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February 23, 2000 Regular Meeting 442 A Regular Meeting ofthe Frederick County Board of Supervisors was held on February 23, 2000, at 7:15 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice Chairman Charles W. Orndoff, Sf.; W. Harrington Smith, Jr.; Robert M. Sager; Margaret B. Douglas; and Sidney A. Reyes. CALL TO ORDER Chairman Shickle called the meeting to order. INVOCATION The invocation was delivered by Chaplain Barry S. Foster with Shenandoah University. ADOPTION OF AGENDA County Administrator Riley advised that he had one item from Juvenile Justice Department for request of funds. Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the agenda was adopted, as amended, by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye CONSENT AGENDA County Administrator Riley suggested the following tabs for approval under consent agenda: I. Code & Ordinance Committee Report - Tab I; 2. Landfill Oversite Advisory Committee Report - Tab J. Upon motion made by Supervisor Orndoff, seconded by Supervisor Douglas, the consent agenda was approved as noted above by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye CITIZEN COMMENTS Donnie Gladden, resident of Hudson Hollow Road, Opequon District, appeared before the Minute Book No. 26 Board Meeting of 02/23/00 443 Board. He presented a petition from residents of this area addressing the problem they are experiencing with large amounts oftrash and deer carcass being dumped on their property. He asked the Board to please look into this concern. He further addressed the ordinance amendment that is being proposed by the Public Works Committee later in this meeting. This amendment will affect those county residents that continue to ignore trash and debris on their property. If this continues the trash will be hauled away, by the county, and the landowner will be charged for this being done. He disagrees with the amendment. The following residents appeared before the Board on behalf of the county school bus drivers: Brenda Trenary, Shawnee District, Tracey Poleno, Denise Foreman, Linda Jenkins, Stonewall District. They all expressed their concern about the wages for school bus drivers in addition to the fact that bus drivers are not offered any type of retirement by the school system. They explained that the top salary for a bus driver is $11,983 annually. They compared Frederick County benefits and salary to other localities and asked why something could not be done to change this. Ms. Jenkins advised the Board of her experiences, as well as other parents with the school system, and the emphasis they are placing on subjects that are part of the SOL test. She further advised that tutors are provided by the state for the SOL subj ects, even though the student is passing this particular subject, while failing a subject as important as reading. Donald W. Luttrell, Opequon District, presented a list of questions that he had concerning bonds for the Handley Library. This letter was presented to each Board member and County Administrator Riley prior to the meeting.(A copy ofthis letter is on file in the Office of the County Administrator). Dick Crane, Stonewall District, addressed the proposed 2000-2001 budget stating that he feels retired county citizens living on a fixed income cannot continue to afford tax increases. He feels a 2 cent tax increase would be more appropriate than the proposed 5 cents. LOCAL BOY SCOUT TROOP 60 AND 131 INTRODUCED Supervisor Smith introduced members oflocal Boy Scout Troop 60 and 131 and their leaders who were in attendance. MINUTES Minute Book No. 26 Board Meeting of 02/23/00 444 Upon motion made by Supervisor Orndoff, seconded by Supervisor Reyes, the minutes of the Regular Meeting ofJanuary 26,2000 were approved as presented by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Upon motion made by Supervisor Orndoff, seconded by Supervisor Reyes, the minutes of the Regular Meeting of February 8, 2000 were approved as presented by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye PRESENTATION OF HISTORIC PLAOUE FOR ROSE HILL FARM SUBMITTED BY R. LEE TAYLOR OF GLEN BURNIE Planning Director Kris Tierney appeared before the Board to explain that the Frederick County Historic Resources Advisory Board (HRAB) unanimously approved the Historic Property Designation application for Rose Hill Farm submitted by Mr. R. Lee Taylor of Glen Burnie. Supervisor Margaret Douglas presented this plaque to Ms. Jennifer Esler who was present on behalf of Glen Burnie Museum. ROBIN DAMICO REAPPOINTED TO COUNTY PERSONNEL COMMITTEE Chairman Shickle advised that he was reappointing Robin Damico to the county Personnel Committee. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, Robin Damico was reappointed to the county Personnel Committee, said term to expire January 26, 2001. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye RALPH LEWIS APPOINTED TO THE COUNTY PARKS AND RECREATION COMMISSION AS MEMBER-AT -LARGE Upon motion made by Supervisor Reyes, seconded by Supervisor Orndoff, Ralph Lewis was Minute Book No. 26 Board Meeting of 02/23/00 445 appointed to the Parks and Recreation Commission as Member-at-Large. This is a four year appointment. This term will commence on February 28, 2000, and expire on February 28, 2004. UPDATE ON THE SHENANDOAH VALLEY BATTLEFIELDS NATIONAL HISTORIC DISTRICT COMMISSION BY EXECUTIVE DIRECTOR HOWARD KITTELL Planning Director Kris Tierney advised the Board that the Commission has prepared a draft plan and will soon be holding another series of public meetings to receive public input. Frederick County's understanding of (and support for) the Plan, along with the support of each locality within the District, will be vitally important in garnering the support needed from our representatives in Washington. Their support in turn is critical to gaining final approval of the Plan and the necessary supporting federal legislation and funding. Executive Director Howard Kittell appeared before the Board at which time he presented a summary of the draft plan. Chairman Shickle asked when this plan would be coming back to Frederick County. Mr. Kittell replied the loth of June. Mr. Tierney explained that he felt it was important for Board members to attend this meeting in order to better understand the request. He further advised that a $10,000 grant has been awarded for the Heater House at Cedar Creek. SUPERINTENDENT OF SCHOOLS DR. WILLIAM DEAN ADDRESSED THE BOARD RE: JOINT TRANSPORTATION. MAINTENANCE/CENTRAL WAREHOUSE F ACILITY(POSTPONED FROM FEBRUARY 8. 2000 MEETING) Dr. Dean appeared before the Board to further address the acreage at Red Bud School and to further explain the three schemes that he and the school board are recommending to the Board of Supervisors. 1. Additional acreage required at Red Bud site would be 5.1 acres for Transportation facility only. There would be a two story high school rather than one. 2. 8.9 acres required for TransportationlMaintenance/Central Warehouse with a two story high school. 3. Only maintenance building on site, no additional acreage would be required. With a one story high school. 4. Obtain additional acreage of ten to thirteen acres for a new high school and middle school. Robinson School site could be renovated for a maintenance facility. Supervisor Smith asked if the capacity of the high school was 1500 students. Dr. Dean replied yes. Minute Book No. 26 Board Meetiug of 02/23/00 446 Chairman Shickle stated that he was pleased to see that there has been thought given for the construction of a middle school. County Administrator Riley explained that Dr. Dean was seeking some direction from the Board. Supervisor Sager stated that he would like to see some cost figures on renovating the Robinson School site. Supervisor Orndoff asked where the maintenance shed would be located. Dr. Dean replied it would remain where it is, with renovation. Dr. Dean advised that he could go back, do some more work on this and discuss it further with the school board. He would ask them for their input on what they would like to see planned for the next five or six years. Supervisor Sager stated that he would like to see less spent on buying mortar. He still feels that the area of leasing needs to be looked into. Supervisor Reyes asked about getting the children out of trailers. Dr. Dean explained that a new high school would get rid of 12 trailers. It was the consensus ofthe Board that Dr. Dean take the information and questions provided by the Board back to the school board and come back with his findings. REQUEST AND RESOLUTION (#032-00) FROM PARKS AND RECREATION RE: RECREATIONAL ACCESS GRANT APPLICATION FOR SHERANDO PARK BIKEWAY PROJECT - APPROVED County Administrator Riley presented this information to the Board. WHEREAS, Sherando Park is owned and is to be developed by the County of Frederick as a recreational facility serving the residents of the County of Frederick, Virginia and adjoining localities; and WHEREAS, the facility is in need of adequate bicycle access; and WHEREAS, the procedure governing the allocation of recreational access funds as set forth in Section 33.1-223 of the Code of Virginia requires joint action by the Director ofthe Department of Conservation and Recreation and the Commonwealth Transportation Board; and WHEREAS, a statement of policy agreed upon between the said Director and Board approves the use of such funds for the construction of access facilities to publicly owned recreational areas or historical sites; and WHEREAS, the Board of Supervisors has duly adopted a zoning ordinance pursuant to Article 8 (Section 15.1-486 et. seq.), Chapter II, Title 15.1 ofthe Code of Virginia; and WHEREAS, it appears to the Board of Supervisors that all requirements of the law have been met to permit the Director of the Department of Conservation and Recreation to designate Minute Book No. 26 Board Meeting of 02/23/00 447 Sherando Park as a public recreational facility and further permit the Commonwealth Transportation Board to provide funds for access to this public recreation area in accordance with Section 33.1-223 of the Code of Virginia; and WHEREAS, the right of way of the proposed bicycle access is provided by the County of Frederick at no cost to the Recreational Access Fund; and WHEREAS, the Board of Supervisors acknowledges that, pursuant to the provisions of Section 33.1-223 of the Code of Virginia, this bikeway, once constructed, shall be regulated and maintained by the County of Frederick. NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors of Frederick County, Virginia, hereby requests the Director of the Department of Conservation and Recreation to designate Sherando Park as a public recreational area and to recommend to the Commonwealth Transportation Board that recreational access funds be allocated for a bikeway to serve said park; and BE IT FURTHER RESOLVED, that the Commonwealth Transportation Board is hereby requested to allocate the necessary recreational access funds to provide a suitable bikeway as hereinbefore described. RESOLVED, this 23rd day of February, 2000. The above resolution was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye REOUEST TO RESCIND BOARD ACTION RE: PURCHASE OF GOODMAN HANGER-APPROVED County Administrator Riley presented this request to the Board. He explained that a request for a supplemental appropriation for FY 1992-2000 of $15,000 (covering February through June 2000) for lease ofthe Goodman Hangar was made on behalf ofthe Airport Authority, by their Executive Director Renny Manuel, at the Finance Committee meeting held Wednesday, February 16, 2000. At this time the committee was informed that it is no longer the Airport Authority's desire to purchase the Goodman Hangar, thus the resolution the Board passed at their meeting on November 10, 1998, approving the purchase and appropriating the county's portion of funds for such a purchase should be rescinded at this time. Upon motion made by Supervisor Orndoff, seconded by Supervisor Reyes, the above action request of the airport authority was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Minute Book No. 26 Board Meeting of 02/23/00 448 W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye REOUEST FROM C. DOUGLAS TUCKER, C.S.U. DIRECTOR, FOR ROLLOVER OF VJCCCA FUNDS IN THE AMOUNT OF $100.442 - APPROVED County Administrator Riley presented this request to the Board. Chairman Shickle asked if this meant we would have $100,000 less in fund balance. Finance Director Cheryl Shiffler replied yes. Upon motion made by Supervisor Sager, seconded by Supervisor Smith, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye PLANNING COMMISSION BUSINESS: PUBLIC HEARINGS: PUBLIC HEARING - CONDITIONAL USE PERMIT #01-00, EDWIN L. LAMBERT, JR., FOR A COTTAGE OCCUPATION TO OPERATE A CONTRACTING BUSINESS. THIS PROPERTY IS LOCATED AT 1521 CEDAR HILL ROAD AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 33-A-36 IN THE STONEWALL MAGISTERIAL DISTRICT - APPROVED Planner I Mark Cheran presented this request to the Board advising them that staff and planning commission recommended approval with conditions. There was no public input. Upon motion made by Supervisor Orndoff, seconded by Supervisor Reyes, CUP #01-00 of Edwin L. Lambert, Jr., was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye PUBLIC HEARING - PROPOSED UPDATES TO THE 2000-2001 CAPITAL IMPROVEMENTS PLAN (CIP) - THE CIP IS A PRIORITIZED LIST OF PROJECTS. REOUESTED BY NUMEROUS COUNTY AGENCIES. TO BE REVIEWED FOR POTENTIAL ALLOCATION IN THE ENSUING FIVE YEAR PERIOD. THE PLAN IS CREATED AS AN INFORMA TIONAL DOCUMENT TO ASSIST IN THE DEVELOPMENT OF THE COUNTY'S ANNUAL BUDGET. THE CIP IS AN ADVISORY DOCUMENT; PROJECTS ARE NOT NECESSARILY Minute Book No. 26 Board Meeting of 02/23/00 449 FUNDED BECAUSE OF THEIR INCLUSION IN THE CIP - APPROVED Assistant Planning Director Evan Wyatt presented this plan with the updates as discussed at prior Board meeting. Supervisor Reyes asked about #7 - Western Regional Park Land Acquisition as to what could be done to place this in a higher priority. Mr. Wyatt explained how the rating system works to Supervisor Reyes, and further explained that this can be changed by the Board. Donnie Gladden, Opequon District, stated that if the new high school, as shown on this plan, is built on the location that has been discussed it will be in a flood plain, and he doesn't feel this is something the Board would want to do. Donald Luttrell, Opequon District, feels the location in Albin that is currently being used as bus garage should be left as it is. Linda Jenkins, Stonewall District, stated that when Dr. Dean made his original presentation concerning a new high school and middle school, possibly being built on the same site, there was no mention of any type of athletic complex. However, Dr. Dean, in his presentation to the Board of Supervisors, earlier in this meeting, explained that an athletic complex was possible. She personally does not feel this would be a good idea as she does not feel it would work. Upon motion made by Supervisor Sager, seconded by Supervisor Douglas, the 2000-2001 Capital Improvements Plan (ClP) was approved, as a guide only, by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Nay W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Supervisor Reyes stated that he would like to see #7 moved to the #3 slot. County Administrator Riley explained to Supervisor Reyes the procedure that is necessary in order for that to be done. COMMITTEE REPORTS CODE AND ORDINANCE COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Code & Ordinance Committee met on Monday, February 7, 2000, at 4:00 PM, in the First Floor Conference Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. Present were chairman of the committee Sidney A. Reyes, Supervisor Robert M. Sager, Minute Book No. 26 Board Meeting of 02/23/00 450 and Stephen G. Butler. Also present were Mr. George Spates, County Attorney Lawrence R. Ambrogi, Major Alvin Johnson, Director of Public Works Harvey E. Straw snyder, Jr., Recycling Coordinator Gloria M. Puffinburger, County Administrator John R. Riley, Jr., and Assistant County Administrator Lauren G. Carrier. Attorney Michael Bryan was unable to attend the meeting. The committee submits the following: ***Items Not Requiring Action*** 1. Request from Mr. Georee SDates to Amend ChaDter 158 ofthe Frederick County Code. Vehicles and Traffic. Article IV Law Enforcement of Private Roads and Streets. to Include the Roads in Huntin~ton Rid~e Manor. (See Attachments). Mr. Spates addressed his concern for a problem in his neighborhood regarding off-road vehicles and their danger. He had requested of the committee to include the roads in Huntington Manor, but after further discussion, Mr. Spates requested that he bring back the information on the code change and its implications to his neighbors for further consideration. The committee concurred. 2. Discussion of the Frederick County Code. ChaDter 142. Solid Waste - Draft of Ordinance to Replace the Current Chapter. (See Attachments) Director of Public Works Harvey E. Strawsnyder and Recycling Coordinator Gloria M. Puffinburger presented the committee with a memorandum regarding the updating of Frederick County's Solid Waste Ordinance. After explaining that the ordinance had been rewritten entirely, Mr. Strawsnyder and Ms. Puffinburger requested input form the committee for inclusion in the final draft ordinance. Mr. Riley provided the following issues for consideration: . Curb-side pick-up; expand its addition/section in the new ordinance . Litter Control . Enforcement; work with the sheriff to address this issue . Nuisances (definition); work with county attorney to address . Issuance of citations; work with county attorney & sheriffto address . Further define building materials. The committee took the ordinance for consideration and will meet again to provide additional input. LANDFILL OVERSITE ADVISORY COMMITTEE - APPROVED UNDER CONSENT AGENDA The landfill oversight committee met on Wednesday, February 9,2000, at 8:00 a.m. in the first floor conference room at the Frederick County Administration Building. All committee members were present. The following issues were discussed: 1. Project UDdate a.) Closure of Cells "A" and "B", Phase I: Mr. Joe Wilder, project manager, presented the committee with a brief status report for the subject project. The contractor, Perry Engineering Company, Inc., has completed the entire closure project except for the final seeding. This will be accomplished in the spring. b.) Expansion of ConstructionlDemolition Debris (CDD) Landfill: The designer, SCS Engineers, Inc., has completed the design documents for an additional five (5) acres ofCDD landfill disposal area. We anticipate advertising by March 1,2000 and awarding a contract on or before April 1, 2000. c.) Active Gas Recovery System: The design of an active gas recovery system has been completed by SCS Engineers, Inc. The project includes collection piping and a sophisticated flare station to burn off unused gas. The bids will be received on February 16,2000. We anticipate Minute Book No. 26 Board Meeting of 02/23/00 451 awarding a contract on or before March 2, 2000. d.) Rock Removal Contract: A blasting contract was previously awarded to General Excavation Contractors, Inc., to fracture approximately 100,000 cubic yards of rock for future removal by the landfill staff and equipment. This proj ect has been satisfactorily completed. Several test pits were excavated using a trackhoe to verify depth and excavatability of the blasted rock. 2. Reeional Tire Proeram Mr. Steve Frye, landfill manager, presented the committee with a plan to operate the regional tire program. The Frederick County landfill has volunteered to operate the tire shredding/chipping program. Mr. Frye indicated that Frederick County can provide a very efficient and cost-effective service because of our relative size. He indicated that we will utilize our existing staff as well as contract labor to operate the tire chipping equipment. We currently shred/chip approximately 100,000 tires at the landfill. The entire program processes approximately 150,000 tires per year. Therefore, it is obviously more efficient to house and operate this shredder at the Frederick County landfill than to have Shenandoah County operate the program. Their efforts were becoming inefficient as well as more costly. 3. Monthlv Statement A comparative financial statement for December, 1999, was provided for the committee's review. The brief summary statement provides a comparison of expenditures, revenues and charges from December 1998 to December 1999. A copy of this statement is attached. (Attachment 1) 4. Closed Session A closed-door session was held to discuss the status ofthe Peter Paul Riley farm acquisition. In conjunction with this acquisition, the committee reviewed a draft agreement between Clarke County and the landfill oversight committee. (Attachment 2) FINANCE COMMITTEE REPORT The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on February 16,2000 at 8:00 a.m. The Finance Committee recommended an approved consent agenda on items 3, 4, 5, 7, 9, 10, 11, 12, 13, 14, 18,25 and 26. Committee member Robert M. Sager was absent. Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the consent agenda as spelled out above was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye The agenda items are as follows: 1. The Assistant County Administratorrequests a General Fund supplemental appropriation in the amount of$34.846.37. This amount is needed to pay FY 1999, 4th quarter expenditures for the Joint Judicial Center. This item was tabled from the last Finance Committee meeting. See attached copy, p. 1-14. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: Minute Book No. 26 Board Meeting of 02123/00 I 452 Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 2. The County Administrator requests consideration of increasing the mileage reimbursement from $.24 to $.27 per mile. This reimbursement is given when a personal vehicle is used for county business travel. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 3. The Sheriff requests a General Fund supplemental appropriation in the amount of$I.000. These funds represent a DARE donation and is requested to be appropriated to the Drug Program line item. No additional local funds are needed. See attached memo, p. 15. The committee recommends approval. Approved Under Consent. 4. The Sheriff requests a General Fund supplemental appropriation in the amount of$I.523. These funds represent proceeds from the sale of DARE T-shirts and are requested to be appropriated to the Drug Program line item. No additional local funds are needed. See attached memo, p. 16. The committee recommends approval. Approved Under Consent. 5. The Sheriff requests a General Fund supplemental appropriation in the amount of $6.832.39. This amount represents insurance reimbursements for vehicle accidents and is requested to be appropriated to 3102-3004-000-002 Repair and Maintenance - Vehicle. No additional local funds are needed. See attached memos, p. 17-21. The committee recommends approval. Approved Under Consent. 6. The Director of Public Works requests a General Fund sup"lemental appropriation not to exceed $17.788.50. This amount is needed to create an Inspector! position and includes furniture and equipment. This position is being supported by increased inspection revenues. The justification for this new position is included in the attached memo, p. 22-25. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Ir. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 7. The Director of Public Works requests a General Fund supplemental appropriation in the amount of $3.000. This amount represents unbudgeted grant funds that have been received. No additional local funds are needed. See attached memo, p. 26. The committee recommends approval. Approved Under Consent. Minute Book No. 26 Board Meeting of 02123/00 4.53 8. The Director of Public Works requests a General Fund budget transfer in the amount of $2.500. This amount is needed to cover clinic fees for emergency treatment of injured stray county animals. This expense was originally included in the Sheriff s Department budget. Additional local funds are necessary. See attached memo, p. 27. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, If. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 9. The Director of Fire and Rescue requests a General Fund supplemental appropriation in the amount of$1.000. This amount represents a donation from the American Legion Conrad Hoover Post #21, and is requested to be appropriated to 3505-5413-000 Other Operating Supplies to purchase public education materials. No additional local funds are needed. See attached memo, p. 28-29. The committee recommends approval. Approved Under Consent. 10. The Superintendent of Recreation requests a General Fund Budget Transfer in the amount of $11.500. This amount is needed to pay part-time salaries for umpires since bidding for this contractual service resulted in no bidders. No additional local funds are needed. See attached memo, p. 30. The committee recommends approval. Approved Under Consent. 11. The Director of Parks and Recreation requests a General Fund supplemental appropriation in the amount of$864.51. This amount represents net proceeds from the Thanksgiving 5K. These proceeds are to be disbursed to the Big Brothers/Big Sisters. No additional local funds are needed. See attached memo, p. 31. The committee recommends approval. Approved Under Consent. 12. The Planning Department requests a General Fund supplemental appropriation in the amount of$I.800. This amount is to be appropriated from 10-000240-2478 Fund Balance Reserve- Historical Markers into line item 8101-5413-000-001 Historical Plaques. No additional local funds are needed. See attached memo, p. 32. The committee recommends approval. Approved Under Consent. 13. The Economic Development Director requests a General Fund supplemental appropriation in the amount of $15.000. This amount represents the remaining portion of a Small Business Incubator Program grant that has been received. It is requested that this amount be appropriated into line item 8102-3002-000-014 Incubator Feasibility Study. No additional local funds are needed. See attached copy, p. 33. The committee recommends approval. Approved Under Consent. 14. The Economic Development Director requests a General Fund supplemental appropriation in the amount of$I.000. This amount represents a donation from F & M Bank for the Follow the Apple Trail Program. No additional local funds are needed. See attached memo, p. 34- 35. The committee recommends approval. Approved Under Consent. 15. The Economic Development Director requests a General Fund supplemental appropriation in the amount of $34.096.94. This amount represents an increase to the contract between EDC and the Shenandoah Valley Telebusiness Center. This amount is offset by federal revenue. No additional local funds are needed. See attached memo, p. 36-37. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Reyes, the above request Minute Book No. 26 Board Meeting of 02/23/00 454 was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 16. The CFW Regional Jail requests a Regional Jail Budget Transfer in the amount of $36.500. This amount is needed to cover merit and career advancement increases. No additional local funds are needed. See attached memo, p. 38-39. This item has been tabled awaiting further information. Approved. County Administrator Riley explained that Director Fred Hildebrand was ill, and not able to attend the Finance Committee; therefore, this was tabled awaiting additional information from him. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved by the following recorded vote: Richard C. Shickle - Nay Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 17. The Northwestern Regional Juvenile Detention Center requests a General Fund supplemental appropriation in the amount of $94.642.60. This amount represents an estimate of remaining funds needed for FY 1999 for operation and debt service. The committee recommends approval Approved. 18. The Director of Court Services requests a Court Services Fund supplemental appropriation in the amount of$3.189. This amount represents unbudgeted grant funds from DCJS and additional revenue. No additional local funds are needed. See attached memo, p. 40. The committee recommends approval. Approved Under Consent. 19. The Airport Director requests a Regional Airport Fund supplemental appropriation in the amount of$15.000. This amount represents an increase to the Lease - Goodman Hangar line item. This amount is offset by revenue. No additional local funds are needed. See attached memo, p. 41. The committee recommends approval - Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 20. Our Health is requesting support from Frederick County in the form of a General Fund supplemental appropriation in the amount of $30.000. Additional local funds are necessary. See attached memo, p. 42-44. The committee is taking this request under consideration. Denied. (This request was discussed and denied at the budget worksession on February 17.) Minute Book No. 26 Board Meeting of 02/23/00 455 Upon motion made by Supervisor Smith, seconded by Supervisor Reyes, the above request was denied by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 21. The Fremont Street Nursery requests a General Fund supplemental appropriation in the amount of $1.500. This amount was tabled from the previous meeting awaiting the count of Frederick County children at the nursery. This information is attached. Additional local funds are necessary. See attached memos, p. 45-46. The committee does not recommend approval. Denied. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was denied by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye! 22. The Finance Director requests a General Fund supplemental appropriation in the amount of$21.024. This amount is needed to pay for an invoice for the Joint Judicial Center that the Board of Supervisors previously approved to be held for payment. Additional local funds are necessary. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 23. The Finance Director requests a General Fund supplemental appropriation in the amount of$15.764.92. This amount is needed to replenish the operational contingency line item. Additional local funds are necessary. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 24. The Personnel Director requests a General Fund supplemental appropriation in the Minute Book No. 26 Board Meeting of 02/23/00 '45.6 amount of$8.000. This amount is needed to cover advertising costs for the remainder of this fiscal year. It is requested that this amount be appropriated into line item 1203-3007-000-000 Advertising. Additional local funds are necessary. See attached memo, p. 47. The committee recommends approval. Approved. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: Richard e. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye 25. The Department of Social Services requests a General Fund supplemental appropriation in the amount of$2.878. This amount represents increased state match dollars for mandated public assistance programs. No additional local funds are needed. See attached memo, p. 48-50. The committee recommends approval. Approved Under Consent. 26. The Department of Social Services requests a General Fund supplemental appropriation in the amount of $5.000. This amount represents a state grant received for the Ready, Set, Go Project that needs to be remitted to the Tri-County Ole. No additional local funds are needed. See attached memo, p. 50. The committee recommends approval. Approved Under Consent. 27. The Finance Committee requested to review all agreements with joint funded projects. This information will be forwarded to the members for the next committee meeting. ** For Information Only ** 1. Attached is a memo from the Fire and Rescue Director detailing the status of two of that department's vehicles. See attached memo, p. 52. 2. Attached is a letter of appreciation from the Millwood Station Volunteer Fire & Rescue Company for the $5,000 donation for the squad truck. See attached memo, p. 53. 3. Monthly financial statements for the month ending December 31, 1999 are included. See attached, p. 54-65. BOARD OF SUPERVISORS COMMENTS SUPERVISOR ORNDOFF ASKED THAT SHOULD ADDITIONAL MONIES BE FORTH COMING FROM THE STATE FOR THE SCHOOLS THAT THE BOARD TAKE ACTION AT THIS TIME INDICATING WHAT IS TO BE DONE WITH THESE ADDITIONAL FUNDS - DENIED Supervisor Sager asked, if perhaps this action would be premature at this time. Supervisor Smith stated that he felt we should wait and see what action the General Assembly takes before this Board takes any action. Supervisor Orndoff explained that it might be too late then. Supervisor Orndoff moved to take action at this time, with Supervisor Reyes seconding the motion. Minute Book No. 26 Board Meeting of 02/23/00 .457 The above motion was denied by the following recorded vote: Richard e. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Nay Robert M. Sager - Nay Margaret B. Douglas - Nay Sidney A. Reyes - Aye BOARD RETIRED INTO CLOSED SESSION Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Board retired into Closed Session in accordance with the Code of Virginia, 1950, as amended, Section 2.1-344, Subsection A(3) and (5), to Discuss Acquisition and Disposition of Real Estate, and Economic Development - Discussion of an Industrial Prospect. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye BOARD WITHDREW FROM CLOSED SESSION Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the Board withdrew from Closed Session. This motion was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye BOARD RECONVENED INTO REGULAR SESSION Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the Board reconvened into regular session and certified nothing other than what was noted as reason for going into Closed Session was discussed. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Minute Book No. 26 Board Meeting of 02123/00 ,458 ADDITIONAL BOARD OF SUPERVISORS COMMENTS Supervisor Smith asked that stafflook into the possibilities of having the County Seal, made to the size, that would be appropriate for the wall behind where the Board currently sits. Supervisor Shickle asked Board members for their thoughts about reinstating funding for some ofthe non-profit organizations that were originally cut from the budget, ie. 4-H Center, Youth Development Center and the Discovery Museum. He advised that Senator Potts had advised him there was a possibility the State may give $75,000 to the Discovery Museum, and he wanted the Board and the City of Winchester to consider donating $25,000 from their respective locality. Supervisor Smith stated that the county had donated $30,000, in three year increments of $10,000 to the 4-H Center to assist them in paying off their mortgage, and he felt the county had done their share. Chairman Shickle stated that he felt ifit was the Board's decision to provide this funding he felt it should be done with a contract. The Discovery Museum would be done with the school board and Parks & Recreation with Youth Development Center. Supervisor Orndoff stated that he has some concerns with this request. He further stated that cuts were made in a number of departments, and now we are going back and relook all the contributions that were cut also, he was not sure this is the thing to do. County Administrator Riley explained that the Joint Finance Committee is scheduled to meet on February 29, and this is scheduled to be discussed. It was the consensus ofthe Board that they would wait until after the Joint Finance Meeting and discuss this further. UPON MOTION MADE BY SUPERVISOR ORNDOFF, SECONDED BY SUPERVISOR SMITH, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (TIME: 10:18 P.M.) R ~ Q~~l~ ~~./-- Richard C. Shickle JO~, J--;:r- Chairman, Board of Supervisors Clerk, Board of Supervisors Minutes Prepared By: t1.~ I . .J<... . . U Carol T. Bayliss -'"-I Deputy Clerk, Board of Supervisors Minute Book No. 26 Board Meeting of 02123/00