May 27 2020 Board_Agenda_PacketAGENDA
BOARD OF SUPERVISORS
WEDNESDAY, MAY 27, 2020
7:00 PM
BOARD MEETING ROOM
107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601
Call to Order
1.
Invocation
2.
Pledge of Allegiance
3.
Adoption of Agenda
4.
Citizen Comments
5.–For agenda items that are not the subject of a Public Hearing
Consent Agenda
6.Roll Call Vote Required
6.A. Minutes of Regular Meeting of May 13, 2020
MinutesRegularMeetingBOS200513.pdf
6.B. Finance Committee Report of May 20, 2020
FinanceCommitteeReport20May2020.pdf
6.C.Request from the Commissioner of the Revenue for Refunds and
Supplemental Appropriations
1.Shenandoah Sheds–$3,625.86
2.US Bank NA –$4,939.38
RefundsToBOS27May2020.pdf
6.D.Adoption of Updated Rules of Procedure and Conduct
RulesOfProcedureUpdate.pdf
6.E.Acceptance of the County's Share of Coronavirus Relief Fund Payments
MemoBOS_re_CARES-CRF_Certfication052120.pdf
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Board of Supervisors
Regular Meeting AgendaPage 2
May 27, 2020
Board of Supervisors Comments
7.
County Officials
8.
8.A. Committee Appointments
Lord Fairfax Community College Board
4-year term of Michael Lake expires 6/30/2020. Mr. Lake is eligible and willing
for reappointment and the LFCC Board has requested that he be reappointed.
Staff has received a second application from Brandon Monk.
BoardCommitteeAppts(052120BdMtg).pdf
8.B.
Proposed Amendment to FY 20-21 Budget
Supervisor Dunn would like to offer an amendment to withhold $4.8 million in
FY21 until it is known if the County will actually have the projected revenue
that was outlined in the adopted budget.
A public hearing is required prior to amending the budget.
BlaineDunnMay2020BudgetAndCUPs.pdf
8.C.Discussion: Special Event Center Conditional Use Permits
Supervisor Dunn proposes a joint meeting between the Planning Commission
and Board of Supervisors to discuss conditional use permits for Special Event
Centers.
BlaineDunnMay2020BudgetAndCUPs.pdf
3
Board of Supervisors
Regular Meeting AgendaPage 3
May 27, 2020
Committee Business
9.
9.A. Finance Committee
( * ) Items 2, 3, 5, 8, 9, 11, 12, 13, 16, 19 and 20 were approved on the Committee'sconsent
agenda.
1.The Parks & Recreation Director requests a General fund supplementalappropriation
in the amount of $118,883. This amount represents proffer funds to construct a trail
around Lakeside Lake behind the Bowman Library. This item has been approved by the
Parks & Recreation Commission at their March 11, 2020 meeting. The committee
recommends approval.
2.( * )The IT Director requests aGeneral Fund supplemental appropriation in the
amount of $23,897. This amount represents reserved PEG funds to be used for a
wireless microphone system for the BOS meeting room ($22,190) and additional funds
needed for remainder of the current year maintenance service contract ofthe Granicus
system ($1,707). PEG funds are reserved and restricted only to purchases related to
meeting broadcasts. No local funds required. Approval recommended on the
committee's consent agenda.
3.( * )The Voter Registrar requests aGeneral Fund supplemental appropriation in the
amount of $42,640. This amount represents funds needed for the June Republican
primary election. Local funds are required. Approval recommended on the committee's
consent agenda.
4.The Transportation Director requests a Development Projects Fund (fund 27)
supplemental appropriation in the amount of $2,253,614. This amount represents
change orders and project management for Crossover Blvd. No local funds required.
The committee recommends approval.
5.( * )The WRA Director requests anAirport Fund (fund 17) supplemental appropriationin
the amount of $69,000. This amount represents funds received from the CARES Act. No
local funds required. Approval recommended on the committee's consent agenda.
6.The WRA Director requests an Airport Capital Fund (fund 85) FY21 budget
appropriation in the amount of $2,334,000 and a General Fund supplement
appropriation in the amount of $414,376representing the local portion. $362,000 of the
local portion is a carryforward of unspent FY20 Airport Capital. The committee
recommends approval.
7.The EMS Billing Manager requests an EMS Expense Recovery Fund (fund 30)
supplemental appropriation in the amount of $225,000. This amount represents
anticipated revenue in excessof budgeted revenue. No local funds required. The
committee recommends approval.
4
Board of Supervisors
Regular Meeting AgendaPage 4
May 27, 2020
Finance Committee,continued
8. ( * )The Public Work Director requests an FY21 General Fund supplemental appropriation in
the amount of $250,000, or less if FY20 ending balance is not sufficient.This amount represents
a carry forward of unspent FY20 funds for the completion of the replacement Albin Citizen
Convenience Center. Any unspent funds in FY21, after project completion, will be returned to the
General Fund. Approval recommended on the committee's consent agenda.
9. ( * )The Victim Witness Director requests a General Fund budget transfer in the amount of
$10,000 for the purchase of a copier and promotional materials (pending state approval).
Transfer policy requires BOS approval when transferring out of fringe line items. No additional
local funds required. Approval recommended on the committee's consent agenda.
10. The F&R Chief requests a General Fund supplemental appropriation in the amount of
$81,474.73 (pending grant award). This amount represents an AFG supplemental grant via the
CARES Act. Due to the grant application deadline, the application was authorized. The
committee recommends approval.
11. ( * )The F&R Chief requests a General Fund supplemental appropriation in the amount of
$28,150 (pending grant award). This amount represents a VDEM grant for 2 portable
decontamination systems. No local funds required. Approval recommended on the committee's
consent agenda.
12. ( * )The F&R Chief requests a General Fund revenue appropriation in the amount of $60,000
(pending grant award). This amount represents a VDEM grant for Rescue Task Force protective
equipment. No local funds required. Approval recommended on the committee's consent
agenda.
13. ( * )The DSS Director requests a General Fund supplemental appropriation in the amount of
$315,500. This amount represents yearend adjustments to bring the County budget in line with
the State budget and reflects a $49,395 reduction in local dollars. Approval recommended on the
committee's consent agenda.
14. The Finance Director requests an FY21 NRADC Fund budget reduction in the amount of
$440,010. This amount is from the elimination of the merit/COLA. The FY21 budget resolution
reflects the reduction for the County’s share of the amendment. The committee recommends
approval.
15. The Sheriff requests a General Fund supplemental appropriation in the amount of $34,100.
This amount represents funds received for traffic control in excess of budgeted revenue, which
will be used for overtime. No local funds required. The committee recommends approval.
16. ( * )The Sheriff requests a General Fund supplemental appropriation in the amount of
$3,955. This amount represents the sale scrap metal, which will be used for items at the firing
range. No local funds required. Approval recommended on the committee's consent agenda.
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Board of Supervisors
Regular Meeting AgendaPage 5
May 27, 2020
Finance Committee,continued
17. The Sheriff requests a General Fund supplemental appropriation in the amount of $31,443
(pending grant award)for a Student, Teachers and Officers Preventing School Violence Program
grant. Of this amount, $10,481 are local funds representing the grant’s 25% matching
requirement. Due to COVID-19 forcing the cancellation of the March Finance Committee
meeting, combined with the grant application deadline, approval to apply for a BJA grant for a 3D
scanner was authorized. The committee recommends approval.
18. The Sheriff requests a General Fund supplemental appropriation in the amount of
$15,397.22 ($11,998.80 pending receipt of funds). This amount represents overtime
reimbursements from the DEA. No local funds required. The committee recommendsapproval.
19. ( * )The Sheriff requests a General Fund supplemental appropriation in the amount of
$5,000. This amount represents funds received from the ICAC grant in excess of budgeted. No
local funds required. Approval recommended on the committee's consent agenda.
20. ( * )The Sheriff requests a General Fund supplemental appropriation in the amount of
$6,587.69. This amount represents insurance reimbursements for auto claims. No local funds
required. Approval recommended on the committee's consent agenda.
21. The Sheriff requests a General Fund supplemental appropriation in the amount of
$21,078.58. This amount represents reimbursements from the IRS for overtime, travel, vehicle
maintenance, and equipment. No local funds required. The committee recommends approval.
22. The Sheriff requests a General Fund supplemental appropriation in the amount of $80,000.
This amount represents an expected shortfall for overtime. Local funds are required. The
committee recommends approval and requests staff to work with the Sheriff on factors
contributing to overtime.
FinanceCommitteeReport20May2020.pdf
Public Hearings (Non Planning Issues)
10.
Outdoor Festival Permit Request of Tyler Wakeman –Peak Leaf Music &
10.A.
Brewers Festival.
Pursuant to the Frederick County Code, Chapter 86, Festivals; Section 86-3,
Permit Required; Application; Issuance or Denial; Fee, for an Outdoor Festival
Permit. Festival to be Held on Saturday, October 3, 2020, from 12:00 Noon
until 7:00 PM, on the Grounds of 7180 Valley Pike, Middletown, Virginia, Back
Creek Magisterial District. Property Owned by Wakeland Manor, Inc.
WakemanTylerOutdoorFestivalPermitApp(PeakLeafMusicFestival)(2020).pdf
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Board of Supervisors
Regular Meeting AgendaPage 6
May 27, 2020
Planning Commission Business -Public Hearings
11.
Conditional Use Permit #01-20 for J K Lee Services
11.A.
Submitted for the Expansion of an Existing Assisted Living Structure Adding
Six (6) Beds. The Property is Located at 549 Valley Mill Road, Winchester,
Virginia and is Identified with Property Identification Number 55-A-56 in the
Red Bud Magisterial District.
CUP01-20JKLeeServices.pdf
12.
Planning Commission Business -Other Planning Business
Master Development Plan 02-20 -Heritage Commons
12.A.
The Master Development Plan (MDP) for Heritage Commons appears to be
consistent with the approved Rezoning (REZ) application #10-15 (proffers) and
with the requirements of Article VIII, Master Development Plan, of the Frederick
County Zoning Ordinance, andthis MDP is in a form that is administratively
approvable. Following presentation of the application to the Planning
Commission and the Board of Supervisors, and the incorporation of any
comments from the Board, staff is prepared to proceed to
approval ofthe
application.
BOS MDP 052720_HeritageCommons.pdf
Proposed Ordinance Amendment -Development Review Fees for
12.B.
Commercial Telecommunications Facilities CUPs
This is a proposed amendment to Chapter 165 –Zoning Ordinance and to the
Development Review Fee Schedule to reduce the fee for a Conditional Use
Permit for commercial telecommunication facilities. Staff is seeking direction
from the Board of Supervisors on this Zoning Ordinance text amendment
and/or if the amendment is ready to be sent forward for Public Hearing.
BOS 052720_Ordinance Amendment Development Fees.pdf
7
Board of Supervisors
Regular Meeting AgendaPage 7
May 27, 2020
Planning Commission Business -Other Planning Business
,continued
Proposed Ordinance Amendment -Zoning Enforcement, Violations and
12.C.
Penalties
The Board of Supervisors directed Staff and the Planning Commission to
propose ordinance revisions to maximize the penalties for zoning violations.
Staff is seeking direction from the Board of Supervisors on this Zoning
Ordinance text amendment and/or if the amendment is ready to be sent
forward for Public Hearing.
BOS 052720_ Ordinance Zoning Enforcement.pdf
Board Liaison Reports
13.
Citizen Comments
14.
Board of Supervisors Comments
15.
Adjourn
16.
8
9
MINUTES
CLOSED SESION AND REGULAR MEETING
FREDERICK COUNTY BOARD OF SUPERVISORS
WEDNESDAY, MAY 13,2020
7:00P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
ATTENDEES
Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Robert W. Wells, Vice
Chairman;Blaine P. Dunn; Gene E. Fisher Shawn L. Graber;and Judith McCann-Slaughter; were
present.J. Douglas McCarthy participated remotely from his office, doing so as a medical
precaution on account of the COVID-19 pandemic.
Staff present: Kris C. Tierney, County Administrator;Jay E. Tibbs, Deputy County
Administrator; Roderick B. Williams, CountyAttorney;Karen Vacchio, Public Information Officer;
Scott Varner, Director of Information Technology;Andrew Farrar, IT Program Coordinator; Seth
Thatcher, Commissioner of the Revenue; Mark Cheran, Zoning & Subdivision Administrator; and
Ann W. Phillips, Deputy Clerk to the Board of Supervisors.
CALL TO ORDER
Chairman DeHaven called the meeting to order at 7:00 p.m.
INVOCATION
Vice Chairman Wells delivered the invocation.
PLEDGE OF ALLEGIANCE
Vice ChairmanWells led the Pledge of Allegiance.
APPROVAL OF REMOTE PARTICIPATION
Remote meeting participation by Supervisor McCarthy was approved on a voice vote
following the motion by Supervisor Graber, seconded Supervisor Slaughter.
:
Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
1
ADOPTION OF AGENDA –APPROVED
Upon motion of SupervisorSlaughter,seconded by Vice Chairman Wells,theagenda was
adoptedas presented on a voice vote.
CITIZENS COMMENTS-None
ADOPTION OF CONSENT AGENDA –APPROVED
Supervisors Graber and Dunn discussed the Extension of the Declaration of Local
Emergency citing their support for allowing small businesses to return to normal operations.
Upon motion of Supervisor Slaughter,seconded bySupervisorFisher,the consentagenda
was adoptedas presented onarecorded vote as follows:
Blaine P. DunnAyeGene E. Fisher Aye
Shawn L. GraberAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
Judith McCann-SlaughterAye
-Minutes of Regular Meeting of April 8, 2020 -
CONSENT AGENDAAPPROVAL
-Information Technology Committee Report of April 29, 2020-
CONSENT AGENDAAPPROVAL,
Appendix 1
-Request from the Commissioner of the Revenue for Refundsand Corresponding
Supplemental Appropriations-
CONSENT AGENDA APPROVAL
Stonewall II LLC–$2,870.45
Undisclosed Taxpayer –Disabled Veteran’s Relief –$7,550.01
Vectren Energy Services Corp d/b/a Energy Systems Group LLC –$4,534.00
-Set Public Hearing for Ordinance on Continuity of Operations -
CONSENT AGENDAAPPROVAL
-Extension of Declaration of Local Emergency for Covid-19 Pandemic -
CONSENT AGENDA
APPROVAL
DECLARATION OF EXTENSION OF A LOCAL EMERGENCY
RESOLUTION DECLARING AN EXTENSION OF A LOCAL EMERGENCY IN FREDERICK
COUNTY, VIRGINIA
WHEREAS:
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
2
1.The President of the United States has declared a national state of emergency to exist throughout
the country, and the Governor of Virginia has declared a state of emergency to exist throughout
the Commonwealth of Virginia as a result of the Coronavirus (COVID-19) Pandemic;
2.The spread of the COVID-19 virus is a clear and present danger to the citizens and visitors of
Frederick County and threatens to strain the national and local health care system and public
safety and social service agencies;
3.Due to the imminent danger and prolonged duration of the pandemic, an Emergency Declaration
provides the County the ability to expedite the performance of public work, enter into contracts
for urgent resources, provide for materials and supplies, and take other actions necessary to
protect the health and welfare of the public.
4.The Governor’s Executive Order number 55 included a “stay at home order” effective until June
10, 2020 unless amended or rescinded by further executive order.
5.The Board of Supervisors, at its meeting on March 25, 2020, previously ratified such an
Emergency Declaration (the “Emergency Declaration”), effective March 17, 2020, to remain in
effect until April 30, 2020.
6.Conditions continue to exist as of this date, dictating that the Emergency Declaration be
extended until June 10, 2020.
NOW, THEREFORE, IT IS HEREBY DECLARED that the Emergency Declaration be extended until
June 10, 2020
+ + + + + + + + + + + + + +
BOARD OF SUPERVISORS COMMENTS
Vice Chairman Wells voiced his concurrence with the comments of Supervisors Graber
and Dunn regarding support for businesses beingallowed to return to normal operations.
COUNTY OFFICIALS:
LINDA GIBSON APPOINTED AS FREDERICK COUNTY REPRESENTATIVE TO PEOPLE,
INC.–APPROVED
On motion of Supervisor Slaughter,seconded by Vice Chairman Wells,Linda Gibson was
appointed on a voice vote to People, Inc., representing Frederick County.
APPOINTMENT TO THE LORD FAIRFAX COMMUNITY COLLEGE BOARD OF DIRECTORS –
POSTPONED
On motion of Supervisor Graber, seconded by Supervisor Dunn,the Board postponed
action on reappointing Michael Lake to the LFCC Board to allow other applicants to apply for the
position.
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
3
UPDATE TO RULES OF PROCEDURE
By consensus the Board agreed to consider updates to the Board’s Rules of Procedure
document, as offered by Supervisors Fisher and McCarthy, at the next Board meeting.
+ + + + + + + + + + + + + +
COMMITTEE BUSINESS
INFORMATION TECHNOLOGY COMMITTEE
Supervisor Dunn moved for approval of the Committee’s recommendation for providing
public wi-fi access in the parking lots at four County fire stations (Star Tannery, North Mountain,
Reynolds Store, andGore) and at Sunnyside Plaza to assist citizens and their children with access
to the internet during the COVID-19 pandemicby funding the monthly service fee for the project
at $2,000 per month total for all five sites. He further moved that the projectbereconsideredin
August after usage data has been gathered. Supervisor Graber seconded the motion which carried
on a recorded vote as follows:
Blaine P. DunnAyeGene E. Fisher Aye
Shawn L. GraberAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
Judith McCann-SlaughterAye
Supervisor Slaughter moved that the Board authorizestaff to develop a Request for
Proposals for broadband expansion in anticipation of the County applying for a Virginia
Telecommunications Initiative Grant. She further moved that the Board delay discussion of
designating County matching funds until the August12Board meeting. Supervisor Fisher
secondedthe motionand the Board and staff discussed the grant application. The motioncarried
ona recorded vote as follows:
Blaine P. DunnAyeGene E. Fisher Aye
Shawn L. GraberAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
Judith McCann-SlaughterAye
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
4
PUBLIC HEARINGS (NON PLANNING ISSUES)
OUTDOOR FESTIVAL PERMIT REQUEST OF CANAAN SPRINGS LLC AND ABIGAIL LINABURG –
WEDDING–APPROVED
County Administrator Tierney discussed the festival permit requestfor the property at 1147
North Pifer Road, saying the applicant is working with staff on applying for a conditional use permit
but is waiting for VDOT approval. He said with an event scheduled for July 11, the applicant
decided to seek the Festival Permit for the single event.
Abigail Linaburg, the applicant, spoke about her farm and the permit application.She said
she was advised to seek a festival permit because of the time necessary to get a conditional use
permit and the limited time before the July 11 event, citing delays because of the Coronavirus
pandemic.
Chairman DeHaven opened the public hearing.
No one spoke.
Chairman DeHaven closed the public hearing.
Supervisor Graber moved for approval of the Outdoor Festival Permit for Canaan Springs
LLCfor July 11, 2020.SupervisorWellssecondedthe motionwhichcarried on a recorded vote
as follows:
Blaine P. DunnAyeGene E. Fisher Aye
Shawn L. GraberAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
Judith McCann-SlaughterAye
+ + + + + + + + + + + + + +
PROPOSED AMENDMENT TO THE LEASE AGREEMENT BETWEEN THE COUNTY OFFREDERICK,
VIRGINIA AND H&R BLOCK EASTERN ENTERPRISES, INC.–APPROVED
Deputy County Administrator Tibbs discussed the proposed amendmentto the lease
agreement saying it would extend the existing lease for an additional one-year period commencing
on May 1, 2020 and expiring on April 30, 2021. He said the base rent would be $1,050.00 per
monthand noted the rent income received from the tenants at Sunnyside Plaza has been
appropriated to cover the costs to carry the propertyincludingproperty management fees, utilities,
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
5
repairs, etc.
Chairman DeHaven opened the public hearing.
No one spoke.
Chairman DeHaven closed the public hearing.
Supervisor Slaughter moved for approval of the Proposed Amendment to the Lease
Agreement between the County of Frederick, Virginia and H&R Block Eastern Enterprises, Inc.
Supervisor Graberseconded the motion which carried on a recorded vote as follows:
Blaine P. DunnAyeGene E. Fisher Aye
Shawn L. GraberAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
Judith McCann-SlaughterAye
+ + + + + + + + + + + + + +
PROPOSED ORDINANCE –SALARIES OF THE BOARD OF SUPERVISORS ( FY 2020-2021) –
ADOPTED
Chairman DeHaven opened the public hearing.
No one spoke.
Chairman DeHaven closed the public hearing.
Supervisor Slaughter movedfor approval of the Proposed Ordinance –Salaries Of The
Board Of Supervisors (FY 2020-2021)keeping the Board salaries at the present level. Vice
Chairman Wells seconded the motion which carried on a recorded vote as follows:
Blaine P. DunnAyeGene E. Fisher Aye
Shawn L. GraberAyeRobert W. WellsAye
J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye
Judith McCann-SlaughterAye
ORDINANCE
SALARIES OF BOARD OF SUPERVISORS
FISCAL YEAR 2020-2021
BE IT ORDAINED, the annual salary for each member of the Frederick County Board of Supervisors,
for fiscal year beginning July 1, 2020, shall be as follows: Chairman, $10,800; Vice Chairman, $10,200;
and each other member of the Board of Supervisors at $9,000.
+ + ++ + + + + + + + + + +
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
6
PLANNING COMMISSION BUSINESS–PUBLIC HEARINGS -None
PLANNING COMMISSION BUSINESS–OTHER PLANNING BUSINESS-None
BOARD LIAISON REPORTS
Supervisor Fisher noted another jet turbo prop aircraft is now based at the airport. He said
the owner chose to locate here because of the low tax rate andthe County’s location outside the
Washington D.C. restricted airspace. He noted the lower tax rate is paying off.
CITIZEN COMMENTS-None
BOARD OF SUPERVISORS COMMENTS
Supervisor Graber noted the extension of the deadline for response to the Request For
Proposals for the radio system saying vendors are appreciative of the extra time.
Supervisor Dunn said he may offer a motion at the next meeting to amend the budget to
reflect present funding levels until revenues are known. He cited concerns about maintaining
planned funding for the next fiscal year based on the Coronavirus pandemic’s effect on revenues.
Supervisor Dunn said businessesneed to be open and will operate with social distancing
rules if that is what is requested.
Supervisor Dunn said that the School Board needs to consider their budget and it is
inappropriate to be paying coaches slated to work this spring who did not work coaching a sport
because of the pandemic school closures. He said the private sector has experiencedjob losses
and the publicsector should not be immune to these losses.
Supervisor Dunn thanked the County Administrator for his fortitude and foresightin trying
to find budget adjustments necessary because of the pandemic.
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
7
ADJOURN
On motion of Vice Chairman Wells, seconded by Supervisor Dunn,the meeting was
adjourned at 7:58p.m.
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Frederick County Board of Supervisors
Regular Meeting Minutes * May 13, 2020
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28
FINANCE and AUDIT COMMITTEE REPORTS to the BOARD OF SUPERVISORS
Wednesday, May 20, 2020
8:00 a.m.
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
Finance and Audit Committee meetings were held in the Board of Supervisors Room at 107 North Kent
Street on Wednesday, May 20, 2020 at 8:00 a.m.
ATTENDEES:
Committee Members Present: Judith McCann-Slaughter, Chairman; Charles DeHaven; Angela
Rudolph-Wiseman; Jeffrey Boppe; and non-voting liaison William Orndoff, Treasurer.
Committee Member Absent: Robert Wells; and non-voting liaison Seth Thatcher,
Commissioner of the Revenue.
Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director;
Kris Tierney, County Administrator; Joe Wilder, Public Works Director; Nick Sabo, WRA Director;
Scott Varner, IT Director; Lenny Millholland, Sheriff; Tamara Green, DSS Director; Delsie Jobe,
DSS Administrative Services Manager; Jon Turkel, Assistant Parks & Rec Director; Jason
Robertson, Park & Rec Director; John Bishop, Transportation Director; and Richard Venskoske,
Voter Registrar.
Staff joining remotely: Jay Tibbs, Assistant County Administrator; Denny Linaburg, F&R Chief;
Steve Majchrzak, Assistant F&R Chief; Christine Bauserman, EMS Billing Manager; and Rod
Williams, County Attorney.
Others joining remotely: David Foley, CPA, Robinson, Farmer, Cox Associates.
ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS:
AUDIT COMMITTEE
1.David Foley from Robinson, Farmer, Cox Associates will present the FY 2019 Comprehensive
Annual Financial Report (CAFR) and be available for discussion of the upcoming FY 2020 audit.
The FY 2019 CAFR is available in dropbox or online at: www.fcva.us/CAFR. The committee
recommended acceptance of the report and authorized the Finance Committee Chair to sign
the engagement letter for the upcoming FY 2020 audit.
FINANCE COMMITTEE
( *) Items 2, 3, 5, 8, 9, 11, 12, 13, 16, 19 and 20 were approved under consent agenda.
1.The Parks & Recreation Director requests a General fund supplemental appropriation in the
amount of $118,883. This amount represents proffer funds to construct a trail around Lakeside
Lake behind the Bowman Library. This item has been approved by the Parks & Recreation
29
1
Commission at their March 11, 2020 meeting. The proffer policy is attached for information.
See attached memo, p. 6 – 8. The committee recommends approval.
2.( * ) The IT Director requests a General Fund supplemental appropriation in the amount of
$23,897. This amount represents reserved PEG funds to be used for a wireless microphone
system for the BOS meeting room ($22,190) and additional funds needed for remainder of the
current year maintenance service contract of the Granicus system ($1,707). PEG funds are
reserved and restricted only to purchases related to meeting broadcasts. No local funds
required. See attached information, p. 9 – 12.
3.( * ) The Voter Registrar requests a General Fund supplemental appropriation in the amount of
$42,640. This amount represents funds needed for the June Republican primary election.
Local funds are required. See attached memo, p. 13 – 14.
4.The Transportation Director requests a Development Projects Fund (fund 27) supplemental
appropriation in the amount of $2,253,614. This amount represents change orders and project
management for Crossover Blvd. No local funds required. See attached memo, p. 15. The
committee recommends approval.
5.( * ) The WRA Director requests an Airport Fund (fund 17) supplemental appropriation in the
amount of $69,000. This amount represents funds received from the CARES Act. No local
funds required. See attached memo, p. 16.
6.The WRA Director requests an Airport Capital Fund (fund 85) FY21 budget appropriation in the
amount of $2,334,000 and a General Fund supplement appropriation in the amount of
$414,376 representing the local portion. $362,000 of the local portion is a carry forward of
unspent FY20 Airport Capital. See the attached information, p. 17 – 19. The committee
recommends approval.
7.The EMS Billing Manager requests an EMS Expense Recovery Fund (fund 30) supplemental
appropriation in the amount of $225,000. This amount represents anticipated revenue in
excess of budgeted revenue. No local funds required. See attached memo, p. 20. The
committee recommends approval.
8.( * ) The Public Work Director requests an FY21 General Fund supplemental appropriation in
the amount of $250,000, or less if FY20 ending balance is not sufficient. This amount
2:
2
represents a carry forward of unspent FY20 funds for the completion of the replacement Albin
Citizen Convenience Center. Any unspent funds in FY21, after project completion, will be
returned to the General Fund. See attached memo, p. 21 – 22.
9.( * ) The Victim Witness Director requests a General Fund budget transfer in the amount of
$10,000 for the purchase of a copier and promotional materials (pending state approval).
Transfer policy requires BOS approval when transferring out of fringe line items. No additional
local funds required. See attached memo, p. 23 – 24.
10.The F&R Chief requests a General Fund supplemental appropriation in the amount of
$81,474.73 (pending grant award).This amount represents an AFG supplemental grant via the
CARES Act. Due to the grant application deadline, the application was authorized. See
attached information, p. 25. The committee recommends approval.
11.( * ) The F&R Chief requests a General Fund supplemental appropriation in the amount of
$28,150 (pending grant award). This amount represents a VDEM grant for 2 portable
decontamination systems. No local funds required. See attached information, p. 26.
12.( * ) The F&R Chief requests a General Fund revenue appropriation in the amount of $60,000
(pending grant award). This amount represents a VDEM grant for Rescue Task Force protective
equipment. No local funds required. See attached information, p. 27.
13.( * ) The DSS Director requests a General Fund supplemental appropriation in the amount of
$315,500. This amount represents yearend adjustments to bring the County budget in line
with the State budget and reflects a $49,395 reduction in local dollars. See attached memo,
p.28.
14.The Finance Director requests an FY21 NRADC Fund budget reduction in the amount of
$440,010. This amount is from the elimination of the merit/COLA. The FY21 budget resolution
reflects the reduction for the County’s share of the amendment. The committee recommends
approval.
15.The Sheriff requests a General Fund supplemental appropriation in the amount of $34,100.
This amount represents funds received for traffic control in excess of budgeted revenue, which
will be used for overtime. No local funds required. See attached memos, p. 29 – 35. The
committee recommends approval.
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16.( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of $3,955.
This amount represents the sale scrap metal, which will be used for items at the firing range.
No local funds required. See attached memo, p. 36 – 37.
17.The Sheriff requests a General Fund supplemental appropriation in the amount of $31,443
(pending grant award) for a Student, Teachers and Officers Preventing School Violence Program
grant. Due to COVID-19 forcing the cancellation of the March Finance Committee meeting,
combined with the grant application deadline, approval to apply for a BJA grant for a 3D
scanner was authorized. See attached information, p.38 – 50. The committee recommends
approval.
18.The Sheriff requests a General Fund supplemental appropriation in the amount of $15,397.22
($11,998.80 pending receipt of funds). This amount represents overtime reimbursements from
the DEA. No local funds required. See attached memo, p. 51 – 52. The committee
recommends approval.
19.( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of $5,000.
This amount represents funds received from the ICAC grant in excess of budgeted. No local
funds required. See attached memo, p. 53.
20.( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of
$6,587.69. This amount represents insurance reimbursements for auto claims. No local funds
required. See attached memo, p. 54 – 56.
21.The Sheriff requests a General Fund supplemental appropriation in the amount of $21,078.58.
This amount represents reimbursements from the IRS for overtime, travel, vehicle
maintenance, and equipment. No local funds required. See attached memo, p. 57 – 58. The
committee recommends approval.
22.The Sheriff requests a General Fund supplemental appropriation in the amount of $80,000.
This amount represents an expected shortfall for overtime. Local funds are required. See
attached memo, p. 59. The committee recommends approval and requests staff to work with
the Sheriff on factors contributing to overtime.
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INFORMATION ONLY:
1.The Finance Director provides a Fund 10 Transfer Report for April 2020. See attached, p. 60.
2.The Finance Director provides financial statements ending April 30, 2020. See attached,
p.61 – 71.
3.The Finance Director provides an FY 2020 Fund Balance Report ending May 14, 2020. See
attached, p. 72.
Respectfully submitted,
FINANCE COMMITTEE
Judith McCann-Slaughter, Chairman
Charles DeHaven
Jeffrey Boppe
Angela Rudolph-Wiseman
By Cheryl B. Shiffler
Cheryl B. Shiffler, Finance Director
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Frederick County
Cash Proffer Policy
As approved by the Board of Supervisors on January 28, 2009.
Proffered funds received by Frederick County will be held for the use specified by the proffer
language. In the case of funds proffered to offset impacts to fire and rescue services, in the
absence of other proffered specifications, the funds will be earmarked for the first due company in
the area of the subject rezoning at the time the proffered funds are received. All proffered funds will
be collected, held, and will accumulate until such time as a capital project funding request is
received from a qualifying County department, agency, or volunteer fire and rescue company.
Qualifying agency or departmental requests to access proffered funds shall be submitted to the
Countys Finance Department for processing. In order to qualify as a capital project the
=
following criteria must be met:
1) the item or project must have a minimum value of five thousand dollars ($5,000),
and;
2) the item/project must have an anticipated useful life of at least five (5) years.
The Finance Department will forward requests to the Finance Committee for a recommendation to
the Board of Supervisors on the appropriateness of the use of proffered funds for the requested
purpose. To assist the Finance Committee and Board in their deliberations requests to utilize
proffered funds should include the following: 1) the amount of funds requested, 2) the total
project cost, 3)a detailed description of the desired capital project or purchase including a
discussion of how recent or anticipated development contributes to the need for the expenditure,
and, 4) indicate whether or not the item or project is listed on the Countys Capital Improvements
=
Plan (CIP).
In order to comply with State Code 15.2-2-2298 (A) the Planning staff, working in conjunction
'
with the County Attorney, will attempt to insure that cash proffers associated with future rezonings
are appropriately addressed through inclusion of relevant capital projects in the Countys CIP prior
=
to acceptance of the proffered funds.
For the purpose of determining whether a project or item is appropriate for individual listing on
the CIP only, a threshold value of $100,000 and useful life of at least five year shall be utilized.
(This would not preclude the purchase of capital items valued at less than $100,000 utilizing
proffered funds, where other relevant criteria are met and procedures followed.)
HTTPS://FCVA-MY.SHAREPOINT.COM/PERSONAL/SKIBLER_FCVA_US/DOCUMENTS/DOCUMENTS/FY2020/FINANCECOMMITTEE/20200520/01B_PROFFER POLICY.DOCX
36
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COUNTY OF FREDERICK
Information Technologies
Scott Varner, Director of Information Technology
svarner@fcva.us
Voice 540.722.8261
M E M O
To: Finance Committee
From: Scott Varner, Director of Information Technology
Subject: Request for PEG Funds
Date: March 10, 2020
The Information Technology Department is requesting to use $23,897 in Peg Funds to cover the
cost of maintenance and support for our public meeting streaming system (Granicus) and
hardware/professional services for a wireless microphone system for the Board of Supervisors
Boardroom. The funds requested for the maintenance and support of the Granicus system
represents funds needed in addition to the current fiscal year budgeted funds for the maintenance
service contract.
The wireless microphone system would be utilized for board work sessions and to provide
additional microphones for the staff table at Planning Commission meetings. The breakdown of
costs associated with both items are below.
Granicus Maintenance and Support-$1,707
Shure Wireless Microphone System-$22,190
Total - $23,897
The Peg Funds are funds derived from our Cable Franchise fees. The use of funds from the PEG
Grant are narrow in scope and can only be used for items related to the broadcasting of meetings.
The quotes for both items are included with this memo.
Sincerely,
Scott Varner
County of Frederick
Director of Information Technology
107 North Kent Street, Winchester, Virginia 22601-5039
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Quotation
3593 Mayland Court
Richmond, VA 23233DATEFebruary 20, 2020
Fed ID# 26-4368726Quotation #FCO022017
office 804 747-7780Customer:Frederick County
fax 804 747-7112Contact Name:Scott Varner
cell 804 564-6753Phone Number:(540) 722-8261
Andrew PittsEmail:svarner@fcva.us
apitts@streetandco.com
Contract Number 7058821-16JC
Bill To:Frederick County
Accounts Payable / Scott Varner
0March 19, 2020
, Andrew Pitts
Frederick County
Location:
SALE PRICE PER EXTENDED SALE
DESCRIPTIONITEM PRICE
LINEMANUFACTURERPART #QTY
1$ -
2 ShureMXC420DF/CShure Dualflex Gooseneck Microphones 10$ 193.32$ 1,933.20
ShureMXCW64010$ 1,332.00$ 13,320.00
3 Shure Wireless Conference Unit
4 ShureMXCWAPTShure Access Point Receiver 1$ 3,333.35$ 3,333.35
ShureMXCWNCS1$ 1,000.00$ 1,000.00
5 Shure Charging Station
6$ -
$ -
7
8$ -
Material Sub Total
$ 19,586.55
Cables & Connectors
$ 142.86
Labor and Programming
$ 2,100.00
Travel & Lodging
$ 250.00
One night
Subtotal
$ 22,079.41
Freight
$ 110.00
Total Sale Price
$ 22,189.41
Sales Tax
$ -
Total Quote
$ 22,189.41
Notes:
1. Payment terms: A progress payment schedule shall be developed to meet the job schedule requirements.
2. The above proposal does not include any options.
3. All electrical work is left to the client or client subcontractor, unless otherwise determined.
Signature to proceed with order _______________________________________________________________ Date_______________
PURCHASE ORDER NUMBER : ___________________________________________________________________________________
***EMAIL OR FAX TO - ORDERS@STREETANDCO.COM OR 804-747-6041***
3:
12
Street Co LLC
Frederick County 20 Board Room Microflex Complete 2-20-20.xlsxQuote
dba - SeedComm/Signature AV 3/10/2020
41
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MEMORANDUM
TO: Finance Committee
FROM: John A. Bishop AICP, AssistantDirector - Transportation
RE: Project Line Increase Request – Crossover Blvd
DATE: May 12, 2020
In September 2018, staff requested that the project line item for Crossover Blvd be increased to
$20,616,145.51 to match the final pre-bid construction estimate. This was subsequently
approved by the Finance Committee and Board of Supervisors. However, that figure did not
include previous expenditures for design or routine change order costs that have since been
incurred.
Staff is requesting that the line item for the Crossover Blvd Project be increased by
$2,253,614.20 to a total of $22,869,759.71 to account for change orders and project management
expenses.
The project remains 100% funded through private funds and VDOT revenue sharing funds on a
50/50 split.
43
15
MEMORANDUM
To: Cheryl Shiffler, Frederick County Finance Director
From: Nick Sabo, Winchester Regional Airport Authority Executive Director
Date: May 12, 2020
RE: Finance Committee Agenda Item | CARES Act
The Winchester Regional Airport Authority (WRAA) requests supplemental revenue appropriation for
its FY20 operating budget totaling $69,000 from the federal CARES Act. Funds will be used for
operating expenses including payroll, utilities, and debt service. No local funds required.
Revenue code 3 - 017 - 018990 0000
We sincerely appreciate the continued support of Frederick County. Please advise if you have
questions or need additional information.
Sincerely,
Nick Sabo, A.A.E.
Executive Director
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16
MEMORANDUM
To: Cheryl Shiffler, Frederick County Finance Director
From: Nick Sabo, Winchester Regional Airport Authority Executive Director
Date: May 12, 2020
RE: Finance Committee Agenda Item | FY21 Capital Budget
The Winchester Regional Airport Authority (WRAA) requests supplemental appropriation for the
FY21 capital budget totaling $2,334,000. The requested local share from Frederick County is
$414,376. The supported projects are detailed in the enclosed spreadsheet. NOTE: Three projects
(highlighted in blue) are carried forward from FY20.
We sincerely appreciate the continued support of Frederick County. Please advise if you have
questions or need additional information.
Sincerely,
Nick Sabo, A.A.E.
Executive Director
Enclosure
45
17
46
$240,000$1,400,000$234,000$390,000$30,000$20,000$20,000$2,334,000
$133,740
TOTAL
24.4%
City
$0$280,000$89,856$149,760$6,000$10,000$20,000$555,616
$414,376
County
LOCAL
75.6%
REVENUE SOURCE
$0.00$1,120,000$144,144$240,240$24,000$10,000$0$1,538,384
STATE
$240,000$0$0$0$0$0$0$240,000$0
$2,500$5,000$548,116$555,616
FEDERAL
Winchester Regional Airport Authority
Local Revenue
Frederick County/City of Winchester
Total Revenue Breakdown
Local Revenue Breakdown
61.6/38.4% State/Local
Shenandoah County
80/20 State/Local 80/20 State/Local
80/20 State Grant50/50 State Grant
Warren County
Clarke County
Local Only
100% FAA
May 12, 2020
Description
New Terminal - Site (Construction) -
State Eligible Annual Maintenance
New Terminal - Site (Design/Bid) -
New Terminal - Building (Design State Eligible Capital Equipment
Acquire Parcel 64-A-64
Local Capital Projects
Acquisition
Phase 01Phase 02
Repairs
Phase)
48
20
MEMORANDUM
TO:
Cheryl Shiffler, Director of Finance
FROM:
Joe C. Wilder, Director of Public Works
SUBJECT:
Carry Forward Request – Albin Citizen Convenience Center
DATE:
May 11, 2020
______________________________________________________________________________
The Refuse Collection budget is requesting a carryforward in the amount of $250,000 (estimated)
from line item 10-4203-8900-00 Improvements Other Than Buildings for construction of the replacement
Albin Citizen Convenience Center. This carryforward will cover addition work that should be completed
in July 2020 which will then be under the Fiscal Year 2021 budget cycle. The amount requested in the
carryforward has a contingency built in. Therefore, any remaining funds not spent will then be returned
to the general fund.The actual carryforward amount will not exceed the amount available in the line item
at end of FY 2020. The project began construction in February 2020. We anticipate completing project in
(Attachment 1)
July 2020.
Please include the above carry forward request on the next Finance Committee agenda. Should
you have any questions, please don’t hesitate to contact me.
JCW/kco
Attachments: as stated
cc:file
49
21
107 North Kent Street, Second Floor, Suite 200 Winchester, Virginia 22601-5000
MEMORANDUM
TO:
Joe Wilder,Director
FROM:
Gloria Puffinburger, Solid Waste Manager
SUBJECT:
Carry Forward to FY 20/21;
Albin Citizens’ Convenience Site Construction
DATE:
May 11, 2020
The department is requesting a carryforward amount of $250,000, including contingency, for
completion of all in-house work by staff, and landscapingwhich will be installed after site work
and fencing are complete.Therefore, these tasks will be conducted in the new fiscal year.
Of the above amount, $180,322 will cover remaining work under contract with General
Excavating projects such as paving, subgrade, final grade and cleanup.
If you have any questions, please contact me at Extension 8219.
/gmp
cc:file
4:
22
107 North Kent Street, Second Floor, Suite 200 Winchester, Virginia 22601-5000
51
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52
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53
25
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Frederick County
Department of Social
Services
Memo
To:
Finance Committee/Cheryl Shiffler
From:
Delsie D. Jobe
CC:
Tamara Green, Director
Date:
May 20, 2020
Re:
FY 2020 Appropriation Adjustment Request
Department of Social Services is requesting a funds appropriation to the following
program budget line items order to bring our County budget in line with our State
budget.
We have seven (7) programs need to be increased by a total of $383,500. Three of
these budget lines are State mandated programs and we spent our initial allocation
and the State gave us additional funding. Two (2) other program budget lines need
to be decreased by a total of $68,000, of which $49,395 is a reduction in Local
dollars. These programs had a decrease in caseloads in FY 2020.
The net of these adjustments results in an increase of $315,500 of total dollars. No
additional local dollars are needed with this increase; however, like mentioned
above we are able to return $49,395 in local dollars.
4-010-053170-5811-000-000 IV-E Foster Care increase of $290,000
4-010-053170-5812-000-000 Adoption Subsidy increase of $30,000
4-010-053170-5817-000-000 Special Needs Adoption increase of $35,000
4-010-053170-5820-000-000 Adoption Incentive increase of $1,500
4-010-053170-5833-000-000 Adult Services decrease of $48,000
4-010-053170-5861-000-000 ILF Education/Training increase of $13,000
4-010-053170-5862-000-000 Independ. Living increase of $3,000
4-010-053170-5866-000-000 Prom. Safe & Stable increase of $11,000
4-010-053170-5872-000-000 VIEW Purchase Svcs decrease of $20,000
Thank you for your consideration.
Delsie D. Jobe, Administrative Services Manager
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Sheriff Lenny MillhollandMajor Steve A. Hawkins
1080 Coverstone Drive
Winchester, Virginia 22602
Office (540) 662-6168
Fax (540) 504-6400
To:Cheryl Shiffler
From: Sheriff Millholland
Subject: Grant Application-School Safety
th, 2020
Date: March 4
The Frederick County Sheriff’s Office would like to apply for a grant throughBJA (Bureau of Justice Assistance)for a total of
$41,924.00for one Faro 3D Scannerand a computerworkstationto process and storefinal project(s). ThisFaro 3D scanner would be
used to scanall schools in the County of Frederick and once this is completed, Law Enforcement, Fire and Rescue, and School
Administrators would have for access of 3D images and layouts of all the schools in the County of Frederick. The total grant amount
is$41,924.00 with BJA covering75% of the total cost of the devicewhichwould be $31,443.00. Thelocal match or in-kind for the
devicewould be $10,481.00by the Frederick County Sheriff’s Office to cover the 25% remaining amount.The local match includes
the warranty and software update package from the vendoras well as a portion of the computerworkstation. This is a one time cost
with noadditional funds required in the future.
Total Cost of Faro 3D Scanner andcomputer workstation$41,924.00
DCJS Grant provides75%oftotalcost$31,443.00
Sheriff’s Office provides 25% of the remainderofthe cost of the $10,481.00
Faro 3D Scannerincluding the necessarywarranty and software
updates as wellas the additional computer workstation.
If this grant is awarded, a new FY20or FY21 (depending on timing ofgrant award) appropriation would be required in the amount of
$10,481.00(localportion). This is a one-timecostfor the Frederick County Sheriff’s Office.
th, 2020.
This grant application is due toBJA (Bureau of Justice Assistance) beforeApril 8
Thank you,
LWM/bjs
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BUDGETTRANSFERSAPRIL2020
DATEDEPARTMENT/GENERALFUNDREASONFORTRANSFERFROMTOACCTCODEAMOUNT
4/6/2020COUNTYOFFICEBUILDINGD/COURTHOUSEREPAIRSMILLWOODFIRESTATION43043004000021(9,636.25)
COUNTYOFFICEBUILDINGD/COURTHOUSE430430040000229,636.25
4/7/2020COUNTYOFFICEBUILDINGS/COURTHOUSEHEATINGMILLWOODFIRESTATION43043010000005(1,100.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE430451020000211,100.00
4/7/2020AGRICULTUREPROGRAMSUPPLIES83015411000000(14.78)
AGRICULTURE8301540100000014.78
AGRICULTURE83015801000000(690.00)
AGRICULTURE83015401000000690.00
AGRICULTURE83013004000001(250.00)
AGRICULTURE83015401000000250.00
4/8/2020JUVENILECOURTPROBATIONTRANSFERFUNDSFOROVERTIME33031005000000140.40
JUVENILECOURTPROBATION33035401000000(140.40)
4/13/2020CIRCUITCOURTFUNDSNEEDEDFORSUPPLIES(JURYMEMBERS)21013010000000(600.00)
CIRCUITCOURT21015415000000600.00
4/13/2020ELECTORALBOARDANDOFFICIALSFUNDSNEEDEDFORPRIMARYELECTION13015506000000(2,000.00)
ELECTORALBOARDANDOFFICIALS130154010000002,000.00
4/14/2020ANIMALSHELTERSERVICEGENERATOR43055101000000(2,500.00)
ANIMALSHELTER430530040000002,500.00
ANIMALSHELTER43055102000000(3,500.00)
ANIMALSHELTER430530040000003,500.00
0CLEARBROOKPARKADDITIONALSUPPLIESNEEDED71093004000001(700.00)
4/20/202
CLEARBROOKPARK71095408000000700.00
SHERANDOPARK71105413000001(581.00)
SHERANDOPARK71103004000001581.00
4/20/2020CIRCUITCOURTTOCORRECTTRANSFERACCOUNTNUMBER21013010000002(600.00)
CIRCUITCOURT21013000000000600.00
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSESHORTWATER/SEWERPSB43043010000005(4,500.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE430451030000054,500.00
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSEREPLACEDUCTLESSA/C43043004000022(9,636.25)
COUNTYOFFICEBUILDINGS/COURTHOUSE430430040000219,636.25
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSESHORTWATER/SEWERRHFS43045101000007(1,500.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE430451030000071,500.00
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSESHORTINWATER/SEWER43043010000052(600.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE43045103000052600.00
4/23/2020ELECTORALBOARDANDOFFICIALSPPEPOLLWORKERS130154010000002,367.78
TRANSFERS/CONTINGENCY93015890000000(2,367.78)
4/24/2020PUBLICSAFETYCOMMUNICATIONSTRANSFERFUNDSTOOVERTIME3506100500000033,510.00
PUBLICSAFETYCOMMUNICATIONS35061001000010(33,510.00)
4/29/2020COMMISSIONEROFTHEREVENUENEWEMPLOYEESALARY12093010000000(720.81)
COMMISSIONEROFTHEREVENUE12091001000000720.81
4/29/2020REFUSECOLLECTIONSTEXTILE/SHOEUNITALBIN42038900000000(2,300.00)
REFUSECOLLECTIONS420354130000002,300.00
5/4/2020REASSESSMENT/BOARDOFASSESSORSADDITIONALFUNDSSUBSCRIPTIONS12103007000000(1,100.00)
REASSESSMENTS/BOARDOFASSESSORS121054110000001,100.00
5/4/2020COMMISSIONEROFTHEREVENUEVEHICLEREPAIRANDMAINTENANCE12093004000002(500.00)
REASSESSMENT/BOARDOFASSESSORS12103004000002500.00
5/4/2020SHERIFFCOVERDEFICIT31025506000001(9,000.00)
SHERIFF310230040000019,000.00
5/4/2020MANAGEMENTINFORMATIONSYSTEMSXEROXMAYANDJUNE12225413000000(4,850.00)
MANAGEMENTINFORMATIONSYSTEMS122290010000004,850.00
88
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CountyofFrederick,VA
ReportonUnreservedFundBalance
May14,2020
UnreservedFundBalance,BeginningofYear,July1,201946,064,113
PriorYearFunding&CarryforwardAmounts
C/Fforfeitedassetfunds(52,251)
C/FFireCompanyCapital(122,079)
C/FSheriffinsuranaceclaimreimbursement(tent)(40,021)
Closereservedfundbalances111,096
C/FAnimalShelterspay/neuter&bldgdesign(23,890)
C/FRefuseprojects(337,657)
C/FParksRecAccessProjectSherando(71,942)
C/FMaintenanceprojects(52,755)
C/FSheriffvehicle(25,835)
C/FSchoolencumbrances(225,545)
Recordretainage(44,653)
ReclassSheriff'sgrant11,578
C/FunspentSchoolOperating(347,857)
(1,221,812)
OtherFunding/Adjustments
CORrefundAcarLeasingLTD(10,315)
CORrefundEnterpriseFMTrust(3,086)
CORrefundHVTInc/HondaLeaseTrust(2,655)
CORrefundToyotaLeaseTrust(18,366)
PTtoFTCommAttyInvestigatorposition(19,895)
AirportCapitallocalshare(409,164)
SunnysidePlazadeposit(210,000)
AirportdebtserviceCountyshare(27,750)
Burnbuildingreplacementproject(257,019)
CORrefundFisherScientific(25,084)
CORrefundDennys(2,522)
TransfertoCountyCapitalFund(F/Babove20%)(4,433,680)
CORrefundFordMotorCredit(2,956)
CORrefundMCDeanInc(3,359)
CORrefundNILTInc(8,148)
CORrefundPapermillSelfStorage(4,838)
CORrefundToyotaLeaseTrust(5,376)
CorrectPOcarryforward6,280
CORrefundMarcusTruelove(2,531)
CORrefundC.WilsonFletcher(3,561)
CORrefundBFIWaste(9,594)
VJCCCAreturnupsentFY19funds(19,110)
Marchprimaryelection(47,542)
CORrefundDLPetersonTrust(6,541)
CORrefundDisabledVeteran(5,729)
CORrefundBB&T(63,583)
CORrefundStonewallIILLC(2,870)
CORrefundDisabledVeteran(7,550)
CORrefundVectrenEnergy(4,534)
(5,611,078)
9:
FundBalance,May14,2020 39,231,223
72
:1
COUNTY OF FREDERICK
Roderick B. Williams
County Attorney
540/722-8383
Fax 540/667-0370
E-mail rwillia@fcva.us
MEMORANDUM
TO: Frederick County Board of Supervisors
CC: Kris Tierney, County Administrator
FROM: Roderick B. Williams, County Attorney
DATE: May 18, 2020
RE: Commissioner of Revenue Refund Requests
to authorize the Treasurer to credit the following
entities:
1.Shenandoah Sheds $3,625.86
2.US Bank NA $4,939.38
Attachments
:2
COUNTY OF FREDERICK
Roderick B. Williams
County Attorney
540/722-8383
Fax 540/667-0370
E-mail rwillia@fcva.us
MEMORANDUM
TO: Seth T. Thatcher, Commissioner of the Revenue
Frederick County Board of Supervisors
CC: Kris Tierney, County Administrator
FROM: Roderick B. Williams, County Attorney
DATE: May 18, 2020
RE: Refund Shenandoah Sheds
I , dated May 11, 2020, to authorize the Treasurer to
refund Shenandoah Sheds the amount of $3,625.86, for exoneration of business license renewal
for 2020. This refund resulted from this business now registered and reporting as an LLC with
an EIN. Originally this business was established as a sole proprietor. The business license
amount will be billed to the new entity.
The Commissioner verified that documentation and details for this refund meet all requirements.
Pursuant to the provisions of Section 58.1-3981(A) of the Code of Virginia (1950, as amended), I
hereby note my consent to the proposed action. The Board of Supervisors will also need to act
on the request for approval of a supplemental appropriation, as indicated i
memorandum.
_________________________
Roderick B. Williams
County Attorney
Attachment
:3
Frederick County, Virginia
hCCL/9 hC
/haaL{{Lhb9w hC I9 w99b
9
107 North Kent Street P.O. Box 552
Winchester VA 22601 Winchester VA 22604-0552
seth.thatcher@fcva.us
www.fcva.us/cor
SETH T. THATCHER Phone: 540-665-5681
COMMISSIONER Fax: 540-667-6487
- ¸ 11, 2020
TO: 2®£ 7¨««¨ ¬²Ǿ #®´³¸ !³³®±¤¸
#§¤±¸« 3§¨¥¥«¤±Ǿ &¨ ¢¤ $¨±¤¢³®±
&±¤£¤±¨¢ª #®´³¸ "® ±£ ®¥ 3´¯¤±µ¨²®±²
+±¨² 4¨¤±¤¸Ǿ #®´³¸ !£¬¨¨²³± ³®±
FROM: 3¤³§ 4ȁ 4§ ³¢§¤±Ǿ #®¬¬¨²²¨®¤± ®¥ ³§¤ 2¤µ¤´¤
RE: Exoneration 3§¤ £® § 3§¤£²
________________________________________________________________________________________͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑
Please approve a refund of $3,625.86 for a business license renewal for 2020. This refund
reflects an exoneration to the business which was originally established as a sole proprietor under
the name of Shenandoah Sheds. The business has now reported its registration as an LLC with
an EIN and, therefore, this business license amount will then be billed to the new entity.
4® ¢®¬¯«¸ ¶¨³§ ³§¤ ±¤°´¨±¤¬¤³² ¥®± ³§¤ 4±¤ ²´±¤± ³® ¨²²´¤ ³§¨² ±¤¥´£Ǿ "® ±£ ¢³¨® ¨²
required.
4§¤ #®¬¬¨²²¨®¤±
³§¤ #®¬¬¨²²¨®¤± ®¥ ³§¤ 2¤µ¤´¤ȁ
0«¤ ²¤ «²® ¯¯±®µ¤ ²´¯¯«¤¬¤³ « ¯¯±®¯±¨ ³¨® ¥®± ³§¤ &¨ ¢¤ $¨±¤¢³®± ® ³§¨² ±¤°´¤²³ȁ
%·®¤± ³¨® ¨² .
$3,625.86
:4
:5
COUNTY OF FREDERICK
Roderick B. Williams
County Attorney
540/722-8383
Fax 540/667-0370
E-mail rwillia@fcva.us
MEMORANDUM
TO: Seth T. Thatcher, Commissioner of the Revenue
Frederick County Board of Supervisors
CC: Kris Tierney, County Administrator
FROM: Roderick B. Williams, County Attorney
DATE: May 18, 2020
RE: Refund US Bank NA
I , dated May 11, 2020, to authorize the Treasurer to
refund US Bank NA the amount of $4,939.38, for exoneration of personal property taxes for
2019. This refund resulted from vehicles that were sold.
The Commissioner verified that documentation and details for this refund meet all requirements.
Pursuant to the provisions of Section 58.1-3981(A) of the Code of Virginia (1950, as amended), I
hereby note my consent to the proposed action. The Board of Supervisors will also need to act
on the request for approval of a supplemental appropriation, as indicated i
memorandum.
_________________________
Roderick B. Williams
County Attorney
Attachment
:6
Frederick County, Virginia
hCCL/9 hC
/haaL{{Lhb9w hC I9 w99b
9
107 North Kent Street P.O. Box 552
Winchester VA 22601 Winchester VA 22604-0552
seth.thatcher@fcva.us
www.fcva.us/cor
SETH T. THATCHER Phone: 540-665-5681
COMMISSIONER Fax: 540-667-6487
- ¸ ΐΐ, 2020
TO: 2®£ 7¨««¨ ¬²Ǿ #®´³¸ !³³®±¤¸
#§¤±¸« 3§¨¥¥«¤±Ǿ &¨ ¢¤ $¨±¤¢³®±
&±¤£¤±¨¢ª #®´³¸ "® ±£ ®¥ 3´¯¤±µ¨²®±²
+±¨² 4¨¤±¤¸Ǿ #®´³¸ !£¬¨¨²³± ³®±
FROM: 3¤³§ 4ȁ 4§ ³¢§¤±Ǿ #®¬¬¨²²¨®¤± ®¥ ³§¤ 2¤µ¤´¤
RE: Exoneration 53 " ª .!
_______________________________________________________________________________________________͑͑͑͑͑͑͑͑͑͑
Please approve a refund of $4,939.38 for personal property taxes for 2019 in the name of US
Bank NA. This refund reflects an exoneration for vehicles that were sold.
4® ¢®¬¯«¸ ¶¨³§ ³§¤ ±¤°´¨±¤¬¤³² ¥®± ³§¤ 4±¤ ²´±¤± ³® ¨²²´¤ ³§¨² ±¤¥´£Ǿ "® ±£ ¢³¨® ¨²
required.
³§¤ #®¬¬¨²²¨®¤± ®¥ ³§¤ 2¤µ¤´¤ȁ
0«¤ ²¤ «²® ¯¯±®µ¤ ²´¯¯«¤¬¤³ « ¯¯±®¯±¨ ³¨® ¥®± ³§¤ &¨ ¢¤ $¨±¤¢³®± ® ³§¨² ±¤°´¤²³ȁ
Exonerat¨® ¨² .
$4,939.38
:7
:8
:9
COUNTY of FREDERICK
Office of the County Administrator
Ann W. Phillips
Deputy Clerk, Board of Supervisors
Tel: 540.722.8273
Fax: 540.667.0370
M E M O R A N D U M
To:Board of Supervisors
From:Ann W. Phillips, Deputy Clerk to the Board
Re:Rules of Procedure
Date:May 20, 2020
The Board may recall that adoption of updated Rules of Procedure was postponed
at the organizational meeting in January of this year. In February, Supervisor Fisher
volunteered to review the proposed updates. He provided a new draft document and
further changes were offered by Supervisor McCarthy. At the May 13 meeting, the Board
agreed by consensus to have staff compile the changes into a final draft for the Board’s
consideration. County Attorney Rod Williams has provided the attached version
incorporating the updates suggested by the Board members. If the Board finds the Rules
to be acceptable in the form presented, an action to adopt the amended Rules would be
appropriate.
::
RULES OF PROCEDURE AND CONDUCT
FREDERICK COUNTY BOARD OF SUPERVISORS
Adopted by the Frederick County Board of Supervisors
at a Regular Meeting Held on May 28, 2003
ARTICLE I – MEETINGS
Section 1-1. Annual Meeting; Schedule of Regular Meetings \[Amended 01/09/19\]
On the second Wednesday of January of each year, or on such other date in the month
of January as it may designate, the Board shall assemble in the Board of Supervisors’ Meeting
Room of the County Administration Building, 107 North Kent Street, Winchester, Virginia, or
such other public place as it may designate, in regular session and conduct its annual or
organizational meeting. During the course of such meeting, the Board shall fix the date, time,
and place of all of its regular meetings during the ensuing calendar year, and shall fix the day on
which a regular meeting shall be continued should the Chairman later declare that weather or
other conditions make it hazardous for members to attend. Thereafter, no changes shall be
made to the schedule of regular meetings and continued dates of same unless the requirements
of Section 15.2-1416 of the Code of Virginia, 1950, as amended, are first met, except that the
Chairman may cancel a regular meeting in extenuating circumstances.
Section 1-2. Special Meetings
The Board of Supervisors may hold such special meetings as it deems necessary and at
such times and places as it may find convenient. A special meeting can only be called pursuant
to the requirements imposed by Sections 15.2-1417 and 15.2-1418 of the Code of Virginia,
1950, as amended.
Section 1-3. Continued Meetings
Upon majority vote of the members attending, the Board may continue its meetings,
regular or special, from time to time as it may find convenient or necessary with no requirement
to further advertise or announce.
Section 1-4. Quorum and Method of Voting
At any meeting, a majority of the Supervisors shall constitute a quorum. All questions
submitted to the Board for decision shall be determined by a majority vote of the Supervisors
present and voting on any such question, unless otherwise provided by law or these Rules of
Procedure. The name of each member voting and how he or she voted will be recorded for
each action taken by the Board of Supervisors.
The Board of Supervisors has elected not to have a tiebreaker, as provided for by the
Code of Virginia, 1950, as amended.
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Section 1-5. Motions
Subject to limitations imposed hereafter in these rules, discussion of items on the
agenda shall be permitted for purposes of clarifying the issues and/or the options available for
consideration. No call for a vote shall be allowed until a member of the Board moves a specific
action with reasonable clarity and each member of the Board has thereafter had an opportunity
to speak to the specific motion. Motions shall require a second. When possible, Board members
making complex, multi-part, or lengthy motions are requested to provide the clerk with a
written copy of the motion at the time the motion is made.
Section 1-6. Motion to Adjourn
At a meeting of the Board, a motion to adjourn shall always be in order and shall be
decided without debate, provided each member of the Board is given a reasonable opportunity
to be heard.
Section 1-7. Motions While a Question is Under Debate
When a motion is under debate at a meeting of the Board, no motion shall be
received unless it is one to amend, to refer to committee, for the previous question, for a
substitute motion to lay on the table, or to recess or adjourn.
Section 1-8. Reconsideration of Motions, Etc., Upon Which Vote Has Been Announced;
Rescission of Previous Actions \[Amended 05/27/20\]
At any meeting of the Board, when any vote upon any motion, resolution, ordinance, or
question has been previously announced at that meeting, the Board may not reconsider the
matter unless and until a motion to that effect is presented at that meeting by a member of the
Board who voted with the prevailing side when such motion, resolution, ordinance, or question
was considered. Any such motion to reconsider shall be decided by a majority vote of the
members present at the time such motion to reconsider is presented. If the Board approves the
motion to reconsider, the Board shall then proceed with debate on the matter as it was
pending prior to the original vote on the matter.
At a subsequent meeting of the Board, the Board may not rescind any motion,
resolution, ordinance, or question announced at a previous meeting, except and unless:
-The action at issue is practically capable of being rescinded (e.g., a completed
transaction or an approval upon which a party has detrimentally relied may not be the
subject of a motion to rescind);
-A Board member makes the motion to rescind not more than 30 days after the
vote upon the matter; and either
-If the Board member has given notice of intent to make the motion to rescind, either
by giving such notice at the immediately previous meeting of the Board or by
requesting inclusion of the motion to rescind on the agenda for the meeting at which
the Board member intends to make the motion, and such motion to rescind receives
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the affirmative vote of a majority of the members present at the time such motion to
rescind is presented; or
-If the Board member has not given such notice of intent to make the motion to
rescind, the motion to rescind receives the lesser of (i) the affirmative vote of a
majority of the members (including those not present at the time such motion to
rescind is presented) or (ii) the affirmative vote of two-thirds of the members present
at the time such motion to rescind is presented. This situation of having not given
notice shall be an exception to the notice requirements of Article V, Section 5-1 and, in
the circumstances in the previous clause, if the requisite vote is obtained, advance
notice to the Clerk is not required.
If the Board approves a motion to rescind, the Board shall proceed with debate on the matter
as it was pending prior to the original vote on the matter, but such debate and further decision
of the matter shall take place not sooner than the next regularly scheduled meeting of the
Board. If the matter was the subject of a public hearing, approval of the motion to rescind shall
require the readvertising and reopening of the public hearing at a subsequent meeting of the
Board, before the Board may take further action on the matter.
Section 1-9. Robert’s Rules of Order; Suspending Rules \[Amended 09/14/11\] \[Amended
02/14/18\]
The proceedings of the Board of Supervisors, except as otherwise provided in these rules
and by applicable State law, shall be governed by the latest version of Robert’s Rules of Order,
Simplified and Applied, with the exception of motions to postpone. Motions to postpone shall
be for durations as decided by the Board of Supervisors and in conformity with the Code of
Virginia, 1950, as amended, as applicable.
These Rules of Procedure of the Board may only be suspended on presentation of a
motion to that effect, which is carried by majority vote of the members present and voting.
Section 1-10. Board to Sit with Open Doors
The Board of Supervisors shall sit with open doors, and all persons conducting
themselves in an orderly manner may attend the meetings. However, the Board may hold
closed meetings as permitted by law.
Closed meetings may be placed on the agenda or may be requested by any member
of the Board. However, no closed meeting shall be convened unless and until the Board has
favorably acted on a motion to so convene, and then, only if such motion accurately states a
lawful reason for such closed meeting as permitted by and outlined in Section 2.2-3711 of the
Code of Virginia, 1950, as amended.
Section 1-11. Limitations on Duration and Hour of Meetings; Adjournment
Meetings of the Board of Supervisors shall not continue for more than 4 consecutive
hours or later than 11:00 P.M. without the consent of a majority of the members present. Should
it appear to the Chair that the matter or matters before the Board cannot be heard within the
time remaining, the Chair shall poll the members of the Board to determine the desire of the
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members. The Chair shall adjourn or recess the meeting upon final action on the current agenda
item unless a majority of the members agree to exceed the limits established by this section.
Any items not taken up by the Board of Supervisors prior to adjourning will be added to the
agenda of the next meeting without further action of the Board.
ARTICLE II – GENERAL CODE OF CONDUCT \[Added 5/27/20\]
Section 2-1. General Conduct
A.Each Board member will treat fellow Board members, citizens, staff, employees, and
committee members with respect.
B.Members of The Board, as individuals, have no legal authority to bind the County
outside the meetings of The Board.
C.To ensure the highest standards of respect and integrity during public meetings, the
Board will observe the following:
1.Board members will refrain from engaging in dialogue with members of the public
during hearings or citizen comments periods.
2.Board members will honor the role of the presiding officer in maintaining order and
equity and respect the efforts to focus discussion on current agenda items.
Section 2-2. Roles and Responsibilities
A.The role of the Board of Supervisors is to develop County policy. The role of the County
Administrator is to direct the fulfillment of County policy in the day to day oversight of
County staff.
B.Board members will ensure that policy decisions and directions are communicated from
the entire Board; no single member will provide direction on policy implementation to
the County Administrator.
C.Board members’ interactions with staff should not unreasonably interfere with
employee productivity. Board members should refrain from making requests that may
unreasonably affect workload. Members of The Board will not give direction to any
County staff member. Any request for action, which is not part of the routine or
customary work of a committee or for routine or customary assistance, will be
submitted to the County Administrator for consideration by The Board if necessary.
D.Board members will forward any concerns about employees or staff to the County
Administrator. Concerns about the County Administrator will be forwarded to the
Chairman and presented as necessary to the Board in executive session for
discussion.
E.Board members will forward citizen complaints to the County Administrator for him to
pass on to the appropriate personnel.
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F.Board members will not discuss or disclose to any person not a party to the privileged
discussion any matter involving communication between the Board and legal counsel
or any aspect of legal strategy or work product without approval of the full Board to
avoid waiver of legal privileges.
G.Board members will not discuss any matter that has been presented to the Board in
closed session with the public or otherwise make disclosure of such matters, unless the
full Board authorizes disclosure, or unless such matter has become a part of the public
record, and only then shall discussion be allowed to the extent that no undisclosed or
privileged information is disclosed.
H.The Board recognizes that documents related to County Business, including all electronic
transmittals sent or received in the performance of their duties as a Board Member, are
subject to the requirements of the Freedom of Information Act.
I.When responding to the media, Board members will make sure there is a clear distinction
between personal opinion or belief and a position of the Board. Whenever appropriate,
the Public Information Officer will assist in communications with citizens and the media.
J.If a Board Member repeatedly violates this Code of Conduct, the Board may, by an
affirmative vote of a majority of the Board, officially censure that member.
Article III - OFFICERS
Section 3-1. Chairman and Vice Chairman \[Amended 01/14/09\]
At the annual or organizational meeting of the Board of Supervisors, as described in
Section 1-1 hereof, the Board shall elect from its membership a Vice Chair, who shall serve for a
one year term expiring on December 31st of the same year in which he or she is elected;
provided, however, that unless the term of office has expired and the member has not been re-
elected, the Vice Chair shall serve until their respective successor(s) shall have been elected and
qualify. In the event that the Chair is absent from any meeting, the Vice Chair shall assume the
authority and duties of the Chair. In the event the Chair and Vice Chair are absent from any
meeting of the Board, then the members present at such meeting shall choose one of their
number as temporary Chair by majority vote of the members present and voting.
Section 3-2. Authority of the Chairman
The efficient and dignified conduct of public business is the ultimate concern of the
Board. Accordingly, it is the policy of the Board that its meetings be conducted with the highest
degree of order and decorum, and the Board will permit no behavior, which is not in keeping
with this policy.
The Chairman shall preserve order and decorum at all meetings. He shall recognize
persons desiring to speak and shall ensure that speaker’s comments are limited to the issue
before the Board for consideration and that any limitations on time are observed. The
Chairman shall ensure that all persons entitled and desiring to speak are permitted to do so
without interruption or comment during their presentation. The Chair shall determine if
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statements are demeaning, inappropriate, or out of order, and shall have the authority to
revoke the speaker’s right to continue.
The Chairman may order the expulsion of any person for violation of rules, disruptive
behavior, or any words or action that incite violence or disorder, subject to appeal to the Board.
Any person so expelled shall not be readmitted for the remainder of the meeting from which he
was expelled. Any person who has been so expelled and who at a later meeting again engages
in words or actions justifying expulsion may be barred from attendance at future meetings of
the Board for a specified and reasonable period of time not to exceed six months or upon a still
subsequent expulsion, a period not to exceed one year, either by the Chairman, subject to
appeal to the Board, or by motion passed by the Board.
The Chairman shall have the power to administer an oath of honesty to any person
concerning any matter submitted to the Board or connected with its powers and duties. The
power to administer an oath granted to the Chair in this section shall be no greater than the
same power authorized by Section 15.2-1410 of the Code of Virginia, 1950, as amended.
Section 3-3. Clerk \[Amended 05/27/20\]
The Clerk of the Board shall be the County Administrator, and the duties and
responsibilities of that position shall be as specified in Section 15.2-1539 of the Code of
Virginia, 1950, as amended. At the discretion of the Board, any county employee can be
designated as Deputy Clerk, or Temporary Clerk, as the circumstances may require, and said
employee shall have the same powers and duties outlined herein for the duration of said
appointment.
ARTICLE IV – AGENDA
Section 4-1. Preparation
The Clerk shall prepare an agenda for each meeting of the Board of Supervisors,
conforming to the order of business specified in Section 5-1 under Order of Business.
Supporting information for every item to be placed on the regular meeting agenda shall be
received in the Office of the County Administrator before noon on the Thursday that falls in the
week immediately prior to the regularly scheduled Board meeting. Agendas for special
meetings shall be prepared as far in advance as the circumstances necessitating the special
meeting allow. The clerk shall include on the agenda all matters for which a written request and
supporting information have been received in advance of the deadline herein established.
Section 4-2. Delivery
Each member of the Board shall receive the regular meeting agenda, along with the
supporting information available to staff, on the Friday of the week prior to the regular meeting
to be held on the second and fourth Wednesdays of each month. Special meeting agendas and
supporting information will be delivered as far in advance as the circumstances necessitating
the special meeting allow.
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Section 4-3. Posting and Notice \[Amended 02/14/18\]
A copy of the meeting agendas shall be made available in the Office of the County
Administrator, as of the date and time the information is distributed to members of the Board.
Agendas will also be posted on the county web page and outside the main entrance to the
Board of Supervisors’ meeting room.
Section 4-4. Copies \[Amended 02/14/18\]
Individuals desiring complete copies of agenda packages shall arrange with the Clerk for the
delivery and cost of the information desired.
ARTICLE V - CONDUCT OF BUSINESS
Section 5-1. Order of Business \[Amended 06/11/03\]; \[Amended 01/14/04\]; \[Amended
02/14/18\]; \[Amended 08/08/18\]; \[Amended 05/27/20\]
At meetings of the Board, the order of business should be as follows:
Closed Session (When Required)
Call to Order
Invocation
Pledge of Allegiance
Adoption of Agenda
Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.)
Consent Agenda (Will contain Minutes and Committee Reports)
Board of Supervisors Comments
County Officials
Committee Business
Public Hearings – Non Planning Issues (When Required)
Planning Commission Business
Public Hearings (When Required)
Other Planning Commission/Department Business
Liaison Reports (If Any)
Citizen Comments
Board of Supervisors Comments
Adjournment
Items as to which a Board Member requests that the Board take action shall be
submitted to the Clerk in accordance with Section 4-1 and shall not be heard under
either of the Board of Supervisors Comments portions of the agenda.
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Section 5-2. Adoption of Agenda
The agenda presented for adoption shall be the agenda prepared and delivered as
required in Article IV. Additions, deletions, or modifications and/or adoption of the agenda shall
require the consent of a majority of the members of the Board present at the meeting.
Section 5-3. Consent Agenda
The Consent Agenda shall be introduced by a motion “to approve the Consent Agenda,”
and shall be considered by the Board as a single item. There shall be no debate or discussion by
any member of the Board regarding any item on the Consent Agenda, beyond asking questions
for simple clarification.
On objection by any member of the Board of Supervisors to inclusion of any item on
the Consent Agenda, that item shall be removed from the Consent Agenda forthwith. Such
objection may be recorded at any time prior to completing the taking of a vote on the motion
to approve the Consent Agenda. Items which have been objected to and removed from the
Consent Agenda shall be acted upon in the original order presented within the agenda.
Approval of the motion to approve the Consent Agenda shall constitute approval,
adoption, or enactment of each motion, resolution, or other item of business thereon, exactly
as if each had been acted upon individually.
Section 5-4. Citizen Comments Period \[Amended 4/14/04\] \[Amended 01/10/18\]; \[Amended
02/14/18\]; \[Amended 05/27/20\]
Two Citizen Comments periods shall be furnished during every regular meeting of the
Board of Supervisors. The first Citizen Comments period shall occur after the adoption of the
agenda and shall be a time for citizens to address agenda items that are not scheduled for
public hearing. A register for persons desiring to address the Board of Supervisors during this
Citizen Comments period shall be furnished prior to the beginning of every regular meeting of
the Board of Supervisors. Citizens desiring to address the Board of Supervisors during this
period shall be signed up to speak by providing their own name and Magisterial District on a
register list provided for this purpose by the Clerk to the Board. The Chair shall determine from
the register the approximate number of persons desiring to comment and may establish the
manner in which speakers are recognized and the length of time each may speak.
The second Citizens Comments period shall occur prior to the Board of Supervisors
Comments at the end of the meeting and shall be a time for citizens to address the Board of
Supervisors on issues that are relevant to the County. Citizens desiring to address the Board of
Supervisors during this period are not required to register; however, each shall state their name
and their Magisterial District of residence prior to their comments.
Any person desiring to address the Board of Supervisors during the Citizen Comments
periods shall be required to abide by the rules governing such presentations as set forth in
these rules in Article VII-Citizen Responsibilities.
Members of the Board shall neither engage in debate with, nor shall they be expected
to answer questions posed by individuals speaking during the Citizen Comment period.
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Section 5-5. Scheduled Presentations
Any person desiring to address the Board of Supervisors for a presentation under
County Officials shall be required to abide by the rules governing such presentations as set
forth in these rules in Article VII-Citizen Responsibilities.
Any citizen or staff member who desires to address the Board during the County
Officials portion of the agenda at a regular meeting shall submit a written request to the Clerk,
or his/her designee, identifying, with reasonable certainty, the subject matter of the
presentation. Such request must be in the Clerk’s hands not later than the agenda deadline
specified in Section 4-1 hereof. Only the person requesting to make the presentation may do
so, unless otherwise permitted by the Chair, and every such speaker shall be subject to a five
minute time limit for the presentation itself, which limit can be extended with agreement of the
Chairman. Board member questions and discussion of the material presented shall not be
subject to any time limit. Persons making presentations should be prepared to answer questions
and provide detailed information in response to questions from members of the Board.
ARTICLE VI - PUBLIC HEARING ITEMS
Section 6-1. Format for Public Hearing Items
It is the purpose and objective of the Board of Supervisors to give each citizen an
opportunity to express his/her views on the issue(s) at hand at public hearings and to give all
speakers equal treatment and courtesy. While it is often necessary to have a presentation by an
applicant and staff, it is the desire of the Board to hear from the public; and therefore, the
applicant and staff presentations will be as brief as possible. In order to accomplish this
objective, it is necessary that certain rules of order prevail at all public hearings of the Board of
Supervisors as follows:
Section 6-2. Order of Business \[Amended 05/27/20\]
For public hearing items, the order of business will be as follows:
(a)Identification of Issue and Verification of Notice
(b)Staff and/or Applicant Presentation
(c)Public Comment
(d)Close of Public Comment
(e)Board Member Questions
(f)Staff, Applicant Response
(g)Board discussion and/or consideration
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Section 6-3. Identification of Issue and Verification of Required Notice
The Chair shall call upon the appropriate county staff member to verify that any
required notice has been given and to read or summarize the notice for the benefit of
those attending the public hearing.
Section 6-4. Staff and/or Applicant Presentation
The Chair will call upon the appropriate county staff and/or applicant to present such
information as is necessary to explain the action requested of the Board of Supervisors.
Presentations will be brief, concise summaries for the Supervisor’s and the public's information
and understanding, provided that sufficient time will be allowed to present, properly and fairly,
the subject matter. When written information has been provided prior to the hearing, that
information should be summarized, and only new information should be presented in detail at
the meeting.
Section 6-5. Public Comment \[Amended 05/27/20\]
Any person desiring to address the Board of Supervisors at a Public Hearing conducted
by the Board of Supervisors shall be required to abide by the rules governing such presentations
as set forth in these rules in Article VII-Citizen Responsibilities.
A register for persons desiring to address the Board of Supervisors during the public
comment period shall be furnished prior to the beginning of every regular meeting of the Board
of Supervisors. Citizens desiring to address the Board of Supervisors during a public hearing
item comment period should provide their name and their Magisterial District of residence on
the register list provided.
Prior to commencing public comment, the Chair shall determine from the register list
the approximate number of persons desiring to comment and may establish the manner in
which speakers are recognized and the length of time each may speak.
Section 6-6. Order of Speaking
Members of the public shall be permitted to speak as the Chair recognizes each,
provided that no member of the public shall be recognized to speak a second time until all
persons desiring to speak have had an opportunity to do so. In the event the number of persons
desiring to speak necessitates a register, speakers shall be recognized in the order in which they
have registered.
In the event the number of speakers results in the continuation of a public hearing, any
persons registered but not heard at the initial Public Hearing will be the first given an
opportunity to speak at the continued hearing.
Section 6-7. Presentation of Comments
Each person may address the Board as many times as the Chair, in his or her discretion,
may allow, but no speaker shall exceed the total time limit set by the Chair.
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Section 6-8. Board Members’ Questions
Upon completion of a presentation by staff, applicant or member of the public, any
member of the Board may ask questions to enhance their understanding of the issue, verify
information presented or clarify the action or actions requested. Members of the Board shall not
engage in debate with the person or persons making the presentation.
Section 6-9. Staff and/or Applicant Response
The Chairman shall call on the staff or applicant for any response on closing comments
with reference to the public hearing presentations.
Section 6-10. Close of Hearing
When the Chair of the Board shall have closed a public hearing, no further public
comments shall be received.
Section 6-11. Board Discussions and/or Consideration
At the close of the public hearing, the Board of Supervisors shall, at its discretion, act or
defer action upon the matter set for public hearing. In the event the Board defers action to a
later date, the record shall be left open to receive written comments up until the time that a
vote is taken.
ARTICLE VII - CITIZEN RESPONSIBILITIES
Section 7-1. Application of Rules
Any person desiring to address the Board of Supervisors during any portion of a
meeting designated for public comment shall be required to abide by the rules governing
such presentations as hereafter set forth in these rules.
Section 7-2. Addressing the Board
All persons speaking at a meeting of the Board during any portion of a meeting
designated for public comment shall address their comments to the Board of Supervisors and
shall limit their comments to matters before the Board of Supervisors. Speakers shall not
engage in debate with other speakers or members of the public. Questions shall not be asked
of other speakers but may be directed to the Chairman of the Board for consideration by the
Board in later deliberating the matter.
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Section 7-3. Conduct while Speaking/Conduct While Not Speaking
Persons speaking at a meeting of the Board of Supervisors shall do so in a courteous
manner. Cursing or other obscene language or gestures, threats, insults, or other actions
intended to harass, provoke or incite a fight, brawl, or other such disorderly response will not
be permitted. Any person whose conduct is contrary to this section will be removed as
provided for in section 3-2 of these rules. Board members are expected to observe the same
decorum at all meetings.
Section 7-4. Name and Magisterial District of Residence \[Amended 02/14/18\]
Individuals addressing the Board during any portion of a meeting designated for public
comment shall clearly state their name and Magisterial District of residence prior to making any
further comments. Should a person be recognized to speak more than once, they shall identify
themselves each time before speaking.
Section 7-5. Organizational Representation
Any person speaking at any portion of a meeting designated for public comment, who
represents himself as being an officer or representative of an organization, group, association,
corporation, or other entity, shall, upon request of a member of the Board, disclose for the
organization, group, association, corporation, or other entity, the history, size, dues, structure,
date of creation, requirements for membership, tax status; and shall reveal the organizations
method of determining its official position and the speaker’s authority to represent the
organization. Unreasonable failure to provide this information to the satisfaction of the Board of
Supervisors shall bar the speaker from speaking on behalf of the organization.
Section 7-6. Order of Speaking
Persons speaking during any portion of a meeting designated for public comment shall
do so in the order in which they are recognized and called upon by the Chair.
Section 7-7. Time Limits \[Amended 05/27/20\]
Each person speaking during any portion of a meeting designated for public comment
shall observe a time limit of three minutes for his or her comments and shall yield the floor
when informed their time has expired.
Section 7-8. Registration \[Amended 02/14/18\]
Should registration of speakers be required, all persons desiring to speak shall sign the
register, providing their name and Magisterial District of residence.
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Section 7-9. Written Copy of Comments
Speakers are requested, but not required, to leave written statements and/or comments
with the Clerk or Deputy Clerk of the Board to be incorporated into the written record of the
meeting.
Section 7-10. Information Sources
No person who speaks or otherwise presents information during any portion of a
meeting designated for public comment shall knowingly present false or untrue information to
the Board of Supervisors, and shall, upon request of any Board Member, provide the source of
any information presented.
ARTICLE VIII – APPOINTMENTS
Section 8-1. Appointments by the Chairman of the Board
The Chairman shall appoint members of the Board to such authorities, boards,
commissions, committees or other organizations or positions as the Board shall so authorize and
to appoint various citizen members to Board’s standing committees.
The following positions are appointed by the Chairman each January.
STANDING COMMITTEES OF THE BOARD APPOINTED BY THE CHAIRMAN:
Finance Committee Code and Ordinance Committee
Human Resources Committee Public Safety Committee
Public Works Committee Technology (IT) Committee
Transportation Committee
OTHER APPOINTMENTS MADE BY THE CHAIRMAN:
Board Liaison to Fire & Rescue Association
Board Liaison to Frederick Water Board
Board Liaison to Planning Commission
County Representatives to the Frederick County-Winchester Joint Finance
Committee
Section 8.2. Appointments by the Board of Supervisors \[Amended 01/25/06\]; \[Amended
02/14/18\]; \[Amended 08/08/18\]
Each board member may nominate citizen members to be appointed to the various
authorities, boards, commissions, and committees where a representative is needed from a
member’s respective magisterial district or for the county at large. (Note: A current list of
boards and committees is available on the County website.) A majority vote of those board
members present shall be required to appoint a nominee to said authority, board, commission,
or committee. Prior to Board action on a prospective nominee, the following process shall be
followed:
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1.Applications are required for positions on bodies created by the Board of
Supervisors. For non-Frederick County boards such as regional or community-based
bodies, the Board of Supervisors will accept and consider nominations from those
boards while reserving the right to appoint its preferred candidate. The application
form, or Committee Appointments Informational Data Sheet, is available on the County
website, www.fcva.us, or through the County Administrator’s Office. A completed
application (Informational Data Sheet) shall be required for all initial nominations;
however, a completed application (Informational Data Sheet) for candidates being
reappointed shall not be required.
2.Applications must be received in the County Administrator’s Office by 5:00 p.m.
on the Wednesday preceding a Board meeting in order to be included in the agenda for
review by the members of the Board.
3.Any applications received after the deadline specified above will be held for
review until the next regularly scheduled meeting of the Board.
ARTICLE IX – Electronic Devices \[Added 05/27/20\]
Section 9-1. Devices
Use of County-issued computers, tablets, and other devices and use of County email
accounts shall be for County business purposes only.
Section 9-2. Email Accounts
Due the requirements of the Freedom of Information Act (FOIA) and record archiving
purposes, Board members are strongly encouraged to use only the email account provided by
the County to conduct business for the County. When responding to emails that are sent to all
Board members, respond by replying only to the sender. Email, like all written correspondence,
is subject to the FOIA.
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Article X -- AMENDMENTS
Section 10-1. Amendments
These Rules of Procedure may from time to time be revised, repealed, or otherwise
amended upon an affirmative vote by a majority of the members of the Board of Supervisors
present and voting.
(Adopted: 05/28/03)
(Amended: 06/11/03)
(Amended: 01/14/04)
(Amended: 04/14/04)
(Amended: 01/25/06)
(Amended: 01/14/09)
(Amended: 09/14/11)
(Amended: 01/10/18)
(Amended: 02/14/18)
(Amended: 08/08/18)
(Amended: 01/09/19)
(Amended: 05/27/20)
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226
COUNTY of FREDERICK
Jay E. Tibbs
Deputy County Administrator
540/665-5666
Fax 540/667-0370
E-mail:
jtibbs@fcva.us
TO: Board of Supervisors
THROUGH: Kris C. Tierney, County Administrator
FROM: Jay E. Tibbs., Deputy County Administrator
DATE: May 21, 2020
RE: Acceptance of Coronavirus Aid, Relief and Economic Security
(CARES) Act Funding
On March 25, 2020, the Board ratified the County Administrators declaration of a
local emergency effective March 17, 2020 subsequent to declarations of states of
emergency by the President and the Governor of Virginia. Since that time, Congress
passed the CARES Act, which established a $150 billion Coronavirus Relief Fund
(CRF) to assist state, local, territorial, and tribal governments with directs costs
associated with the COVID-19 pandemic. Virginias allocation of these funds is $3.1
billion.
On May 12, 2020, the Virginia Secretary of Finance notified the County that its
allocation of Coronavirus Relief Funds made available through the CARES Act is
$7,792,215. This allocation was determined on a population-based distribution. In
order to receive these funds, the County had to submit a certification to the state by
May 22, 2020, which acknowledged the requirements for use of this funding.
The funding is for eligible expenses related to Frederick Countys response to the
pandemic which could include for example:
-Acquisition of personal protective equipment and other sanitization and
disinfectant product purchases.
-Facility and workspace modifications (e.g. to allow appropriate social
distancing).
-Technology and equipment costs incurred to expand utilization of telework.
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rginia 22601-5000
It is important to note that federal guidance specifically prohibits the use of
CARES/CRF funding to offset any losses of revenue incurred by the locality.
Because the of quick turn around to get the paperwork submitted to the State in order
to be receive Frederick Countys allocation, staff submitted the certification
paperwork in order to meet the May 22, 2020 submission deadline.
If the Board is agreeable with accepting these funds, staff is seeking Board action to
accept the federal funds made available to the County through the Commonwealth of
Virginia from the Coronavirus Aid, Relief and Economic Securities Act and to ratify
Staffs submittal of the certification paperwork. A copy of the certification document
is attached.
Please do not hesitate to contact staff should you have any questions.
Attachment
228
rginia 22601-5000
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COUNTY of FREDERICK
Office of the County Administrator
Tel: 540.665.6382
Fax:540.667.0370
MEMORANDUM
TO:
Board of Supervisors
FROM:
Ann W. Phillips, Deputy Clerk
DATE:
May 21, 2020
RE:
Committee Appointments
Listed below are the vacancies/appointments due through June 2020. As a
reminder, in order that everyone have ample time to review applications, and so they can
be included in the agenda, please remember to submit applications prior to Friday agenda
preparation.Your assistance is greatly appreciated.
MARCH 2020
Conservation Easement Authority (CEA)
Ron Clevenger –Frederick County Representative
1028 Welltown Road
Winchester, VA 22603
Home: (540)323-0630
Term Expires: 03/23/20
Three-year term
(Mr. Clevenger does not wish to serve another term.)
(The Conservation
Easement Authority was established in August 2005. The Authority consists of seven
citizen members, one member from the Board of Supervisors and one member from the
Planning Commission. Members should be knowledgeable in one or more of the
following fields: conservation, biology, real estate and/or rural land appraisal,
accounting, farming, or forestry. Members serve a three-year term and are eligible
for reappointment.)
JUNE 2020
Lord Fairfax Community College Board (LFCC)
Michael A. Lake –Frederick County Representative
232
Memorandum –Board of Supervisors
May21,2020
Page 2
861 Valley View Drive
Winchester, VA 22603
Phone: (540)533-2169
Term Expires: 06/30/20
Four-year term
(Mr. Lake is eligible for reappointment, is willing to continue serving and is
recommended for reappointment by Lord Fairfax Community College.)The County
has two seats on the Lord Fairfax College Board.(see attached).Members serve a
four-year term and may serveonlytwo consecutive terms.Also see attached application
of Brandon Monk.
Social Services Board
Ryan C. Shaw –Red Bud District Representative
110 Foxglove Drive
Winchester, VA 22602
Phone: 877-4978
Term Expires: 06/30/20
Four-year term
(Mr. Shaw has moved from the Red Bud District.)The Social Services Board
is comprised of seven members, one member from each magisterial district and one
member at large. Members serve a four-year term and are limited to two consecutive
terms.)
Winchester Regional Airport
Paul G. Anderson, Jr. –Frederick County Representative
1009 Germany Road
Stephens City, VA 22655
Phone: (540)869-2182
Term expires: 06/30/20
Four-year term
VACANCIES/OTHER
Board of Equalization
Luther O. Stiles –Frederick County Representative
114 Lane Street
Stephens City, VA 22655
233
Memorandum –Board of Supervisors
May21,2020
Page 3
Home: (540)869-2504
Term: 01/01/17 -12/31/19
Three-year term
(Mr. Stiles does not wish to serve another term.)
Vacancy –Frederick County Representative
Term Expired 12/31/18
Three-year term
(The Board of Equalization is composed of five members. Members must be free
holders in the county. In October 2010, the Board of Supervisors appointed the Board
of Equalization as a “permanent” board for subsequent reassessments. The original five
members were appointed for the following terms: one member for a one-year term; one
member for a two-year term; and three members for a three-year term. Going forward,
all future appointments shall be for a three-year term. Recommendation for
appointment/reappointment are made by the Board of Supervisors and submitted
to the Judge of the Frederick County Circuit Court for final appointment.)
Winchester-Frederick County Tourism Board
Joint Appointment with the City of Winchester
Andy Gyurisin –Private Sector Rep. (Nerangis Management Corp. –Alamo Draft
House)
177 Kernstown Commons Blvd.
Winchester, VA 22602
Office: (540)667-1322, Ext. 111
Term Expires: 06/30/19
Three-year term
(The Tourism Board was formed by Joint Resolution of the Board of Supervisors
and the City Council in April 2001. Recommendation for appointment is contingent upon
like approval by the City of Winchester.)
AWP
Attachments
234
235
236
237
238
Dear Board Members,
I have twoitems I would like the Board to consider in the next meeting. They include a
motion and one point of discussion. I have included the Motion and Discussion I would
like to address and the reasons for them. Thank you for your consideration.
Motion
. Amendment to Budget Motion. Having voted in the affirmative for the
Frederick County FY21 budget, I would like to offeran amendment to withhold $4.8
million in FY21 until the county knows that we will actually have the projected revenue
that was outlined in the budget proposal.
Reasons: The $4.8 million represents the expectednatural growthincrease in revenue
over the FY20 revenue projections. On a 57/43 split between the schools and county,
the dollar amount of withholdings would be $2.8 million to the schools and $2.0 million
to the county.
To his credit, the county administrator already has made adjustments to hisbudget to
accommodate for the possibility of not having the revenue to meet the budget next year.
The county will have a better idea of total actual revenue for FY20 in the next month
with exact numbers in August 2020.
The schools expected revenue from the state/federal sourcesfor FY21 is expected to
actually increaseby $3.9 millionover the FY20 amountswhich may offset part of the
$2.8 million held until actually received.The total county transfer to the schools is about
$109.1 million. In addition, the schools can consider other cost savingsincluding
adjustments for SSO positionsconsidering the county has already funded SRO
positions to replace the SSO position, local money spent on pre K,andsubsidized
health insurance.The schools also canbe saving money currently on not having to pay
for coaches who are unable to coach, fuel on buses that are not being used, etc.
Jordon Springs canand shouldstill open.
Although the county does have a general fund surplus, the county also anticipates
having to pay for a new 911 systemof a cost approaching $20 millionandnew capital
cost expenditures in the next few years from both the county and schools totaling more
than $250 million.Money in that general fund will be needed to pay forthose
expenditures.
At a time that county residents are losing their jobs or having to take pay cuts in their
positions, the county and schools can help by making small adjustments on their
budgets.
In a time of uncertainty, the county needs to be prudentand wise and not appropriate
money it may not receive until it receives it.
239
Discussion.
Special Event Center Conditional Use Permits.Have a joint meeting
between Planning Commission and Board of Supervisors to discussSpecial Event
Center CUPs.
Reason: In the last twoyears, the BOS has had at least four requests for event centers.
Some of the issues I would like to address include the following.
Applicants are full time farmers who generate their main income from the farm
and file a Schedule F butneed an event center to generate income to keep the
farm profitable.
Applicants who purchase a piece of land, have little other farming on the land,
but need the income from an event center to meet their mortgagepayments on
the land,
An applicant has a full time job but owns a smaller piece of property in a RA
area. The applicant’s main source of income is non farming income. However,
the applicant applies for a CUP for a special events center to generate additional
revenue.
An applicant purchases an old non working farm, puts in an event center to
generate income which can bebetween $3,000 to $15,000 in a weekend, and
does little else in the way of farming.
Some of the issues I would like the Planning Commission and Board to discuss include
the following:
If every farm in a RA area applies for an event center and all are granted, does
thetraffic impact significantly degenerate the RA designation. If only some of the
event centers are approved, how does the Board justify the granting of one event
center and not another event center?
Are event centers which primarily cater to wedding parties truly agricultural?
Should the county consider a new rezoned area called Special Event Centers
which are distinct from RA areas?
I would also like to address the issue of applicants who request CUPs but sign
contracts for their facility before the CUP is approved or rejected. We have been
asked to approve events prior to a final decision. Is that appropriate?
Thank you for your consideration.
Blaine Dunn
23:
241
Dear Board Members,
I have twoitems I would like the Board to consider in the next meeting. They include a
motion and one point of discussion. I have included the Motion and Discussion I would
like to address and the reasons for them. Thank you for your consideration.
Motion
. Amendment to Budget Motion. Having voted in the affirmative for the
Frederick County FY21 budget, I would like to offeran amendment to withhold $4.8
million in FY21 until the county knows that we will actually have the projected revenue
that was outlined in the budget proposal.
Reasons: The $4.8 million represents the expectednatural growthincrease in revenue
over the FY20 revenue projections. On a 57/43 split between the schools and county,
the dollar amount of withholdings would be $2.8 million to the schools and $2.0 million
to the county.
To his credit, the county administrator already has made adjustments to hisbudget to
accommodate for the possibility of not having the revenue to meet the budget next year.
The county will have a better idea of total actual revenue for FY20 in the next month
with exact numbers in August 2020.
The schools expected revenue from the state/federal sourcesfor FY21 is expected to
actually increaseby $3.9 millionover the FY20 amountswhich may offset part of the
$2.8 million held until actually received.The total county transfer to the schools is about
$109.1 million. In addition, the schools can consider other cost savingsincluding
adjustments for SSO positionsconsidering the county has already funded SRO
positions to replace the SSO position, local money spent on pre K,andsubsidized
health insurance.The schools also canbe saving money currently on not having to pay
for coaches who are unable to coach, fuel on buses that are not being used, etc.
Jordon Springs canand shouldstill open.
Although the county does have a general fund surplus, the county also anticipates
having to pay for a new 911 systemof a cost approaching $20 millionandnew capital
cost expenditures in the next few years from both the county and schools totaling more
than $250 million.Money in that general fund will be needed to pay forthose
expenditures.
At a time that county residents are losing their jobs or having to take pay cuts in their
positions, the county and schools can help by making small adjustments on their
budgets.
In a time of uncertainty, the county needs to be prudentand wise and not appropriate
money it may not receive until it receives it.
242
Discussion.
Special Event Center Conditional Use Permits.Have a joint meeting
between Planning Commission and Board of Supervisors to discussSpecial Event
Center CUPs.
Reason: In the last twoyears, the BOS has had at least four requests for event centers.
Some of the issues I would like to address include the following.
Applicants are full time farmers who generate their main income from the farm
and file a Schedule F butneed an event center to generate income to keep the
farm profitable.
Applicants who purchase a piece of land, have little other farming on the land,
but need the income from an event center to meet their mortgagepayments on
the land,
An applicant has a full time job but owns a smaller piece of property in a RA
area. The applicant’s main source of income is non farming income. However,
the applicant applies for a CUP for a special events center to generate additional
revenue.
An applicant purchases an old non working farm, puts in an event center to
generate income which can bebetween $3,000 to $15,000 in a weekend, and
does little else in the way of farming.
Some of the issues I would like the Planning Commission and Board to discuss include
the following:
If every farm in a RA area applies for an event center and all are granted, does
thetraffic impact significantly degenerate the RA designation. If only some of the
event centers are approved, how does the Board justify the granting of one event
center and not another event center?
Are event centers which primarily cater to wedding parties truly agricultural?
Should the county consider a new rezoned area called Special Event Centers
which are distinct from RA areas?
I would also like to address the issue of applicants who request CUPs but sign
contracts for their facility before the CUP is approved or rejected. We have been
asked to approve events prior to a final decision. Is that appropriate?
Thank you for your consideration.
Blaine Dunn
243
244
FINANCE and AUDIT COMMITTEE REPORTS to the BOARD OF SUPERVISORS
Wednesday, May 20, 2020
8:00 a.m.
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
Finance and Audit Committee meetings were held in the Board of Supervisors Room at 107 North Kent
Street on Wednesday, May 20, 2020 at 8:00 a.m.
ATTENDEES:
Committee Members Present: Judith McCann-Slaughter, Chairman; Charles DeHaven; Angela
Rudolph-Wiseman; Jeffrey Boppe; and non-voting liaison William Orndoff, Treasurer.
Committee Member Absent: Robert Wells; and non-voting liaison Seth Thatcher,
Commissioner of the Revenue.
Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director;
Kris Tierney, County Administrator; Joe Wilder, Public Works Director; Nick Sabo, WRA Director;
Scott Varner, IT Director; Lenny Millholland, Sheriff; Tamara Green, DSS Director; Delsie Jobe,
DSS Administrative Services Manager; Jon Turkel, Assistant Parks & Rec Director; Jason
Robertson, Park & Rec Director; John Bishop, Transportation Director; and Richard Venskoske,
Voter Registrar.
Staff joining remotely: Jay Tibbs, Assistant County Administrator; Denny Linaburg, F&R Chief;
Steve Majchrzak, Assistant F&R Chief; Christine Bauserman, EMS Billing Manager; and Rod
Williams, County Attorney.
Others joining remotely: David Foley, CPA, Robinson, Farmer, Cox Associates.
ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS:
AUDIT COMMITTEE
1.David Foley from Robinson, Farmer, Cox Associates will present the FY 2019 Comprehensive
Annual Financial Report (CAFR) and be available for discussion of the upcoming FY 2020 audit.
The FY 2019 CAFR is available in dropbox or online at: www.fcva.us/CAFR. The committee
recommended acceptance of the report and authorized the Finance Committee Chair to sign
the engagement letter for the upcoming FY 2020 audit.
FINANCE COMMITTEE
( *) Items 2, 3, 5, 8, 9, 11, 12, 13, 16, 19 and 20 were approved under consent agenda.
1.The Parks & Recreation Director requests a General fund supplemental appropriation in the
amount of $118,883. This amount represents proffer funds to construct a trail around Lakeside
Lake behind the Bowman Library. This item has been approved by the Parks & Recreation
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Commission at their March 11, 2020 meeting. The proffer policy is attached for information.
See attached memo, p. 6 – 8. The committee recommends approval.
2.( * ) The IT Director requests a General Fund supplemental appropriation in the amount of
$23,897. This amount represents reserved PEG funds to be used for a wireless microphone
system for the BOS meeting room ($22,190) and additional funds needed for remainder of the
current year maintenance service contract of the Granicus system ($1,707). PEG funds are
reserved and restricted only to purchases related to meeting broadcasts. No local funds
required. See attached information, p. 9 – 12.
3.( * ) The Voter Registrar requests a General Fund supplemental appropriation in the amount of
$42,640. This amount represents funds needed for the June Republican primary election.
Local funds are required. See attached memo, p. 13 – 14.
4.The Transportation Director requests a Development Projects Fund (fund 27) supplemental
appropriation in the amount of $2,253,614. This amount represents change orders and project
management for Crossover Blvd. No local funds required. See attached memo, p. 15. The
committee recommends approval.
5.( * ) The WRA Director requests an Airport Fund (fund 17) supplemental appropriation in the
amount of $69,000. This amount represents funds received from the CARES Act. No local
funds required. See attached memo, p. 16.
6.The WRA Director requests an Airport Capital Fund (fund 85) FY21 budget appropriation in the
amount of $2,334,000 and a General Fund supplement appropriation in the amount of
$414,376 representing the local portion. $362,000 of the local portion is a carry forward of
unspent FY20 Airport Capital. See the attached information, p. 17 – 19. The committee
recommends approval.
7.The EMS Billing Manager requests an EMS Expense Recovery Fund (fund 30) supplemental
appropriation in the amount of $225,000. This amount represents anticipated revenue in
excess of budgeted revenue. No local funds required. See attached memo, p. 20. The
committee recommends approval.
8.( * ) The Public Work Director requests an FY21 General Fund supplemental appropriation in
the amount of $250,000, or less if FY20 ending balance is not sufficient. This amount
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represents a carry forward of unspent FY20 funds for the completion of the replacement Albin
Citizen Convenience Center. Any unspent funds in FY21, after project completion, will be
returned to the General Fund. See attached memo, p. 21 – 22.
9.( * ) The Victim Witness Director requests a General Fund budget transfer in the amount of
$10,000 for the purchase of a copier and promotional materials (pending state approval).
Transfer policy requires BOS approval when transferring out of fringe line items. No additional
local funds required. See attached memo, p. 23 – 24.
10.The F&R Chief requests a General Fund supplemental appropriation in the amount of
$81,474.73 (pending grant award).This amount represents an AFG supplemental grant via the
CARES Act. Due to the grant application deadline, the application was authorized. See
attached information, p. 25. The committee recommends approval.
11.( * ) The F&R Chief requests a General Fund supplemental appropriation in the amount of
$28,150 (pending grant award). This amount represents a VDEM grant for 2 portable
decontamination systems. No local funds required. See attached information, p. 26.
12.( * ) The F&R Chief requests a General Fund revenue appropriation in the amount of $60,000
(pending grant award). This amount represents a VDEM grant for Rescue Task Force protective
equipment. No local funds required. See attached information, p. 27.
13.( * ) The DSS Director requests a General Fund supplemental appropriation in the amount of
$315,500. This amount represents yearend adjustments to bring the County budget in line
with the State budget and reflects a $49,395 reduction in local dollars. See attached memo,
p.28.
14.The Finance Director requests an FY21 NRADC Fund budget reduction in the amount of
$440,010. This amount is from the elimination of the merit/COLA. The FY21 budget resolution
reflects the reduction for the County’s share of the amendment. The committee recommends
approval.
15.The Sheriff requests a General Fund supplemental appropriation in the amount of $34,100.
This amount represents funds received for traffic control in excess of budgeted revenue, which
will be used for overtime. No local funds required. See attached memos, p. 29 – 35. The
committee recommends approval.
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16.( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of $3,955.
This amount represents the sale scrap metal, which will be used for items at the firing range.
No local funds required. See attached memo, p. 36 – 37.
17.The Sheriff requests a General Fund supplemental appropriation in the amount of $31,443
(pending grant award) for a Student, Teachers and Officers Preventing School Violence Program
grant. Due to COVID-19 forcing the cancellation of the March Finance Committee meeting,
combined with the grant application deadline, approval to apply for a BJA grant for a 3D
scanner was authorized. See attached information, p.38 – 50. The committee recommends
approval.
18.The Sheriff requests a General Fund supplemental appropriation in the amount of $15,397.22
($11,998.80 pending receipt of funds). This amount represents overtime reimbursements from
the DEA. No local funds required. See attached memo, p. 51 – 52. The committee
recommends approval.
19.( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of $5,000.
This amount represents funds received from the ICAC grant in excess of budgeted. No local
funds required. See attached memo, p. 53.
20.( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of
$6,587.69. This amount represents insurance reimbursements for auto claims. No local funds
required. See attached memo, p. 54 – 56.
21.The Sheriff requests a General Fund supplemental appropriation in the amount of $21,078.58.
This amount represents reimbursements from the IRS for overtime, travel, vehicle
maintenance, and equipment. No local funds required. See attached memo, p. 57 – 58. The
committee recommends approval.
22.The Sheriff requests a General Fund supplemental appropriation in the amount of $80,000.
This amount represents an expected shortfall for overtime. Local funds are required. See
attached memo, p. 59. The committee recommends approval and requests staff to work with
the Sheriff on factors contributing to overtime.
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INFORMATION ONLY:
1.The Finance Director provides a Fund 10 Transfer Report for April 2020. See attached, p. 60.
2.The Finance Director provides financial statements ending April 30, 2020. See attached,
p.61 – 71.
3.The Finance Director provides an FY 2020 Fund Balance Report ending May 14, 2020. See
attached, p. 72.
Respectfully submitted,
FINANCE COMMITTEE
Judith McCann-Slaughter, Chairman
Charles DeHaven
Jeffrey Boppe
Angela Rudolph-Wiseman
By Cheryl B. Shiffler
Cheryl B. Shiffler, Finance Director
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Frederick County
Cash Proffer Policy
As approved by the Board of Supervisors on January 28, 2009.
Proffered funds received by Frederick County will be held for the use specified by the proffer
language. In the case of funds proffered to offset impacts to fire and rescue services, in the
absence of other proffered specifications, the funds will be earmarked for the first due company in
the area of the subject rezoning at the time the proffered funds are received. All proffered funds will
be collected, held, and will accumulate until such time as a capital project funding request is
received from a qualifying County department, agency, or volunteer fire and rescue company.
Qualifying agency or departmental requests to access proffered funds shall be submitted to the
Countys Finance Department for processing. In order to qualify as a capital project the
=
following criteria must be met:
1) the item or project must have a minimum value of five thousand dollars ($5,000),
and;
2) the item/project must have an anticipated useful life of at least five (5) years.
The Finance Department will forward requests to the Finance Committee for a recommendation to
the Board of Supervisors on the appropriateness of the use of proffered funds for the requested
purpose. To assist the Finance Committee and Board in their deliberations requests to utilize
proffered funds should include the following: 1) the amount of funds requested, 2) the total
project cost, 3)a detailed description of the desired capital project or purchase including a
discussion of how recent or anticipated development contributes to the need for the expenditure,
and, 4) indicate whether or not the item or project is listed on the Countys Capital Improvements
=
Plan (CIP).
In order to comply with State Code 15.2-2-2298 (A) the Planning staff, working in conjunction
'
with the County Attorney, will attempt to insure that cash proffers associated with future rezonings
are appropriately addressed through inclusion of relevant capital projects in the Countys CIP prior
=
to acceptance of the proffered funds.
For the purpose of determining whether a project or item is appropriate for individual listing on
the CIP only, a threshold value of $100,000 and useful life of at least five year shall be utilized.
(This would not preclude the purchase of capital items valued at less than $100,000 utilizing
proffered funds, where other relevant criteria are met and procedures followed.)
HTTPS://FCVA-MY.SHAREPOINT.COM/PERSONAL/SKIBLER_FCVA_US/DOCUMENTS/DOCUMENTS/FY2020/FINANCECOMMITTEE/20200520/01B_PROFFER POLICY.DOCX
252
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COUNTY OF FREDERICK
Information Technologies
Scott Varner, Director of Information Technology
svarner@fcva.us
Voice 540.722.8261
M E M O
To: Finance Committee
From: Scott Varner, Director of Information Technology
Subject: Request for PEG Funds
Date: March 10, 2020
The Information Technology Department is requesting to use $23,897 in Peg Funds to cover the
cost of maintenance and support for our public meeting streaming system (Granicus) and
hardware/professional services for a wireless microphone system for the Board of Supervisors
Boardroom. The funds requested for the maintenance and support of the Granicus system
represents funds needed in addition to the current fiscal year budgeted funds for the maintenance
service contract.
The wireless microphone system would be utilized for board work sessions and to provide
additional microphones for the staff table at Planning Commission meetings. The breakdown of
costs associated with both items are below.
Granicus Maintenance and Support-$1,707
Shure Wireless Microphone System-$22,190
Total - $23,897
The Peg Funds are funds derived from our Cable Franchise fees. The use of funds from the PEG
Grant are narrow in scope and can only be used for items related to the broadcasting of meetings.
The quotes for both items are included with this memo.
Sincerely,
Scott Varner
County of Frederick
Director of Information Technology
107 North Kent Street, Winchester, Virginia 22601-5039
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Quotation
3593 Mayland Court
Richmond, VA 23233DATEFebruary 20, 2020
Fed ID# 26-4368726Quotation #FCO022017
office 804 747-7780Customer:Frederick County
fax 804 747-7112Contact Name:Scott Varner
cell 804 564-6753Phone Number:(540) 722-8261
Andrew PittsEmail:svarner@fcva.us
apitts@streetandco.com
Contract Number 7058821-16JC
Bill To:Frederick County
Accounts Payable / Scott Varner
0March 19, 2020
, Andrew Pitts
Frederick County
Location:
SALE PRICE PER EXTENDED SALE
DESCRIPTIONITEM PRICE
LINEMANUFACTURERPART #QTY
1$ -
2 ShureMXC420DF/CShure Dualflex Gooseneck Microphones 10$ 193.32$ 1,933.20
ShureMXCW64010$ 1,332.00$ 13,320.00
3 Shure Wireless Conference Unit
4 ShureMXCWAPTShure Access Point Receiver 1$ 3,333.35$ 3,333.35
ShureMXCWNCS1$ 1,000.00$ 1,000.00
5 Shure Charging Station
6$ -
$ -
7
8$ -
Material Sub Total
$ 19,586.55
Cables & Connectors
$ 142.86
Labor and Programming
$ 2,100.00
Travel & Lodging
$ 250.00
One night
Subtotal
$ 22,079.41
Freight
$ 110.00
Total Sale Price
$ 22,189.41
Sales Tax
$ -
Total Quote
$ 22,189.41
Notes:
1. Payment terms: A progress payment schedule shall be developed to meet the job schedule requirements.
2. The above proposal does not include any options.
3. All electrical work is left to the client or client subcontractor, unless otherwise determined.
Signature to proceed with order _______________________________________________________________ Date_______________
PURCHASE ORDER NUMBER : ___________________________________________________________________________________
***EMAIL OR FAX TO - ORDERS@STREETANDCO.COM OR 804-747-6041***
256
12
Street Co LLC
Frederick County 20 Board Room Microflex Complete 2-20-20.xlsxQuote
dba - SeedComm/Signature AV 3/10/2020
257
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258
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MEMORANDUM
TO: Finance Committee
FROM: John A. Bishop AICP, AssistantDirector - Transportation
RE: Project Line Increase Request – Crossover Blvd
DATE: May 12, 2020
In September 2018, staff requested that the project line item for Crossover Blvd be increased to
$20,616,145.51 to match the final pre-bid construction estimate. This was subsequently
approved by the Finance Committee and Board of Supervisors. However, that figure did not
include previous expenditures for design or routine change order costs that have since been
incurred.
Staff is requesting that the line item for the Crossover Blvd Project be increased by
$2,253,614.20 to a total of $22,869,759.71 to account for change orders and project management
expenses.
The project remains 100% funded through private funds and VDOT revenue sharing funds on a
50/50 split.
259
15
MEMORANDUM
To: Cheryl Shiffler, Frederick County Finance Director
From: Nick Sabo, Winchester Regional Airport Authority Executive Director
Date: May 12, 2020
RE: Finance Committee Agenda Item | CARES Act
The Winchester Regional Airport Authority (WRAA) requests supplemental revenue appropriation for
its FY20 operating budget totaling $69,000 from the federal CARES Act. Funds will be used for
operating expenses including payroll, utilities, and debt service. No local funds required.
Revenue code 3 - 017 - 018990 0000
We sincerely appreciate the continued support of Frederick County. Please advise if you have
questions or need additional information.
Sincerely,
Nick Sabo, A.A.E.
Executive Director
25:
16
MEMORANDUM
To: Cheryl Shiffler, Frederick County Finance Director
From: Nick Sabo, Winchester Regional Airport Authority Executive Director
Date: May 12, 2020
RE: Finance Committee Agenda Item | FY21 Capital Budget
The Winchester Regional Airport Authority (WRAA) requests supplemental appropriation for the
FY21 capital budget totaling $2,334,000. The requested local share from Frederick County is
$414,376. The supported projects are detailed in the enclosed spreadsheet. NOTE: Three projects
(highlighted in blue) are carried forward from FY20.
We sincerely appreciate the continued support of Frederick County. Please advise if you have
questions or need additional information.
Sincerely,
Nick Sabo, A.A.E.
Executive Director
Enclosure
261
17
262
$240,000$1,400,000$234,000$390,000$30,000$20,000$20,000$2,334,000
$133,740
TOTAL
24.4%
City
$0$280,000$89,856$149,760$6,000$10,000$20,000$555,616
$414,376
County
LOCAL
75.6%
REVENUE SOURCE
$0.00$1,120,000$144,144$240,240$24,000$10,000$0$1,538,384
STATE
$240,000$0$0$0$0$0$0$240,000$0
$2,500$5,000$548,116$555,616
FEDERAL
Winchester Regional Airport Authority
Local Revenue
Frederick County/City of Winchester
Total Revenue Breakdown
Local Revenue Breakdown
61.6/38.4% State/Local
Shenandoah County
80/20 State/Local 80/20 State/Local
80/20 State Grant50/50 State Grant
Warren County
Clarke County
Local Only
100% FAA
May 12, 2020
Description
New Terminal - Site (Construction) -
State Eligible Annual Maintenance
New Terminal - Site (Design/Bid) -
New Terminal - Building (Design State Eligible Capital Equipment
Acquire Parcel 64-A-64
Local Capital Projects
Acquisition
Phase 01Phase 02
Repairs
Phase)
264
20
MEMORANDUM
TO:
Cheryl Shiffler, Director of Finance
FROM:
Joe C. Wilder, Director of Public Works
SUBJECT:
Carry Forward Request – Albin Citizen Convenience Center
DATE:
May 11, 2020
______________________________________________________________________________
The Refuse Collection budget is requesting a carryforward in the amount of $250,000 (estimated)
from line item 10-4203-8900-00 Improvements Other Than Buildings for construction of the replacement
Albin Citizen Convenience Center. This carryforward will cover addition work that should be completed
in July 2020 which will then be under the Fiscal Year 2021 budget cycle. The amount requested in the
carryforward has a contingency built in. Therefore, any remaining funds not spent will then be returned
to the general fund.The actual carryforward amount will not exceed the amount available in the line item
at end of FY 2020. The project began construction in February 2020. We anticipate completing project in
(Attachment 1)
July 2020.
Please include the above carry forward request on the next Finance Committee agenda. Should
you have any questions, please don’t hesitate to contact me.
JCW/kco
Attachments: as stated
cc:file
265
21
107 North Kent Street, Second Floor, Suite 200 Winchester, Virginia 22601-5000
MEMORANDUM
TO:
Joe Wilder,Director
FROM:
Gloria Puffinburger, Solid Waste Manager
SUBJECT:
Carry Forward to FY 20/21;
Albin Citizens’ Convenience Site Construction
DATE:
May 11, 2020
The department is requesting a carryforward amount of $250,000, including contingency, for
completion of all in-house work by staff, and landscapingwhich will be installed after site work
and fencing are complete.Therefore, these tasks will be conducted in the new fiscal year.
Of the above amount, $180,322 will cover remaining work under contract with General
Excavating projects such as paving, subgrade, final grade and cleanup.
If you have any questions, please contact me at Extension 8219.
/gmp
cc:file
266
22
107 North Kent Street, Second Floor, Suite 200 Winchester, Virginia 22601-5000
267
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Frederick County
Department of Social
Services
Memo
To:
Finance Committee/Cheryl Shiffler
From:
Delsie D. Jobe
CC:
Tamara Green, Director
Date:
May 20, 2020
Re:
FY 2020 Appropriation Adjustment Request
Department of Social Services is requesting a funds appropriation to the following
program budget line items order to bring our County budget in line with our State
budget.
We have seven (7) programs need to be increased by a total of $383,500. Three of
these budget lines are State mandated programs and we spent our initial allocation
and the State gave us additional funding. Two (2) other program budget lines need
to be decreased by a total of $68,000, of which $49,395 is a reduction in Local
dollars. These programs had a decrease in caseloads in FY 2020.
The net of these adjustments results in an increase of $315,500 of total dollars. No
additional local dollars are needed with this increase; however, like mentioned
above we are able to return $49,395 in local dollars.
4-010-053170-5811-000-000 IV-E Foster Care increase of $290,000
4-010-053170-5812-000-000 Adoption Subsidy increase of $30,000
4-010-053170-5817-000-000 Special Needs Adoption increase of $35,000
4-010-053170-5820-000-000 Adoption Incentive increase of $1,500
4-010-053170-5833-000-000 Adult Services decrease of $48,000
4-010-053170-5861-000-000 ILF Education/Training increase of $13,000
4-010-053170-5862-000-000 Independ. Living increase of $3,000
4-010-053170-5866-000-000 Prom. Safe & Stable increase of $11,000
4-010-053170-5872-000-000 VIEW Purchase Svcs decrease of $20,000
Thank you for your consideration.
Delsie D. Jobe, Administrative Services Manager
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Sheriff Lenny MillhollandMajor Steve A. Hawkins
1080 Coverstone Drive
Winchester, Virginia 22602
Office (540) 662-6168
Fax (540) 504-6400
To:Cheryl Shiffler
From: Sheriff Millholland
Subject: Grant Application-School Safety
th, 2020
Date: March 4
The Frederick County Sheriff’s Office would like to apply for a grant throughBJA (Bureau of Justice Assistance)for a total of
$41,924.00for one Faro 3D Scannerand a computerworkstationto process and storefinal project(s). ThisFaro 3D scanner would be
used to scanall schools in the County of Frederick and once this is completed, Law Enforcement, Fire and Rescue, and School
Administrators would have for access of 3D images and layouts of all the schools in the County of Frederick. The total grant amount
is$41,924.00 with BJA covering75% of the total cost of the devicewhichwould be $31,443.00. Thelocal match or in-kind for the
devicewould be $10,481.00by the Frederick County Sheriff’s Office to cover the 25% remaining amount.The local match includes
the warranty and software update package from the vendoras well as a portion of the computerworkstation. This is a one time cost
with noadditional funds required in the future.
Total Cost of Faro 3D Scanner andcomputer workstation$41,924.00
DCJS Grant provides75%oftotalcost$31,443.00
Sheriff’s Office provides 25% of the remainderofthe cost of the $10,481.00
Faro 3D Scannerincluding the necessarywarranty and software
updates as wellas the additional computer workstation.
If this grant is awarded, a new FY20or FY21 (depending on timing ofgrant award) appropriation would be required in the amount of
$10,481.00(localportion). This is a one-timecostfor the Frederick County Sheriff’s Office.
th, 2020.
This grant application is due toBJA (Bureau of Justice Assistance) beforeApril 8
Thank you,
LWM/bjs
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BUDGETTRANSFERSAPRIL2020
DATEDEPARTMENT/GENERALFUNDREASONFORTRANSFERFROMTOACCTCODEAMOUNT
4/6/2020COUNTYOFFICEBUILDINGD/COURTHOUSEREPAIRSMILLWOODFIRESTATION43043004000021(9,636.25)
COUNTYOFFICEBUILDINGD/COURTHOUSE430430040000229,636.25
4/7/2020COUNTYOFFICEBUILDINGS/COURTHOUSEHEATINGMILLWOODFIRESTATION43043010000005(1,100.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE430451020000211,100.00
4/7/2020AGRICULTUREPROGRAMSUPPLIES83015411000000(14.78)
AGRICULTURE8301540100000014.78
AGRICULTURE83015801000000(690.00)
AGRICULTURE83015401000000690.00
AGRICULTURE83013004000001(250.00)
AGRICULTURE83015401000000250.00
4/8/2020JUVENILECOURTPROBATIONTRANSFERFUNDSFOROVERTIME33031005000000140.40
JUVENILECOURTPROBATION33035401000000(140.40)
4/13/2020CIRCUITCOURTFUNDSNEEDEDFORSUPPLIES(JURYMEMBERS)21013010000000(600.00)
CIRCUITCOURT21015415000000600.00
4/13/2020ELECTORALBOARDANDOFFICIALSFUNDSNEEDEDFORPRIMARYELECTION13015506000000(2,000.00)
ELECTORALBOARDANDOFFICIALS130154010000002,000.00
4/14/2020ANIMALSHELTERSERVICEGENERATOR43055101000000(2,500.00)
ANIMALSHELTER430530040000002,500.00
ANIMALSHELTER43055102000000(3,500.00)
ANIMALSHELTER430530040000003,500.00
0CLEARBROOKPARKADDITIONALSUPPLIESNEEDED71093004000001(700.00)
4/20/202
CLEARBROOKPARK71095408000000700.00
SHERANDOPARK71105413000001(581.00)
SHERANDOPARK71103004000001581.00
4/20/2020CIRCUITCOURTTOCORRECTTRANSFERACCOUNTNUMBER21013010000002(600.00)
CIRCUITCOURT21013000000000600.00
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSESHORTWATER/SEWERPSB43043010000005(4,500.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE430451030000054,500.00
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSEREPLACEDUCTLESSA/C43043004000022(9,636.25)
COUNTYOFFICEBUILDINGS/COURTHOUSE430430040000219,636.25
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSESHORTWATER/SEWERRHFS43045101000007(1,500.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE430451030000071,500.00
4/22/2020COUNTYOFFICEBUILDINGS/COURTHOUSESHORTINWATER/SEWER43043010000052(600.00)
COUNTYOFFICEBUILDINGS/COURTHOUSE43045103000052600.00
4/23/2020ELECTORALBOARDANDOFFICIALSPPEPOLLWORKERS130154010000002,367.78
TRANSFERS/CONTINGENCY93015890000000(2,367.78)
4/24/2020PUBLICSAFETYCOMMUNICATIONSTRANSFERFUNDSTOOVERTIME3506100500000033,510.00
PUBLICSAFETYCOMMUNICATIONS35061001000010(33,510.00)
4/29/2020COMMISSIONEROFTHEREVENUENEWEMPLOYEESALARY12093010000000(720.81)
COMMISSIONEROFTHEREVENUE12091001000000720.81
4/29/2020REFUSECOLLECTIONSTEXTILE/SHOEUNITALBIN42038900000000(2,300.00)
REFUSECOLLECTIONS420354130000002,300.00
5/4/2020REASSESSMENT/BOARDOFASSESSORSADDITIONALFUNDSSUBSCRIPTIONS12103007000000(1,100.00)
REASSESSMENTS/BOARDOFASSESSORS121054110000001,100.00
5/4/2020COMMISSIONEROFTHEREVENUEVEHICLEREPAIRANDMAINTENANCE12093004000002(500.00)
REASSESSMENT/BOARDOFASSESSORS12103004000002500.00
5/4/2020SHERIFFCOVERDEFICIT31025506000001(9,000.00)
SHERIFF310230040000019,000.00
5/4/2020MANAGEMENTINFORMATIONSYSTEMSXEROXMAYANDJUNE12225413000000(4,850.00)
MANAGEMENTINFORMATIONSYSTEMS122290010000004,850.00
2:4
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61
2:6
62
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64
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CountyofFrederick,VA
ReportonUnreservedFundBalance
May14,2020
UnreservedFundBalance,BeginningofYear,July1,201946,064,113
PriorYearFunding&CarryforwardAmounts
C/Fforfeitedassetfunds(52,251)
C/FFireCompanyCapital(122,079)
C/FSheriffinsuranaceclaimreimbursement(tent)(40,021)
Closereservedfundbalances111,096
C/FAnimalShelterspay/neuter&bldgdesign(23,890)
C/FRefuseprojects(337,657)
C/FParksRecAccessProjectSherando(71,942)
C/FMaintenanceprojects(52,755)
C/FSheriffvehicle(25,835)
C/FSchoolencumbrances(225,545)
Recordretainage(44,653)
ReclassSheriff'sgrant11,578
C/FunspentSchoolOperating(347,857)
(1,221,812)
OtherFunding/Adjustments
CORrefundAcarLeasingLTD(10,315)
CORrefundEnterpriseFMTrust(3,086)
CORrefundHVTInc/HondaLeaseTrust(2,655)
CORrefundToyotaLeaseTrust(18,366)
PTtoFTCommAttyInvestigatorposition(19,895)
AirportCapitallocalshare(409,164)
SunnysidePlazadeposit(210,000)
AirportdebtserviceCountyshare(27,750)
Burnbuildingreplacementproject(257,019)
CORrefundFisherScientific(25,084)
CORrefundDennys(2,522)
TransfertoCountyCapitalFund(F/Babove20%)(4,433,680)
CORrefundFordMotorCredit(2,956)
CORrefundMCDeanInc(3,359)
CORrefundNILTInc(8,148)
CORrefundPapermillSelfStorage(4,838)
CORrefundToyotaLeaseTrust(5,376)
CorrectPOcarryforward6,280
CORrefundMarcusTruelove(2,531)
CORrefundC.WilsonFletcher(3,561)
CORrefundBFIWaste(9,594)
VJCCCAreturnupsentFY19funds(19,110)
Marchprimaryelection(47,542)
CORrefundDLPetersonTrust(6,541)
CORrefundDisabledVeteran(5,729)
CORrefundBB&T(63,583)
CORrefundStonewallIILLC(2,870)
CORrefundDisabledVeteran(7,550)
CORrefundVectrenEnergy(4,534)
(5,611,078)
316
FundBalance,May14,2020 39,231,223
72
317
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CONDITIONAL USE PERMIT #01-20
J K Lee Services
Staff Report for the Board of Supervisors
Prepared: May 15, 2020
Staff Contact: Mark R. Cheran, Zoning Administrator
This report is prepared by the Frederick County Planning Staff to provide information to the
Planning Commission and the Board of Supervisors to assist them in making a decision on
this request. It may also be useful to others interested in this zoning matter.
Reviewed Action
Planning Commission:
05/06/20 Recommended Approval
Board of Supervisors:
05/27/20 Pending
EXECUTIVE SUMMARY:
This is a request for a Conditional Use Permit (CUP) for an expansion of an existing assisted
living facility use located at 549 Valley Mill Road. This facility is currently operating under CUP
#22-04 which allowed for 34 beds. This CUP, 01-20, requests the addition of six (6) additional
resident rooms. The expansion would bring the total number of beds in the facility to 40.
The Planning Commission held a public hearing for this item at their May 5, 2020 meeting. The
Commission commended the facility and use as being a valuable asset to the community and
recommended approval of the permit.
Should the Board of Supervisors find this application to be appropriate, the Planning
Commission recommends that the following conditions be attached to the CUP:
1. All review agency comments and requirements shall be complied with at all times.
2. Applicant must comply with all requirements of the State and County codes pertaining to
adult care facilities at all times.
3. Any expansion or modification of this use shall require approval of a new site plan and a
Conditional Use Permit.
Following this public hearing, a decision regarding this Conditional Use Permit application by the
Board of Supervisors would be appropriate. The Applicant should be prepared to adequately
address all concerns raised by the Board of Supervisors.
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Page 2
CUP #01-20, J K Lee Services
May 15, 2020
LOCATION:
The subject property is located at 549 Valley Mill Road.
MAGISTERIAL DISTRICT:
Red Bud
PROPERTY ID NUMBER:
55-A-56
PROPERTY ZONING & PRESENT USE:
Zoned: RP (Residential Performance)
Land Use: Assisted Living Care Facility
ADJOINING PROPERTY ZONING & PRESENT USE:
North: RP (Residential Performance) Use: Residential
South: RP (Residential Performance) Use: Residential
East: RP (Residential Performance) Use: Residential
West: RP (Residential Performance) Use: Residential
PROPOSED USE:
The Applicant proposes expansion of an assisted living care facility.
REVIEW EVALUATIONS:
Virginia Department of Transportation:
The entrances are adequate for the proposed
expansion.
Frederick County Fire Marshal:
Approved.
Winchester-Frederick County Health Department:
The subject property is served by
municipal water and sewer. No objections to the proposed addition.
Frederick Water:
No comments at this time.
Frederick County Inspections Department:
Building shall comply with The 2015 Virginia
Uniform Statewide Building Code and Section 308 I-Institutional Use Group. Other Code that
applies is 2015 Virginia Existing Building, ICC/ANSI A117.1-09 Accessible and Usable
Buildings and Facilities, 2015 Virginia Energy Code, 2015 Virginia Mechanical Code, 2015
Virginia Plumbing Code, and 2015 Virginia Fire Code. Plans submitted for permits shall be
sealed by a Virginia Licensed Design Professional.
Existing I-1 & I-2 Institutional Use Group. Additional area cannot create noncompliance as it
relates to new construction in the Virginia Uniform Statewide Building Code. Existing buildings
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Page 3
CUP #01-20, J K Lee Services
May 15, 2020
height and area shall comply with T506 with allowable increases for proposed use. Institutional
Use Group require a full NFPA 13 Suppression system.
Sleeping rooms and restrooms shall meet ANSI A117.1-2009 for type of sleeping room. An
accessible route shall be provided to the main entrance. Van accessible parking and unloading
provided. Max slope for parking and unloading area is 2%. Maximum slope for walkway to
main entrance is 5%. Maximum threshold at door is ½. Van accessible signage shall be
provided per USBC Section 1106.8.
All required exists shall be accessible. Exterior exit doors shall lead directly to the exit discharge
or the public way.
Winchester Regional Airport:
None
City of Winchester:
No comments.
Planning and Zoning:
This application is for an expansion of an existing adult care facility.
An adult care facility is an allowed use in the RP (Residential Performance) Zoning District with
an approved Conditional Use Permit (CUP).
This facility was first approved under CUP #02-96 for a 26-bed facility. This facility was
constructed in 1996, utilizing a Community Development Block Grant.
Subsequently, this facility is operating under and subject to the conditions of CUP #22-04. This
CUP allowed for a 5600 square foot addition to the facility. This addition included a new
physical therapy room and eight (8) additional resident rooms to the facility, for a total of thirty-
four (34) beds. The conditions associated with CUP #22-04 are below:
. All review agency comments and requirements shall be complied with at all times.
1
2. A site plan must be submitted and approved prior to issuance of any building permits.
3. Applicant must comply with all requirements of the state and county codes pertaining to adult
care facilities at all times.
4. Any expansion or modification of this use shall require approval of a new site plan and a
Conditional Use Permit.
All of the conditions of the CUP #22-04 have been met. This CUP 01-20 will add six (6)
additional resident rooms, enabling the facility to expand to a total of forty (40) beds.
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CUP #01-20, J K Lee Services
May 15, 2020
STAFF CONCLUSIONS FOR THE 05/06/20 PLANNING COMMISSION MEETING:
This is a request for a Conditional Use Permit (CUP) for the expansion of the existing assisted
living facility use. CUP #22-04 was approved in 2004 which allowed for 34 beds. This CUP, 01-
20, requests the addition of six (6) additional resident rooms. The expansion would bring the
total number of beds in the facility to 40.
Should the Planning Commission find this application to be appropriate, Staff recommends that
the following conditions be attached to the CUP:
. All review agency comments and requirements shall be complied with at all times.
1
2. Applicant must comply with all requirements of the State and County codes pertaining to
adult care facilities at all times.
3. Any expansion or modification of this use shall require approval of a new site plan and a
Conditional Use Permit
.
PLANNING COMMISSION SUMMARY AND ACTION FOR THE 05/06/20 MEETING:
Staff provided an overview of the site history of the facility and the revisions to the conditional
use permit being proposed to the Planning Commission. Following staffs overview, the
Commission commended the facility and use as being a valuable asset to the community. There
were no public comments and following the public hearing, the Planning Commission
recommended approval of the conditional use permit.
325
CUP # 01 - 20: J K Lee Services
PIN: 55 - A - 56
103
HILL
Assisted Living Facility
VALLEY DR
Zoning Map
107
105
HILL
HILL
VALLEY DR
VALLEY DR
543
VALLEY
MILL RD
55 A 56
105
CUP #01-20
VAN
BUREN CT
55 A 56
104
VAN
BUREN CT
137
100
PEBBLE
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BROOK LN
100
BUREN CT
WOODYS PL
139
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102
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104
WOODYS PL
136
106
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BROOK LN
108
WOODYS PL
140
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BROOK LN
110
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138
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BROOK LN
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107
107
114
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109
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BUREN PL
WOODYS PL
116
113
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WOODYS PL
Application
µ
Parcels
Sewer and Water Service Area
RP (Residential Performance District)
326
Frederick County Planning & Development
107 N Kent St
Winchester, VA 22601
540 - 665 - 5651
060120240Feet
Map Created: February 24, 2020
CUP # 01 - 20: J K Lee Services
PIN: 55 - A - 56
103
HILL
Assisted Living Facility
VALLEY DR
Location Map
107
105
HILL
HILL
VALLEY DR
VALLEY DR
543
VALLEY
MILL RD
55 A 56
105
CUP #01-20
VAN
BUREN CT
55 A 56
104
VAN
BUREN CT
137
100
PEBBLE
VAN
BROOK LN
100
BUREN CT
WOODYS PL
139
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BROOK LN
WOODYS PL
104
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106
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BROOK LN
108
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107
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114
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109
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116
113
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µ
Application
Parcels
Sewer and Water Service Area
327
Frederick County Planning & Development
107 N Kent St
Winchester, VA 22601
540 - 665 - 5651
060120240Feet
Map Created: February 24, 2020
328
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MASTER DEVELOPMENT PLAN #02-20
Heritage Commons
Staff Report for the Board of Supervisors
Prepared: May 15, 2020
Staff Contact: M. Tyler Klein, AICP, Senior Planner
This report is prepared by the Frederick County Planning Staff to provide information to the Planning
Commission and the Board of Supervisors to assist in the review of this application. It may also be
useful to others interested in this zoning matter.
Reviewed Action
Planning Commission:
05/06/20 Reviewed
Board of Supervisors:
05/27/20 Pending
PROPOSAL:
The Applicant seeks to develop 141.75-acres +/- of land zoned R4 (Residential Planned
Community) Zoning District property for a mixed-use community with up to 645 multi-family residential
housing units and a minimum of 107,500 square feet (SF) of commercial development. The development
also includes 4.28-acres +/- of right-of-way for future Warrior Drive north extended, 11.94-acres +/- of
preserved environmental features (Buffalo Lick Run) to-be-used for recreation, and future inter-parcel
connectivity with the Madison Village residential community. The property is bisected by Crossover
Boulevard, a new major collector roadway connecting the City of Winchester and Route 522, providing
access to planned land bays.
MAGISTERIAL DISTRICT:
Shawnee
PROPERTY ID NUMBERS:
63-A-150, 64-A-10, & 64-A-12
LOCATION:
The properties are located generally west of Route 522 and east of Interstate 81 and north
and south of (future) Crossover Boulevard.
PROPERTY ZONING & PRESENT USE:
Zoned: R4 (Residential Planned Community) Use: Undeveloped/Vacant
ZONING & PRESENT USE OF ADJOINING PROPERTIES:
North: RP (Residential Performance) District Use: Vacant/Residential
B2 (General Business) District Use: Vacant
South: RP (Residential Performance) District Use: Residential (Madison Village)
RA (Rural Areas) District Use: Vacant/Agricultural
East: RP (Residential Performance) District Use: Residential
Route 522 Use: Route 522
West: Interstate 81 Use: Interstate 81
337
MDP #02-20, Heritage Commons
May 15, 2020
Page 2
REVIEW EVALUATIONS:
Virginia Department of Transportation
: . The County Approved Generalized Development Plan
(GDP) included an inter-parcel connection between landbay two and landbay three. This connection has
not been included in the MDP. Other than this change, we have no objection to the MDP. Please revise
and submit back to this office for final review.
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!
Frederick County Fire Marshal
: Approved.
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Frederick County Public Works:
Through the development of Crossover Boulevard road project,
Frederick County, the owner of property (MMA/ Hunt) and VDOT have a written agreement regarding
stormwater management. We are constructing stormwater management facilities that will handle the water
quantity for the entire development. The owner has a cost share agreement with the County and they are
paying for a large portion of the costs to develop ponds as we construct the road. Once the road project is
complete, the owners have full ownership of the ponds and will have to maintain the ponds into the future.
In regard to meeting the water quality portion of the regulations, the owners will have to provide water
quality compliance with the regulations as they obtain permit coverage. This is outlined in the agreement
between Frederick County and owners.
!
Tff!bqqspwbm!mfuufs!ebufe!Gfcsvbsz!39-!3131/!!!
Frederick County Inspections:
Master Development Plan for future subdivision. Alternations adjacent
to FEMA Floodplain shall be approved. Buildings or structures located in or adjacent to floodplain shall
be required as per the 2015 Virginia Residential Code. No additional comments at this time.
!
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Frederick Water:
Frederick Water has reviewed and approves the MDP submission, signed and sealed
by David Frank on April 15, 2020. Please note that a detailed review will be conducted with the site plan
submission.
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Frederick County Public Schools:
Frederick County Public Schools has reviewed the Heritage
Commons Master Development Plan submitted to us on February 4, 2020. We offer the following
comment:
1.
who live on these streets will need to walk to a public street to meet the bus at a location to be
designated by our Transportation Department.
2. We would like to work with you so that buses have a place to turn around at every phase of
development. Ideally, the location of turnarounds would be convenient to residential areas.
338
MDP #02-20, Heritage Commons
May 15, 2020
Page 3
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Frederick County Parks and Recreation:
Parks and Recreation recommends modifying the Buffalo
Lick Run trail aligning to connect to Warrior Drive. More specifically to the plan shared-use path along
the Warrior Drive alignment.
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Winchester Regional Airport:
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Planning & Zoning:
A) Master Development Plan Requirement
A Master Development Plan (MDP) is required prior to development of this property. Before a
MDP can be approved, it must be reviewed by the Planning Commission, Board of Supervisors
and all relevant review agencies. Approval may only be granted if the MDP conforms to all
requirements of the Frederick County Zoning and Subdivision Ordinances. The purpose of the
MDP is to promote orderly and planned development of the property within Frederick County that
suits the characteristics of the land, is harmonious with adjoining property and is in the best interest
of the general public.
B) Site History
The properties subject to the MDP were part of Rezoning (REZ) application #10-15, approved
December 9, 2015 with proffers. The approved proffer statement allows up to 645 multi-family
residential units and require 107,500 square feet (SF) of commercial development. Additionally,
Ordinance requirements for building setbacks, building height, buffers & landscaping, and open
space to allow for the creation of a higher density mixed-use community.
C) Site Suitability & Project Scope
Comprehensive Plan:
The 2035 Comprehensive Policy Plan is an official public document that serves as the
Community's guide for making decisions regarding development, preservation, public facilities
and other key components of community life. The primary goal of this Plan is to protect and
improve the living environment within Frederick County. It is in essence a composition of policies
used to plan for the future physical development of Frederick County.
Land Use Compatibility:
The parcels comprising this MDP, Heritage Commons, are located within the Count
Development Area (UDA) and Sewer and Water Service Area (SWSA). The UDA defines the
general area in which more intensive forms of residential development will occur. In addition, the
339
Heritage Commons property is located within the Senseny/Eastern Frederick Urban Area Plan.
MDP #02-20, Heritage Commons
May 15, 2020
Page 4
This land use plan calls for the area north of Buffalo Lick Run and between I-81 and the future
Warrior Drive to be developed with Employment (commercial) land uses and the area south of
Buffalo Lick Run for High-Density Residential.
Site Access and Transportation:
Access, as shown on the MDP, will be provided to the site via Crossover Boulevard (under
construction) from the City of Winchester and from Route 522 (Northwestern Pike). Right-of-way
for future Warrior Drive north extended is also provided. Internal streets will provide circulation
throughout the development. Sidewalks will also be provided on either side of internal streets for
pedestrian connectivity within the development. The Applicant will also provide a 10
Buffalo Lick Run for recreation.
Zoning Ordinance:
The site is in conformance with the applicable Zoning Ordinance standards for the R4 (Residential
Planned Community) Zoning District. The MDP also addresses the required buffers, screening,
and landscaping elements required by Code. Site Plans for individual lots within the development
will need to be submitted and reviewed by Frederick County prior to the establishment of particular
uses.
STAFF CONCLUSIONS FOR THE 05/06/20 PLANNING COMMISSION MEETING:
The Master Development Plan (MDP) for Heritage Commons appears to be consistent with the approved
Rezoning (REZ) application #10-15 (proffers) and with the requirements of Article VIII, Master
Development Plan, of the Frederick County Zoning Ordinance, and this MDP is in a form that is
administratively approvable. All of the issues brought forth by the Planning Commission should be
appropriately addressed by the Applicant.
PLANNING COMMISSION SUMMARY FOR 05/06/20 MEETING:
Staff provided a general overview of the proposed Master Development Plan (MDP), noting it was for
information purposes only. Staff explained it was in general conformance with the requirements of the
Frederick County Zoning Ordinance and the approved rezoning application. Staff highlighted proffered
improvements including a maximum of 645 multi-family residential units, a minimum of 107,500 square
feet (SF) of commercial development, future right-of-way (ROW) reservation for Warrior Drive, and
preservation of Buffalo Lick Run/environmental features to be used for recreation.
There was no discussion or comments from the Planning Commission.
STAFF CONCLUSIONS FOR THE 05/27/20 BOARD OF SUPERVISORS MEETING:
The Master Development Plan (MDP) for Heritage Commons appears to be consistent with the approved
Rezoning (REZ) application #10-15 (proffers) and with the requirements of Article VIII, Master
Development Plan, of the Frederick County Zoning Ordinance, and this MDP is in a form that is
administratively approvable. All of the issues brought forth by the Board of Supervisors should be
appropriately addressed by the Applicant.
It appears that the application meets all requirements. Following presentation of the application to
the Planning Commission and the Board of Supervisors, and the incorporation of your comments,
33:
Staff is prepared to proceed to
approval of the application.
FRONT ROYAL PIKE
MDP # 02 - 20: Heritage Commons
388
WINDY HILL
FRONT ROYAL
PIKE
Subdivision
PINs: 63 - A - 150, 64 - A - 10, 64 - A - 12
423
141.75 Acre Mixed-Use Development
FRONT
ROYAL PIKE
466
422
Zoning Map
186
431
FRONT
FRONT
186
WINCREST DR
FRONT
ROYAL PIKE
ROYAL PIKE
WINCREST DR
ROYAL PIKE
425
FRONT ROYAL
474
473
PIKE
501
WINCHE
FRONT
FRONT ROYAL
FRONT
REGIONAL A
ROYAL PIKE
PIKE
ROYAL PIKE
Subdivi
497
100
FRONT
PREMIER PL
ROYAL PIKE
MDP #02-20
133
PREMIER PL
125
64 A 10
578
BUFFLICK RD
FRONT
545
171
Winchester
ROYAL PIKE
FRONT
BUFFLICK RD
223
ROYAL PIKE
140
188
BUFFLICK R
BUFFLICK RD
FRONT DR
578
203
154
FRONT
BUFFLICK RD
BUFFLICK RD
ROYAL PIKE
233
64 A 10
210
BUFFLIC
138
609
179
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ELMWOOD R
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VILLAGE
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LONGCROFT RD
119
3364103
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M2 (Industrial General District)
R4 (Residential Planned Community District)
RP (Residential Performance District)
341
Frederick County Planning & Development
107 N Kent St
Winchester, VA 22601
540 - 665 - 5651
04408801,760Feet
Map Created: April 24, 2020
FRONT ROYAL PIKE
MDP # 02 - 20: Heritage Commons
388
WINDY HILL
FRONT ROYAL
PIKE
Subdivision
PINs: 63 - A - 150, 64 - A - 10, 64 - A - 12
423
141.75 Acre Mixed-Use Development
FRONT
ROYAL PIKE
466
422
Location Map
186
431
FRONT
FRONT
186
WINCREST DR
FRONT
ROYAL PIKE
ROYAL PIKE
WINCREST DR
ROYAL PIKE
425
FRONT ROYAL
474
473
PIKE
501
WINCHE
FRONT
FRONT ROYAL
FRONT
REGIONAL A
ROYAL PIKE
PIKE
ROYAL PIKE
Subdivi
497
100
FRONT
PREMIER PL
ROYAL PIKE
MDP #02-20
133
PREMIER PL
125
64 A 10
578
BUFFLICK RD
FRONT
545
171
Winchester
ROYAL PIKE
FRONT
BUFFLICK RD
223
ROYAL PIKE
140
188
BUFFLICK R
BUFFLICK RD
FRONT DR
578
203
154
FRONT
BUFFLICK RD
BUFFLICK RD
ROYAL PIKE
233
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BUFFLIC
138
609
179
BUFFLICK RD
FRONT DR192
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MDP #02-20
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BUFFLIC
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236
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238
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ROYAL PIKE
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124
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831
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Subdivision
LONGCROFT RD
119
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Application
Parcels
Sewer and Water Service Area
342
Frederick County Planning & Development
107 N Kent St
Winchester, VA 22601
540 - 665 - 5651
04408801,760Feet
Map Created: April 24, 2020
From:Timothy Rhodes
To:dfrank@pennoni.com
Cc:John Bishop;Tyler Klein;Rhonda Funkhouser;Matthew Smith;Bradley Riggleman
Subject:Heritage Commons MDP
Date:Tuesday, February 25, 2020 1:38:46 PM
David,
We have completed our review of the Heritage Commons Master Development Plan (MDP)
signature dated January 28, 2020. The County Approved Generalized Development Plan (GDP)
included an inter-parcel connection between landbay two and landbay three. This connection has
not been included in the MDP. Other than this change, we have no objection to the MDP. Please
revise and submit back to this office for final review.
Should you have any questions, please feel free to contact me.
Thanks,
Timothy Rhodes
VDOT
Land Development Engineer
Clarke, Frederick, Shenandoah & Warren Counties
14031 Old Valley Pike
Edinburg, VA. 22824
(540)-984-5630
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From:Tyler Klein
To:Pam Deeter
Subject:FW: Heritage Commons Master Development Plan Comments
Date:Thursday, April 23, 2020 11:03:00 AM
From: Joe Wilder <jwilder@fcva.us>
Sent: Monday, March 02, 2020 1:32 PM
To: Tyler Klein <tklein@fcva.us>
Cc: Joseph Johnson <joseph.johnson@fcva.us>; Karen Orndorff <korndorf@fcva.us>; Mike Ruddy
<mruddy@fcva.us>; John Bishop <jbishop@fcva.us>
Subject: RE: Heritage Commons Master Development Plan Comments
Through the development of Crossover Boulevard road project, Frederick County, the owner of
property (MMA/ Hunt) and VDOT have a written agreement regarding stormwater management. We
are constructing stormwater management facilities that will handle the water quantity for the entire
development. The owner has a cost share agreement with the County and they are paying for a large
portion of the costs to develop ponds as we construct the road. Once the road project is complete,
the owners have full ownership of the ponds and will have to maintain the ponds into the future.
In regard to meeting the water quality portion of the regulations, the owners will have to provide
water quality compliance with the regulations as they obtain permit coverage. This is outlined in the
agreement between Frederick County and owners. Mr. Bishop can provide you copies of that
agreement if you need to see the exact language or answer any questions about the agreement and
cost share.
Hope this helps,
Joe C. Wilder
Director of Public Works
Frederick County, Virginia
107 N. Kent Street
Winchester, Virginia 22601
Phone: 540-722-8215
Email: jwilder@fcva.us
From: Karen Orndorff <korndorf@fcva.us>
Sent: Monday, March 02, 2020 9:27 AM
To: David Frank <DFrank@Pennoni.com>
Cc: Candice Perkins <cperkins@fcva.us>; Mark Cheran <mcheran@fcva.us>; Tyler Klein
<tklein@fcva.us>
Subject: Heritage Commons Master Development Plan Comments
Good Morning,
346
I have attached a copy of public works' comments for the subject project. Do not hesitate to contact
this office if you have any questions.
Karen Orndorff
Administrative Assistant
Department of Public Works
540-722-8221
540-678-0682 (fax)
**Please visit the Frederick County Public Works website for updated Land Disturbance/VSMP forms
effective July 1, 2019**
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REQUEST FOR MASTER DEVELOPMENTPLAN COMMENTS
Frederick Water Comment
Mail to:Hand deliver to:
Applicant:
Pennoni Associates, Inc.540-667-2139
117 E. Piccadilly Street, Suite 200
Winchester, VA 22601
Heritage Commons
Along the west side of State Route 522 Front Royal Pike Road at the intersection of Airport Road
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-FREDERICK WATERUSE ONLY-
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**Please Return Form to Applicant**
34:
Planning Office Wayne Lee, Coordinator of Planning and Development
leew@fcpsk12.net
February 25, 2020
Mr. David Frank
Pennoni Associates, Inc.
117 E. Piccadilly St., Suite 200
Winchester, VA 22601
Re: Heritage Commons–Master Development Plan
Dear David:
Frederick County Public Schools has reviewed the Heritage Commons Master Development
Plan submitted to us on February 4, 2020. We offer the following comment:
1. It is noted that some streets will be private. As our buses don’t travel down private
lanes, students who live on these streets will need to walk to a public street to meet the
bus at a location to be designated by our Transportation Department.
2. We would like to work with you so that buses have a place to turn around at every phase
of development. Ideally, the location of the turnarounds would be convenient to
residential areas.
Please feel free to contact me at leew@fcpsk12.netor 540-662-3888 x88249 if you have any
questions or comments.
Sincerely,
K. Wayne Lee, Jr., ALEP, LEED AP
Coordinator of Planning and Development
Cc: Dr. David Sovine, Superintendent of Schools
Dr. Al Orndorff, Assistant Superintendent for Administration
Mr. John Grubbs, Transportation Director
Mrs. Beth Brown, Supervisor of Driver Operations
351
1415 Amherst Street www.frederick.k12.va.us 540-662-3889 ext. 88249
P.O. Box 3508
Winchester, Virginia 22604-2546
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