of through truck traffic on Brucetown Road. Staff gave the most recent recorded traffic count by VDOT for Brucetown Road as follows: • Route 11 to Quarry Lane: 2,700 AADT with 12% (324) 3 axle trucks and 6% (162) trucks with trailers; • Quarry Lane to Sir Johns Road: 1,900 AADT with 2% (38) 3 axle trucks and 0%trucks with trailers; • Sir Johns Road to Rocky Ford Road: 1,400 AADT with 2% (28) 3 axle trucks and 0% trucks with trailers; • Rocky Ford Road to Shady Creek Road: 870 AADT with 3% (26) 3 axle trucks and 1% (9) trucks with trailers. Staff reported that based on the count data, the most significant truck activity is from Quarry Lane to Route 11, however, a truck restriction would only apply to through trucks, so a truck restriction to Brucetown Road to Route 11 to the Clarke County Line would not apply to the significant majority of these vehicles. Also, truck restriction requests require a proposed alternative route. Staff would be concerned that while the proposed alternative route would likely be Route 340 to Route 7, this would not stop trucks from simply traveling to other secondary routes in Frederick County such as Old Charlestown Road. Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia Upon a motion by, Mr. Gary Oates and seconded by Mr. James Racey the Committee recommended not to direct Staff to prepare an application packet for the Board of Supervisors. The vote passed with Ms. Judith McCann -Slaughter against. 2-Armel Road (Route 642)-Speed Limit Reduction Request: Staff has received a resident request to reduce the speed limit on Armel Road from the Clarke County line to Route 522. A speed study was conducted in 2016 as requested by a resident and it was determined a speed limit of 55 mph with warning signs in some locations where curvature was present. The speed limit continues to be a concern to the residents in the area. Staff reached out to VDOT and the Sheriff's Office, they do not have an issue with the speed limit. Mr. Pinto, a resident, spoke of the concern with the intersection of Armel Road and Kitchen Road and requested it be changed to a 3-way stop. Mr. Ed Carter of VDOT suggested having the Traffic Engineering Department conduct and evaluate the potential 3-way stop. By consensus, the Committee agreed to have VDOT move forward to evaluate the intersection at Armel Road and Kitchen Road for a 3-way stop. 3-Transportation Forum: The Committee set the date of the Transportation Forum for Monday, October 28, 2019. Staff has heard back from most of the VIP's that can be in attendance that evening. Staff is waiting for word from Congresswoman Wexton, if she'll be able to attend. The Forum is planned to follow the same schedule as last year. 4-Planning Update: Recently, Staff attended a Long -Range Transportation Plan (VTrans) Regional input session that was held at the George Washington Hotel. VTrans is a gate keeper for the SmartScale funding program. Staff was able to voice their opinions on key concerns at this input session that affect Frederick County in the rankings. The concerns are that Communities across the State are being determined on needs with being ranked compared to other more congested areas traffic issues. Staff will continue to address the concerns as they study the projects. Staff has been working with the Regional Commission MPO with updating the Long -Range Vision list in reviewing projects and cleaning up the list. 5-County Projects Updates: Crossover Boulevard aka Tevis Street Extension/Airport Road/1-81 Bridge: The notice to proceed was issued to Perry Engineering on May 14, 2019. Construction is ongoing on the site and Staff is establishing a website for citizens to review details of the projects and photos of the progress. Renaissance Drive: Staff has received the 30% design comments and is finalizing the MOU with CSX for the at grade crossing. Northern Y: Staff has meet with the private partners. Further discussion to come with the private partners as they are still evaluating, if to continue with the project. Jubal Early Drive Extension and Interchange with Route 37: No activity at this time, Minute Book 45 Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia OW • 6-Upcoming Agenda Items: SmartScaie (ongoing discussion and development) Transportation Forum TBD: Oakdale Crossing Traffic Calming Study. VDOT will update the Committee at the next meeting. 7-Other: Staff received a request from a Citizen to reduce the speed limit on Route 11 north of Stephens City. Staff has forwarded the request to VDOT. Speed samples have been completed by VDOT. The sample data shows that less than 3% are over at least 5 mph on the 55-mph speed limit and that 30% are over more than 10 mph on the 45-mph speed limit. This was not a speed study; the data will be forwarded to the Sheriff's Department for review. Mr. Ed Carter of VDOT, responded that the corridor will be reviewed to see if a more constant speed limit can be achieved. Minute Book 4S Board of Supervisors Closed Session & Regular Meeting of September 11, 2019 County of Frederick, Virginia