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January 27, 2021 Board_Agenda_Packet 7 f AGENDA BOARD OF SUPERVISORS WEDNESDAY, JANUARY 27, 2021 5:00 PM and 7:00 PM BOARD MEETING ROOM 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601 Closed Session - 5:00 PM The Board will enter a closed session pursuant to Virginia Code Sec. 2.2-3711(A)(5) for discussion concerning a prospective business or industry where no previous announcement has been made of the business'or industry's interest in locating facilities in the community. 1. Call to Order - Regular Meeting 7:00 PM 2. Invocation 3. Pledge of Allegiance 4. Adoption of Agenda 5. Citizen Comments — For agenda items that are not the subject of a Public Hearing 6. Consent Agenda 6.A. Minutes of Closed Session and Regular Meeting of January 13, 2021 BOS01-27-21 MinutesBOS210113.pdf 6.B. Minutes of Joint Meeting of the Board of Supervisors and the Economic Development Authority of January 13, 2021 BOS01-27-21 MinutesJointMeetingBOS-EDA210113.pdf 6.C. Parks and Recreation Commission Report of January 12, 2021 BOS01-27-21ParksAndRecreation Comm Report12January 2021.pdf 6.D. Finance Committee Report of January 20, 2021 BOS01-27-21 FinanceCommReport20January202l.pdf 6.E. Acknowledgment of Update on the Coronavirus Aid, Relief, and Economic Security (CARES) Act of 2020 for the direct impact of the COVID-19 pandemic through the establishment of the Coronavirus Relief Fund (CRF) BOS01-27-21 CARE S_BOS_updateJanuary2021.pdf 1 Board of Supervisors Regular Meeting Agenda Page 2 January 27, 2021 7. Board of Supervisors Comments 8. County Officials 8.A. Resolution to Educate Frederick County's Residents and Medical Community on the Risks of Traveling to China for Organ Transplant in Light of Recent Reports of State-Sponsored Organ Harvesting from Prisoners of Conscience. BOS01-27-21 ResEducationOrganHarvesting.pdf 8.B. Committee Appointments Shawneeland Sanitary District Advisory Committee Two-year term of James Smith expiring 2/22/21 (See attached application of George Bishop) Board of Equalization Unexpired three-year term ending 12/31/22 (K. Dodd resignation) Unexpired three-year term ending 12/31/22 (R. Shickle resignation) (See attached applications of Robert R. Boden, Jr., Jeffrey S. Boppe, Bradley Comstock; and Dana Newcomb) BOS01-27-21 Board Comm itteeAppts.pdf For the Board's information, the Chairman has provided the annual committee assignments of Board members and citizens. BOS01-27-21 ChairApptsBoardCitizenAssignments202l.pdf 2 Board of Supervisors Regular Meeting Agenda Page 3 January 27, 2021 9. Committee Business- Finance Committee 9.A. Items Requiring Action by Board of Supervisors: ( * ) Items 1, 5, 6, 7 and 9 were approved under the Committee's consent agenda. 1. ( * ) The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $30,000. This amount represents a donation for the installation of two (2) sand volleyball courts at Clearbrook Park. No local funds required. Approved on Committee's consent agenda. 2. The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $55,000. This amount represents a request for proffer funds for the construction of an amphitheater behind the Bowman Library. The request has been approved by the Parks and Recreation Commission. The committee did not make a motion. 3. The NRADC Superintendent requests an NRADC Fund supplemental appropriation in the amount of $161,852. This amount represents additional grant funds from DCJS to expand pretrial services. This expansion does require the addition of four (4) grant funded Probation Officer positions as caseloads increase. No additional local funds required. The committee recommends approval. 4. The NRADC Superintendent requests an NRADC Fund supplemental appropriation in the amount of$16,305. This amount represents an expansion of PARS pre-release services. No additional local funds required. The committee recommends approval. 5. (*)The Sheriff requests a General Fund supplemental appropriation in the amount of$9,989.76. This amount represents two (2) insurance reimbursements for auto claims. No local funds required. Approved on Committee's consent agenda. 6. ( * ) The Sheriff requests a General Fund supplemental appropriation in the amount of$1,100. This amount represents two (2) donations to the department. No local funds required. Approved on Committee's consent agenda. 7. ( * ) The Public Safety Communications Director requests a General Fund supplemental appropriation in the amount of$32,120. This amount represents additional funds from VDEM for the NG911 system migration. No additional local funds required. Approved on Committee's consent agenda. 8. The Director of Elections requests authorization to convert a part-time Assistant Registrar position to a full- time position. No additional local funds are required; however, budget transfers in the amount of$22,642 from the Electoral Board budget to the Voter Registrar budget are necessary. The committee recommends approval. 3 Board of Supervisors Regular Meeting Agenda Page 4 January 27, 2021 Committee Business- Finance Committee, continued 9. ( *) The Finance Director requests a General Fund supplemental appropriation in the amount of$16,065.30. This amount represents unspent VJCCCA funds in FY 2020 that must be returned to the State. No local funds required. Approved on Committee's consent agenda. 10. The Finance Director requests a General Fund and a County Capital Fund supplemental appropriation in the amount of$3,204,306. This amount represents prior year audit adjustments to account for the debt write-off for the Sanitation Authority and FY 2020 CARES funds for budgeted public safety salaries. Per policy, amounts in excess of 20%operating reserve at year end are to be transferred to the Capital Fund. No local funds required. The committee recommends approval. BOS01-27-21 FinanceCommReport20January2O21.pdf 10. Public Hearings (Non Planning Issues) - None 11. Planning Commission Business - Public Hearings- None 12. Planning Commission Business - Other Planning Business 12.A. REZ #06-19 - Winchester Medical Center On December 7, 2020, the Applicant requested that the rezoning be taken off the December 9, 2020 agenda and scheduled for the January 27, 2021 meeting. The rezoning application remains unchanged since the December 2020 agenda. BOS1-27-21 REZ06-19WMC.pdf 4 Board of Supervisors Regular Meeting Agenda Page 5 January 27, 2021 Planning Commission Business - Other Planning Business, continued 12.13. Discussion: Capital Improvement Plan The Capital Improvements Plan (CIP) is a document that consists of a schedule of major capital expenditures for the County for the ensuing five-year period, as well as a category for long term projects (6 +years out). The CIP is intended to assist the Board of Supervisors in preparation of the County budget. The 2021-2026 CIP is presented to the Board of Supervisors for discussion. Staff is seeking authorization from the Board of Supervisors to schedule the CIP for public hearing. BOS1-27-21 CIP2021-2026.pdf 13. Board Liaison Reports 14. Citizen Comments 15. Board of Supervisors Comments 16. Adjourn 5 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: January 27, 2021 ��Gt• Agenda Section: Closed Session - 5:00 PM Title: The Board will enter a closed session pursuant to Virginia Code Sec. 2.2-3711(A)(5) for discussion concerning a prospective business or industry where no previous announcement has been made of the business'or industry's interest in locating facilities in the community. Attachments: 6 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 Agenda Section: Consent Agenda - Roll Call Vote Required Title: Minutes of Closed Session and Regular Meeting of January 13, 2021 Attachments: BOS01-27-21 MinutesBOS210113.pdf 7 MINUTES CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JANUARY 13, 2021 4:00 P.M. AND 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Robert W. Wells, Vice Chairman; Blaine P. Dunn; Shawn L. Graber;Judith McCann-Slaughter; J. Douglas McCarthy; and David D. Stegmaier were present. Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Roderick B. Williams, County Attorney; Scott Varner, Director of Information Technology; Candice Perkins, Assistant Director of Planning; Tyler Klein, Senior Planner; Seth Thatcher, Commissioner of the Revenue; Tamara Perez, Director of Public Safety Communications; Steve Majchrzak, Fire Chief; Lenny Millholland, Sheriff; Missi Neal, Purchasing Manager; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman DeHaven called the meeting to order at 4:00 p.m. CLOSED SESSION Vice Chairman Wells moved that the Board of Supervisors of Frederick County enter a closed session pursuant to Virginia Code Sec. 2.2-3711(A)(7) and (8) for(i) consultation with legal counsel and briefing by staff members pertaining to probable litigation, by the E. F. Johnson Company and/or one or more other persons, relating to a contract for and a public safety radio system, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body,and (ii)consultation with legal counsel requiring the provision of legal advice by such counsel, regarding a contract for and a public safety radio system. Supervisor McCarthy seconded the motion which failed on the following recorded vote: Blaine P. Dunn Aye David D. Stegmaier No Shawn L. Graber Aye Robert W. Wells No Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 1 8 J. Douglas McCarthy Aye Charles S. DeHaven, Jr. No Judith McCann-Slaughter No RECESS At 4:05 p.m., Chairman DeHaven recessed the meeting. CALL TO ORDER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION Supervisor Stegmaier delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chairman Wells led the Pledge of Allegiance. ORGANIZATION OF BOARD OF SUPERVISORS FOR 2012 A. Election of Vice-Chairman— Robert W. Wells Elected Chair DeHaven opened nominations for Vice-Chairman. Supervisors McCarthy and Wells were each nominated for Vice Chairman. Supervisor Wells was elected on a recorded vote as follows: Blaine P. Dunn McCarthy David D. Stegmaier Wells Shawn L. Graber McCarthy Robert W. Wells Wells J. Douglas McCarthy McCarthy Charles S. DeHaven, Jr. Wells Judith McCann-Slaughter Wells B. Adoption of Rules of Procedure -Approved Supervisor Slaughter moved that the Board adopt the Rules of Procedure Frederick County Board of Supervisors, adopted May 28, 2003, amended July 8, 2020, and Robert's Rules of Order Simplified and Applied. Supervisor McCarthy seconded the motion which carried on a voice vote. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 2 9 RULES OF PROCEDURE 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. 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 Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 3 10 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 parry 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 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. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 4 11 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 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. Section 1-12. Remote Meeting Participation[Adopted 3-25-20;Inserted In To Rules 1-13-21] The Board of Supervisors adopted the following policy to permit individual Supervisors to participate via electronic communication means in Board meetings,as permitted by Virginia Code§2.2-3708.2. Section 2.2-3708.2 states,with respect to such a policy: "The policy shall be applied strictly and uniformly,without exception,to the entire membership and without regard to the identity of the member requesting remote participation or the matters that will be considered or voted on at the meeting." Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 5 12 A Supervisor may participate from a remote location when he or she experiences a personal matter or medical condition or disability that prevents attendance in person.Whenever a Supervisor wishes to participate from a remote location,the following requirements apply: • On or before the day of the meeting,the Supervisor must notify Chair or,if the Supervisor who wishes to participate remote is the Chair,the Chair must notify the Vice Chair,and indicate the nature of the matter necessitating remote participation,as set forth below. • The Supervisor's absence must be due to a personal matter or medical condition or disability that prevents attendance in person. o In the case of absence due to a personal matter(not medical/disability),the Supervisor may not participate remotely more than twice in one calendar year,and the Supervisor shall identify the personal reason,for inclusion in the Board's minutes to note remote participation for that reason. o In the case of absence due to medical/disability reason,the minutes must note the fact of remote participation for that reason,but minutes need not note the particular condition/disability. There is no limit on the number of times a Supervisor may participate remotely for medical/disability reasons. • The Supervisor must identify the location of his participation(which itself need not be open to the public),for inclusion in the Board's minutes. • The Supervisor's voice must be audible to all persons attending the meeting in person. • The Board must approve such participation on the particular occasion and note that fact in the minutes. If the Board denies participation,the Board also must note that fact in the minutes,with the reasons for disapproval. With respect to approval/denial,the Board must uniformly apply the policy (denial can only be for noncompliance with the policy). • A quorum of the Board must be physically present at the meeting location. 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. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 6 13 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. 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. 1. 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 31 st 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 Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 7 14 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 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[Amended 07/08/20] 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. It is strongly recommended that supporting information for every item to be placed on the regular meeting agenda be received in the Office of the County Administrator before noon on the Wednesday 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 Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 8 15 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. 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. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 9 16 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. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 10 17 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 Section 6-3. Identification of Issue and Verification of Required Notice Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 11 18 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. Section 6-8. Board Members'Questions Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 12 19 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. 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. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 13 20 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. 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 Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 14 21 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: 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. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 15 22 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. 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) (Amended 07/08/20) (Amended 01/13/21) + + + + + + + + + + + + + + C. Selection of a Parliamentarian —County Administrator Elected Supervisor Slaughter moved that the Board elect the County Administrator as Parliamentarian. Supervisor McCarthy seconded the motion which carried on a voice vote. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 16 23 D. Selection of Time and Place for Regular Meetings -Approved Supervisor Slaughter moved that the second and fourth Wednesdays of each month, at 7:00 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia be the time and meeting place for the Frederick County Board of Supervisors for 2021 with the exception that the second meeting in November and December not be scheduled because of the conflict with the holidays, and further moved that should a meeting be cancelled due to inclement weather, it take place on the following evening Supervisor McCarthy seconded the motion which carried on a voice vote. E. Chairman's Annual Board Committee Assignments - Postponed Chairman DeHaven noted he will provide committee assignments in the near future. + + + + + + + + + + + + + + ADOPTION OF AGENDA—APPROVED Upon motion of Vice Chairman Wells, seconded by Supervisor Slaughter, the agenda was adopted with the addition of an action item under the County Officials section for authorization of the County Administrator to execute a contract with E F Johnson for a public safety radio system and with Mission Critical Partners for project management. The motion carried on a recorded vote as follows: Blaine P. Dunn No David D. Stegmaier Aye Shawn L. Graber No Robert W. Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy No CITIZENS COMMENTS - None ADOPTION OF CONSENT AGENDA—APPROVED Supervisor Slaughter moved for adoption of the consent agenda as presented. The motion Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 17 24 was seconded by Vice Chairman Wells and carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber No Robert W. Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy Aye - Minutes of Regular Meeting of December 9, 2020 -CONSENT AGENDA APPROVAL - Code and Ordinance Committee Report of December 8, 2020 -CONSENT AGENDA APPROVAL, Appendix 1 - Human Resources Committee Report of December 11, 2020 -CONSENT AGENDA APPROVAL, Appendix 2 - Request for Use of Funds by the Public Works Committee: New Storage Building — CONSENT AGENDA APPROVAL Request from the Commissioner of the Revenue for Refund and Supplemental Appropriation: ARI Fleet LT - $7,004.75—CONSENT AGENDA APPROVAL Employee of the Month Resolution Honoring B.J. Dove—CONSENT AGENDA APPROVAL Employee of the Month Resolution Awarded to: B.J.Dove WHEREAS,the Frederick County Board of Supervisors recognizes that the County's employees are a most important resource; and on September 9, 1992, the Board of Supervisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee;and WHEREAS,the Board of Supervisors upon recommendation by the Human Resources Committee selects one employee from those nominated;and WHEREAS,B.J.Dove is the defmition of a`dependable'employee,making herself available as a constant and reliable resource to all employees at Social Services with the front desk staff counting on B.J.to assist when clients come into the lobby or call and staff members relying on B.J. to provide assistance and aid with unknown and/or difficult case situations;and WHEREAS, her supervisors trust in B.J.'s constancy to help carry the load however needed and during times of transition in management, and B.J. has proven to be a sturdy and unwavering leader and an advocate for the entire Benefits Division;and WHEREAS, B.J. possesses a positive attitude and takes responsibility for maintaining morale amongst workers,and is thoughtful of other staff, celebrating them when the occasion arises, and often volunteers to cover the front desk allowing others to attend gatherings;and WHEREAS, B.J. routinely provides exceptional customer service to the clients of Frederick County by continuously going above and beyond to assist by answering questions, offering explanations, fining cases/coverage, calling other departments and resources as necessary, and above all by responding with kindness and understanding to everyone she encounters;and WHEREAS,B.J. has been a loyal Frederick County employee for almost 20 years, and truly cares about the citizens of Frederick County and their wellbeing as is demonstrated not only through her performance as a Social Services employee, but also through her actions within the community such as regularly volunteering with different organizations and in numerous capacities, including the Winchester Area Temporary Thermal Shelter(WATTS)where she helps serve homeless citizens in a variety of ways;and Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 18 25 WHEREAS, B.J. has been an asset to Frederick County Department of Social Services, especially within the Benefits Division,and her knowledgeable,supportive,team-oriented,and caring nature has added value to the Department and to the County as a whole resulting in her being held in high esteem by her peers, who truly and greatly appreciate her efforts; and NOW,THEREFORE BE IT RESOLVED,by the Frederick County Board of Supervisors this 13th day of January 2021, that B.J. Dove is hereby recognized as the Frederick County Employee of the Month for December 2020; and BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude to B.J. Dove for her outstanding performance and dedicated service and wishes her continued success in future endeavors; and BE IT FINALLY RESOLVED that B.J.Dove is hereby entitled to all of the rights and privileges associated with this award. + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Supervisor McCarthy addressed the recently proposed permanent standard protocols regarding Covid-19 saying he is opposed to such regulations being made permanent when the pandemic is improving with the arrival of vaccines. He stated his concern about the proposal eliminating the public comment requirement and asked the Board to join him in signing a letter of opposition to the permanent protocols. Supervisor McCarthy noted his recent meeting with Michael Faison of the NAACP and invited the Board members to attend an upcoming town hall meeting regarding the Juneteenth holiday. Supervisor Dunn referenced a plan at the Department of Education aimed at preventing parents from being informed about matters that occur in children's classroom settings. He said it was inappropriate for the Department to interfere in the parent-child relationship and urged the local school system not to include the proposed rule. Supervisor Dunn referenced the Board's failed vote earlier in the day to enter a closed session saying he had spent a great deal of time preparing for the meeting. He said the Board has historically extended the courtesy of listening to fellow members. He added that leaving work early to attend and then having the majority of the Board vote against entering the closed session is infuriating. PRESENTATION OF EMPLOYEE OF THE MONTH AWARD TO B.J. DOVE Chairman DeHaven and Vice Chairman Wells read and presented a framed certificate to Employee of the Month B. J. Dove. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 19 26 UPDATE ON SPOTTED LANTERN FLY FROM KYLE RHOADS AND DAVID GIANINO OF VIRGINIA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES Kyle Rhoads and David Gianino of the Virginia Department of Agriculture and Consumer Services presented information on the non-native Spotted Lantern Fly currently found in the local area. COMMITTEE APPOINTMENTS ROBERT MEADOWS REAPPOINTED TO HISTORIC RESOURCES ADVISORY BOARD — APPROVED Supervisor Slaughter moved to reappoint Dr. Robert Meadows to a four-year term ending January 12, 2025, as the at large member of the Historic Resources Advisory Board. Supervisor McCarthy seconded the motion which carried on a voice vote. GARY LONGERBEAM REAPPOINTED TO PARKS AND RECREATION COMMISSION — APPROVED Supervisor Graber moved to reappoint Gary Longerbeam to a four-year term ending January 17, 2025, as Back Creek District Representative on the Parks and Recreation Commission. Supervisor McCarthy seconded the motion which carried on a voice vote. JOHN LAMANNA APPOINTED AS AT-LARGE MEMBER OF THE SOCIAL SERVICES BOARD —APPROVED Vice Chairman Wells moved to appoint John Lamanna as an at-large member of the Social Services Board to fill an unexpired four-year term ending May 24, 2021. Supervisor Stegmaier seconded the motion. Supervisors Graber and Dunn spoke in opposition to Mr. Lamanna's appointment. The motion to appoint carried on a recorded vote as follows: Blaine P. Dunn No David D. Stegmaier Aye Shawn L. Graber No Robert W. Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy Aye Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 20 27 MOTION TO AUTHORIZE COUNTY ADMINISTRATOR TO EXECUTE CONTRACT WITH EF JOHNSON/JVC KENWOOD FOR A PUBLIC SAFETY RADIO SYSTEM AND MISSION CRITICAL PARTNERS FOR PROJECT MANAGEMENT—WITHDRAWN Vice Chairman Wells moved that the Board authorize the County Administrator to execute contracts with EF Johnson/JVC Kenwood and Mission Critical Partners for procurement of a public safety radio system and related services finalizing negotiations as recommended by the communications negotiating committee. Supervisor Slaughter seconded the motion. Supervisor Dunn inquired if the two contracts could be in separate motions. He noted the Board had scheduled a closed session earlier in the day to discuss the matter, but the meeting did not occur. He reviewed his concerns about the Request for Proposals for the radio system and about the performance of Mission Critical Partners. Supervisor Dunn moved to amend the motion to separate the two contracts. Supervisor Graber seconded the motion. Supervisors McCarthy and Graber agreed that the radio system and project management contracts should be voted on separately, perhaps with new vendor options for project management. The motion to amend carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W. Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. No J. Douglas McCarthy Aye Supervisor McCarthy said the current problem could have been prevented if the Board members had been allowed to participate in the procurement process which he described as flawed. He blamed the Chairman for not allowing Board members to attend committee meetings during the process. Supervisor Wells clarified that he was not on the communications committee and had attended only two meetings in his role as the Public Safety Committee Chairman. He said that likewise, Public Safety Committee Member Supervisor Slaughter may have attended a couple of meetings but was not included in discussions or decisions. Supervisor Graber said he wants to know the total price of the radio system and how it will be paid for and cited concerns about the security of the system, the lack of involvement by the IT Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 21 28 committee in the procurement process, and the use of digital and/or analog technology. He said he doesn't like being bullied and is not getting his questions answered. Supervisor Dunn said the Board had agreed that agenda items would be provided to the administration office by the Wednesday before a meeting. He noted that EF Johnson has sent the County a letter threatening a lawsuit, and he is stunned to be asked to vote on this matter. He said the timing is wrong for action on this issue. Vice Chairman Wells said he has listened to the three members' concerns and has worked long and hard to do the right thing for the County. He cited concerns about procrastinating and not having a new radio system quickly, saying he wants to move the matter forward. He withdrew his motion to authorize the County Administrator to execute a contract. Supervisor Slaughter said the County has spent two years on the procurement process with chosen expert employees from many departments including fire and rescue;the sheriff's office; 911 dispatch; and the volunteer community. She said the experts designed the parameters of the request for proposals to ensure 95% coverage. She noted that the County has a procurement officer who guided the process as directed by the Code of Virginia and questioned how much longer the County should jeopardize the employees with the current radio system. Supervisor Graber questioned the procurement process saying not all bidders were allowed to compete. He opined that some staff did only the minimum to meet the requirements and suggested that adding to the County's debt is wrong. Supervisor Dunn said that getting answers to his questions will not delay process any longer than two months. + + + + + + + + + + + + + + COMMITTEE BUSINESS —CODE AND ORDINANCE COMMITEEE DRAFT ORDINANCES FORWARDED TO PUBLIC HEARING -APPROVED Supervisor McCarthy moved to forward the following three draft ordinances to public hearing: Ordinance re: Assessment of Court Costs for Courthouse Security— Proposed Increase per New Legislation; Ordinance re: Refunds of Incorrect Excess Payments of Business License Taxes; and Ordinance to Require Payment of Real Estate Taxes prior to Issuance of Business Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 22 29 License. Supervisor Graber seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W. Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy Aye PUBLIC HEARINGS (NON PLANNING ISSUES) ORDINANCE, PURSUANT TO VIRGINIA CODE SECTION 15.2-1508, TO AUTHORIZE THE PAYMENT OF CERTAIN BONUSES TO EMPLOYEES OF THE COUNTY, OF AND AS ITS CONSTITUTIONAL OFFICERS, AND OF ENTITIES FOR WHICH THE COUNTY SERVES AS FISCAL AGENT WHOSE POSITIONS ARE CLASSIFIED AS VERY HIGH RISK FOR COVID-19 EXPOSURE OR HIGH RISK FOR COVID-19 EXPOSURE—APPROVED Mr. Tierney provided background on the proposed ordinance saying the General Assembly had mandated and funded a $500 bonus for certain employees (sheriffs, sheriff's deputies, jail superintendents and regional jail officers) whose salaries are funded by the State Compensation Board. He said staff had prepared two options: the first would authorize the payment of a bonus of $500 for each full-time employee while the second would authorize the payment of a $500 bonus only to each full-time employee in positions classified as Very High Risk for COVID-19 Exposure or High Risk for COVID-19 Exposure under the Virginia Department of Labor and Industry Standards, to be paid on or before March 31, 2021. Mr. Tierney noted that no reimbursement from the state will offset these expenses which would come from contingency funds. The Board and staff discussed the planned cost of living increase having been cut from the current budget because of the pandemic. Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor Slaughter moved that that the Board of Supervisors authorize payment of a monetary bonus of$500 each to all individuals who were, as of December 1, 2020, employed on a full-time basis by the County, or by or as the County's constitutional officers, or by entities for which the County serves as fiscal agent, and whose positions are classified as Very High exposure risk or High exposure risk, according to 16VAC25-220, Emergency Temporary Standard for Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 23 30 Infectious Disease Prevention: SARS-CoV-2 Virus That Causes COVID-19, said bonus to be payable on or before March 31, 2021, provided, however, that no person who received a bonus pursuant to the Ordinance enacted by the Board of Supervisors on December 9, 2020 shall be eligible for or receive a bonus pursuant to the terms of this Ordinance. Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W.Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy Aye ORDINANCE January 13,2021 WHEREAS, in Chapter 56 of the Acts of 2020 Special Session I, approved by the Governor on November 18,2020,the General Assembly, at Item 477, Section HH thereof, appropriated funds to provide sworn constitutional officers and their staffs, including sheriffs, sheriffs'deputies,regional jail superintendents and corrections officers,whose positions are funded by the Compensation Board, a one- time bonus payment of$500 each on December 1,2020; and WHEREAS,the Board of Supervisors, on December 9,2020, enacted an ordinance,pursuant to Virginia Code§ 15.2-1508, authorizing the County to pay the foregoing bonuses,to such individuals for whom the Commonwealth provided funding,who were so employed on December 1,2020; and WHEREAS,the Board of Supervisors desires that all other individuals who were, as of December 1,2020, employed on a full-time basis by the County, or by or as the County's constitutional officers,or by entities for which the County serves as fiscal agent, and whose positions are classified as Very High exposure risk or High exposure risk, according to 16VAC25-220,Emergency Temporary Standard for Infectious Disease Prevention: SARS-CoV-2 Virus That Causes COVID-19,receive a one- time bonus payment of$500 each; THEREFORE,be it hereby ordained that the Board of Supervisors authorizes payment of a monetary bonus of$500 each to all individuals who were, as of December 1,2020, employed on a full- time basis by the County,or by or as the County's constitutional officers, or by entities for which the County serves as fiscal agent,and whose positions are classified as Very High exposure risk or High exposure risk, according to 16VAC25-220,Emergency Temporary Standard for Infectious Disease Prevention: SARS-CoV-2 Virus That Causes COVID-19, said bonus to be payable on or before March 31,2021,provided,however,that no person who received a bonus pursuant to the Ordinance enacted by the Board of Supervisors on December 9,2020 shall be eligible for or receive a bonus pursuant to the terms of this Ordinance. + + + + + + + + + + + + + + Supervisor Slaughter moved that that the Board of Supervisors authorize payment of a monetary bonus of$500 each to all individuals who were, as of December 1, 2020, employed on a full-time basis by the County, or by or as the County's constitutional officers, or by entities for which the County serves as fiscal agent, said bonus to be payable on or before March 31, 2021, provided, however, that no person who received a bonus pursuant to the Ordinance enacted by Frederick County Board of Supervisors Closed Session&Regular Meeting Minutes *January 13, 2021 24 31 the Board of Supervisors on December 9, 2020 shall be eligible for or receive a bonus pursuant to the terms of this Ordinance. Supervisor Wells seconded the motion which failed on a recorded vote as follows: Blaine P. Dunn No David D. Stegmaier No Shawn L. Graber No Robert W. Wells No Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy No Supervisor Dunn asked for clarification of the classes of employees who will be receiving the bonus under the motion that passed. + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS—PUBLIC HEAIRNGS ORDINANCE AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 165 ZONING, ARTICLE II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES; PART 204 ADDITIONAL REGULATIONS FOR SPECIFIC USES—BACKYARD CHICKENS --- DENIED Senior Planner Tyler Klein provided background on the citizen request for a text amendment allowing single-family detached (SFD) lots 15,000 square feet (SF, or 0.34-acres) or greater to have up to a maximum of six(6)chickens by-right. He said roosters, guinea fowl, turkeys and peacocks would be prohibited by this allowance and additionally, single-family attached lots (townhomes or duplexes), multi-family buildings, and lots less than 15,000 SF would be prohibited from keeping chickens. He said this amendment would also apply to lots of 15,000 SF or greater in the R4 (Residential Planned Community) and R5 (Residential Recreational Community) Zoning Districts as they also follow the RP District"Allowed Uses" list. Chairman DeHaven opened the public hearing. Laurie Logue, Opequon District, spoke in opposition to the ordinance citing concerns about workload on the current zoning staff and animal shelter staff, the landfill's capacity to handle extra waste, salmonella cases, and costs in general. Laura Pierson, Opequon District, spoke in opposition to the ordinance citing concerns Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 25 32 about chickens in a residential area and costs to the county. Sherry Riley, Opequon District, spoke in favor of the ordinance saying she had first brought the issue forward three yeas ago and with the current pandemic, sustainability is even more important to county residents. Patti Solenburger, Shawnee District, spoke in favor of the ordinance saying the egg is the perfect food, chickens provide pest control, and raising chickens is a good hobby that generates income for local feed stores. Fred Riley, Opequon District, spoke in favor of the ordinance citing the education aspects of raising chickens and the advantage of having food during the pandemic. Barbara Burroughs, Opequon District, spoke in opposition to the ordinance citing concerns about odor and noise, predators, and lack of policing in older subdivisions. She added that the Planning Commission had recommended denial. Shannon Atkinson Ganoe, Back Creek District, spoke in favor of the ordinance citing the growing popularity of raising chickens during the pandemic and the number of surrounding localities that permit chickens. Chairman DeHaven closed the public hearing. Supervisor McCarthy moved for approval of the ordinance as presented. The motion died for lack of a second. Supervisor Graber moved for approval of the ordinance with the modification that the minimum lot size be one acre rather than 15,000 square feet, and Supervisor McCarthy seconded the motion. Supervisor Dunn said he would have supported the ordinance if a one-year trial period had been a possibility. Supervisor Stegmaier said he could not support the motion at this time without communicating with his constituents. Vice Chairman Wells said he wished a one-year pilot program had been an option. Supervisor McCarthy said raising chickens in a residential area can be done correctly and comes down to personal responsibility. He noted that dogs also can cause problems for neighbors if the owners are not responsible. He added that many other localities have successfully enacted an ordinance permitting chickens. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 26 33 The motion failed on the following recorded vote: Blaine P. Dunn No David D. Stegmaier No Shawn L. Graber Aye Robert W. Wells Aye Judith McCann-Slaughter No Charles S. DeHaven, Jr. No J. Douglas McCarthy Aye + + + + + + + + + + + + + + ORDINANCE AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 165 ZONING, REVISIONS TO THE FREDERICK COUNTY ZONING ORDINANCE ON REQUIRED CHANGES TO THE FP (FLOODPLAIN DISTRICTS)ARTICLE VII OVERLAY DISTRICTS -APPROVED Ms. Perkins reviewed the previous discussion saying that Frederick County will have updated Flood Insurance Rate Maps that are effective January 29, 2021, and revisions to Chapter 165, Part 702 are required per DCR to meet the minimum regulatory standards required in a fully compliant floodplain ordinance. She said staff has prepared revisions to Part 702 of the Frederick County Zoning Ordinance, Floodplain Districts as shown in DCR's Model Ordinance. She said Flood Insurance Rate Maps are the official community maps that show special flood hazard areas, and the risk premium zones and flood mapping is an important part of the National Flood Insurance Program (NFIP), as it is the basis of the NFIP regulations and flood insurance requirements. She concluded saying flood insurance is a separate policy that can cover buildings, the contents in a building, or both, and as a participating community in the National Flood Insurance Program (NFIP), Frederick County is responsible for making sure that its floodplain management regulations meet or exceed the minimum requirements of the NFIP and the Commonwealth of Virginia. She added if Frederick County's floodplain ordinance does not meet the minimum requirements, FEMA would not offer flood insurance, and when any changes are made or when Flood Insurance Rate Maps(FIRMs)are updated,community floodplain management ordinances also must be revised and updated accordingly. Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor McCarthy moved for approval of Ordinance Amendment to the Frederick County Code, Chapter 165 Zoning, Revisions to the Frederick County Zoning Ordinance on Required Changes to the FP (Floodplain Districts) Article VII Overlay Districts. Vice Chairman Wells Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 27 34 seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W. Wells Aye Judith McCann-Slaughter Aye Charles S. DeHaven, Jr. Aye J. Douglas McCarthy Aye AN ORDINANCE AMENDING THE FREDERICK COUNTY CODE CHAPTER 165 ZONING ARTICLE VII OVERLAY DISTRICTS-PART 702—FP FLOODPLAIN DISTRICTS §165-702.01. —STATUTORY AUTHORIZATION AND PURPOSE; §165-702.02. -APPLICABILITY; §165.702.03. COMPLIANCE AND LIABILITY; §165-702.04. RECORDS; §165-702.05. ABROGATION AND GREATER RESTRICTIONS; §165-702.06. SEVERABILITY; §165-702.07. ADMINISTRATION; §165-702.08 JURISDICTIONAL BOUNDARY CHANGES; §165-702.09. SUBMITTING MODEL BACKED TECHNICAL DATA, §165-702.10.LETTER OF MAP REVISION; §165-702.11 DESCRIPTION OF SPECIAL FLOOD HAZARD DISTRICTS; §165-702.12. OVERLAY CONCEPT; §165-702.13. FLOOD INSURANCE RATE MAP; §165-702.14. DISTRICT BOUNDARY CHANGES; §165-702.15. INTERPRETATION OF DISTRICT BOUNDARIES; §165-702.16. PERMIT AND APPLICATION REQUIREMENTS; §165-702.17. GENERAL STANDARDS; §165-702.18. ELEVATION AND CONSTRUCTION STANDARDS; §165-702.19. STANDARDS FOR SUBDIVISION PROPOSALS; §165-702.20. EXISTING STRUCTURES IN FLOODPLAIN AREAS; §165-702.21. FACTORS TO BE CONSIDERED IN GRANTING VARIANCES §165-702.22. PENALTIES FOR VIOLATIONS. ARTICLE I GENERAL PROVISION,AMENDMENTS AND CONDITIONAL USE PERMITS PART 101 —GENERAL PROVISIONS, §165-101.02.DEFINITIONS AND WORD USAGE WHEREAS,On January 29,2021 Frederick County will have updated Flood Insurance Rate Maps(FIRMS) from the Federal Emergency Management Agency(FEMA). As a participating community in the National Flood Insurance Program (NFIP), Frederick County is responsible for making sure that its floodplain management regulations meet or exceed the minimum requirements of the NFIP and the Commonwealth of Virginia;and WHEREAS this ordinance amendment would result in changes to Chapter 165, Zoning, Part 702 —FP Floodplain Districts and Part 101 Definitions to remain compliant with the regulations necessary to continue participating in the National Flood Insurance Program(NFIP);and WHEREAS, The Development Review and Regulation Committee (DRRC) reviewed the proposed changes at their November 23,2020 meeting;and WHEREAS, the Planning Commission discussed the proposed changes at their regularly scheduled meeting on December 2,2020 and agreed with the proposed changes;and WHEREAS,the Board of Supervisors discussed the proposed changes at their regularly scheduled meeting on December 9,2020 and sent the amendment forward for public hearing;and WHEREAS,the Planning Commission held a public hearing on this ordinance amendment on December 17,2020 and recommended approval;and Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 28 35 WHEREAS,the Board of Supervisors held a public hearing on this ordinance amendment on January 13, 2021;and WHEREAS,the Frederick County Board of Supervisors finds that the adoption of this ordinance to be in the best interest of the public health,safety,welfare and in good zoning practice;and NOW,THEREFORE,BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 Zoning,is amended to modify OVERLAY DISTRICTS -PART 702—FP FLOODPLAIN DISTRICTS 165-702.01.—STATUTORY AUTHORIZATION AND PURPOSE; §165-702.02. -APPLICABILITY; §165.702.03. COMPLIANCE AND LIABILITY; §165-702.04. RECORDS; §165-702.05. ABROGATION AND GREATER RESTRICTIONS; §165-702.06. SEVERABILITY; §165-702.07. ADMINISTRATION; §165-702.08 JURISDICTIONAL BOUNDARY CHANGES; §165-702.09. SUBMITTING MODEL BACKED TECHNICAL DATA, §165-702.10.LETTER OF MAP REVISION; §165-702.11 DESCRIPTION OF SPECIAL FLOOD HAZARD DISTRICTS; §165-702.12. OVERLAY CONCEPT; §165-702.13. FLOOD INSURANCE RATE MAP; §165-702.14. DISTRICT BOUNDARY CHANGES; §165-702.15. INTERPRETATION OF DISTRICT BOUNDARIES; §165-702.16. PERMIT AND APPLICATION REQUIREMENTS; §165-702.17. GENERAL STANDARDS; §165-702.18. ELEVATION AND CONSTRUCTION STANDARDS; §165-702.19. STANDARDS FOR SUBDIVISION PROPOSALS; §165-702.20. EXISTING STRUCTURES IN FLOODPLAIN AREAS; §165-702.21. FACTORS TO BE CONSIDERED IN GRANTING VARIANCES §165-702.22. PENALTIES FOR VIOLATIONS. ARTICLE I GENERAL PROVISION, AMENDMENTS AND CONDITIONAL USE PERMITS PART 101 —GENERAL PROVISIONS, §165-101.02.DEFINITIONS AND WORD USAGE. These amendments to the floodplain overlay district and definitions are necessary to remain compliant with the regulations required to continue participating in the National Flood Insurance Program(NFIP). + + + + + + + + + + + + + + BOARD LIAISON REPORTS—None CITIZEN COMMENTS Barbara Jean Burroughs, Opequon District, thanked the Board for serving and read a statement condemning the recent violence at the U. S. Capitol urging the federal government to pursue those responsible. La Tasha Do'zia of Stephens City addressed the Board regarding the lack of recognition for the Juneteenth holiday and asked that they revisit this policy. She said the African American community has celebrated the Juneteenth holiday since 1965. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13,2021 29 36 Rebecca Lewis, Back Creek District, said she is the Chair of the political action committee of the local NAACP. She noted the Black community's long recognition of Juneteenth in celebration of the end of slavery as well as the growing embrace of the holiday nationally. Christine Stevens of Stephens City said that Juneteenth is an American holiday, an important part of history, and should be celebrated. She questioned how an all-white Board could decide that a holiday is not worth celebrating in Frederick County saying the action dismisses the experiences of Black people. She asked that the holiday be added to the County calendar to be recognized and celebrated. Brian Nuri, Opequon District, said the Winchester Star reported that Frederick County declined to add the Juneteenth holiday. He reviewed the history of emancipated peoples settling in the local area during Reconstruction and asked that the Board reconsider the decision regarding recognizing the holiday. Shannon Atkinson Ganoe, Back Creek District, said she is the Chair of First Night Winchester which celebrates the diversity of the community. She said the Board's decision not to recognize Juneteenth is not recognizing the diversity of the community. BOARD OF SUPERVISORS COMMENTS Vice Chairman Wells clarified that the motion about the holiday at the last meeting was to change the name of the recognized Juneteenth holiday to Emancipation Day. He said the County celebrated the holiday in 2020 and the County's policy has been to observe state and federal holidays. Chairman DeHaven suggested sending direction to the Human Resources Committee regarding removing the list of holidays and leaving only the reference to following the State holidays. Supervisor McCarthy said there was a miscommunication and the motion at the last meeting was not in reference to changing the holiday's name, noting that the Board needs to communicate better. He said concerns at the Human Resources Committee meeting centered on whether the holiday should be paid County holiday for staff. He encouraged further discussion of Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 30 37 the County's holidays. Supervisor Slaughter clarified her understanding of the motion made at the previous meeting saying she was not in favor of changing the name of the Juneteenth holiday. She said the holiday had been observed this year, and the County policy states the County will observe the state holidays. Supervisor Dunn said he will attend the town hall meeting hosted by Supervisor McCarthy and reviewed his thought process on the Juneteenth holiday, noting his concerns about the historical accuracy of the holiday. Supervisor Dunn said he will write a letter to his fellow Board members regarding the public safety radio system procurement. Supervisor Graber noted Law Enforcement Appreciation Day and thanked all those who serve. Supervisor Graber referenced an email regarding one-on-one meetings between the members of the School Board and their counterparts on the Board of Supervisors. He inquired about the origin of the plan for such meetings rather than a joint meeting saying he was not in favor of an unelected bureaucrat such as the Superintendent, making decisions without the input of the elected Board members. Supervisor Stegmaier discussed the need for handling of issues in a sensitive way. He thanked Supervisor McCarthy for his discussion with the president of the NAACP. He discussed the handling of sensitive items in a superficial way such as the General Assembly waiting until the last minute and hastily approving the Juneteenth holiday. He referenced a letter from a constituent regarding the recent violence at the U.S. Capitol saying there is no place in our lives for violence. Supervisor Graber asked for clarification regarding committee assignments suggesting that he had been snubbed by the Chairman last year in reference to the committees on which he wished to serve. He referenced Supervisor Stegmaier's remark earlier in the meeting about thinking that he has been appointed to the Human Resources Committee saying it appears that underhanded activity is going on. Chairman DeHaven took exception with the previous remark adding that he is working on committee assignments and has not yet shared new assignments with anyone. Supervisor Graber referenced the email about the one-on-one meetings and suggested Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 31 38 that he and the Chairman could discuss the matter at a later time. Supervisor McCarthy addressed Supervisor Graber saying he has respect for Supervisor Graber. He suggested that accusing others of being underhanded rather than first asking about perceived unequal treatment is not constructive. Chairman DeHaven said a constituent has requested that the DRRC be requested to discuss adding boat repair as an option for a conditional use permit in the RA district. He said the definition would need to be reviewed. By consensus, the Board agreed. ADJOURN On motion of Vice Chairman Wells, seconded by Supervisor McCarthy, the meeting was adjourned at 10:14 p.m. Frederick County Board of Supervisors Closed Session &Regular Meeting Minutes *January 13, 2021 32 39 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 Agenda Section: Consent Agenda - Roll Call Vote Required Title: Minutes of Joint Meeting of the Board of Supervisors and the Economic Development Authority of January 13, 2021 Attachments: BOS01-27-21 MinutesJointMeetingBOS-EDA210113.pdf 40 MINUTES FREDERICK COUNTY BOARD OF SUPERVISORS-ECONOMIC DEVELOPMENT AUTHORITY JOINT MEETING WEDNESDAY, JANUARY 13, 2021 5:30 P.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;Judy McCann-Slaughter; Blaine P. Dunn;J. Douglas McCarthy;and David D.Stegmaier were present. Shawn L. Graber was absent. Staff Present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Roderick B. Williams, County Attorney; Scott Varner, Director of Information Technology; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. Economic Development Authority: Bryan Fairbanks; Heather McKay; Doug Rinker; and Susan Brooks were present. Stan Crockett, Chairman; and Rick Till participated remotely. Staff Present: Patrick Barker, Executive Director; Wendy May, Marketing Manager; and Sally Michaels, Business Retention Manager. Also present was Michael Bryan, Legal Counsel for the EDA. CALL TO ORDER Chairman DeHaven called the meeting to order at 5:30 p.m. CHAIR'S COMMENTS Chairman Crockett thanked the Board for the opportunity to meet. EXECUTIVE DIRECTOR'S PRESENTATION Mr. Barker provided an update on the activities of the EDA since the last joint meeting in April 2019. He highlighted accomplishments including: Activity#11 Maintain awareness of current and projected workforce needs and partner with appropriate local and regional partners to create solutions: - Completed the Shenandoah Valley Talent Solutions Strategy - Continued support of Manufacturing Week, a Workforce Initiative project, to better inform the public what our manufacturers do and what they contribute to the community 41 - Hosted again an employer expo, a Workforce Initiative project, a regional comprehensive hiring event featuring companies, professional development workshops and fast track training providers Activity#2 1 Encourage development of product, including "ready to go" business sites: -Participated in the Statewide Enhanced Site Characterization and Assessment Study, in which available industrial sites with 25 or more acres were characterized. Resulted in the addition of one new site following the Virginia Business Ready Site Program and completed drone videos of all characterized site. He highlighted Planned Activities for the next 12 months: Activity#11 Partner with appropriate local and regional partners to create solutions for current and projected workforce needs: - Implementation of Shenandoah Valley Talent Solutions Strategy (digital aspects— website and resource showcase) -Assist the Workforce Initiative Board with project implementation -A workforce model for manufacturing, information technology, and construction similar to the medical career model) - Enhanced community outreach/advocacy to parents, guardians, coaches, teachers, counselors Activity#2 1 Continue refinement of the business sites program: - Finalize a Business Ready Sites Loan Program Agreement with one or more of the characterized sites (Artillery Business Center& Carbaugh Business Center) - Commencement of Renaissance Boulevard is a key component for development of those sites - Complete additional site characterizations when additional sites matching the approved criteria come to market Activity#3 1 Cooperative marketing match program with agribusiness entities: - Creation of a program where two or more agribusiness entities agree to market an event/activity together(i.e. peach/apple festival) as a result the EDA would provide a cash match and Lord Fairfax Small Business Development Center would provide assistance with the marketing plan. Activity#4 1 Expansion of retention activities: - Identify"gazelle" businesses to add to call team rotation and other retention activities. "Gazelles" are very fast-growing companies. These types of companies maintain consistent and rapid expansion of both employment and sales. 42 Activity#5 1 Collaborative marketing with Winchester Regional Airport: - Partner with the Winchester Regional Airport (WRA) to identify realistic development opportunities for WRA, develop marketing materials and a marketing plan and engage companies with large government portfolio and direct government user DISCUSSION The Board, the Authority and Mr. Barker discussed the presentation and new initiatives. Also discussed were possibilities apprenticeships, internships, and collaboration with Frederick County Public Schools to publicize local job opportunities. Chairman DeHaven said the Board is pleased with the efforts of the EDA. ADJOURN The meeting was adjourned at 6:35 p.m. 43 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 Agenda Section: Consent Agenda - Roll Call Vote Required Title: Parks and Recreation Commission Report of January 12, 2021 Attachments: BOS01-27-21 ParksAndRecreationCommReport12January 2021.pdf 44 PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS Wednesday January 27,2021 7:00 p.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA To: Jay Tibbs, Deputy County Administrator for Human Services From: Jason L. Robertson, Director, Parks & Recreation Dept. Date: January 15, 2021 Subject: Parks and Recreation Commission Action The Parks and Recreation Commission met on January 12, 2021. Members present were: Guss Morrison, Natalie Gerometta, Gary Longerbeam, Ronald Madagan, Amy Strosnider, Randy Carter. Attending remotely; Charles Sandy,Jr., Dennis Grubbs. Non-voting Board Liaison, Mr. Robert Wells. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: None ITEMS SUBMITTED FOR INFORMATION ONLY 1. Mr. Madagan made a motion to nominate Gary Longerbeam as Chairperson for 2021, seconded by Mr. Carter, carried unanimously (8-0). 2. Mr. Madagan made a motion to nominate Randy Carter as Vice-Chairperson for 2021, seconded by Mr. Morrison, carried unanimously(8-0). 3. The Commission made a motion to adopt a revised Bloodborne Pathogen Policy and Procedure (100.03)with staff recommendations. Mr. Madagan made a motion to accept the policy as presented, seconded by Mr. Carter, carried unanimously (8-0). See Attachment 1. 4. The Commission made a motion to adopt a revised Economically Disadvantaged Fees Policy (500.08)with staff recommendations. Mrs. Strosnider made a motion to accept the policy as presented, seconded by Mrs. Gerometta, carried unanimously(8-0). See Attachment 2. 5. The Building and Grounds Committee made a motion to request proffer funds in the amount of$55,000 for the construction of an amphitheater behind the Bowman Library, seconded by Mr. Carter, carried unanimously(8-0). This recommendation will be forwarded to the Finance Committee prior to requiring Board of Supervisor action. Cc: Charles R. Sandy, Chairman Robert Wells, Board of Supervisors' Non-Voting Liaison 45 BLOODBORNE PATHOGEN POLICY AND PROCEDURE 100.03 PURPOSE: The purpose of this Bloodborne Pathogens Exposure Control Plan is to protect the health and safety of all employees who can reasonably be expected, as the result of performing their job duties,to be exposed to blood or potentially infectious materials and comply with the OSHA Standard 29 CFR 1910.1030 Bloodborne Pathogens Exposure Control. Definitions of terms relating to this exposure control plan are found in Appendix A. GOAL: To prevent or minimize employees' occupational exposure to blood or other potentially infectious materials. POLICY: A. Scope: Those employees who are determined to have, or reasonably anticipated to have occupational exposure to blood or other potentially infections materials (OPIM)must comply with the procedures and work practices outlined in the exposure control plan (ECP). Employees with reasonable risk of exposure must be provided with training, protective equipment, and the opportunity for the hepatitis B vaccination series to reduce risk. B. Job Classification: Frederick County Parks and Recreation Department Bloodborne Pathogen Exposure Control Plan has identified those employees at risk by job description and job duties. The classifications are defined as follows: GROUP 1: (Direct Exposure Potential) 1. Employees who, via licensor/certification, must act as rescuer/responder in life threatening and non-life-threatening incident, illness or injury. 2. Employees who serve in custodial capacities. Positions included but not limited to: 1. Aquatics: lifeguards,pool managers, swim team coaches, and admission clerks. 2. Parks: park manager, park ranger, park caretaker, maintenance specialist, park technician, and part-time park maintenance. 3. All employees holding current certification in ADULT, CHILD, INFANT CPR, BASIC OR CPR FOR THE PROFESSIONAL RESCUER, including full time and part-time employees who in the course of their job duties incur direct exposure potential. C. Employee Training: 1IPage 46 Copies of Frederick County Parks and Recreation Department's Bloodborne Pathogen Exposure Control plan will be made available to all full-time and part-time employees as part of Employee Training and Education on Bloodborne Pathogens. The policy and procedure will be reviewed and updated as mandated by industry standards and regulating agencies. Policy and procedure will identify employee specific prevention plans and shall be provided to employees through employee orientation and review. Employees will be required to read the policy and sign off. Employees will also be required to attend a Bloodborne Pathogen Orientation and Review during the tenure of employment and are required to sign off that they attended the Orientation and Review and understand the policy. D. Universal Precaution: All employees will utilize Universal Precautions. For the purpose of the Exposure Control Plan, Universal Precautions mean to treat all blood and bodily fluids as if infections. PROCEDURE: All employees who have been identified as at risk by job description or job duties may have at no cost to them, the three shot Hepatitis B vaccine and vaccination series following an initial Bloodborne Pathogen Training and within 10 business days of initial assignment. Any employee not wishing to have the vaccination must sign a declination form. The vaccination series may be requested by the Employee at a later date. A. Work Practice Controls: Work practice controls will be used to reduce or eliminate potential employee exposures to human blood and body fluids. Where occupational exposure remains after institution of these controls, personal protective equipment must be used. Work practice controls must be reviewed and updated on a yearly schedule or as required to ensure their effectiveness. Readily accessible hand washing facilities must be provided to employees. When provision of hand washing facilities is not feasible in a work area, employees must be provided with either an antiseptic hand cleanser in conjunction with paper towels or antiseptic towelettes. Employees must wash their hands immediately or as soon as feasible after removal of gloves or other personal protective equipment. 1. Work sites are kept clean and sanitary. Site specific cleaning/decontamination schedules, forms and/or procedure available on site. Employees will be trained on site specific cleaning. 2. All equipment, environmental and working surfaces are cleaned and decontaminated after EACH contact with blood and/or potentially infectious substance. a. use Red Z for clean-up 3. Splashes, spills, and drips of potentially infectious substance must be cleaned immediately after contact and at the end of every work shift. 2 � : 47 4. Decontamination solution (Red Z)must be readily available and visible in a well-marked container. These containers must be accessible to staff and staff must be notified of storage area. Solution maintenance will be a site-specific responsibility to designated staff member 5. Non-disposable personal protective equipment(PPE) and tools such as tweezers, scissors, splints, etc. must be decontaminated prior to reuse. If porous material becomes soaked in bodily fluid and decontamination is impractical that material must be disposed of properly. 6. During the decontamination process, employees are required to use PPE which may include face shields, aprons; minimal accepted will be gloves and protective eyewear. 7. Any towel, cravat, rag, sponge, brush used as part of the decontamination process must be disposed of properly and in designated containers. 8. Employees are required to thoroughly wash hands and other areas after removing PPE following decontamination procedure. 3 1 P a g e 48 B. Personal Protective Equipment(PPE): 1. When a potential for occupational exposure exists, employees must be provided, at no cost to the employee, appropriate personal protective equipment such as but not limited to: disposable gloves, gowns, masks or eye wear, pocket masks, face shields. Equipment will be in well-marked, accessible locations or where mandated, stored on person in suitable, non-obtrusive container. 2. Disposable gloves must be worn when it is reasonably anticipated that hands will come in contact with a potentially infectious substance. 3. Mask, eyewear, and apron must be worn when it is reasonably anticipated that mouth, eyes or nose will come in contact with a potentially infectious substance. 4. Use of PPE is enforced unless the trained employee declines use based on their own professional judgment,where use of PPE would prevent delivery of care or public safety services or would pose increased hazard to the safety of employee and or victim or additional employees or bystanders. 5. When declination of use of PPE occurs, investigation and documentation is required. 6. Disposal/sanitation of PPE will be: a. All disposable equipment will be discarded immediately if torn,punctured, or its ability to function as a barrier is compromised b. Discard disposable equipment immediately after each use-discard according to procedure c. Disposable PPE is for single use only. 8. Non-disposable PPE must be decontaminated after each use using decontamination procedure 9. Any PPE found to be defective must not be used and must be discarded immediately 10. If during use, PPE fails, employees must document failure on the appropriate form. C. Disposal Procedures: 1. Any trash receptacle, bin, pail, dispenser for reuse which has potential for decontamination, or which is specifically designated as disposal site MUST be inspected and thoroughly decontaminated on a regular basis OR immediately upon visible contamination. 2. Waste container,receptacle, etc. MUST be seal capable and identifiable as BIOHAZARDOUS WASTE. These containers,receptacles, WILL BE well marked and in designated locations. 3. Waste containers used for potentially infectious waste will have a minimum of one trash can liner 3-5mil thick. AN EXTERIOR LINER will be applied when waste is removed and prior to disposal. 4. Broken glassware will not be picked up directly by hands but is cleaned up using broom and dustpan or mechanical devices. 5. Ground trash, plastic table accessories, discarded Band-Aids or any contact with refuse WILL be treated as potentially infectious, therefore, PPE must be used. D. First Aid Procedures: 1. Blood and other bodily fluids will be considered infectious; universal precaution 4 1 P a g e 49 procedure will be used. Refer to definitions. 2. Disposable gloves are required. Employees must immediately wash hands after removing disposable gloves, after handling potentially infectious waste, after decontamination of equipment and site,before eating and before and after handling or preparing food. Designated staff restrooms and designated cleaning rooms will have single use soap dispensers and sink/basin for staff to wash hands. 3. All surfaces,hands, and body parts that come into contact with potentially infectious substance must be washed/decontaminated. 4. Eating, drinking, handling contact lenses, applying cosmetics or lip balm, lotions, is PROHIBITED at first aid scene and designated first aid site. 5. Disposable resuscitation should be used when feasible and in the best interest of victim. Non-disposable equipment must be decontaminated after each use. 6. First aid surfaces must be decontaminated after each use. 7. Contaminated sites; such as floors, walls, restrooms, showers, eyewash areas, tables, chairs, that have contact from drip, splash or spill that is potentially infectious must be decontaminated at occurrence and end of each work shift. E. HBV Immunization Program: 1. Hepatitis B virus is entirely preventable through immunization. Employees must be offered immunization at the time they begin working with human blood and body substances. The County will cover the cost of the elective immunization series, administered through an approved occupational medical provider. a. Employee participation in the Immunization Program will be on a completely voluntary basis and the program will be provided at no cost to the employee. b. If the employee chooses not to participate in the immunization program, he/she is required to document the declination with a signed declination form. A copy of this form will be kept for the duration of the employee's tenure with the County. POST-EXPOSURE PROCESS A. Evaluation and Process: A. Employee must immediately notify supervisor of exposure incident and complete proper documentation. Documentation will be specific and as follows: 1.Documentation of the route of exposure and the circumstances related to the incident. 2.Personal protective equipment used, failure, or not used. B. Ranking supervisor, or department designee MUST receive exposure incident investigative information and all documentation within 0-8 hours following exposure. Supervisor or designee must review all documentation and assign employee to POST EXPOSURE PROCEDURE within 12 hours following exposure incident. C. Employee treatment/medical attention by approved medical carrier WILL BE initiated by EMPLOYEE after authorization is received from his/her supervisor or department 5 1 P a g e 50 designee. THE employee MUST seek medical attention within (24)TWENTY-FOUR HOURS following the exposure incident. D. If an employee declines to accept the hepatitis B vaccination or does not seek medical attention within 24 hours, the employee must complete a DECLINATION FORM. E. A post-exposure evaluation will be provided to the employee at no cost. B. RECORD KEEPING: 1. Frederick County Parks and Recreation Department will maintain an accurate file record for each employee with occupational post exposure. This file will contain: a. Employee name and social security number. b. Hepatitis B vaccination status, dates and associated records, including POST EXPOSURE INCIDENT FORM and related documentation. c. Employee training record: orientation and review forms, and updated information as required. 2. Medical records will be kept confidential and will not be disclosed or reported to any person within or outside the workplace without the employee's expressed written consent except at required by law or regulation. 6 1 P a g e 51 Appendix A DEFINITIONS: A. EXPOSURE INCIDENT: a specific eye, mouth, other mucous membrane, non-intact skin, or parenteral contact with blood or other potentially infectious materials that results from the performance of employee's duties. B. OCCUPATIONAL EXPOSURE: reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee's duties. C. ENGINEERING CONTROLS: controls that isolate or remove the bloodborne pathogens hazard from the workplace. D. ENVIRONMENTAL SITE: any physical property or tool that has or can be a contaminated work site blood or other potentially infectious material E. CONTAMINATED: any site, tool, body part, equipment that has been in contact, with and by any method, potentially infectious substance will be considered contaminated. F. DECONTAMINATION: the use of physical or chemical means to remove, inactivate or destroy bloodborne pathogens on a surface or item to the point where they are no longer capable of transmitting infectious particles and the surface or item is rendered safe for handling, use, or disposal. WORKING DECONTAMINATION SOLUTION WILL BE WELL MARKED; RED Z. G. PERSONAL PROTECTIVE EQUIPMENT FAILURE: ability to function as a barrier is compromised if torn, punctured, slippage or displaced. H. EMERGENCY CARE: assistance in life-threatening or non-life-threatening accident/illness/injury as rendered by Frederick County Parks and Recreation Department employee performing job duties. Approved:January 2021 7 1 P a g e 52 Staff Waiver Bloodborne Pathogen Policy: Orientation and Review I acknowledge that I have attended Frederick County Parks and Recreation Department Bloodborne Policy and Review training session provided by Frederick County Parks and Recreation Department. The policy was reviewed and explained to me by my supervisor or designee in such a manner that I understand the policy. Furthermore, if I am a minor aged 16 years or younger, a copy of the Frederick County Parks and Recreation Department Bloodborne Pathogen Policy will be made available for my parent/guardian to review. Date Employee Name (Print) Employee Signature Supervisor Signature Declination Form I understand that due to my occupational exposure to blood or other potentially infectious materials, I may be at risk of acquiring hepatitis B infection. I have been given the opportunity to receive the hepatitis B vaccine, at no charge to myself. However, I decline hepatitis B vaccination at this time. I understand that by declining this vaccine, I continue to be at risk for acquiring hepatitis B. If, in the future, during the tenure of my employment with Frederick County Parks and Recreation Department, I continue to have occupational exposure to blood or other potentially infectious substance and I want to be vaccinated with hepatitis B vaccine, I can receive that vaccination at no charge to me and upon completion of proper documentation. Date Employee Name (Print) Employee Signature Supervisor Signature 8 1 P a g e 53 ECONOMICALLY DISADVANTAGED FEES 500.08 PURPOSE: To provide leisure services to Frederick County youth who are economically unable to participate in programs offered by the Frederick County Parks and Recreation Department. GOAL: To provide all Frederick County youth the opportunity to participate in recreation programs offered by the Frederick County Parks and Recreation Department and to establish guidelines that assist in eliminating economic barriers that prohibit participation. POLICY: Recreation Programs excluding the basicREC, Camp basicREC, or ASE programs: The Frederick County Parks and Recreation Department will make recreation programs available at a reduced rate or free to those Frederick County youth who qualify as economically disadvantaged. To be eligible for assistance, total gross household income must be within 130% of the Federal Poverty Guideline. In order to verify eligibility for financial assistance or a reduced fee for programs; Frederick County residents will be asked to provide the Frederick County Parks and Recreation Department with: 1. Copy of letter from Frederick County Public Schools stating the household has qualified for free or reduced lunch. OR 1. Copy of most recently filed Federal Income Tax Forms (showing total gross income) from all members of the household earning income. 2. Copy of their most recent three months' worth of original pay stubs from all members of the household earning income and information on all support income. (Including child support payments, social security, etc.) All requests made on behalf of a minor(under the age of 18)must be made by the parent or legal guardian with whom the minor resides. 1. Any County resident that qualifies for the free lunch program offered through FCPS or whom meets the qualifying guidelines above, will be eligible to utilize up to $200 in financial assistance in a calendar year(January 1 through December 31) for any youth program. 2. Any County resident that qualifies for the reduced fee lunch program offered through FCPS or whom meets the qualifying guidelines above,will be eligible to receive a 50% 54 discount off the cost of any youth activity offered by FCPRD and is eligible to receive a maximum of$100 in discounts in a calendar year(January 1 through December 31). The above guidelines are subject to change based on the availability of funds within the Recreation Reserve PLAY Fund. basicR-EC, CAMP basicR-EC,ASE Programs: All Frederick County residents seeking assistance for basicREC, CAMP basicREC, or ASE must do so by contacting the Frederick County Department of Social Service Department and requesting the desired program. The following is the procedure for receiving a discounted fee and establishes the criteria for the basicREC, CAMP basicREC, and ASE Programs to accept participants paying a reduced fee: • Frederick County Department of Social Services (FCDSS)will determine eligibility of Residents seeking a fee reduction (See Appendix A for eligibility guidelines) • FCDSS will inform Frederick County Parks and Recreation (FCPRD) of the amount of the reduced fee • FCPRD will establish a weekly payment plan and assist registering eligible residents • FCDSS will conduct an annual review to re-evaluate for eligibility and inform FCPRD when criteria have no longer been met • The total percentage of DSS students enrolled does not exceed 10% • The program attendance (not including discounted student enrollment) capacity does not exceed 95% County residents may utilize the PLAY Fund to begin enrollment into basicREC, CAMP basicREC, or ASE on a temporary basis until the above criteria has been established. All requests must be made prior to registering for a program. In the event, Frederick County Parks and Recreation discovers false information on a request, full applicable fees will be due within thirty days of discovery. Prior to acceptance of residents qualified for reduced rates, the program must meet the budgeted minimums. All other rules and regulations regarding registration, refunds, etc., will apply as stated in the policy manual. Any other exceptions will be considered on a case by case basis, subject to the discretion of the Director or his designee. Approved: January 2021 55 Attachment A Parks &Recreation—basicREC and the Department of Social Services Child Care Assistance Procedures Effective June 12,2017 A Child Care application is completed and submitted by the applicant who identifies Frederick County Parks & Recreation Department as the provider for their school aged child/children. The Child Care Worker will determine the applicant's eligibility per current Child Care guidelines with the exception of the Department of Child Support Enforcement Cooperation policy. Eligibility requirements are as follows: -Applicant/children reside in Frederick Co. -Children must be U.S. Citizens or qualified aliens -Identity of Applicant must be verified -Household must have a current need i.e., working/participating in an approved activity such as an education or training program -Age—Children served must be under age 13 -Household gross monthly income must be less than the State Maximum Income Level (See attached guidelines) -Fee assessed based on household size & income using Department of Social Services Family fee scale, if applicable (See attached guidelines) -Minimum fee of$40/month for households who may not otherwise be assessed a fee (example: TANF/Caretaker). Households with no income due to school enrollment, no employment, families not receiving child support and/or TANF/VIEW households with no income would be handled on case by case bases. Depending on the circumstance's households may not be assessed a fee—final determination made by Parks & Rec. -Fees must remain current. Delinquent or failure to pay the monthly fees will result in discontinuation of services (final determination made by Parks & Rec.) -Yearly review to be completed by the Child Care Worker per guidelines based on the application date A Parks & Rec Enrollment/Registration Packet is required at initial eligibility, beginning of each new school year and summer enrollment. School year camp signups will be handled by the client contacting Parks & Rec. directly to register. A Parks & Rec enrollment packet will be given to the applicant by the Child Care Worker after the household is found to be eligible for assistance. The applicant/client must complete the enrollment packet and return it to Frederick County Parks & Rec. to complete the registration process. The Packet includes: Participant Information Form, Installment Billing Authorization, Medication Consent Letter,Medication Consent Form, & Parent Information Booklet. When eligibility is determined, and confirmation of availability is obtained, a completed Child Care Agreement form will be given to the client along with the Parks & Rec enrollment packet to 56 register through Parks & Rec. A second copy of the Child Care Agreement will be sent to the basicREC Manager to notify them of a client's eligibility and pending enrollment to be completed. (See attached sample) Once enrollment is completed through Parks & Rec., by the client, the basicREC Manager will sign the Child Care Agreement and return it to the Child Care Worker to be put in the clients file. All fees are paid weekly, a week in advance and will begin the Monday following enrollment/registration through Parks & Rec. Example: DSS Client completes registration through Parks & Rec on Wednesday May 17, 2017. Fee assessed is $40/mo. The client's first payment of$10 will be automatically withdrawn on Monday, May 22, 2017. This payment covers services received the following week, May 29, 2017—June 2, 2017 &will continue each week thereafter until services terminate. A revised Child Care Agreement will be sent to the client and Parks & Rec/basicREC Manager if a client's services terminate. Agreements will be sent two weeks prior to the termination date. Services will be terminated if the client fails to make the fee assessed to the household (final determination made by Parks & Rec.) All fees are expected to be paid up to date by the client upon termination date. Any remaining fees owed that aren't paid could prohibit services being approved in the future. (Final determination made by Parks & Rec.) Parks & Rec. will notify the Child Care Worker in a timely manner either verbally or in writing when they request services to be discontinued of any Department of Social Services Client. Parks & Rec. will notify the Child Care Worker of obvious underutilization of services that occur on a consistent basis or services not being utilized at all so families who may be waiting to receive services through Parks & Rec. can be processed accordingly. Maximum enrollment availability per school or a total maximum enrollment for Social Services clients will be at the discretion of Parks & Rec. and communicated to the Child Care Worker accordingly. If enrollment through Parks & Rec. is being utilized by the maximum amount of families determined by Parks & Rec., the Child Care Worker will maintain a waiting list of clients based on the requested basicREC site being requested. Once space becomes available the Child Care Worker will determine if the household is still eligible after receiving updated information. The Child Care Worker will provide a monthly updated spreadsheet to Parks & Rec./basicREC Manager of current clients, monthly fee amounts, and eligibility periods. The Child Care Worker and basicREC Manager will meet quarterly to verify enrollment, make updates or address any concerns and each will provide an update to their agency supervisor. 57 FREDERICK COUNTY 4 DEPARTMENT OF SOCIAL SERVICES 107 N. KENT STREET, THIRD FLOOR D WINCHESTER, VA 22601 (540) 665-5688 Tamara Green Director CHILD CARE AGREEMENT FREDERICK COUNTY PARKS&RECREATION BASIC REC PROGRAM Worker Name—Shaie' Lambert Phone#540-665-5688 ext. 136 Fax#540-535-2146 CLIENT CASE#: YEARLY REVIEW DATE: DSS CASE/CLIENT NAME: CLIENT CONTACT INFORMATION PH#: EMAIL: PROVIDER: Frederick County Parks&Recreation—Attn: Jason Brown SCHOOL YEAR SITE LOCATION: REQUESTED SUMMER CAMP SITE LOCATION: MONTHLY COPAY: $ (Clients copay will be automatically drafted from their bank account by Frederick County Parks&Recreation—Client must complete the applicable paperwork for automatic draft when completing the enrollment paperwork for their child/children prior to child care services beginning). EFFECTIVE BEGIN DATE: EFFECTIVE END DATE: CASE TERMINATION DATE: (NOTE: Services are approved for 12 consecutive months unless the household is found not eligible per program eligibility requirements prior to the 12"month or parent/provider request termination of services. Eligibility of continued services will be reviewed yearly by FCDSS Child Care Worker). EXPLANATION OF AUTHORIZED CARE(#of days per week authorized based on client's current need for care): Days per week—FD's for Summer and School Closings&PD's for School Year CHILD#1: AGE: D.O.B: SPECIAL NEEDS:Y/N CHILD#2: AGE: D.O.B: SPECIAL NEEDS:Y/N CHILD#3: AGE: D.O.B: SPECIAL NEEDS:Y/N CHILD#4: AGE: D.O.B: SPECIAL NEEDS:Y/N SIGNATURE OF CHILD CARE WORKER DATE SIGNATURE OF PARKS&REC PROGRAM MANAGER DATE 58 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 Agenda Section: Consent Agenda - Roll Call Vote Required Title: Finance Committee Report of January 20, 2021 Attachments: BOS01-27-21 FinanceCommReport20January2O2l.pdf 59 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday,January 20,2021 8:00 a.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA A Finance Committee meeting was held in the Board of Supervisors Room at 107 North Kent Street on Wednesday,January 20,2021 at 8:00 a.m. ATTENDEES: Committee members present: Judith McCann-Slaughter,Chairman; Charles DeHaven; Robert Wells;Jeffrey Boppe;Angela Rudolph-Wiseman; Gary Oates; and non-voting liaisons William Orndoff,Treasurer and Seth Thatcher,Commissioner of the Revenue. Committee member absent: none. Staff present: Cheryl Shiffler, Finance Director; Kris Tierney,County Administrator; Rod Williams, County Attorney;Sharon Kibler,Assistant Finance Director;Jennifer Place, Budget Analyst; Steve Hawkins,Sheriff Major;Jason Robertson, Parks& Recreation Director; Jon Turkel, Parks and Recreation Assistant Director;Tamara Perez, Public Safety Communications Director; Kim Chmura,Community Corrections Chief; Clay Corbin, NRADC Superintendent;and Rich Venskoske, Director of Elections. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: ( * ) Items 1,5,6,7 and 9 were approved under consent agenda. 1. ( * )The Parks& Recreation Director requests a General Fund supplemental appropriation in the amount of$30,000. This amount represents a donation for the installation of two(2)sand volleyball courts at Clearbrook Park. No local funds required. See attached memo, p.5. 2. The Parks& Recreation Director requests a General Fund supplemental appropriation in the amount of$55,000. This amount represents a request for proffer funds for the construction of an amphitheater behind the Bowman Library. The request has been approved by the Parks and Recreation Commission. See attached memo, p.6—8. The committee did not make a motion. 3. The NRADC Superintendent requests an NRADC Fund supplemental appropriation in the amount of$161,852. This amount represents additional grant funds from DCJS to expand pretrial services. This expansion does require the addition of four(4)grant funded Probation Officer positions as caseloads increase. No additional local funds required. See attached information, p.9—37. The committee recommends approval. 1 60 4. The NRADC Superintendent requests an NRADC Fund supplemental appropriation in the amount of$16,305. This amount represents an expansion of PAPIS pre-release services. No additional local funds required. See attached information, p.38—67. The committee recommends approval. 5. ('* )The Sheriff requests a General Fund supplemental appropriation in the amount of $9,989.76. This amount represents two (2) insurance reimbursements for auto claims. No local funds required. See attached information, p.68—77. 6. (* )The Sheriff requests a General Fund supplemental appropriation in the amount of$1,100. This amount represents two (2)donations to the department. No local funds required. See attached memos, p. 78—81. 7. ('*')The Public Safety Communications Director requests a General Fund supplemental appropriation in the amount of$32,120. This amount represents additional funds from VDEM for the NG911 system migration. No additional local funds required. See attached information, p.82—85. 8. The Director of Elections requests authorization to convert a part-time Assistant Registrar position to a full-time position. No additional local funds are required; however, budget transfers in the amount of$22,642 from the Electoral Board budget to the Voter Registrar budget are necessary. See attached memo, p.86. Committee member Wells voted no. The committee recommends approval. 9. (*)The Finance Director requests a General Fund supplemental appropriation in the amount of$16,065.30. This amount represents unspent VJCCCA funds in FY 2020 that must be returned to the State. No local funds required. See attached letter, p.87. 10. The Finance Director requests a General Fund and a County Capital Fund supplemental appropriation in the amount of$3,204,306. This amount represents prior year audit adjustments to account for the debt write-off for the Sanitation Authority and FY 2020 CARES funds for budgeted public safety salaries. Per policy,amounts in excess of 20%operating reserve at year end are to be transferred to the Capital Fund. No local funds required. See attached Report on Unreserved Fund Balance, p.88-89. Committee member Oates abstained. The committee recommends approval. 2 61 NO ACTION REQUIRED: 1. The Commissioner of the Revenue provided information for discussion of the cigarette tax that counties are permitted to levy effective July 1,2021. See attached memo, p.90—91. 2. The Commissioner of the Revenue provided information for reassessment discussion. See attached presentation, p.92—116. INFORMATION ONLY: 1. The Finance Director provides a Fund 10 Transfer Report for December 2020. See attached, p. 117. 2. The Finance Director provides financial statements ending December 30,2020. See attached, p. 118—128. 3. The Finance Director provides an FY 2021 Fund Balance Report ending January 14,2021. See attached, p. 129. 4. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Outstanding Achievement in Popular Annual Financial Reporting for the June 30,2019 Popular Annual Financial Report(PAFR). This is the 14th consecutive year that Frederick County has received this achievement. See attached, p. 130—132. 5. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Excellence in Financial Reporting for the June 30,2019 Comprehensive Annual Financial Report(CAFR). This is the 34th consecutive year that Frederick County has received this achievement. See attached, p. 133—134. 6. The Government Finance Officers Association (GFOA) has awarded the County the Distinguished Budget Presentation Award for the annual budget for the fiscal year beginning July 1,2020. This is the 34th consecutive year that Frederick County has received this award. See attached, p. 135—137. 7. The Director of Elections provides information on the final costs of the November 2020 election. A supplemental appropriation in the amount of$94,577 was approved for the new 3 62 No Excuse Early Voting(NEEV) in July 2020 based on estimates. Of that amount,$34,205 was not spent and will be returned to fund balance. See attached memo, p. 138. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter,Chairman Charles DeHaven Robert Wells Jeffrey Boppe Angela Rudolph-Wiseman Gary Oates By Cbgwyl 93. Sh P.Y Cheryl B.Shiffler, Finance Director 4 63 41G� f co COUNTY of FREDERICK Parks and Recreation Department 1733 540/665-5678 Fax: 540/665-9687 E-mail: fcprd@fcva.us www.fcprd.net MEMO To: Finance Department From: Jason Robertson, Directo Subject: Fund Transfer Date: December 9, 2020 Please transfer$30,000 from Donation Line 1033-1899-0003 to Expenditure Line 4-010- 071090-5412-000-000 which represents a donation from the Blue Ridge Volleyball Association for the installation of two sand volleyball courts at Clearbrook Park. 107 North Kent Street • Winchester,Virginia 22601 5 64 CO COUNTY of FREDERICK Parks and Recreation Department xP'%P'W i 1738 540/665-5678 Fax: 540/665-9687 E-mail: fcprd@fcva.us www.fcprd.net MEMO To: Finance Committee From: Jason Robertson, Director Subj: Proffer Request; Amphitheater at Bowman Lake Date: January 13, 2021 The Frederick County Parks and Recreation Commission is requesting $55,000 in Parks and Recreation proffer funds for the construction of an amphitheater behind the Bowman Library. This project is identified as a priority for the provision of Neighborhood Park amenities at this location in the 2020 Capital Improvements Plan. There are several proffer contributing developments in the service area. The proposed amphitheater will address an identified community need for an outdoor performance arts venue. The amphitheater project is supported by the Handley Regional Library System. (Attachment 1). The Parks and Recreation Proffer balance is $376,807 as of December 31, 2020. Please feel free to contact me in advance with any questions you may have regarding this request at(540) 722-8294. 107 North Kent Street • Winchester,Virginia 22601 6 65 HANDLEY REGIONAL r I LIBRARY SYSTEM WINCHESTER s FREDERICK CO.a CLARKE CO. i Dear Members of the Frederick County Parks and Recreation Board, This note is to let you know that the Handley Regional Library is fully behind the effort to build the amphitheater behind the Bowman Library. We have been in discussions with members of the Parks and Recreation team and have worked out issues to the mutual satisfaction of all concerned. Thank you for all you do on behalf of Frederick County citizens! Sincerely, erector, 771 arey xegronal Library System www.handleyregional.org Library Administration Clarke County Library Handley Library Mary Jane&James L.Bowman Library P.O.Box 58 101 Chalmers Ct.;Suite C 100 West Piccadilly Street P.O.Box 1300 Winchester,VA 22604 Berryville,VA 22611 Winchester,VA 22601 871 Tasker Road (540)662-9041,ext.25 (540)955-5144 (540)662-9041 Stephens City,VA 22655 Fax(540)662-9053 Fax(540)955-5178 Fax(540)662-9053 (540)869-9000 Fax(540)869-9001 7 66 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 County=s Finance Department for processing. In order to qualify as a capital project the following criteria must be met: ]) the item or project must have a minimum value offzve 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 County=s 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 County=s CIP prior to acceptance of the proffered funds. For the purpose of determining whether a projector 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.) C:\USERS\SKIBLER-FREDCOGOV\ONEDRIVE-FREDERICK COUNTY,VIRGINIA\DOCUMENTS\FY2021\FINANCECONMETTEE\20210120\02B_ADOPTED PROFFERPOLICY 128 09.DOCX 8 67 Northwestern Regional Adult Detention Center James F.Whitley-SuperintendentS� alb 141 Fort Collier Road,Winchester,VA 22603 (540)665-6374 (540)665-1615 FAX O MEMORANDUM To: Ms. Cheryl Shiffler, Director of Finance From: James F. Whitley, Superintenden Date: December 29, 2020 Subject: Pretrial Expansion grant—new money Request that $161,852 in new grant money from DCJS be appropriated into a new revenue line item. This grant money will be used to expand pretrial services to Warren, Shenandoah and Page counties. Attached is the Frederick Co. Grant Application as DCJS did not require Frederick County Administrator's signature on the original submission and the Fred. Co. grant application was not submitted in March of 2020. Attached is the budget and line items for these funds. Additionally, in FY 22, there will be $323,704 of DCJS grant money allocated for the funding of this pretrial expansion. Attached is the budget and the Frederick Co. grant application. Thank you for your prompt attention to this matter. rCu aJ-Ik���bLCP "Serving the Criminal Justice System Since 1991" S.K.Chmura,CC Chief I 860SmidttieldAvenue OLD DOMINION COURTSERVICES Telephone:540-665-S633 Winchester,VA 22601 PRETRIAL QXOCAL PROBATION Fax Number.540667-3875 To: Cheryl Shiffler, Frederick Co. Finance Director From: S. Kimberly Chmura, Community Corrections Chief Date: January 13, 2021 Subject: Finance Committee Agenda Item—Pretrial Expansion Grant Old Dominion Court Services requests the Committee approve for FY 21 the additional grant funding from DCJS in the amount of$161,852. The funding is to implement pretrial services in the Counties of Page, Shenandoah and Warren. There is no required local match. Additional funds from DCJS will be available for FY 22 in the amount of$323,704. No NRADC funds or probationer supervision fees will be used to support this expansion. Historical: In 1994,the Virginia enacted the establishment of local probation and pretrial services(CCCA/PSA Act). In 1995, City of Winchester and Counties of Clarke and Frederick, by joint action, resolved to implement this act. The Counties of Page, Shenandoah and Warren elected to only participate in the local probation aspect of this act. Frederick County was selected as the Administrative and Fiscal Agent. Department of Criminal Justice Services monitored grant funding for pretrial services and local probation. NRADC facilitated pretrial services and ASAP oversaw local probation as it was replacing the CDI program. Since that time, Page, Shenandoah and Warren have recognized the benefits of pretrial services and desired to have this service provided to their communities. Unfortunately, legislative funding for expanding the CCCA/PSA rarely occurs, and DCJS did not have the funds to accommodate this request. In 2010, local probation merged with pretrial services and the two agencies became Old Dominion Court Services. At the time,there were two program managers and in 2011, after the retirement of one of the directors, those two positions were combined into one director, the Community Corrections Chief. In 2017,there was a state budget that included funding for expanding local probation and pretrial services. Through ODCS and Frederick Co.these localities applied for funding. The grant application was approved for funding, but ultimately funding was eliminated. In March of 2020, application for pretrial expansion was announced again. Through ODCS and Frederick Co. the three localities applied again. Grant was approved and the funding was unalloted due to COVID and then restored for the remainder of FY 21. Impact for the Communities: This grant provides services to RSW Regional Jail and Page Co. Jail, as well as pretrial supervision to the three counties. Pretrial Services enhances communities by increasing public safety and court 10 69 appearance through releasing inmates on bail based on risk, reducing jail transport, providing another alternative to financially based release (bail bondsmen), and providing appropriate supervision and resources to released defendants. When implemented properly, localities have seen an increase in'the release rates from jails with no significant increase in criminal arrests. In an average year, it is estimated that pretrial services would complete about 700 interviews with inmates which would provide recommendations to the Courts based on a validated actuarial risk assessment. Of these 700 bail hearings, about 400 inmates would be released on bail. It is estimated that annually the three counties would have about 500 defendants placed on pretrial'supervision with an average daily caseload of 150. With these forecasted numbers,the average daily cost of pretrial supervision is $5.91. New Staff: This expansion will require four fulltime employees. Currently, there are 9-line staff personnel. The Community Corrections Chief is the only supervisor for ODCS and would supervise these new employees. Tasks for Implementation: 1. Hire 2-3 new staff(4 months). Oversee DCJS training (e-learningrn person), coordinate orientation at NRADC, RSW, PCJ, ensure VCIN certification and provide on4he-jab training (12 months). 2. Work with RSW IT, Office of Executive Secretary of Supreme Court, Fred Co/NRADC IT to have connections between ODCS and jail. Ensure staff are able to print from RSW. Address video arraignment issues between RSW and the courts. Purchase additional hardware/software, if necessary. 3. Establish a court bail hearing schedule with 9 courts. There has been frustration from Courts signing on while others are in court which has led to additional jail transport. 4. Coordinate with RSW IT to have all pretrial investigation forms available electronically and allow electronic signatures of inmates that would permit virtual interviewing, if needed. Once this process is in place, it could be re-created at NRADC. By having multiple staff able to complete interviewstinvestigations from one location, it provides additional support not presently available. 5. Purchase cell phones for these staff members. Negotiate the contract for service;there is only one provider whose service extends to RSW. 6. Meet with PCJ to find space for VCIN terminal. Negotiate internet service for this terminal. Purchase computer and software license. Meet with local VSP for installation of software. 7. Hire IT consultant to resolve printing issues in Warren Office. 8. Purchase needed equipment and supplies: 3 laptops, mobile printer,2 breathalyzers, supply cabinets, mobile storage, drug tests, an additional desk for Warren Office, order NCR referrals forms, 6 new monitors for sub-offices and possible docking stations, COVID supplies (hand sanitizer stations, etc.). Evaluate need for commercial copier. Speak with True Shred for additional shred box in Warren Office and possibly Shen Office. 9. Meet with 9 clerics to establish process of paperwork and distribution. Meet with Magistrates to ensure proper paperwork is distributed to courts and ODCS staff. This will be an involved task as every court will request a different process. It will require significant time and planning. 10. Met with the Director of Fauquier Adult Services and RSW Superintendent to discuss Rappahannock inmates and their pretrial investigations. Address concerns. 11. Educate Judges about pretrial services. Due to the autonomy of judges, it is necessary to train them separately from other stakeholders. 12. Educate other stakeholders,three Commonwealth Attorney Offices, Magistrates, Public Defender's Office and other criminal defense attorneys, 9 clerks offices and jail staff/Jail 11 70 L l Authority. These presentatlons will be tailored to the specific discipline. Presentations will include validity of the risk instrument, purpose of pretrial, maximizing release of appropriate inmates, and not over utilizing pretrial supervision. Discussion of national pretrial justice trends, DCJS standards and local procedures. 13. Ensure data collection is accurate and complete.When requested, provide data to each BOS and Jail Authority in regard to implementation and effectiveness. Maintain separate data in order to report to DCJS as required. Report progress and performance measures to the Old Dominion Community Criminal Justice Board as outlined in COV. 14. Observe video arraignment in the courts for period of time in order to be available to judicial officers to explain the individual recommendations. 15. Continued meeting with the stakeholders and adjusting the process. This list will evolve and be added to as the implementation process continues. I look forward to reviewing this request with the Committee and welcome any questions. Thank you. i 12 71 9�LI a 1*563 DCC a I Grant Application Request Form The Grant Application&Acceptance Policy,adopted by the Board of Supervisors on March 23,2016,outlines the policies for submitting grant applications on behalf of Frederick County and for the acceptance and appropriation of all grant awards. This policy applies to any Frederick County program,department or constitutional office preparing and submitting grant applications to agencies outside the County government for funds,materials or equipment to be received and administered by the County or by an agency for which the County acts as fiscal agent. Please refer to the policy flowchart on the back of this form to assist in determining the appropriate course of action. The policy in its entirety can be found on the Finance intranet page. Complete the information below and attach as the cover to all grant applications sent to the County Administrator for approval. Requesting Department Northwestern Regional Adult Detention Center Name of Grant CCCA/PSA Expansion Funds _ Grantor Department of Criminal Justice Services(DCJS) Grant deadline for submission 03/27/2020 Total Amount of Anticipated Award $ 161,852.00 This grant is specifically for the expansion of pretrial services in Purpose of grant(summary) Warren, Shenandoah and Page counties. Currently these counties only have local probation which is operated by ODCS with Frederick County designated as the Administrator/Fiscal Agent Grant approved through budget No process? (Yes/No) Local Match Requirement (Yes/No) No Amount: If yes,Source(s)&amount(s) of local match (fin comm/BOS approval required if match requires a budget amendment) Other associated costs None. Continuing obligation and cost expansion is 100%funded by DCJS, if grant is eliminated in the future, positions and (fin comm/BOS approval required) expenses would also be eliminated. (per Ms. Chmura) Addition of Staff and cost (Yes/No) Yes How many? 4 Total cost, $ 108,600.00 (fin comm/BCS approval required) including fringes: Revenue and Expenditure codes& Ms. Shiffler to assign new codes amounts FY 21 -6 months of funding -Jan 1, 2021 -June 30, 2021=161,852 Department Contact(name,email,phone) Kim Chmura, Community Corrections Chief kchmura@fcva.us Ext. 2602 Department Head approval to applyDigitally signed by James F. James F. Whitley Whitley TDate12/28/2020 for grant Date:2020.12.2814:43:31-05'0 BOS approval date(if applicable) Finance review of grant policy Date I.—Le compliance — INS— County Administrator approval to Date apply for grant Notes: [sk] 12/29/20 - grant is an expansion of grant 21-W6362CC21; however, DCJS assigned it a new grant number when awarded for tracking purposes. Support & approval of grant application was made in March by email, but grant app form not completed at that time due to the assumption that grant numbers would be the same. 1/15/2019 13 72 2020-2021 BUDGET INFORMATION - EXPENDITURES DEPARTMENT OLD DOMINION COMMUNITY CORRECTIONS PROGRAM Pretrial Expansion Date: 12/23/2020 Expenditure Line Item DETAIL AMOUNT TOTAL AMOUNT PER LINE ITEM TOTAL PER CATEGORY Personnel $73,000 011-021120-1001-000-005 Chief Chmura DOH: 11/2010(6 months) $7,500 011-033010-1001-000-054 Lynn McKinley(6 months) $2,500 Pretrial Probation Officer(6 months) $21,000 Pretrial Probation Officer(6 months) $21,000 Pretrial Probation Officer $21,000 Pretrial Probation Officer $0 Fringe Benefits 0" $35,600 -2001-000-000 F. I. C.A.7.65% $5,585 2002-000-000 Retirement-V.S. R.S. 11.47% $8,373 2005-000-000 Hospital/Medical Plan($12,400 x 3 for 6 months) $18,600 -2006-000-000 Group Insurance 1.31% $956 -2008-000-000 Disability FTE DOH after 1/1/14: .53% $334 2011-000-000 Worker's Compensation(2.40%) $1,752 TOTAL PERSONNEL SERVICES $108,600 Contractual Services $2,800 -3001-000-000 Lab testing for drug confirmation& K2/Spice $300 -3004-000-001 Repair&Maintenance-Equipment $250 Printer&Computer Repair: $50 General repairs:$200 -3004-000-002 Car Maintenance $400 2 @ $40=80 for oil changes $320 for general repairs -3004-000-003 Repair&Maintenance-Building&Grounds $200 11 -3005-000-000 Maintenance Service Contracts $200 VC-IN-$200 -3006-000-000 _Printing_&Binding $250 NCR referrals: 2.)Q -3010-000-000 Other Contractual Services $1,200 Stamps.com-$216,Shred Box$319 -4003-000-002 Gasoline $1,000 $1,000 Other Charges $49,452 -5204-000-000 Postage&Telephone $6,263 Cell Service$1320 VCIN:$1649 Shen. Co telephone$1116 Warren Co.telephone:$1,140 Postage: $400 Comcast: $266 Verizon$372 -5299-000-000 Internet $3,570 -5301-000-000 Boiler Insurance $0 -5302-000-000 Property Insurance(Renter's) $0 -5305-000-000 Car insurance $0 -5401-000-000 Office Supplies $9,000 Cubical for FR, Desks, 14 73 -5404-000-000 Medical&Laboratory Supplies $7,000' -5405-000-000 Laundry/Housekeeping Supplies $850 General Hsk,trash bags,paper towels,gloves,etc. -5407-000-000 Repair&Maintenance Supplies $250 Deicer salt, liquid plumber, etc. -5413-000-000 Other Operating ! $12,000 3 laptops-$3500,6 monitors$1000 Zoom-$300,Video equipment, etc. $2500 Ink$1,100, 3 Cell phones$3000,Other$600 -5413-000-001 Reduction to localities(Grant refund) $0 -5413-000-999 COVID:masks,handsantizer stations $4,185 -5506-000-000 Travel $2,259 VCCJA conference for 2-3 staff:$1,000 EBP Training funds: 1000 General training:$259 5801-000-000 Dues&Association Memberships $75 3 VCCJA memberships @ 25.00 -5810-00 Unemployment claims $2,000 -9001-000-000 Lease: Copier $2,000 Total Operational Expenses $53,252 Total Budget $161,852 15 74 * * * Ar : ` w i ,t S.K.Chmura,CC Chief OLD DOM I N lON COU RT SERVICES Telephone:540-665-5633 860 Smithfield Avenue Fax Number;540-667-3875 Winchester,VA 22601 PRETRIAL SZ-l<OCAL PROBATION March 27, 2020 Ms. Shannon Dion, Director Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, VA 23219 RE: Application for Expansion of Pretrial Services to Unserved Localities Specifically: Page, Shenandoah and Warren Counties Director Dion, Enclosed is the application for expansion of Pretrial Services to Unserved Localities from Old Dominion Court Services. The application is to provide pretrial services to Page, Shenandoah and Warren counties with pretrial investigations in both RSW Regional Jail and Page Co. Jail. Frederick County is the administrative and fiscal agent for ODCS and is willing to be for this grant as well. Unfortunately, not all stakeholders who are supportive about the expansion have had the opportunity to provide this in writing. Capt. R. Williams, Page Co. Jail Administrator, is supportive, but understands that there will be logistical issues to be resolved, such as no VCIN available at his jail and limited space for the investigator. Robert Bell, Warren Co. Commonwealth Attorney, is supportive. I was unable to speak with Commonwealth Attorney for Shenandoah, but do not foresee opposition for the expansion should ODCS be selected. Enclosed are letters or emails from the following stakeholders: Amity N. Moler, Page Co. Administrator Page 2 Evan Vass, Shenandoah Co. Administrator Page 4 Douglas P. Stanley, Warren Co. Administrator Page 5 Kris C. Tierney, Frederick Co. Administrator Page 6 Chief W. Neal White, CCJB Chairman Page 7 Supt. Russell W. Gilkison, RSW Regional Jail Page 12 Judge W. Dale Houff, GDC in Warren/Page/Shenandoah Page 13 Judge Daryl L. Funk, JDR in Warren Page 14 Judge Chad A. Logan, JDR in Shenandoah Page 15 Timothy S. Coyne, Esq., Office of the Public Defender Page 16 Ilona L. White, Esq., Asst. Commonwealth Attorney in Page Co. Page 17 Please advise if additional information is needed. Sincerely, moon= Community Corrections Chief Page 1 of 17 16 75 Kim Chmura From: Amity Moler <amoler@pagecounty.virginia.gov> Sent: Thursday, March 05,2020 2:19 PM To: Kim Chmura Subject: '[External]'RE: Pretrial Expansion Yes,we are interested in the service and I believe we have a room you can use. We have a room with a conference table that is used for office supply storage and auditor space(two weeks a year). The room is located across from the restrooms on the top floor of the County Administration Building. The only time it may be an issue,are the weeks the auditors may be here, but we will let you know ahead of time. County Administrator County of Page 103 South Court St.,Suite F Luray,VA 22835 w(540)743-4142 c (540)244-5408 low—, jiv-."11 P AGE From:Kim Chmura [mailto:kchmura@fcva.us] Sent:Wednesday, March 04, 2020 5:01 PM To:Amity Moler<amoler@pagecounty.virginia.gov> Cc: Neal White<chiefofpo I ice@ berryvilleva.gov> Subject: Pretrial Expansion [NOTICE:DO NOT CLICK on links or open attachments unless you are sure the content is safe.No email should ever ask you for your username or password.] Good Afternoon, Thank you for speaking with me yesterday. Attached are the letter requesting support from Page County,the DCJS correspondence, and an information sheet about pretrial. Please advise if you need any additional information. Thanks, 1 Page 2 of 17 17 76 Kim Chmura From: Evan Vass <evass@shenandoahcountyva.us> Sent: Wednesday, March 25,2020 11:15 AM To: Kim Chmura Subject: '[External]'RE:'[External]'RE:'[External]'RE: Pretrial Expansion Kim, I am so,so sorry. Please consider this email as my endorsement of your grant request. From: Kim Chmura [mailto:kchmura@fcva.us] Sent:Wednesday,March 25,202011:11 AM To: Evan Vass<evass@shenandoahcountyva.us> Subject:RE:'[External]'RE:'[External]'RE: Pretrial Expansion Good Morning Mr.Vass, Just as a follow up,Ms. Moler sent me an email indicating her support. Warren Co. is a little different this go around since they have 3 new board members. Per the instructions,page 2,first bullet point, I must have support of the County Administrator to submit the grant. I attempted to call my grant monitor to see if this could be waived for Shenandoah County due to addressing COVID 19,no public meetings and the current budget process,but I have not heard back from him. I understand how busy you are and how this is not a priority,but if you could just shoot me an email,that would be sufficient documentation to include Shenandoah Co. in the application. Unless of course,you would rather not be included. I have been unsuccessful in contact Ms.Wisely,so it is possible that you two have spoken and don't want pretrial services in Shenandoah Co.,and if so I'll stop bugging you. Sincerely, Kim Chmura From:Doug Stanley [mailto_Dstanley.(?%warrencountyya.net] Sent:Thursday,March 19,202010:04 AM To: Kim Chmura<kchmura(cDfcva.us>; 'Evan Vass'<evass(o)shenandoahcountyva.us> Subject:'[External]'RE: '[External]'RE: Pretrial Expansion Evan— Our Board approved Tuesday night to support grant. Doug Douglas P.Stanley,AICP ICMA-CM County Administrator County of Warren 220 North Commerce Avenue Suite 100 Front Royal,VA, 22630 (540) 636-4600 1 Page 4 of 17 18 77 COUNTY OF WARREN County Administrator's Office Warren County Government Center _ 220 North Commerce Avenue,Suite 100 - Front Royal,Virginia 22630 Phone: (540)636-4600 Douglas A Stanley FAX: (540)636-6066 County Administrator Email: dstanley@warrencountyva.net March 18,2020 BOARD OF Kim Chmura, Community Corrections Chief SUPERVISORS Old Dominion Court Services ***** 860 Smithfield Avenue Winchester,Virginia 22601 Dear Ms. Chmura: CHAR MAN Walter J.Mahe The Warren County Board of Supervisors,at its regular meeting of March 17, Shenandoah District 2020, approved the request to authorize the Old Dominion Court Services (ODCS) to apply for a grant to expand pretrial services to Warren County,which is subject to no local matching funds being required. Should you have any further questions VICE CHAIR regarding this approval,please do not hesitate to contact me. Cheryl L.Cullers South River District Tony F.Carter Happy Creek District Dough s P. Stanley, ICMA-C ity Administrator Archie A.Fox EAM Fork District Delores R.Oates North River District Douglas P.Stanley County Administrator Front Royal-Warren County Page 5 of 17 Rivers of Opportunity-Mountains of Success 19 78 Y s COUNTY of FREDERICK Kris C.Tierney County Administrator 5401665-6382 Fax: 5401667-0370 E-mail: ktierney@fcva.us March 25,2020 Shannon Dion,Director Department of Criminal Justice Services 1100 Bank Street Riclunond VA 23219 Re: Application for Expansion of Pretrial Services to Unserved Localities Ms.Dion, In response to your memorandum dated February 20,2020,please be advised that I am aware that Old Dominion Court Services is submitting an application to expand pretrial to Page, Shenandoah, and Warren Counties. Frederick County supports this expansion as it will increase the public safety to our neighboring counties. As the administrative and fiscal agent of Old Dominion Court Services,please be advised that should additional funding be awarded,Frederick County is willing to be the administrative and fiscal agent for this purpose as well. Please advise if additional information is needed. $Sincere$], , Kris U. Y County Administrator 107 North Kent Street 0 Winchester, Virginia 22601 Page 6 of 1 E e 20 79 I OLD DOM-INION COMMUNITY W.Neal White,Chairman CRIMINAL .1Usnm BOARD Timothy Coyne,Vice Chair Serving the CommunWes of Clarke,Frederick,Page,Shenondoeh,Warren Counties and the City of Winchester March 20,2020 Shannon Dion, Director Department of Criminal justice 1100 Bank Street,12th Floor Richmond,Virginia 23219 Re: Page,Shenandoah and Warren Counties Pretrial Expansion Dear Ms.Dion, I would like to take this opportunity to express my support for Old Dominion Court Services--Pretrial Services to be expanded to Page,Shenandoah and Warren counties.As Chairperson of the Community Criminal Justice Board, I believe this addition would be a great asset to the courts of these counties. The addition of pretrial services will promote community safety through the risk-informed bail decisions that are recommended by pretrial.This expansion will increase the effective use of jail beds and reduce transportation costs for the jail. Furthermore,it will promote public safety and increase court appearances with the availability of Pretrial Supervision. It will be a vital tool that has been missing from the courts. We welcome this expansion and will be there to assist in anyway necessary to make this a smooth and valuable transition.We trust fully that this expansion will be a vital change to the communities of Page, Shenandoah and Warren Counties,and hopefully,you will approve the request of ODCS for funding. O- Neal hite,Chairperson Community Criminal Justice Board i Page 7 of 17 21 80 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County,Administrative Fiscal Agent Overview Old Dominion Court Services (ODCS) is requesting funds to expand pretrial services to Page, Shenandoah and Warren counties. ODCS provides local probation to Page, Shenandoah and Warren counties. There are sub-offices in Shenandoah and Warren counties. This expansion would allow for pretrial investigations in Page Co. Jail and RSW Regional Jail and pretrial supervision in all three (3) localities. The purpose of this expansion is to provide risk assessments and recommendations that will assist the judicial officers in determining or reconsidering bail decisions and conditions in lieu of a secure bond, and to provide risk-driven pretrial supervision as a viable option in lieu of secure bonds. At this time,judicial officers of Page, Shenandoah and Warren counties cannot make risk-informed decisions and rely heavily on secured bonds with the condition of being drug and/or alcohol tested by the jail, as there is no pretrial supervision. Additionally, many of the Judges have previously or currently sit in courts where pretrial services are available. Jurisdictions such as Clarke, Frederick,Winchester or Harrisonburg, have pretrial services; therefore those Judges are accustom to the advantages of risk-informed decisions and find the lack of in Page, Shenandoah and Warren a hindrance. Needs Analysis In regards to RSW Regional Jail (RSWRJ), the population of inmates has increased. About 55%are pretrial status. Currently RSWRJ staff transport inmates to Warren and Shenandoah Courts for most hearings and, if court ordered, are conducting drug and alcohol testing. Providing pretrial services to RSWRJ would reduce transportation and eliminate pretrial defendants returning to the jail for drug testing. At RSWRJ, the inmate population has increased including the number of pretrial status inmates. The community would be better served by having a formalized pretrial services opportunity. Additionally, comprehensive supervision provided by pretrial services promotes court appearance, public safety and adherence to court-ordered conditions;therefore reducing jail population without increasing public risk. Averace Daily Population per DCJS document At RSWRJ in 2018, the Local Responsible inmates totaled 291, in 2019 this increased to 349. The percent that was identified as pretrial status for both years was around 55% of the local responsible. Due to the increase in population, from 2018 to 2019 this increased about 25 inmates per day. Total ADP for 2018 was 410 and increased to 483 in 2019. Admission for iail that had the majority of commitments for localities eligible for oretrial expansion: In 2018, RSWRJ had 2,254 commitments. Of those, not all inmates would be eligible for a pretrial investigation; exclusions for example include arrests/holds for other jurisdictions, detainers, charges for capital offenses, bailing out prior to investigations and PB 15's. In comparison, FY18 Northwestern Regional Adult Detention Center (NRADC) had 3,625 commitments and ODCS completed 877 investigations that resulted in 489 inmates being given orders of release. At NRADC, 61% of inmates who received an assessment scored 4 or higher on the VPRAI. ODCS staff recommended release in 60% of these cases. In FY 18, Praxis Compliance Rate was 85%. Following that logic, at RSWRJ in 2018, ODCS could have Page 8 of 17 22 81 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County,Administrative Fiscal A ent completed approximately 564 investigations and had an estimated 309 hearing resulting in release orders. In regards to Page Co. Jail, the jail capacity is listed at 34 and average daily population is about 70. As this is a very small jail, it is often necessary to hold inmates in other facilities. Approximately 45% of their commitments are held in other jails, namely RSWRJ. Therefore, providing pretrial services to Page Co. Jail would not only positively impact this jail, but also the other jail listed in this grant application. Admission for iail that had the majority of commitments for localities eligible for pretrial expansion: In 2018, Page Co. Jail had 521 pretrial commitments. If ODCS completed 24% of those commitments, 125 investigations would have been completed with around 70 hearings resulting in release orders. It is noted that Page Co. is not only experiencing an opiate epidemic, but also has had a significant increase in methamphetamine use. Unfortunately,this leads to increased crime including domestic assaults and violent crimes,which may result in a higher detention rate as compared to other local jurisdictions. While Page Co. Jail attempts to house the inmates who have frequent court appearances, occasionally it is necessary to transport recently arrested inmates to RSWRJ. Since ODCS would be providing pretrial investigations at both localities, the investigations and recommendations would be completed and the inmate would be able to have the bail hearings through video arraignment, thus reducing transportation runs. It is noted that this would also apply to the inmates held in NRADC for charges in Page, Shenandoah or Warren Courts. Page County is spending $37.00 per day per inmate to have other jails house their inmates. Typically, there are roughly 50 Page Co. pretrial inmates at RSW which costs $1,850 per day. Placing 50 inmates per year on pretrial supervision would result in a significant savings for Page Co. Forecasting Number of Pretrial Supervision Placements: According to FY19 Praxis Report, NRADC conducted 1,140 bail hearings which resulted in 630 orders of release. Of those 458 or 73%were ordered into pretrial supervision and there were 334 placements opened that were either based on or against recommendation or 73%. Using this logic, if RSWRJ/Page Co. Jail investigators conduct 760 bail hearings which would result in 417 orders of release. Of those 417, 304 would be ordered into pretrial supervision and would result in 222 placements being activated. About half of ODCS placements are through video arraignment,therefore if 222 placements are from video and another 220 are from Magistrates or Circuit Court Judges, this would result in 442 active referrals for these 3 localities per year. Unfortunately, average length of supervision cannot be forecasted. It is noted that in FY19, ODCS's 705 active placements resulted in 84,257 total days of supervision. It is hoped that the average daily active/inactive placements of this expansion do not exceed 150 defendants. The counties in this application are rural and have limited resources. In 2017, median household income in Page County was$46,140 with a 17% poverty rate, Shenandoah was $53,934 with a 10% poverty rate and in Warren is $65,353 with a 10%poverty rate. Page 9 of 17 23 82 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County.,Administrative/Fiscal Agent Comparably, neighboring communities: Frederick County's median income is$71,037 with a 6% poverty rate and Loudoun County's is$139,915 with a 4% poverty rate. It is noted Virginia's median household income is$72,577. Page, Shenandoah and Warren counties do not have the funds to provide pretrial services even though the County Administrators, Courts and Commonwealth Attorneys have voiced the need for pretrial services. The communities have been able to demonstrate their commitment to ODCS by providing free of charge office space and utilities. Justification of HE Staffing There will need to be four(4)full time employees. Two (2) investigators and two (2) pretrial supervision officers. All four staff will be titled as Pretrial/Probation Officers and sworn to service all 6 jurisdictions. Per Frederick Co. HR Salary Administration Program, Pretrial/Probation Officers are Grade 5. For FY21, salary and benefits for these 4 positions would be estimated at$272,792. Additional funds for operational needs and supervisory duties would need to be accounted for as well. It is noted that no secretarial position or intake officer is being requested to assist with the duties of these localities. RSWRJ investigator would have court 5 days a week and provide investigations to 4 different courts. Between GDC and JDR for Warren and Shenandoah counties, there would be about 11-15 investigations per week with some investigations being provided for two bail hearings. The RSWRJ investigator would be responsible for data entering the placements into PTCC prior to turning the paperwork over to the supervision officers. Page Co. Jail investigator would have investigations on 3-4 days per week. The heaviest days on Mondays and Wednesdays. Monday due to JDR arraigning all of the arrests over the weekend and Thursday is the set day for bail hearings in GDC. At this time, it appears that many inmates have 2 bail hearings in one week, one in JDR on Monday and then reviewed in GDC on Thursday. It is uncertain if the Courts would be open to adjusting current practices. The investigator would also be responsible for providing pretrial supervision to some of the pretrial defendants. When the caseload becomes too big, the Shenandoah County pretrial supervision officer will assist the Page Co. investigator with supervision. The Page Co. investigator would also be able to assist in covering other assignments in the event of training or time off. The Page Co. investigator would be responsible for bringing closed case files and other paperwork to the main office in Winchester and would act as a runner between Page, Warren, Shenandoah and Winchester. Two supervision officers would be responsible to supervise the defendants in Warren and Shenandoah Counties. At this time, no transfer requests are accepted for these 3 localities. Additionally at any given time, there are approximately 10 pretrial defendants in ODCS who live in theses localities who would chose to be supervised in Page, Shenandoah or Warren. While it is anticipated that the caseload will hover around 75 per officer, it is possible that these caseloads could be much higher. It is noted that these officers will not have any assistance from the secretary or case officer and will be responsible to make case files, complete intakes, close cases and maintain internal data. There are many more tasks that these officers will need to complete that the existing supervision officers do not. It is expected that these officers will be in their respective sub-office 4 out of 5 days per week and report to the main office one day per week. It is noted they will be sharing the desk of the probation supervision officer assigned to these localities. Page 10 of 17 24 83 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County,Administrative/Fiscal Avent —T ODCS current pretrial supervision officers are trained in EBP/MI, participate in monthly learning teams and use STEPS in their daily activities. Current outcome measures are satisfactory, see below. It would be expected that this expanded area would embody the same pretrial justice philosophies and would see similar outcomes. ODCS Pretrial Services FY19 Misdemeanor Felony Success Rate(460) I_ 85% 75% Court Appearance Rate(51) 94% 92% Public Safety Rate(65) 94% 91% PS-non-violence Rate(3) 99.86% 99.73% Technical Compliance Rate(44) 97% 92% Timetable and Implementation Plan If approved for the grant, ODCS would begin the hiring process immediately. Secondly, beginning with the jails, establish adequate work space, update the video arraignment equipment, and provide training to existing staff for these jails. Per Supt. Gilkison, our staff would need to complete his jail orientation, which is several days. Typically, it takes about 4 months to post, interview and complete a background check to have a new employee hired. The hiring process may take longer for hiring 4 new positions. If the funding is approved in May, ODCS would collaborate with Frederick HR to have the new positions approved by the BOS and the hiring process would begin shortly thereafter. New positions could be hired be hired by October. Training for judicial officers and clerks of court would be completed between September and December. Supervision office space is established in Warren and Shenandoah Counties. Scheduling for probation and pretrial staff would be coordinated. Page Co. has agreed to allow Court Services to utilize a vacant conference room one day per week to see clients. Establishing this routine could begin in July with the probationers who live in Page Co. It is anticipated that implementation could begin by January 2021. ODCS may request a waiver from DCJS to allow 2 of the 4 staff to attend a different CORE training so that the newly implemented investigations and pretrial supervision does not shut down due to training. Summary By implementing pretrial services in these localities, the communities will be better served with a more formalized pretrial justice system. The communities want pretrial services. There is a desire and commitment to be data driven and a collaborative willingness to implement this program, should DCJS grant this request. Page 11 of 17 25 84 Kim Chmura From: Russ Gilkison <russ.gilkison@rswregionaljail.com> Sent: Wednesday, March 18,2020 2:00 PM To: Kim Chmura Subject: '[External]'RE: Pretrial Expansion As the Superintendent of the RSW Regional Jail, I fully support the use of pretrial services for the counties of Warren and Shenandohoah of which we serve. Russell W.Gilkison Superintendent RSW Regional Jail 6601 Winchester Road Front Royal, VA 22630 Office (540) 622-5006 Fax(540) 622-2846 Email: russ,eilkison(&rswregionaljail.com From:Kim Chmura [mailto:kchmura@fcva.usl Sent:Wednesday,March 18, 20201:13 PM To:'Judge Houff(dhouff vacourts.gov)'<dhouff@vacourts.pov>; 'Judge amyTisinger-GDC 26th Judicial Circuit' <atisinRer@courts.state.va.us>; 'Daryl Funk(dfunk@?vacourts.gov)'<dfunk,@vacourts.gov>;'rfigura@vacourts.gov' <rfigura@vacourts.gov>; 'clagan@vacourts.gov'<clojgan@vacourts.aov>;']bell@warrencountyva.net' <ibell2warrencountvva.net>; 'awiselev@shenandoahcountvva.us'<awiseley@shenandoahcountyya.us>; 'kaleer@paxecounty.virginia.aov'<kaleer@pagecountv.virainia.sov>; 'Tim Coyne(tcovne@vadefenders.or�)' <tcovne@vadefenders.ore>;'russ.pilkison@rswreplonaliail.com'<russ.eilkison@rswreeionaliail.com>; 'Lt.Seal' <d m seal @yaeeshe riff.co m> Cc:'Neal White'<chiefofpolice@berrvvilleva.eov>;James Whitley<jwhitlev@fcva.us> Subject:RE:Pretrial Expansion Good Afternoon, An update on pretrial expansion grant. I have heard from Warren and Page Counties. They are in support of applying for the grant. I have received letters of support from Tim Coyne,Judge Houff and Judge Funk. Due to the current COVID-19, DCJS has advised that emails indicating support for the use of pretrial services by our locality would suffice. Therefore, if it would be easier, please respond to this email and it will be included in the grant application. Thanks, 1 Page 12 of 17 26 85 Kim Chmura From: W. Dale Houff <dhouff@vacourts.gov> Sent: Tuesday, March 17,202012.31 PM To: Kim Chmura; Daryl L. Funk Subject: '[External]'Re:Warren Co. BOS Ms. Chmura, Yes I would use pre-trial and believe it would be a benefit. Sorry for my delay, but we are swamped with so many changes these last few days. Dale Houff From:Kim Chmura<kchmura@fcva.us> Sent:Tuesday, March 17, 202011:35 AM To:W. Dale Houff<dhouff@vacourts.gov>;Daryl L. Funk<dfunk@vacourts.gov> Subject:Warren Co. BOS Good Morning, I am attending the Warren Co. BOS meeting this evening where they will be discussing whether or not they support ODCS applying for the pretrial expansion grant. I may be asked if the local Judges want this service in their courts. I know that due to current events,everything is a little crazy, but if you could just let me know if you would use pretrial supervision,consider the recommendations of pretrial staff for release/detain decisions and if you support us moving forward with the grant,so that I may advise the BOS if I am asked. THANKSI Hope you are having a great day, Kim Chmura,Chief Old Dominion Court Services Pretrial and Local Probation 860 Smithfield Ave. Winchester,VA 22601 540.535.7155 ODCS-Pretrial ODCS-Probation 1 Page 13 of 17 27 86 N w, 0 OMMONT EALTH of VIRGINIA DARYL L.FUNK Juvenile and Domestic Relations SHANNA L.HENRY RME CLERK District Courtfor Warren County Courthouse,2nd Floor 1 E.Main Street Front Royal,Virginia 22630 540-635-4107 TDD USERS: 1-800-828-1120 FAX: 540-635-8207 Shannon Dion Virginia Department of Criminal Justices Services 1100 Bank Street, 12th Floor Richmond,Virginia 23219 Dear Ms. Dion: I write to request that you favorably consider the application of ODCS for funding to expand pretrial services to Warren,Shenandoah,and Page Counties. The availability of these service will help judges in this district make an earlier and more informed decision about defendants'detention or release which should in tum lead to better use of resources for the courts and jails, increase public safety, and promote the administration of justice. Proper supervision of these defendants with appropriate conditions will enhance public safety and may cot]nect the defendant with local resources. I urge you to grant ODCS's request for funding to expand these vital pretrial services to our communities. Sincerely, ary Page 14 of 17 28 87 Kim Chmura From: Chad A. Logan <clogan@vacourts.gov> Sent: Thursday, March 19,2020 2:54 PM To: Kim Chmura Subject: '[External]'Re: Pretrial Expansion To Whom it May Concern, As the Presiding Judge in the Shenandoah County Juvenile and Domestic Relations Court, I write to give my support to expanding pretrial services to serve Shenandoah County. Currently our options for pretrial supervision are very limited, leaving the court with few resources when addressing bond in cases with complicating factors. This becomes compounded in this Court as this Court routinely hears matters involving strangulation,which carries, by default, a presumption against bond,and cases relating to substance abuse while in a caretaking role of children. Currently the only substance abuse screening option available to this Court is to order individuals on bond to travel to RSW jail for screens,which can impact work schedules of those so ordered. A pretrial services office would be a great asset to our jurisdiction, and to those who are alleged to have committed offenses but await their day in court. Sincerely, Chad A. Logan Presiding Judge Shenandoah County Juvenile and Domestic Relations Court 26th Judicial District. From: Kim Chmura<kchmura@fcva.us> Sent:Wednesday,March 18,20201:12 PM To:W. Dale Houff<dhouff@vacourts.gov>;Amy B.Tisinger<atisinger@vacourts.gov>; Daryl L.Funk <dfunk@vacourts.gov>; Rachel Figura<rfigura@vacourts.gov>;Chad A.Logan<clogan@vacourts.gov>; 'jbell@warrencountyva.net'<jbell@warrencountyva.net>;'awiseley@shenandoahcountyva.us' <awiseley@shenandoahcountyva.us>;'kalger@pagecounty.virginia.gov'<kalger@pagecounty.virginia.gov>;'Tim Coyne (tcoyne@vadefenders.org)'<tcoyne@vadefenders.org>; 'russ.gilkison@rswregionaljail.com' <russ.gilkison@rswregionaljail.com>;'Lt.Seal'<dmseal@pagesheriff.com> Cc:'Neal White'<chiefofpolice@berryvilleva.gov>;James Whitley<jwhitley@fcva.us> Subject: RE:Pretrial Expansion Good Afternoon, An update on pretrial expansion grant. I have heard from Warren and Page Counties. They are in support of applying for the grant. I have received letters of support from Tim Coyne,Judge Houff and Judge Funk. Due to the current COVID-19, DGS has advised that emails indicating support for the use of pretrial services by our locality would suffice. Therefore, if it would be easier, please respond to this email and it will be included in the grant application. Thanks, Kim Chmura 1 Page 15 of 17 29 88 VIRGINIA DEFENDERS `. OFFICE OF THE PUBLIC OEFENOER Public Defender City of Winchester Assistant Public Defenders Timothy S.Coyne Counties of Clarke, Frederick,Page, Daniel F.O'Brien Tyler P.Simmers Deputy Public Defender Shenandoah, and Warren Lael A.Pierce Kathleen M.Griffin Alasen L.Schell Paula E.De Man Senior Assistant Public Defenders Katlyn A.McClenahan Peter K.McDermott DaRong P.Hultman Bradley L.Buster March 8, 2020 Shannon Dion Virginia Department of Criminal Justice Services 1100 Bank Street Richmond, VA 23219 Re: Grant Application of Old Dominion Court Services Dear Ms.Dion: I am writing in full support of the application of Old Dominion Court Services for funding to expand pretrial services to Page, Shenandoah and Warren Counties. In my role as the Public Defender for the City of Winchester and Counties of Clarke,Frederick,Page,Shenandoah and Warren,I can attest to the vital role that Pre-trial Services plays in helping the courts make risk-informed bail determinations that encourage a sense of fairness and better enable defendants to assist in their own defense. The right to a fair bail determination is imbedded in the U.S. and Virginia Constitutions. Pre-trial Services has proven to be an important component of that determination for the Courts in the City of Winchester and Counties of Clarke and Frederick. I firmly believe that the addition of pretrial services for Page, Shenandoah and Warren Counties will provide valuable information and data to the Courts in making their bail determinations,increase the effective use of the jail beds,reduce transportation necessities,and increase the productivity of video arraignment. Proper supervision of these defendants with appropriate conditions will enhance public safety, and may connect the defendant with local resources that will assist them during the pre-trial process. I urge you to grant ODCS's request for funding to expand these vital pretrial services to our communities. Sincerely, Public Defender Ff rnchester Office: Front Royal Office: 117 East Piccadilly Street, 3'd Floor 1516 North Shenandoah Avenue,Suite A Winchester, Virginia 22601 Front Royal, Virginia 22630 Page 16 of 17� Phone:(540)722-3450 1 Fax(540)722-7555 Phone:(540)631-1163 1 Fax:(540)631-1201 30 89 Kim Chmura From: Ilona White <iwhite@pagecounty.virginia.gov> Sent: Wednesday, March 25,2020 3:44 PM To: Kim Chmura Cc: Kenneth Alger Subject: '[External]'RE:State Funding Opportunity for Pretrial Services Kim, Good Afternoon. As Deputy Commonwealth's Attorney,who handles Page County General District Court,please let this email be sufficient support,due to the COVID-19 pandemic and Judicial Emergency in effect,that our Commonwealth Attorney's Office fully supports the pretrial expansion grant. We entirely support the use of pretrial services by and for our locality. Ilona Ilona L.White,Esquire Deputy Commonwealth's Attorney Page County Commonwealth's Attorney's Office 116 South Court Street,Suite D Luray,VA 22835 540-743-4517 (Main) 540-743-2045 (Fax) i 1 From: Kenneth Alger Sent:Wednesday,March 25,2020 3:32 PM To: Ilona White<iwhite@pagecounty.virginia.gov> Subject:FW:State Funding Opportunity for Pretrial Services Kenneth L.Alger II, Esquire Commonwealth's Attorney of Page County 116 South Court Street, Suite D Luray, VA 22835 1 Page 17 of 17 31 90 COMMONWEALTH of VIRGINIA Department of Criminal Justice Services Shannon Dion Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Megan Peterson (804)7864000 Chief Deputy Director www.dcjs.virginia.gov To: City Managers and County Administrators of Eligible Localities for Pretrial Services Expansion(Localities that receive funding for local probation but do not receive state funding for local pretrial services) From: Shannon Dion, Director CC: Administrative Agents of Local Probation-Only Agencies(Agencies that provide local probation but do not provide pretrial services) All Local Probation and Pretrial Services Agency Directors Date: February 20, 2020 Subject:Application for Expansion of Pretrial Services to Unserved Localities The Department of Criminal Justice Services (DCJS) is soliciting grant applications for pretrial services expansion from localities that do not currently receive state funds for pretrial services. The Governor's proposed biennium budget for Fiscal Years 2021 and 2022 includes $2.3 million for the expansion of pretrial services and local probation(see Item 406, C.1). This past weekend, the money committees of the General Assembly released their approved amendments. This expansion money was kept in the House's budget,but removed from the Senate's budget in Fiscal Year 2 02 1. Even though the final Appropriations Act will not be codified until at least the end of April, DCJS is soliciting applications for expansion at this time in order to provide you with as much notice as possible to ensure a timely grant awarding process should the General Assembly ultimately keep the expansion funding in the Appropriations Act. The pretrial expansion funding will provide information to assist judicial officers in making more informed bail decisions and to provide pretrial supervision of court-ordered defendants to ensure court appearance and public safety. The requirements of pretrial services are set forth in the Pretrial Services Act(PSA) �19.2-152.2 et se f, of the Code of Virginia. Page 1 of 3 32 91 To ensure successful implementation, expansion funding will only be provided to established local probation(LCCA) agencies to extend pretrial services to the unserved localities. There are currently 37 local probation agencies serving 128 of the 133 localities in Virginia and 33 local pretrial agencies serving 100 localities. DCJS invites you to send an application for expansion funding by March 27, 2020. The application must include the following information: • A letter from you, the county administrator or city manager of the expansion locality, • A cover memo from the administrative agent, i.e. the county administrator or city manager of the CCCA agency agreeing to expand pretrial services to the expansion locality, • A letter of support from the Community Criminal Justice Board(CCJB) of the LCCA agency agreeing to expand services to the expansion locality, • A narrative description of the proposed project(up to eight pages)to include: o A needs analysis using data to indicate the target population(jail data attached,but additional data is encouraged), o A needs analysis and justification for the number of full time employees for which funding is requested, o A timetable and implementation plan to provide services no later than January 1, 2021, • Letters of support from criminal justice stakeholders most affected or involved with your efforts to expand services. Send your application to CCCAPSA(udc's.vir=inia.gov by 5:00pm on March 27, 2020. DCJS anticipates a competitive process and it is possible that DCJS will not be able to fund all requests. Applications will be evaluated and scored based on the clarity, substance, and strength of the request for funding. The primary grant program elements will be evaluated based on ratings of Excellent, Acceptable,Marginal, or Unacceptable. The weighted rating points that can be awarded for each primary grant program element will likely be: • Needs Analysis of Target Population(20%) 0-12 points • Needs Analysis of Staffing(20%) 0-12 points • Implementation Plan(20%) 0-12 points • Locality Commitment and Collaboration(35%) 0-21 points • Technical Compliance(5%) 0-3 points After receiving your application, we will provide technical assistance to aid in developing your finalized budget, a detailed work plan for implementing and providing these services, and any other necessary information to complete a grant statement of award package. The Grants Committee of the Criminal Justice Services Board (CJSB)will review grant applications, and the finalized budgets,to make funding recommendations to the CJSB. The CJSB will make final grant award decisions at its meeting on May 21,2020. DCJS will issue grant award packages based on the final approval of the CJSB. Fiscal and programmatic Page 2 of 3 33 92 revisions may be required as a condition of funding. The grant cycle will be from July 1, 2020 to June 30, 2021. Please note that the funding for the selected sites is for implementation funding and that DCJS does not guarantee continued funding at the amount awarded for implementation. In the next year, DCJS, in consultation with the Virginia Community Criminal Justice Association (VCCJA), will develop a funding formula that will inform how state funds are distributed to localities for local probation and pretrial services. In developing this funding formula, DCJS and the VCCJA will conduct a detailed workload study to determine the right staffing levels for pretrial and probation. DCJS will also consult with the Virginia Municipal League, the Virginia Association of Counties, VCCJA, and other partners in determining the factors that should be considered in a funding formula. If you have any questions regarding the application process,please contact Ken Rose at(804) 225-4329 or Paula Harpster at(804) 786-1140. Page 3 of 3 34 93 1 COMMONWEALTH of VIRGINIA Department of Criminal Justice Services Shannon Dion Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Megan Peterson (804)7864000 Chief Deputy Director www.dcjs.virginia.gov December 4, 2020 Mr. Kris C. Tierney County Administrator Frederick County 107 North Kent Street Winchester, VA 22601-5039 RE: Expansion Funding for Comprehensive Community Corrections Act and Pretrial Services Act Dear Mr. Tierney: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number of 21-A5030CC21 and was approved for a total award of$161,852. The project period is 01/01/2021 through 06/30/2021. Included with this letter is a Statement of Grant Award/Acceptance(SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates, are no longer included as part of the Grant Award Package. Instead, these documents have been combined and are now referred to as Conditions and Requirements and are posted online at: iiO)s://www.dcjs.vir�,inia.gov/}:rants/,.;rant-reggiu rements. In addition to the General Special Conditions,there may be Specific Special Conditions related to your Grant Award. At this time, you are required to view these conditions online via the Grants Management Information System (GMIS) at: Littps://grants.dcjs.virainia.gov/under menu item View Status -> Special Conditions. If you have not previously done so, you must obtain a user name and password set up by your Finance Officer in order to use this web-based system. Please be advised, we are in the final stages of finalizing the new and improved grants management system to replace GMIS. Beginning early next year, DCJS will transition to OGMS (On-line Grant Management System)to provide our subrecipients with a more comprehensive and user-friendly experience. DCJS is committed to keeping all constituents informed to ensure a smooth transition for everyone. Additional resources and training opportunities for the new system will be available soon. 35 94 Mr. Kris C. Tierney December 4, 2020 Page Two We will be happy to assist you in any way we can to assure your project's success. To indicate your acceptance of the award and conditions,please sign the included SOGA and return it electronically within the next 60 days to grantsmgmtAdcj s.virginia.gov. If you have questions, contact Kenneth Rose at(804)225-4329 or via email at Kenneth.Rose@dcjs.virginia.gov. Sincerely, Shannon Dion 36 95 STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12t1i Floor Richmond, Virginia 23219 Expansion Funding for Comprehensive Community Corrections Act and Pretrial Services Act Subgrantee: Frederick DCJS Grant Number: 21-A5030CC21 Grant Start Date: 01/01/2021 Grant End Date: 06/30/2021 Indirect Cost Rate: % *If applicable Federal Funds: $ 0 State General Funds: $161,852 State Special Funds: $ 0 Local Match: $ 0 Total Budget: $161,852 Project Director Project Administrator Finance Officer Ms. S.Kimberly Chmura Mr.Kris C.Tierney Ms. Cheryl B. Shiffler Community Corrections Chief County Administrator Finance Director Frederick County Frederick County Frederick County 860 Smithfield Avenue 107 North Kent Street 107 North Kent Street Winchester,VA 22601-5410 Winchester,VA 22601-5039 Winchester,VA 22601-5039 (540)535-7155 (540)665-6382 (540)665-5610 kchmura@fcva.us ktiemey@fcva.us cshiffle@fcva.us *Please indicate your ICR in the space provided, if applicable.As the duly authorized representative, the undersigned,having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions,hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that apply to this award. Signature: Authorized Official(Project Administrator) Title: Date: 37 96 Northwestern Regional Adult Detention Center James F. Whitley-SuperintendentSSRI 114, 141 Fort Collier Road,Winchester,VA 22603 3 a , (540)665-6374 (540)665-1615 FAX MEMORANDUM To: Ms. Cheryl Shiffler, Director of Finance From: James F. Whitley, Superintende Date: December 21, 2020 Subject: PAPIS grant—new money Request that $16,305 in new grant money from DCJS be appropriated to revenue line item 03-011-024040-001. Request the following: $14,816 be added to the current amount in Part Time, 4-011-033010-1003-000 $1,133 be added to FICA, 4-011-033010-2001 $356 be added to W.C., 4-011-033010-2011 Thank you for your prompt attention to this matter. "Serving the Crimi38ustice System Since 1991" 97 updated 12/28/20 �1' �A 21-A5026PA21 Grant Application Request Form The Grant Application&Acceptance Policy,adopted by the Board of Supervisors on March 23,2016,outlines the policies for submitting grant appllcatlons on behalf of Frederick County and for the acceptance and appropriation of all grant awards. This policy applies to any Frederick County program,department or constitutional office preparing and submitting grant applications to agencies outside the County government for funds,materials or equipment to be received and administered by the County or by an agency for which the County acts as fiscal agent. Please refer to the policy flow chart on the back of this form to assist in determining the appropriate course of action.The policy in its entirety can be found on the Finance intranet page. Complete the information below and attach as the cover to all grant applications sent to the County Administrator for approval. Requesting Department Northwestern_Regional Adult Detention Center Name of Grant Pre-and Post-Incarceration Services(PAPIS) [ Grantor Virginia Department of Criminal Justice(DCJS) Grant deadline for submission 03/27/2020 Total Amount of Anticipated Award $32, ar.00 ��3V�^ RADC/Frederick County has received PAPIS funding for over 20 years. The current grant amount covers one full-time and one part-time staff Purpose of grant(summary) position to provide reentry services at the jail. DCJS is inviting PAPIS members to apply for additional FY2021 funding for service expansion. Grant approved through budget ���u� �} process? (Yes/No) IN a r Local Match Requirement(Yes/No) l No , Amount: i if yes,Source(s)&amount(s)of local N/A match(fin comm/BOS approval required if match requires a budget amendment) Other associated costs None Continuing obligation and cost N/A (fin comm/BOS approval required) Addition of Staff and cost(Yes/No) Total cost, (fin comm/BOS approval required) Yes How many? 1 including fringes: $32,610.00 Revenue and Expenditure codes& 03-011-0.24040 0001- PAPIS e— �r�lQJ '- amountsJ d _�10+ �,�� � Q�C.Q - cod'a's, — w , 1 1 Department Contact(name,email,phone) Kim Rodrigue,PAPIS Grant/Reentry Coordinator; krodh@fcva.us; Ext. 2125 Department Head approval to apply for grant Date 80S approval date(if applicable) Finance review of grant policy compliance Date County Administrator approval to Date 3�iC�2o�r� apply for grant Notes: This is an application for expansion funding (if awarded), in addition to the FY2021 request of $111,110. A new part-time position of 29 hours/week is proposed. If both full amounts are granted, the FY2021 PAPIS total award would be $143,720. (The FY2020 PAPIS award amount was $107,984.) [sk] original grant app request form indicated this grant was approved in the budget. Upon award, it was discovered that it was NOT approved in the budget, so a S/A is required. Original granit/ 019 was for $32,610, only half was awarded. 39 98 AVO COMMONWEALTH of VIRGINIA Department of Criminal Justice Services Shannon Dion Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Megan Peterson (804)786-4000 Chief Deputy Director www.dcjs.virginia.gov December 4, 2020 Mr. Kris C. Tierney County Administrator Frederick County 107 North Kent Street Winchester, VA 22601-5039 RE: Pre-Release and Post-Incarceration Services (PAPIS) Dear Mr. Tierney: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number is 21-A5026PA21 and was approved for a total award of$16,305.The project period is 01/01/2021 through 06/30/2021. Included with this letter is a Statement of Grant Award/Acceptance (SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates,are no longer included as part of the Grant Award Package. Instead,these documents have been combined and are now referred to as Conditions and Requirements and are posted online at: https://www.dcis.virL,,inia.,-,ov/L,i-ants/,-,rant-requiremerL. . In addition to the General Special Conditions,there may be Specific Special Conditions related to your Grant Award. You are required to view these conditions online via the Grants Management Information System (GMIS) at: httis://-rants.dcis.vir�,inia.�,ov/ under menu item View Status -> Special Conditions.If you have not previously done so,you must obtain a user name and password set up by your Finance Officer in order to use this web-based system. Please be advised we are in the final stages of finalizing the new and improved grants management system to replace GMIS. Beginning early next year, DCJS will transition to OGMS (On-line Grant Management System)to provide our subrecipients with a more comprehensive and user-friendly experience. DCJS is conunitted to keeping all constituents informed to ensure a smooth transition for everyone.Additional resources and training opportunities for the new system will be available soon. 40 99 Mr. Kris C. Tierney December 4, 2020 Page Two We will be happy to assist you in any way we can to assure your project's success. To indicate your acceptance of the award and conditions, please sign the included SOGA and return it electronically within the next 60 days to grantsmgmt@dcj s.virginia.gov.If you have questions,contact Aja Pappas at(804)225-4127 or via email at aja.pappas@dcjs.virginia.gov. Sincerel Shannon Dion 41 100 STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, Virginia 23219 Pre-Release and Post-Incarceration Services Subgrantee: Frederick County DCJS Grant Number: 21-A5026PA21 Grant Start Date: 01/01/2021 Grant End Date: 06/30/2021 Indirect Cost Rate: % *If applicable Federal Funds: $ 0 State General Funds: $ 16,305 State Special Funds: $ 0 Local Match: $ 0 Total Budget: $ 16,305 Project Director Project Administrator Finance Officer Mr.James F.Whitley Mr.Kris C.Tierney Ms.Cheryl B.Shiffler Superintendent County Administrator Finance Director Northwestern Reg.Adult Det.Ctr. Frederick County Frederick County 141 Fort Collier Road 107 North Kent Street 107 North Kent Street Winchester,VA 22603 Winchester,VA 22601-5039 Winchester,VA 22601-5039 (540)665-6374 (540)665-6382 (540)665-5610 jwhitley@fcva.us ktierney@fcva.us cshiffle@fcva.us *Please indicate your ICR in the space provided, if applicable. As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions, hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that appl to this award. Signature: Title: C Dy_A_ix1r- Date: l Z- Z -- 1Z_0 42 101 FY2021 PAPIS Service Expansion Grant Application- NRADC Prop-ram Narrative The Northwestern Regional Adult Detention Center (NRADC) in Winchester, Virginia provides pre-release services for offenders serving local and Virginia State Department of Corrections (DOC) sentences from, and returning to, the following jurisdictions: the Counties of Frederick, Clarke and Fauquier; and the City of Winchester, Virginia. In FY2019, the average daily population(ADP) for the entire facility was 613 offenders. As of January 31, 2020,the FY2020 ADP was 565 offenders. A total of 588 offenders were provided with PAPIS Reentry services while incarcerated at the Regional Jail in FY2019, up from 507 in FY2018. The geographical area served by NRADC is primarily rural and has been significantly impacted by the nation's opioid epidemic. The local agencies who provide substance abuse and mental , health treatment are overwhelmed and understaffed. As a result, funding and resources for reentry have been unable to keep up with the demand for services. The jail has become one of the primary agencies addressing the needs of this population. Frederick County, Virginia lies along the I-81 interstate corridor and was named a High Intensity Drug Trafficking Area (HIDTA) by the Obama Administration in November 2013. We are the only entity providing comprehensive Reentry Services in our jurisdiction. I. Description of Expanded Service Request NRADC is funded for 149 sworn officers and 55 civilian staff positions. Currently,there are five unfunded positions, consisting of four civilian and one sworn officer positon. Of the currently funded civilian employees, there are two full-time jail Mental Health Clinicians and four and one-half(4.5) Inmate Program Staff positions serving entire the jail population. One and a half (1.5) of the Program Staff positions are PAPIS grant funded. We appreciate the additional PAPIS funding awarded in FY2020. This enabled us to hire a part- time Inmate Programs Assistant in service of the PAPIS grant. They currently work twenty hours per week and have responsibility for administrative duties serving reentry efforts. These duties FY2021 PAPIS Expansion Grant-3.13.20 kdr 1 43 102 include coordinating monthly "Making It on Supervision" classes with District 11 Probation and Parole, facilitating quarterly visits by DMV Connect for photo identification, requesting birth certificates, making referrals for treatment and housing, scheduling phone interviews for offenders and answering multiple inmate requests. Our request for expansion funding is for a total of 532,610 to fund a second part-time person who would work 29 hours per week on PAPIS grant and reentry activities. We initially planned to request additional funding to convert our current part-time position to full-time. However, we discussed the cost advantage of not having to pay for full benefits. There would be two primary job tasks for this position. First, we would be able to institute pre-release enrollment in the Cover Virginia Medicaid expansion program. Secondly, they would be able to set up a new system to identify incarcerated veterans in need of pre-release services and referrals upon release. II. Needs Analysis and Justification Historically,NRADC has recognized the need for our offenders to have assistance obtaining health insurance for post-release medical care. However, we simply do not have the personnel resources to dedicate, as each Medicaid application requires one-on-one staff attention of up to two hours to complete. Since the Expansion of Virginia Medicaid, we attended presentations on how to implement a process to identify and assist with Medicaid applications. With an additional PAPIS dedicated staff member,we could make this happen. On March 5, 2020, we attended a meeting with Virginia Veterans and Family Support staff. We have assisted a small number of veterans with their reentry plans, but as they stressed in the meeting, self-report numbers are very low. We would like to begin using the Veterans Reentry Search Service (VRSS) system to identify eligible veterans and then increase service referrals for both pre- and post-release offenders. At current staffing levels, we do not have the manpower to dedicate sufficient time to these two activities. III. Program Capabilities and Competencies FY2021 PAPIS Expansion Grant-3.13.20 kdr 2 44 103 For the upcoming FY2021 grant cycle,NRADC will continue to offer the following reentry services: identification of medium to high-risk offenders using a validated Risk/Needs assessment tool (M/OST); provision of evidence-based treatment modalities geared toward addressing criminogenic needs and recidivism risk factors; educational and vocational assistance; and targeted case management to facilitate coordination of services to address substance abuse, mental health, medical and housing needs upon reentry. Within the NRADC Community Corrections Division, the Inmate Programs Department runs the Offender Reentry Transitional Program (ORTP), which uses a residential therapeutic community model. Participants in this program live together in gender specific dormitory housing units separate from the general population. The ORTP program provides services to offenders who report having substance use and co-occurring disorders. Four full-time Programs staff members provide psychoeducational classes, groups and case management services five days per week. On December 9, 2019 the ORTP program was increased from ninety(90) days, to one-hundred and twenty (120) days in length. This was done in order to expand treatment services, account for a programming adjustment period, and due to frequent inmate requests and suggestions for the program to be longer. New ORTP intakes are assessed for criminogenic needs and risk factors using the M/OST validated risk/needs assessment tool. Each participant creates an individualized case plan with their assigned counselor to address these needs/risk factors, formulate therapeutic goals, and begin any necessary pre- and post-release individual service plans. Additionally, reentry services are offered to offenders who are not participating in ORTP, but are either self or staff referred for assistance.NRADC coordinates reentry planning with Probation and Parole and community treatment providers. IV. Impact and Outcomes In FY2019, PAPIS Reentry services were offered to 588 offenders (up from 507 in FY2018), with 196 of those assigned to the Offender Reentry Transitional Program (ORTP), our Intensive Reentry Services (IRS)program. There were 137 successful ORTP completions. Additionally, the following services were provided to both ORTP and non-program offenders: 154 received FY2021 PAPIS Expansion Grant-3.13.20 kdr 3 45 104 educational and vocational services, to include 17 obtaining GED's; 141 post-release referrals were made to outside agencies (for housing,treatment,mental health, medical services, etc.) with 22 receiving Peer Services, 33 identification documents were obtained (Birth Certificates and Virginia State ID cards), and Aids Response Effort (ARE) conducted HIV/Hepatitis C testing for one-hundred and twenty-two (122) inmates. FY2020 numbers are poised to match or exceed these service units. Since FY2019 Peer Recovery Specialist services have been provided for inmates requesting services within 30 days of release. There were twenty-two (22) referrals in FY2019 and continued expansion of this service is anticipated. We are poised to meet or exceed these service numbers for FY2020 and FY2021. V. Implementation If approved for this additional funding, we would advertise for the second part-time position to fill immediately in July 2020. Current NRADC Program staff working on the PAPIS grant have the necessary knowledge and professional contacts to implement the proposed projects. Respectfully Submitted, Kimberly Rodrigue, CSAC NRADC PAPIS Grant/Reentry Coordinator Attachments A-E: A. PAPIS Grant Annual Report Spreadsheet-NRADC FY2017- FY2019 B. NRADC PAPIS Initial Funding Request FY2021 C. FY2021-2022 PAPIS Coalition Biennial Budget Request- Oct. 2019 D. Letters of Support for Increased PAPIS Funding-NRADC E. Newspaper Article "Feds tag Frederick County for high drug trafficking"- HIDTA Designation 11.15.13 FY2021 PAPIS Expansion Grant-3.13.20 kdr 4 46 105 ITEMIZED BUDGET FY2021 1. Personnel/Employees DCJS FUNDS APPLICANT MATCH TOTAL Annual Salary Hours a.Name of Employee Position Title Rate Devoted FEDERAL STATE CASH IN-KIND nma arograms New part-time(29 hrs/wk) Assistant $19.65/1-lou 1508 $29,632 $0 $0 $29,632 $0 TOTAL $0 $29,632 $0 $0 $29,632 b.Fringe Benefits $0 FICA 7.65%_ $2,267 $2,267 RETIREMENT 11.47%_ $0 $0 HEALTH INS(for 1 full-time)= $0 $0 GROUP INS 1.31%= $0 $0 WORKERS COMP 2.4%_ $711 $711 TOTAL $0 $2,978 $0 $0 $2,978 TOTAL PERSONNEL(A+B) $0 $32,610 $0 $0 $32,610 2. Consultants (including Travel and Subsistence) DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND a.Individual Consultants Type $0 I Hours Devoted: $0 TOTAL $0 $0 $0 $0 $0 b. Organizations and Associations Type: $0 Fee: $0 Time Devoted: $0 TOTAL $0 $0 $0 $0 $0 c. Consultants'Subsistence and Travel Number of Days: Rate/Da $0 TOTAL $0 $0 $0 $0 $0 TOTAL CONSULTANTS a+b+c $0 $0 $0 $0 $0 3. Travel and Subsistence for Project Personnel DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND a. Local Milage=No.of Miles X Rate Per mile X $0 b. Non Local Milage =No.of Miles X Rate Per mile x $0 C. Subsistance=number of days X rate per day X $0 d. Air or other fares $0 TOTAL TRAVEL: $0 $0 $0 $0 $0 4. Equipment DCJS FUNDS APPLICANT MATCH TOTAL Purchase or Type Quantity Unit Price Rental I FEDERAL STATE CASH IN-KIND_ Pag 2 dcjs-excel-1212001 116 $o TOTAL EQUIPMENT: $0 $0 $0 $0 $o 5. Supplies and Other Expenses DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND Type Quantity Price $0 TOTAL SUPPLES AND OTHER: $0 $0 $0 $0 $0 6. Indirect Cost DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND $0 TOTAL INDIRECT COST 1 $0 $0 $0 $0 1 $0 GRAND TOTAL: $0 $32,610 $0 $0 $32,610 7. Cash Funds Cash funds from sources other than grant program supporting this project-(itemize) Co not add to requested Project Budget Summary accounts.) TOTAL: Pagc4 82 dcjs-excel-12/2001 107 FY2021 PAPIS BudLet Narrative-NRADC 1. Personnel/Employees: The Northwestern Regional Adult Detention Center(NRADC) is requesting the entire award of DCJS/PAPIS expansion money be allocated to personnel. We are requesting an additional $32,610 per year in order to hire a second part-time staff member. Please see the following breakdown: a. Part-time PAPIS Grant Assistant- A second part-time new hire at a rate of$19.65 per hour to provide up to 1508 hours annually to reentry efforts in service of the PAPIS grant. Grant $29,632 b. Employee Benefits- The annual cost of benefits for one part-time position includes: FICA $2,267 (7.65%), and Workman's Comp $711 (2.40%). The part-time position benefits include only FICA and Workman's Compensation Grant $2,978 2. Consultants: 0 3. Travel: 0 4. Equipment: 0 5. Supplies and Other Expenses: 0 6. Indirect Costs: 0 7. Cash Funds from other Sources: 0 SUMMARY Local $0 Grant $32.610 Grand Total $32,610 FY2021 PAPIS Expansion Grant-3.13.20 kdr 49 108 ATTACHMENT A PAPIS Grant Annual Report Data N RADC FY2017 - FY2019 50 109 0 PAPIS Grant Agency: Northwestern Regional Adult Detention Center FY 2017 (7.01.16- 6.30.17) FY 2018 (7.01.17- 6.30.18) FY 2019 (7.01.18- 6.30.19) Cost per Reentry client(=Grant amt. $77.41 (=per diem) Corrected to $251.08 (Per Diem Rate = $83.61) $212.65 (Per Diem Rate $89.34) awarded/Re-entry clients) $285.47 on FYI Annual rpt. Total Unique Clients served(not 307 TOTAL (175 Pla+ 57 Pia+ 75 juveniles) Jan-May '17 RR Class) 507 TOTAL 588 From the total number above how many were Reentry Clients 146 (P2b- assigned to ORTP) 166 196 From the total number above how many were Community Service clients(not juveniles)This will only be added to in another section not in total clients served in 2017 Annual report 0 0 0 #Reentry staff-Full time 1 1 1 #Reentry staff-part time 0 0 0 #Unique clients receiving Employment 121 TOTAL (113 ORTP 162 TOTAL (128 ORTP 143 TOTAL. (137 ORTP related services Completions + 8 CRC's earned) Completions + 34 CRC's earned) Completions + 6 to Work Release) 6 (former ORTP graduates who #of jobs obtained by clients Phot Reported \rot Reported found jobs on Work Release) #of clients receiving Housing assistance 14 Nol Reporled 194 57 TOTAL (44 Birth Certificates + 38 TOTAL (16 Birth Certificates + ii #of ID documents service units 13 State ID's) 22 State ID's) 33 # of clothing assistance service units 18 Not.Reported 10 # of transportation assistance service units 0 0 2 # of clients receiving pre and post 137 TOTAL (113 ORTP 174 TOTAL (128 ORTP Grads J 12 154 TOTAL (137 ORTP Grads + 17 release educational/vocational Completions + 16 GED's + 8 CRC) GED's + 34 CRC) GED's) 88 TOTAL (79 Treatment/Housing + 141 TOTAL (25 Mental Health-P 94 #of referrals to other agencies 6 Food + 3 Medical) Over 100 Housing + 22 Peer Services) # of volunteers 29 Total appv'd= 68; Monthly Avg= 24 Total appv'd= 61; Monthly Avg=23 # of Volunteer Hours 856.00 872 957 Risk levels of clients-NEW categories Low- 4, Medium- 103, High- 48 incomplete data 5 Low; 139 Medium; 28 High Clients participating in EBP(T4C, "Moving on" (ORTP Women)= 61 "Moving on" (ORTP Women)= 106; MRT)-New categories MRT- 21 completed 51T- 0 (Class not offfered this FY) MRT (General pop. Males)— 38 PAPIS Grant Agency: Northwestern Regional Adult Detention Center State Funding received $41,679.00 $41,679.00 $41,679.00 Federal Funding $0.00 $0.00 $0.00 Foundations funding $0.00 $0.00 $0.00 United Way funding(grant not CFC or individuals) $0.00 $0.00 $0.00 Private funding $0.00 $0.00 $0.00 Federal one time grants $0.00 $0.00 $0.00 Local Government funding $1.3,286.00 $39,811 $39,811 Other funding $0.00 $0.00 $0.00 DOC Contracts funding $0.00 $0.00 $0.00 Value of Volunteer hours($20.91 per hour)AUTOMATIC Calculation at$21.91/hr. $17,898.96 at$24.69/hr. _ $21,529.68 at $25.43/hr. $24,336.51 In-Kind Contribution funding $0.00 $0.00 $0.00 52 111 ATTACHMENT 6 NRADC PAPIS Initial Funding Request FY2021 to Legislature via Two Capitols Consulting 10.08.19 53 112 PAPIS Grant Retjuest for FY2021-Northwestern Re,.Jonal Adult Detention Center (NRADC) The FY2020 Current Budget for NRADC is $107,984. The bulk of the award covers personnel,to include the full-time PAPIS Grant Coordinator and a part-time PAPIS Grant Assistant. This is the breakdown: 1. Personnel (one full-time employee with benefits, plus one part-time person without benefits): $106,782 2. Travel(for PAPIS meetings &trainings): $952 3. Supplies and Other Expenses (Postage): $250 Grand Total $107,984 FY2021 Amount Requested is $165,000-to convert second positon from part-time to full-time, cover benefits, training and travel for second person, add contracted treatment services and evidence based curriculum, plus cover cost of obtaining identity documents (ID's and Birth Certificates): 1. Personnel(2 full-time with benefits): $146,000 2. Treatment Curriculum materials, Training and Contracted services: $12,000 3. Travel (meetings &trainings): $2,000 4. Supplies and Other Expenses (postage, ID's Birth Certificates): $5,000 Grand Total $165,000 PAPIS FY2021 Grant Funding Req. 10.08.19 kdr 54 113 ATTACH ME ANT C PAPIS Coalition FY 2021-2022 Biennial Budget Request October 2019 55 114 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 Executive Summary The Pre-release And Post-Incarceration Services (PAPIS) Coalition is composed of nine re-entry services organizations serving 96 of the 133 jurisdictions located throughout the Commonwealth. Since the early 1970's, PAPIS Coalition members have been working to ensure that those returning to society are better prepared to become productive members of their communities. Six of the nine PAPIS organizations are community-based non-profits, with active Boards of Directors and dedicated volunteers - over 800 statewide - who work tirelessly every day to help fellow Virginians in need. The remaining three programs are jail-based.' Together, PAPIS Coalition members serve over 10,400 participants annually, both during and after incarceration, by helping participants make a successful return to society. In order to continue this work, the PAPIS Coalition requests an additional $2.35 million in the first year and $2.2 million in the second year of the FY21-22 biennial budget. s:'APIS Coalition Mode PAPIS Coalition members are financed through multiple funding streams, including a state appropriation of $2.2 million that is administered by the Department of Criminal Justice Services (DCJS). PAPIS programs incorporate research-informed recidivism reduction into their service delivery, helping participants overcome the disconnect between incarceration and life back in their communities. Specifically, they focus on assessing clients for risk and needs related to recidivism, evidence-based cognitive-behavioral programming, and job readiness and employment services. Placement services are emphasized in the scope of service delivery by potential grant recipients, as employment is a key to being successful for any individual returning to society. Pre-release services are intended to prepare offenders for their transitions from incarceration to life within the community. Jail pre-release services include risk assessment, reentry and transition planning, training, counseling, mentoring, tutoring, information, and referral. Training programs focus on job readiness and employment skills, budgeting, consumer skills, family relationships, transition expectations, and related areas of values. Pre-release services in state correctional institutions include assisting prison staff in delivering the Department of Corrections' ' PAPIS: Virginia Re-entry Coalition Summary of Programs in Virginia FY2016 httos://www.dcis.virginia.Qov/sites/dcjs.virginia.aov/files/�.ublications/corrections/oapis-virginia-re-entry-co alition-summary-programs-virainia-ty20l6.pdf 1 56 115 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 Life Skills Program, developing reentry and transition plans for difficult placement cases, and connection with community services soon after release. Post-Incarceration services are provided to clients that have been recently released from incarceration. These services are intended to address the specific needs of individual offenders after release from prisons or jails to support successful reintegration into the community and sustain crime-free lifestyles. In addition to the services offered through pre-release programs, post-incarceration services also assist clients in obtaining stabilization and emergency services such as locating food, clothing, transportation, and shelter.' PAPIS Coalition Members OAR Arlington for 11: OAR Fairfax , . ,Northwestern Regional Adult Detention Center t7 OAR Jefferson Area Community Connections Virginia Cares Northern Neck Community Corrections OAR Richmond EColonial Community Corrections Transitional Services Program rth 120 EStep Up Inc ib acp r G11£� - tfdt7 ��ttM �f B�Frrd Ocnar� GB Rbsl 00A wythe � v g Scott uFaM"Qton Grayson2 COM q 3$ ill Funding request Prior to 2008, the PAPIS coalition received $3 million annually in state appropriations. Today, PAPIS receives $2.2 million. With rising program costs and increased demand for services, Coalition members face a tight budget as they provide these critical services. In order to improve access, delivery, and results, Coalition members need to hire additional staff, retain 2 Virginia Department of Criminal Justice Services PAPIS: Virginia Prisoner Reentry Program htt-rs://www.dcis.vir inia. ov/correctional-services/grants/ a)is-virginia-prisoner-reentry-program 2 57 116 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 experienced staff, and expand programs to serve more Virginians. The following breakdown shows a funding request of an additional $2.35 million in the first year and $2.2 million in the second year of the FY21-22 biennial budget to provide these critical services, as well as expand services to more Virginians across the Commonwealth: • Virginia Cares is a statewide organization which serves programs in every region of the Commonwealth, including jurisdictions surrounding Roanoke, Farmville, Lynchburg, Blacksburg, Bristol, Martinsville, Danville, Covington, Fredericksburg, Virginia Beach, ,and Newport News. Virginia Cares intends to increase services to five existing programs including the following: Lynchburg Community Action Program (Lyn-CAG), New River Community Action Agency (NRCAA), People, Incorporated of Virginia (PEOPLE), Pittsylvania County Community Action (PCCA), Total Action for Progress (TAP). Virginia Cares will also launch a new statewide Women's Reentry Program designed to empower and provide gender-responsive services to women who are re-entering their communities, to include connections to transitional housing, mental health and substance abuse treatment, transportation, childcare, education and workforce training, and monthly empowerment workshops. The program will be implemented at Hampton Roads Community Action Program (HRCAP), Lynchburg Community Action Program (Lyn-CAG), New River Community Action Agency (NRCAA), People, Incorporated of Virginia (PEOPLE), Pittsylvania County Community Action (PCCA), and Total Action for Progress (TAP). Virginia Cares requests an additional $1,215,543 annually to accomplish these goals. • Step-Up. Inc serves Hampton Roads. Their request will cover increased rent at the main office as well as add satellite offices to expand to unserved areas such as the Eastern Shore and Middle Peninsula, including Middle Peninsula Jail, VA Peninsula Regional Jail and Gloucester Jail. This will require four full-time case workers, office supplies, IT services, staff training, and client assessment materials. Step-Up, Inc. requests an additional $271,500 annually. • OAR Fairfax covers the counties of Fairfax, Prince William and Loudoun. The bulk of this request is to add additional staff, including a full time case worker in Loudoun County and a part-time case workers in both Fairfax and Prince William. OAR Fairfax will also build training capacity with their existing staff so new hires can receive important skills training from within the organization. OAR Fairfax requests an additional $103,600 annually. • OAR Arlinaton covers Arlington County, and the cities of Alexandria, and Falls Church. They also serve the population from the Coffeewood Correctional Center in Culpeper, 3 58 117 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 which is a Virginia Department of Corrections facility for men from the Northern Virginia region. OAR Arlington would like to add a Re-entry Clinical Coordinator to their team, to provide intensive case management, facilitate post-release evidence-based groups, connect participants with vocational training and employment program, and coordinate behavioral health services. OAR Arlington will also add contracted services from Clinical Behavioral Health Specialists, who will implement weekly cognitive-behavioral health therapy using evidence-based interventions to assess criminogenic risk factors.Due to the high cost of living in their region, OAR Arlington would also like to increase direct service funds for emergency services such as food, shelter, clothing, transportation, identification, smartphones, and educational or vocational tuition and fees. OAR Arlington requests an additional $250,000 annually. • OAR Jefferson serves the City of Charlottesville, counties of Albemarle, Fluvanna, Goochland, Greene, Louisa, Madison, Nelson and Orange. OAR Jefferson will add a full-time Reentry Coordinator for rural counties served by the Central Virginia Regional Jail. OAR Jefferson requests an additional $63,750 annually. • OAR Richmond serves the counties of Hanover, Henrico, and Chesterfield as well as the City of Richmond. OAR Richmond intends to add an Assistant Director Position to provide client services as well as supervise direct service staff, lead program expansion in jails, and implement new programs in the central office. Additionally, OAR Richmond would like to add two part-time case manager positions for Chesterfield County and Hanover/Louisa Counties. OAR Richmond will also increase financial assistance, emergency services (food, clothing, shelter), copies of identification, mental health services, bus tickets, vocational training, and employment necessities (uniforms and worker supplies). OAR Richmond requests an additional $200,000 annually. • Northwestern Re,-)ional Adult Detention Center (NRADC) serves the counties of Clarke, Fauquier, Frederick, and the City of Winchester. NRADC has one full-time PAPIS grants coordinator and one part-time grants assistant to help increase annual budget through outside funding sources. In the second year, the part-time position will convert to full-time. NRADC will also add contracted treatment services and evidence-based curriculum, plus cover the cost of obtaining identification documents. NRADC requests an additional $57,016 annually. • Colonial_Communi _Corrections Transitional Services Pro_ ram (CCCTSP) serves James City County. They intend to add contracted job skills programs as well as opioid reentry continuity of care services. CCCTSP requests an additional $25,000 annually. 4 59 118 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 • Northern Neck Communitv Corrections serves the counties of Richmond, Westmoreland, Northumberland, Gloucester, and the town of Warsaw. Northern Neck will provide cost of living increases to existing staff salaries with an additional request of $15,000 annually. • Additionally, the overall PAPIS Coalition requests $150,000 in the first year only for two overall initiatives to support re-entry services across the Commonwealth: • Staff training and professional development opportunities, including motivational interviewing skills, cultural competency, addressing internal biases, etc; • Research and data analytics for a recidivism study Conclusion In order for Virginia to have a statewide network of reentry programs that reduce recidivism, promote public safety, and provide supportive services to rehabilitate returning citizens, the PARS Coalition respectfully requests additional state funding to match growing demand and rising costs to serve more Virginians in need of these critical services to ensure they have a successful second chance in the Commonwealth. Reentry services are a proven method for providing second chances, and increasing their funding will reduce long-term costs while decreasing recidivism in the Commonwealth. 5 60 119 ATTA C H M E N T D Letters of Support on Behalf of NRADC to Governor Northam for Increased PAPIS Funding 61 120 Northern Shenandoah Valley Substance Abuse 305 East er,Virginialy 2 et6 L i� Winchester,Virginia 22601 Coalition ww .5365000 www.ro adto recove rv.info November 19, 2019 The Honorable Ralph S.Northam Governor, Commonwealth of Virginia 1111 East Broad Street Richmond, VA 23219 RE: Pre-Release and Post-Incarceration Services (PAPIS) Coalition Dear Governor Northam: As the Executive Director of the Northern Shenandoah Valley Substance Abuse Coalition (NSVSAC), I am pleased to offer support for the increased funding request for the Pre-Release and Post-Incarceration Services (PAPIS) Coalition in your 2021-2022 budget. As an active member of your Advisory Commission on Opioids and Addiction, I have seen the need for more comprehensive re-entry services in our community and across the Commonwealth. With your support of the increased funding request for the PAPIS Coalition in your next budget we can implement best practices for assisting justice-involved individuals with a successful transition to society. The Northwestern Regional Adult Detention Center(NRADC) has been a key partner of the NSVSAC since our organization's inception in 2014. The NSVSAC has partnered with NRADC on connecting Certified Peer Recovery Specialists with individuals who are nearing discharge from the jail. We have also collaborated to explore implementation of Medication Assisted Treatment(MAT) in the detention center. In addition,NRADC has been instrumental in coordinating opportunities for therapists to enter the facility to complete clinical needs assessments for eligible individuals of the Northwest Regional Adult Drug Treatment Court (NRADC). Members of the PAPIS Coalition are financed through multiple funding streams, including an annual state appropriation. With rising program costs, the PAPIS Coalition struggles to provide these critical services at the levels needed for increased demand. As you prepare your budget in the coming weeks, I hope you will consider the work of the PAPIS Coalition in providing re- entry services which reduce recidivism and better invest the Commonwealth's financial resources. 62 121 Sincerely, Lauren Cummings Executive Director,Northern Shenandoah Valley Substance Abuse Coalition (NSVSAC), Winchester,VA Cc: Mr. Matt Mansell, Legislative Director 63 122 Travis Jobe 288 Myrtle Lane Lynchburg VA,24502 November 19, 2019 The Honorable Ralph S. Northam Governor, Commonwealth of Virginia 1111 East Broad Street Richmond,VA 23219 Dear Governor Northam: I am writing to express my support for the increased funding request for the Pre-Release and Post-Incarceration Services (PAPIS) Coalition in your 2021-2022 budget. I am an Outreach Coordinator for a 501 c3 tax exempt organization named Oxford House Inc. and my community is served by The Offender Re-entry Training Program (ORTP)in the Northwestern Regional Adult Detention Center. Re-entry services are a proven public safety strategy to reduce recidivism by assisting justice- involved individuals with a successful return to society. Each year, over 10,000 Virginians receive evidence-based services. I am a graduate of the ORTP program,with the information that I was given there laid out a solid foundation for my recovery as well as helped me merge back into being a functioning member of society. After many failed attempts at sobriety it took the knowledge about my addiction that l was given in the program to really understand the science behind what was happening.Since being released I have started my career around recovery housing and I owe a majority to programs like these. In our history, our country has not always been supportive of second chances for those who are returning to society, but the data shows these services have a proven track record of success. Re-entry services reduce recidivism and better invest the Commonwealth's financial resources in the long run. Member of the PAPIS Coalition are financed through multiple funding streams, including an annual state appropriation.With rising program costs,the PAPIS Coalition struggles to provide these critical services at the levels needed for increased demand. As you prepare for the upcoming legislative session, I strongly urge you to include the increased funding request for the PAPIS Coalition in your next budget. *Sincerel A. .tobe Oxford House Outreach Coordinator 64 123 ATTACHMENT E Frederick News Post Article 11.15.13 65 124 https://www.fredericknewspost.com/news/crime_and_iustice/cops_and_crime/feds-tag-frederick-county-for-high-drug- trafficking/article_c4b731 b5-50b9-56fc-906f-f1 d53ca9bd43.htmI ( FEATURED War on drugs Feds tag Frederick County for high drug trafficking Status will allow additional funds to combat problem By Danielle E. Gaines News-Post Staff Nov 15, 2013 T.a { Ir ti .y _ $� 4j .,. Spoons used for cooking, syringes and a number of other drug paraphernalia items were found in a drawer during a bust in October at a local hotel that involved seven arrests. Staff file photo by Bill Green The Qbama administration on Thursday designated Frederick County as a high-intensity drug trafficking area. Frederick is one of 12 counties across the country newly identified as such by the office of National Drug Control Policy. 66 125 The office has named 28 high-intensity drug trafficking areas, or HIDTAs, in the U.S. i Frederick County was added to the Baltimore-Washington HIDTA, which was eca_-Cablir in 1994 Cecil County in Maryland and Roanoke County in Virginia were also added to the HIDTA list Thursday. The designation allows taw enforcement agencies in the counties to receive additional money from the Federal government to combat drug trafficking. The 12 new counties will share $660,000 to fight their drug problems. To qualify as an HIDTA, a county must show four things: n It is a significant center of illegal drug production, manufacturing, importation OF distribution. n State and local law enforcement have committed resources to respond to drug trafficking issues. n Drug-related activities in the area are having a significant harmful impact. n A significant increase in federal funds is needed to respond to the problem. The Baltimore-Washington HIDTA coordinates programs that allow police to compare details among different cases, track gang members across the state, extract and compare data from cellphones seized from arrestees, and map crimes throughout the region. Other counties in the Baltimore-Washington HIDTA are Anne Arundel, Baltimore, Charles, Hartford, Howard, Montgomery, Prince George's and Wicomico, along with Baltimore city, in Maryland, and Arlington, Chesterfield, Fairfax, Hanover, Henrico, Loudoun, Prince George and Prince William counties and the cities of Alexandria, Petersburg and Richmond in Virginia; and Washington. The Frederick County Sheriff's Office and Frederick Police Department did not respond to requests for comment on the new designation. Follow Danielle E. Gaines on Twitter: @danietteegaines. 67 126 011C1Z COUNTY SHERIFF3S of Ict Q��1CK.COG Sheriff Lenny Millholland F s°� Major Steve A. Hawkins ��RC=q[3►P 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland DATE : December 5, 2020 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP for an auto claim dated November 3, 2020. In the amount of$2,614.76. This amount was posted to 3-010-018990-0001 We are requesting this amount to be appropriated to line item 31020-3004-000-002 Thank you LWM/adc 3-010-018990-0001 c.s. 11/30/20 68 127 November 12, 2020 Frederick County Attn: Jennifer Place 107 N. Kent Street Winchester, Virginia 22601 Virginia Association of Counties Group Self--Insurance Risk Pool Member: Frederick County Claim Number: 0342020272280 Date of Loss: 11/0312020 To Frederick County: Enclosed please fund a VACORP property damage check,in the amount of$2,614.76 for the damages to the 2016 Ford Taurus VIN#6973, We issued payment of$3,114,76(estimate)— $500.00(deductible)=$2,614.76 to Frederick County. This repair was determined by S&S Appraisal Services. If you should have any questions regarding this payment, please do not hesitate to contact our office. Sincerely, Corey Reese Claims Associate Enclosed: check Cc: Jennifer Place 1819 Electric Road,Suite Ca Roanoke,N frginia 24018- ton fres 888.822.6772 a fax 877.212.8599 69 128 Date: 11/8/2020 11:25 AM Estimate ID: 1825842 Estimate Version: 0 Committed Profile ID; * PDA VA Quote ID: 76313133 S&S Appraisal Services, LLC P.O.BOX 3153,ROANOKE,VA 24015 (540)816-9813 Fax: (866)724-2776 Email: ssassignments@hotmail.com Submit supplements via email supplements@ianetwork.net or Website http: //ianetwork.net/supplements/ *Not An Authorization For repair* Read disclaimers following appraisal calculations. Damage Assessed By: Derrick Manley Appraised For: CORY REESE (888)822-6772 ext.124 Classification: Field Condition Code: Fair Type of Loss: Collision Date of Loss: 11/3/2020 Date Assigned: 11/5/2020 Deductible: UNKNOWN File Number: 1825842 Claim Number: 0342020272280 Insured: FREDERICK COUNTY SHERIFF Owner: FREDERICK COUNTY SHERIFF Address: 1080 COVERSTONE RD,WINCHESTER,VA 22601 Telephone: Home Phone: (540)327-4473 Mitchell Service: 911354 Description: 2016 Ford Taurus Police Vehicle Production Date: 3/16 Body Style: 4D Sed Drive Train: 3.7L Inj 6 Cyl 6A AWD VIN: IFAHP2MK9GGi16973 License: 192858L VA Mileage; 122,694 OEM/ALT: A Parts Profile: Parts Profile Version; 0 Color: WHITE Options: POWER DRIVER SEAT, POWER WINDOW, POWER STEERING, POWER BRAKE REAR WINDOW DEFOGGER,CRUISE CONTROL,TILT STEERING COLUMN,FM RADIO,CD PLAYER Line Entry Labor Line Item Part Type/ Dollar Labor Item Number pe Operation Description _ Part Number Amount Units Front Bumper 1 BDY OVERHAUL Frt Bumper Cover Assy 2.1 # 2 101817 BDY REMOVE/REPLACE Frt Bumper Cover EG1Z 170957 DPTM 556.57 INC # 3 REF REFINISH Frt Bumper Cover C 3.2 Grille 4 100547 BDY REMOVE/REPLACE Grille Assembly DG1Z 8200 AA 173.52 INC # 5 BDY REMOVE/INSTALL Frt Bumper Cover INC Front Lanus- 6 102418 BDY REMOVE/REPLACE R Frt Combination Lamp Assembly FGiZ 13008 D 679.07 INC # 7 BDY CHECK/ADJUST Headlamps 0.4 A/C/Heater/Ventilation 8 100651 MCH REMOVE/REPLACE A/C Condenser -M **QUAL REPL PART 217.00 1.6 # 9 MCH REMOVE/REPLACE Evacuate&Recharge A/C -M 1.4 Front Fender 10 100692 BDY REMOVE/REPLACE R Fender Panel **QRP Certified 354.00 2.5 # ESTIMATE RECALL NUMBER: 11/08/2020 11:24:45 1825842 Mitchell Data Version;OEM: OCT_20_V Alternate parts: 11/08/2020 11:15:29 Copyright(C)1994-2020 Mitchell International Page 1 of 3 Software Version: 7.1.239 All Rights Reserved 70 129 Date: 11/8/2020 11:25 AM Estimate ID: 1825842 Estimate Version: 0 Committed Profile ID: *PDA VA 11 REF REFINISH R Fender Outside Quote ID: 76313133 C 2.0 12 REF REFINISH R Add To Edge Fender C 0.5 Additional Costs A Materials 13 936014 ADD'L COST Flex Additive 7.00 * Additional operation 14 REF ADD'L OPR Clear Coat 1.8 15 933005 BDY ADD'L OPR Restore Corroslon Protection 10.00 * 0.3* Additional Costs&Materials 16 ADDT COST Paint/Materials 240.00 * 17 ADD'LCOST Hazardous Waste Disposal 5.00 * Special/Manual Entry 16 900500 BDY* REPAIR Car Cover Existing 0.3* *- Judgment Item # - Labor Nate Applies **QRP Certified -Quality Replacement Parts- Certified **QUAL REPL PART-Quality Replacement Parts C-Included In Clear Coat Calc KEYSTONE HIG KEYSIQ KEYSTONE KEYSIQ 23750 PEBBLE RUN DR. 4803 HOLLINS FERRY RD. STERLING HALETHROPE VA 20166 MD 21227 (703)661-0894 (800)390-4600 (800)390-4600 (410)636-4600 8 **CND4435 217.00 10 **P01241277PP 354.00 Estimate Totals Add'I Labor Sublet I. Labor Subtotals Units Rate, Amount Amount Totals II. Part Replacement Summary Amount Body 5,6 46.00 10,00 0.00 267.60 Taxable Parts 1,980.16 Refinish 7.5 46.00 0.00 0.00 345.00 Mechanical 3.0 90.00 0.00 0.00 270,00 Total Replacement Parts Amount 1,980.16 Non-Taxable Labor 882.60 Labor Summary 16.1 882.60 III. Additional Costs Amount IV. Adjustments Amount Taxable Costs 252.00 Customer Responsibility 0.00 Total Additional Costs 252,00 Paint Material Method: Rates Init Rate=32.00 ,Ink Max Hours=99.9,Addl Rate=0.00 I. Total Labor: 882.60 II. Total Replacement Parts: 1,980,16 M. Total Additional Costs: 25100 Gross Total: 3,114.76 IV. Total Adjustments: 0.00 Net Total: 3,114.76 ESTIMATE RECALL NUMBER: 11/08/2020 11:24:45 1825842 Mitchell Data Version:OEM: OCT 20_V Alternate Parts: 11/08/2020 11:15:29 Copyright(C)1994-2020 Mitchell International page 2 of 3 Software Version: 7.1.239 All Rights Reserved 71 130 Date: 11/8/2020 11:25 AM Estimate ID: 1825642 Estimate Version; 0 Committed Profile ID; *PDA VA Quote ID: 76313133 THIS ESTIt+ATE HAS BEEN PREPARED BASED ON THE USE OF AUTOMOTIVE PARTS NOT MADE BY THE ORIGINAL MANUFACTURER. PARTS USED IN THE REPAIR OF YOUR VEHICLE BY OTHER THAN THE ORIGINAL MANUFACTURER ARE REQUIRED TO BE AT LEAST EQUAL IN LIKE, KIND AND QUALITY IN TERMS OF FIT, QUALITY AND PERFORMANCE TO THE ORIGINAL MANUFACTURER PARTS THEY ARE REPLACING. Point(s)of Impact 1 Right Front Corner(P) Insurance Co: VACORP Address; 1819 ELECTRIC RD STE C ROANOKE,VA 24018 Telephone: (888)822-6772 Inspection Site: BUSINESS Address; 1080 Coverstone Dr, WINCHESTER,VA 22602 Inspection Date: 11/6/2020 This is not an authorization for repair. All costs of repairs are the sole responsibility of the vehicle owner, who must authorize all repairs. Failure to deliver a copy of this appraisal to the repair shop by the vehicle owner may result in out of pocket expense to the vehicle owner. Providing a copy of this appraisal is not an acceptance of coverage or liability and all issues of coverage or liability are to be determined by the insurance carrier. Deductibles may or may not be addressed or included in this appraisal. If applicable, the repairer should collect the deductible from the vehicle owner prior to the release of the repaired vehicle. ********************Supplement Procedure Notice********************* It is the repairer's responsibility to send notification of the supplement via or email to supplements@ianetwork.net or website http://ianetwork.net/supplements/, including a statement whether the repairs have been halted on the vehicle. PDA will respond to your request within 24 hours. Please allow 48 hours to complete supplement processing from the date of request to ensure timely release of the vehicle. This appraisal is subject to the complete review and approval by the assigning insurance company to assure accuracy, cost effectiveness, and that accepted industry repair standards are met. The insurance company listed has the right to accept or reject any part or all of this appraisal or make any changes they feel necessary. It is a crime to knowingly provide false, incomplete or misleading information to an insurance company for the purpose of defrauding the company. Penalties include imprisonment, fines and denial of insurance benefits. ESTIMATE RECALL NUMBER: 11/08/2020 11:24:45 1825842 Mitchell Data Version:OEM: OCT 20_V Alternate Parts:11/08/2020 11:15:29 Copyright(C) 1994-2020 Mitchell International Page 3 of 3 Software Version: 7.1.239 All Rights Reserved 72 131 RICK COUNTY SHERIFFSskAERFFr O FFIC� ti@sl�K�Or Sheriff Lenny Millholland �'Fs�'� Major Steve A. Hawkins 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland DATE : November 4, 2020 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP for an auto claim dated September 2, 2020. We are requesting$7,375.00 be appropriated into the following line item. This amount was posted to 3-010-018990-0001 We are requesting this amount to be appropriated to line item 31020-8005-000-000 Thank you LWM/adc 3-010-018990-0001 c.s. 10/14/20 73 132 rA V1 C RP October 2,2020 Frederick County Attn: Jennifer Place 107 North Kent Street Winchester,VA. 22601 Virginia Association of Counties Self:Insurance Risk Pool Member: Frederick County Claim Number: 03342020269689 Date of Loss: 9/2/2020 Dear Ms. Place: Enclosed please find VACORP property damage check in the amount of$7,375.00 for the total loss of the 2014 Ford Taurus VIN 6460 that was damaged on 9/2/2020. This payment was based on the Actual Cash Value of$7,875,00 less the$500.00 deductible. If you should have any questions regarding this payment, please feel free to call me at 1- 888-822-6772 ext. 174. Sincerely, Jared Mullen Claims Specialist Enclosed—Check 1819 Electric Rd., Suite C( Roanoke,VA 240181888.822-67721 Fax 877.212-85991 www.vacorp.org 74 133 Date: 9/25/2020 03:22 PM Estimate ID: 1790289 Estimate Version: 0 Committed Profile ID: * SSVA Quote ID: 74068628 S&S Appraisal Services, LLC P.O. BOX 3153, ROANOKE,VA 24015 (540)816-9813 Fax: (866)724-2778 Email: ssassignments@hotmail.com *Not An Authorization For repair* Read disclaimers following appraisal calculations . SUBMIT SUPPLEMENTS ONLINE AT : https : //account . claimleader . com/public/api/supplement?id=1138 Damage Assessed By: Derrick Manley Appraised For: JARED MULLEN (888) 822-6772 Classification: Field Condition Code: Fair Type of Loss: Collision Date of Loss: 9/2/2020 Date Assigned: 9/21/2020 Deductible: UNKNOWN File Number: 1790289 Claim Number: 0342020269689 Insured: FREDERICK COUNTY SHERIFF Owner: FREDERICK COUNTY SHERIFF Address: 1080 COVERSTONE RD,WINCHESTER,VA 22601 Telephone: Home Phone: (540)327-4473 Mitchell Service: 911354 Description: 2014 Ford Taurus Police Vehicle Production Date: 1/14 Body Style: 4D Sed Drive Train: 3.7L Inj 6 Cyl 6A AWD VIN: iFAHP2MK8EG156460 License: 162212L VA Mileage: 130,278 OEM/ALT: A Search Code: B1023022 Color: WHITE Line Entry Labor Line Item Part Type/ Dollar Labor Item Number Type Operation Description Part Number Amount Units Front Bumper 1 BDY OVERHAUL Frt Bumper Cover Assy 2.1 # 2 101817 BDY REMOVE/REPLACE Frt Bumper Cover EG1Z 17D957 DPTM 607.16 INC # 3 REF REFINISH Frt Bumper Cover C 3.2 4 100541 BDY REMOVE/REPLACE R Frt Bumper Reinforcement **QUAL REPL PART 8.00 0.2 # 5 BDY REMOVE/INSTALL Frt Bumper Cover INC 6 100542 BDY REMOVE/REPLACE L Frt Bumper Reinforcement **QUAL REPL PART 8.00 INC # 7 100540 BDY REMOVE/REPLACE Frt Bumper License Plate Bracket **QUAL REPL PART 32.00 INC 8 100543 BDY REMOVE/REPLACE Frt Bumper Energy Absorber ** QRP Certified 89.00 INC 9 100544 BDY REMOVE/REPLACE Frt Bumper Impact Bar(UHSS) ** QRP Certified 165.00 0.7 # Front Lamps 10 100551 BDY REMOVE/INSTALL R Front Combination Lamp 0.3 # 11 101947 BDY REMOVE/REPLACE L Frt Combination Lamp Assembly DG1Z 13008 D 673.33 0.3 # 12 BDY CHECK/ADJUST Headlamps 0.4 Hood 13 100619 BDY REMOVE/REPLACE Hood Panel ** QRP Certified 768.00 1.7 14 REF REFINISH Hood Outside C 2.8 15 REF REFINISH Add For Hood Underside C 1.4 ESTIMATE RECALL NUMBER: 09/25/2020 15:22:00 1790289 Mitchell Data Version:OEM: SEP_20_V MAPP:SEP_20_V Copyright(C) 1994-2020 Mitchell International Page 1 of 4 Software Version: 7.1,238 All Rights Reserved 75 134 Date: 9/25/2020 03:22 PM Estimate ID: 1790289 Estimate Version: 0 Committed Profile ID: * SSVA Quote ID: 74068628 Front Fender 16 100692 BOY REPAIR R Fender Panel Existing 1.0*# 17 REF REFINISH R Fender Outside C 1.6 18 100693 BOY REMOVE/REPLACE L Fender Panel ** QRP Certified 358.00 2.5 # 19 REF REFINISH L Fender Outside C 1.6 20 REF REFINISH L Add To Edge Fender C 0.5 21 100703 BOY REMOVE/REPLACE L Fender Liner **QUAL REPL PART 41.00 INC 22 101382 BOY REMOVE/INSTALL R Fender Applique 0.4 # Front Inner Structure 23 100718 BOY REMOVE/REPLACE Lwr Frt Body Air Deflector DG1Z 8327 A 106.87 0.3 24 100750 BOY REMOVE/REPLACE L Frt Body Sidemember Assy(HSS)-S DGiZ 5410009 A 619.75 12.0 # 25 REF REFINISH L Front Sidemember 1.0 Wheel 26 100820 BOY REMOVE/REPLACE Wheel Cover DG1Z 1130 A 108.76 Front Door 27 101138 BDY REPAIR L Frt Door Repair Panel Existing 6.0*# 28 REF REFINISH L Frt Door Outside C 1.8 29 101143 BDY REMOVE/INSTALL L Frt Rear View Mirror 0.3 30 101145 BDY REMOVE/INSTALL L Frt Upr Door Moulding 0.2 31 101169 BDY REMOVE/INSTALL L Frt Door Trim Panel 0.4 32 101213 BDY REMOVE/INSTALL L Frt Otr Door Handle 0.3 Rear Door 33 100273 BDY REMOVE/INSTALL L Rear Otr Door Handle 0.3 34 101344 BDY REPAIR L Rear Door Outside Handle Existing 0.5*# 35 REF REFINISH L Rear Otr Handle C 0.5 Additional Costs&Materials 36 936014 ADD'L COST Flex Additive 7.00 Additional Operations 37 REF ADD'L OPR Clear Coat 3.3 38 933005 BDY ADD'L OPR Restore Corrosion Protection 10.00 * 0.3* Additional Costs&Materials 39 ADD'L COST Paint/Materials 566.40 40 ADD'L COST Hazardous Waste Disposal 3.00 Special/Manual Entry 41 900500 BDY* REPAIR Unibody Set-up and Measure Existing 2.0* 42 900500 FRM* REPAIR Unibody Pull to Align Existing 2.0* 43 900500 MCH* ADD'L LABOR OP 4 Wheel Alignment Sublet 89.95 * 0.0* 44 900500 BDY* REPAIR Car Cover Existing 0.3* * -Judgment Item # - Labor Note Applies ** QRP Certified - Quality Replacement Parts - Certified ** QUAL REPL PART- Quality Replacement Parts C - Included in Clear Coat Calc KEYSTONE-INS QUALITY PRT KEYSTONE KEYSIQ 23750 PEBBLE RUN DR. 23750 PEBBLE RUN DR. STERLING STERLING VA 20166 VA 20166 (703) 661-0894 (800) 390-4600 (703)661-0894 (800) 390-4600 8 ** F01070187DSC 89.00 4 ** F01043153 8.00 21 ** F01248144 41.00 6 ** F01042153 8.00 7 ** F01068150 32.00 9 ** F01006255C 165.00 13 ** F01230328C 768.00 18 ** F01240277PP 358.00 ESTIMATE RECALL NUMBER: 09/25/2020 15:22:00 1790289 Mitchell Data Version:OEM: SEP-20_V MAPP:SEP_20_V Copyright(C) 1994-2020 Mitchell International Page 2 of 4 Software Version: 7.1.238 All Rights Reserved 76 135 Date: 9/25/2020 03:22 PM Estimate ID: 1790289 Estimate Version: 0 Committed Profile ID: * SSVA Quote ID: 74068628 Estimate Totals Add'I Labor Sublet I. Labor Subtotals Units Rate Amount Amount Totals II. Part Replacement Summary Amount Body 32.5 46.00 10.00 0.00 1,505.00 Taxable Parts 3,584.87 Refinish 17.7 46.00 0.00 0.00 814.20 Frame 2.0 50.00 0.00 0.00 100.00 Total Replacement Parts Amount 3,584.87 Mechanical 0.0 85.00 0.00 89.95 89.95 Non-Taxable Labor 2,509.15 Labor Summary 52.2 2,509.15 III. Additional Costs Amount IV. Adjustments Amount Taxable Costs 573.40 Customer Responsibility 0.00 Non-Taxable Costs 3.00 Total Additional Costs 576.40 Paint Material Method: Rates Init Rate = 32.00 , Init Max Hours = 99.9,Addl Rate = 0.00 I. Total Labor: 2,509.15 II. Total Replacement Parts: 3,584.87 III. Total Additional Costs: 576.40 Gross Total: 6,670.42 IV. Total Adjustments: 0.00 Net Total: 6,670.42 TOTAL LOSS THIS ESTIMATE HAS BEEN PREPARED BASED ON THE USE OF AUTOMOTIVE PARTS NOT MADE BY THE ORIGINAL MANUFACTURER. PARTS USED IN THE REPAIR OF YOUR VEHICLE BY OTHER THAN THE ORIGINAL MANUFACTURER ARE REQUIRED TO BE AT LEAST EQUAL IN LIKE, KIND AND QUALITY IN TERMS OF FIT, QUALITY AND PERFORMANCE TO THE ORIGINAL MANUFACTURER PARTS THEY ARE REPLACING. Point(s)of Impact 11 Left Front Corner(P) Insurance Cc: VACORP Address: 1819 ELECTRIC RD STE C ROANOKE,VA 24018 Telephone: (888)822-6772 Inspection Site: BUSUNESS Address: 1080 Coverstone Drive WINCHESTER,VA 22602 Inspection Date: 9/25/2020 ESTIMATE RECALL NUMBER: 09/25/2020 15:22:00 1790289 Mitchell Data Version:OEM: SEP-20_V MAPP:SEP_20_V Copyright(C) 1994- 2020 Mitchell International Page 3 of 4 Software Version: 7.1.238 All Rights Reserved 77 136 CK CpUNTY SHERIFFS OF FICz G,k Iy AiC Sheriff Lenny Millholland V, ° Major Steve A. Hawkins 1080 COVERSTONE DRIVE WINCHESTER,VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland SUBJECT : Appropriation of Funds—K9 DATE : December 7, 2020, 2020 The Frederick County Sheriff's Office has received a donation in the amount of$100.00 from Mr. Albright. This amount has been posted to 3-010-018990-0006 We are requesting the donation received be appropriated in line item 31020-5402-000-00I.This amount will go towards supplies needed for are K9's such as food and supplies Thank you, LWM/adc 3-010-018990-0006 c.s. 11/16/20 78 137 MICHAEL B ALBRIGHT 1604 / 7 25.80/440 6 BRANCH 100 TE DA i PAY TO THE z zz s ORDER OF. DOLLARS 8 FOR - - - - - -- 6 79 138 ��RICK COUNTY SHERIFFS OF g� FIC 5HER1Fg Sheriff Lenny Millholland ° Major Steve A. Hawkins �ac2u�w 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland SUBJECT : Appropriation of Funds—Range DATE : January 6, 2021 The Frederick County Sheriff's Office has received a donation in the amount of$1000.00 from Mr. Albright. This amount has been posted to 3-010-018990-0006 We are requesting the donation received be appropriated in line item 31020-5409-000-OOO.This amount will go towards supplies needed for our fire range Thank you, LWM/adc 3-010-018990-0006 c.s. 12/15/20 80 139 MICHAEL B ALBRIGHT 01/06 1168 68-426/514 69 Oate, a ' Gt tom.. $ 1a6 . m� k ACCESS BANKNG f dy e R f i+M 4�t 1 81 140 COUNTY of FREDERICK, VIRGINIA DEPARTMENT OF PUBLIC SAFETY COMMUNICATIONS 1080 Coverstone Dr, Winchester, VA 22602 1796 Tamara Perez Director TO: Finance Committee FROM: Tamara Perez, Director Public Safety Communications DATE: 01/05/2021 REF: January Committee Agenda I would like to be placed on the Finance Committee's January 20th agenda for funding for the Department of Public Safety Communications for$32,120, through procurement RFP 42019-10C. These funds are for the NG911system migration. This amount has already been approved for immediate reimbursement by the Virginia Department of Emergency Management. We are asking that the funds be placed into FY 20-21-line item: 3506- 8003-000-000. If you have any questions,please call me at your convenience. 82 141 From: Amy Ozeki To: Tamara Perez Cc: Stefanie McAlister Subject: "[External]"Frederick County: Public Safety Building Conduit Installation Quote Approved Date: Thursday,December 31, 2020 11:10:07 AM Attachments: Public Safety Buildina Conduit Installationestimate.doc NG911Txt102120.xlsx Hi Tamara, Stefanie McAlister, NGS Operations Manager and my supervisor, informed me the following request has been approved: $32,120 has been added to cover connectivity work from the property line into building. The estimate LeeAnna shared is attached. You may have your contractor start working on this, if it hasn't begun already. You'll also receiving an amendment letter from Lisa Nicholson (the PSAP grants manager) with Frederick's updated NG9-1-1 migration budget. $30,000 (original amount in CHE i3 services) (You can find this in the table on page 13 in Frederick County's Migration Proposal.) +32,120 (amount added) $62,120 (total amount in i3 Services) Once you receive the invoice, Frederick County will pay for it, then... 1) Submit a reimbursement form with the invoice attached. Select CHE i3 Services (A). a. I've attached the blank form. You can also find the form on the PSAP Grants webpage under Reports and Forms. 2) Send the completed form along with invoice to psapgrants(@vdem.virginia.gov and copy me on the submission. Please contact me if you have questions. Thank you. Amy Amy Ozeki Regional Coordinator- Region 2 9-1-1 & Geospatial Services (NGS) Bureau Virginia Department of Emergency Management Amy.Ozeki(@vdem.viri?inia.g_ov_ www.vae mergenc�l.g_ov_ 540-929-0343 (office) 540-223-6165 (mobile) NGS Bureau: https://www.vaemergencygov/911-geospatial -----Original Message----- From: Amy Ozeki <amy.ozeki(@vdem.virRinia.Rov> 83 142 GENERAL EXCAVATION, INC. 9757 RIDER ROAD WARRENTON,VA 20187 T 540.439.2202 1 F 540.439.3795 December 8, 2020 Joe Wilder County of Frederick RE: Public Safety Building Conduit Installation Mr. Wilder, It is our pleasure to provide the following proposal to FURNISH AND INSTALL the items as listed herein generally described as Public Safety Building Conduit Installation. Item No. Description of work 1. Install (2) 4" conduits from building to the Coverstone Drive w/ .25"pull rope and (1)junction box at the termination point at the building 2. Install (1) 2" conduit in the interior of the building from the exterior wall to the communication room w/ .25"pull rope and(3)junction box's 3. Sod all denuded areas 4. Repair Asphalt 5. Repair Curb & Gutter The budget cost for the preceding item 1-5. is $32,120.00 to be billed as Time and Material per the contract rates. SUPPLEMENTAL CONDITIONS The preceding proposal is based on the following supplemental conditions: 1-. QUALIFICATIONS: 1-1. Our price is firm for 30 days. 2-. PAYMENT CONDITIONS and TERMS: 2-1. Payment terms are net 30 days. 2-1.2 Unpaid accounts will accrue finance charges at 1.50% per month (18% annual), and will be considered just cause for work stoppage, and/or additional costs for demobilization, remobilization, etc. 2.1.3 Unpaid accounts which are referred for legal action for collection shall be subject to all costs associated with said collection, such as legal/attorney's fees, court fees, professional fees, etc. 2-1.4 Rental of our equipment or personnel shall not become part of this contract or be incorporated into a change order. Billing will be by separate invoice and is due within Ten (10)days of billing date. 3-. CONTRACT PROVISIONS: 84 143 GENERAL EXCAVATION, INC. 9757 RIDER ROAD WARRENTON,VA 20187 T 540.439.2202 1 F 540.439.3795 3-1. By signing this proposal, you are agreeing to the terms and items listed above. 3-2. Prior to entering into a formal or informal contract, General Excavation, Inc. reserves the right to ascertain financial information pertinent to this project to protect itself against insolvency. 3-3. Should, during the construction of the project, General Excavation, Inc. discover a reducing material, technique, installation, etc., it may provide a proposal to perform the work as a VALUE ENGINEERING modification. In the event a Value Engineering Proposal is accepted or incorporated into the work, General Excavation, Inc. shall be entitled to 50% of the net savings, after expenses. EXCLUSIONS Provision, payment or installation of additional work OR the following items are excluded from this offer, but may be included for cost plus 20%: 1. Soils testing, compaction testing, soil samples, CBR testing or results. 2. Any permit fees, bonds. 3. Utility relocation 4. Blasting of any kind 5. Demo of any structures 6. Hazardous material handling, removal, or disposal. 7. Power pole, telephone pole, guy wires or other utility line (overhead or underground) bracing, relocating or supporting. We hope the preceding proposal meets with your approval and should you be in need of further information or clarification, please advise. Grant White General Excavation, Inc. Customer Authorized Representative Signature: Date: Customer Authorized Representative Name&Capacity(Printed): 85 144 4tiGK. COGS OFFICE OF VOTER REGISTRATION * Richard M.Venskoske Director of Elections w 107 N. Kent Street,Suite 102,Winchester,VA 22601-5039 "„;' E-mail: rich.venskoske@fcva.us Telephone: 540-665-5660 TO: Finance Committee and Board of Supervisors FROM: Rich Venskoske,Director of Elections DATE: January 14, 2021 RE: Full-time Assistant Registrar Position Frederick County added over 5,000 new voters this past year and with early voting , we increased our votes prior to Election Day by 728.75% over 2016. My current part-time Assistant Registrar has been working 40 plus hours (as much as 15 hours a day) almost every week since she started in August, even though the General Election concluded in November. The Registrar's office currently has two (2) full-time positions, a Director of Elections/General Registrar and a Deputy Registrar. My Assistant Registrar is currently a part-time position originally anticipated to work 24 hours per week. Due to the reasons explained above, an additional full-time Assistant Registrar is necessary. I would like to request the current part-time Assistant Registrar position be converted to a full-time position. The position already exists in the County Salary Administration Plan. The full year cost, including salary and benefits, for a full-time position is $54,341. With an estimated hire date of February 1, 2021, the cost for the remainder of FY21 is $22,642. Funds currently are available in the existing Electoral Board budget to cover the expense for the remainder of FY21. Below are the details of the transfers necessary to convert from full-time to part-time in the current year. ASSISTANT REGISTRAR POSITION (full-time) FYI ONLY-full year salary&fringes $ 54,341 5 months (est. hire 2/1/21) 22,642 FY 21 transfers to cover salary 1301-1006-002 COMP OF ELECTION OFFICIALS (14,000) 1301-1005-000 OVERTIME (6,000) 1301-1003-000 PART TIME/EXTRA HELP (2,642) Funds needed for remainder of FY21 (0) A new full-time position has been submitted with my FY22 budget request. Upon approval to hire in the current year, that request would be withdrawn and replaced with this position. In addition, the FY22 budget request in the amount of$20,000 for the existing part-time position would be eliminated. The Frederick County Electoral Board gives their full support for a Full-time Assistant Registrar. If you have any questions or wish to discuss this in greater detail,please do not hesitate to contact me. Thank you in advance for your consideration. 86 145 r ri•�'-s¢•.. COMMON W,EA L TH OF VIP GINIA Valerie L. Boykin Director Department of Juvenile Justice September 22,2020 Peter Roussos,VJCCCA Plan Contact 21 South Kent Street Suite 102 Winchester,VA 22601 Dear Mr. Roussos: The VJCCCA FY20 end of the year financial certification form for your locality has been received and the expenditure report has been reviewed. According to the report, Frederick/Winchester/Clarke expended$112,292.70 of its total approved budget of$128,358.00. The breakdown of funds expended is as follows: Required Maintenance of Effort: $ 0.00 State Funds Provided to the Locality:$128,358.00 State Funds Expended: $112,292.70 -$112,292.70 Additional Local Funds: $ 0.00 ---------------- ----------------- TOTAL EXPENDITURES: $112,292.70 OWED TO THE STATE: $ 16,065.30 State funds in the amount of$128,358.00 were provided to the locality. Because the state funds were not totally expended,we request that the balance of$16,065.30 be returned to the state by November 1.2020. Please make your check payable to Treasurer,Commonwealth of Virginia and mail it to: Department of Juvenile Justice c/o Petty Cash Cashier PO Box 1110 Richmond,VA 23218-1110 Additional funds for FY21 may not be released to your locality until the FY20 unexpended funds are returned. We thank you for the prompt report and all that your locality does for its youth and families before the Court Service Unit. Sincerely, Beth Mohler Stinnett Statewide Program Manager cc: Chris Boies,County Administrator—Clarke County Mary T.Price, Interim City Manager—City of Winchester Kris Tierney,County Administrator—Frederick County Cheryl B.Shifflet,Finance Director—Frederick County Dee Kirk, Northern Region Program Manager 1 87 146 County of Frederick,VA Report on Unreserved Fund Balance January 13,2021 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 Reserve P&R SGEMF (66,669) C/F school restricted funds (294,943) AA: FY20 CARES funds-public safety salaries 3,861,389 AA: Sanitation Authority debt write-off per agreement (657,083) 2,466,680 Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) COR refund-CAB East LLC (5,945) COR refund-Toyota Lease Trust (7,638) VDEM SHSP grant 60,000 Transfer to County Capital Fund (F/B above 20%) (9,800,000) COR refund-Toyota Lease Trust (6,068) COR refund-disabled veteran (10,437) COR refund-ARI Fleet (7,005) (10,344,518) Fund Balance,January 14,2021 43,871,928 88 147 Mr.Tierney discussed the proposed County Capital Fund. He said staff proposes creating a policy for an annual funding source that could be added to the current Board capital reserve or separately identified. He noted the current unreserved fund balance policy requires 17% (or two months)operating reserve. Mr.Tierney proposed establishing a policy that funds in excess of 20% be transferred annually to a County Capital Fund. He added that creating a Capital Reserve Fund would enable the Board to eliminate the use of Unreserved Fund Balance in the FY 20 proposed budget. The Board discussed annual review of the Capital Fund balance and its use for both short- and long-term capital needs. By consensus, the Board agreed to establish a policy creating a Capital Fund. DIRECTIVES FOR MORE INFORMATION The Board and staff discussed the next steps in reviewing the budget. Mr. Tierney noted that the Board's decision on maintaining the tax rate following the reassessment will be necessary before staff can determine which priorities can be funded in the budget. Supervisor Slaughter requested that the Finance Department review the previously supplied budget scenario in light of identified cost reductions in operating expenses. ADJOURN There being no further business,the work session was adjourned at 6:28 p.m. =MOP Charles S.DeHaven,Jr. PCIerk, Chairman, Board of Supervisors Board oupervisors Minutes Prepared By: 4150WipSW_ Deputy Clerk,Board of Supervisors Minute Book 44 Board of Supervisors Work Session of 2113119 County of Frederick,Virginia 89 148 �IfLcre r� Ireberick Cuuntp, 'Virginia OFFICE OF COMMISSIONER OF THE REVENUE 107 North Kent Street P.O.Box 552 . c'`FMeexT} 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 January 13, 2021 TO: Kris Tierney, County Administrator Cheryl Shiffler, Finance Director Finance Committee FROM: Seth T. Thatcher, Commissioner of the Revenue RE: Cigarette Tax Background: The cigarette tax is a user-tax. Effective July 1, 2021, all counties are authorized to levy a tax on cigarettes (under prior law, only cities, towns, and two counties were authorized to tax cigarettes). The maximum cigarette tax allowed by the Code of Virginia for Counties will be U per cigarette or 40�per pack. This tax applies to cigarettes including bidis/beedies (small cigars) and roll-your-own tobacco. Other tobacco products are subject to the tax as listed below. Loose Leaf Tobacco Products • 42C for each unit less than 4 ounces • 80¢for each unit that is at least 4 ounces but not more than 8 ounces • $1.40 for each unit more than 8 ounces but not more than 24 ounces • Units that exceed 24 ounces are taxed at 42¢per unit plus 42C for each 4-ounce increment that exceeds 16 ounces Moist Snuff 36¢per ounce Liquid Nicotine "Va e Juice" 6.6¢per milliliter Heated Tobacco Products 2.25C per stick All Other Tobacco Products 20%of the manufacturer's sales price Licensed stamping agents are subject to the tax. Stamping agents pay the tax by buying Virginia Revenue Stamps ("cigarette stamps"). They attach a stamp to each pack of cigarettes to show that the tax has been paid for those cigarettes. Most stamping agents are cigarette wholesalers. Cigarette stamps may be purchased from Virginia Tax who is the only authorized dealer of Virginia cigarette stamps. Only licensed stamping agents may purchase Virginia cigarette stamps. Stamps may not be resold. They also may not be purchased from,transferred to, or returned to anyone but Virginia Tax. 90 149 Potential Options for Implementing Cigarette Tax in Counties: OPTION A =Virginia Department of Taxation (VATAX) sells stamps, collects tax, and remits tax to locality OPTION B = Regional cigarette board sells stamps, enforces the tax, and hires and administrator and field inspectors Currently, Northern Virginia Cigarette Tax Board (NVCTB) includes: Fairfax County Hillsboro Clifton City of Fairfax Middleburg Herndon Alexandria Haymarket Vienna Falls Church Dumfries Fredericksburg Manassas Purcellville Round Hill Manassas Park Leesburg Lovettsville Warrenton OPTION C = Commissioner of the Revenue and/or Treasurer's office administers the tax • Wholesaler sends purchase invoice &payment for stamp to locality • Locality ships stamps or has available for in-person purchase • Wholesaler affixes the stamp or imprints a metered stamp on each pack of cigarettes • Locality audits records & performs physical inspections of vendors to ensure cigarette packs have been properly stamped • Locality authorized any refunds for stamps unused, damaged, or unfit for use Recommendations: Frederick County should oversee the cigarette tax program or, alternatively, join a Regional Board rather than have it controlled by VATAX for the following reasons: 1. Any proceeds from confiscated product of non-compliant sellers can be kept locally if program is administered locally. 2. If VATAX administers, we lose timely/accurate reporting as well as the visibility of the detail to validate program compliance. Audits will increase in shared zip codes to make sure the correct locality is getting the tax dollars. This has been observed most recently in the way VA TAX is poorly managing the Games of Skill programs reporting and taxation. 3. IF VATAX administers, they will improve their financial benefits through increased and hidden administration fees to this revenue as needed, leaving the locality at risk for losing this and possibly other locally managed taxes (such as meals/lodging) to the State. 4. Administering locally will allow us to ensure taxpayer compliance and guarantees a constant revenue stream. This may also assist in establishing a robust framework for future taxation of vaping and legalized marijuana, if approved by the General Assembly. S. Local administration of the cigarette tax is currently used successfully by Virginia Cities and Towns. It has become an important way of diversifying local revenue streams to fund local services. Our taxpayers deserve the benefits of this tax to be reinvested in our local community instead of paying overhead at the state level. Furthermore, we should tax the maximum of up to $0.40 per cigarette pack as City of Winchester currently charges $0.50 per pack and administers their own program internally. 91 150 µRi � � E F RDEDOD -� ,� N OUSE EA"SSESSM ENT SETH T THATCHER Commissioner of the Revenue ■ .. 'p 2021 9 9 9- ��N 7umdm A RE Tax = single most important source of revenue for localities All real property is assessed ; tax applies to all unless specifically exempted 0 93 152 P" OWN OM 11111rZI%I DIMINIM 11kilhil C.IJIJ U U� "Reassessment" = periodic mass revaluation process required by law to recalculate fair market value of real property per effective date of January 1 of reassessment year Frederick County = 2-year commissioner1 reassessment cycle of all of the 47,,770 parcels of real estate leve nue 0�9 �z�1 OZ3 2 2 2 94 153 4c� D An a Bid Department Head or Supervisor/Manager Assessors and/or Statisticians Data Collectors Administrative/Secretarial Staff Mapping Specialist (with GIS program ) 95 154 APOWOW O o Educational background in real estate or equivalent Continuing education classes In- house training Familiarity with locality .......... Pursuit of Master Deputy COR certification through UVA/WCC Ask U 011 AMU W � 7LDON COOPER CENTER Ilk "PUBLJC SERVICE r % CONSTITUTIONAL OFFICER EDUCATION PROGRAM 96 155 �O OG� Am OP 1I� 0 �0 OG�� o 0 0 Advantages of In-House: Possible Drawbacks of ➢ trained staff = better Outsourcing: quality assessment may use untrained staff ensures properties are may use data collectors or assessed uniformly staff with no RE background improves outcome response not guaranteed to cost savings to taxpayers taxpayer inquiries control of data = ability to may use a different make adjustments methodology = difficult for taxpayer can contact COR staff to explain to assessor directly with taxpayers questions lack of control over data 97 156 CgTgun�Ngn Dud@@ Frederick County assessors also perform multiple other functions while reassessing: new construction supplementals land use data entry ( r assessor hearings = � taxpayer inquiries tax map maintenance RE record adjustment -public service property multiple tax relief programs (veterans, elderly, disabled etc.) 98 157 D DMM UD dD@ O , Iia�STMALDISMCT Parcels assigned by section to assessors for residential; one assessor for commercial T W E e sts : WINCHESTER" IAAO suggests :gg BACK CRE 1 Full-time Employee/Assessor ;�MIN 2500 Parcels Smaller jurisdictions workload average: 1500-1700 parcels per employee Larger jurisdictions workload average: 3000-3500 parcels per employee Frederick County -- average 7900 parcels per assessor (actually divided up to vary from 5000-10,000 parcels per assessor) 99 158 An Q 0 � D 0 4 VJU SCJ Inspect exterior: observe condition, age, physical depreciation, changes Record : document new data or notations Take photographs Measure : record measurements of new structures to update records � 100 159 R@ G V VI�J� ° a ' � � � � Cdo@9d@ Size and type of construction of all buildings Quality of every aspect of property Number of rooms/bathrooms Amount of sq . footage of structures Flood plain, power lines, other noteworthy issues Type of road, frontage -Quality of location Outbuildings or other improvements 101 160 Q Offft D An O � gffD An O Mail postcard to each resident during early stages requesting info / Review returned info Verify field sheet info with owner Frederick County,Virginia k NFICE DF COMMISSIONER OF THE REVENUE � 107 NORTH KFUT STREET(22601) 5 P.O.BOX 552 —NINCHESTEIR.VA 22W"SS2 � � �rr7nrt rat - d U.S.Palo" 2021 Reassessment Frederick County,Virginia WWrdrraeW,va uaat El­F.4111^,.:ti'iin-i 11­VU-1 P.r1AEt A L 147 The Frederick County Commissioner oflhe Revenue's Ofl7c�w11I A'3L "' begin its 2021 general reassessmerd in July 2019. n rru e� oce;r sr rix•wa�.tbns� Plea"lake this ti rre to review your real Estale property data rnrw.neue,.��z online at www.fcya.us1raasscssrFient.in person,Gr by phonE Flt -- 544.722-8314. TO: I Inf¢makion is ayaila61eon7ine ai xvre.Icva.uslC(7R PfrlrtllElltP hllElftll��lPlldnflPlltlrl'Illlgl'IPiPlldpt Please reference M5 account r: Thank ynrr fnr yar,rr oeoperatior, ry HUMMER LYNWOWA 8U a 1319 HUMMER BARBARA G Ellen E.M u:phy I ro Box 2214 ICorrimMiorser of the Revenue W IHCHESTEre VA 22624-1414 V 102 161 P DMDp - D , Physical data, including specialty rooms Income & lease info Costs exenses « -. p Sales info i tai • _� � .,� .:�. .. �...,a °L N: •a` s f3 103 162 � , An O a LD a , O Dg CO Ift Assessors then enter data onsite using hand-held equipment Benefits: no paper = cost savings no data to be input later = time savings minimizes redundancy 9 4 7;11 s ua 104 163 a s O O O 40D D O Merge database & files to create maps Data can be color coded, then displayed Mapping site tied to parcel file Assessors use maps to visually review outcome Certain types of created maps: Parcels: divided into sections by assessor Parcels tracking reassessment completions (updated monthly) Parcel values: FEATURES _AAEA 1 Assessment =AREAS _AREA_3 AREA a Improvements ... s, Land . ` `,' . �, ir House Site Other Acreage 22332 a 164 Assessed at 100% fair market value Fair market value = determined by arms- length sales of property Sales = like & kind properties selling in market Cost approach = replacement cost less depreciation Income approach = capitalizes the revenue from the property 106 165 Physical Deprecation r,Economic Depreciation * (external forces — e. g. ,, g ,, adverse development) Functional Depreciation (outmoded or inadequate design ) - 107 166 Wu�idm7@@b Marshall & Swift (books & updates) cost valuation updated monthly special construction features & types MRIS (sales) Income Surveys (income approach) SLEAC (land use) MLS Multiple Listing Service MARSUIAU &sl�vIT7; Li I s I ti n I g`s 108 167 Real estate as a whole Generally, follows = 50+ submarkets zoning categories TAX EXEMPT Examples: nbbkb%l Open haC`tiab\e Spaces G P °{itis COMMERCIAL RESIDENTIAL ReZco, Soho Sra�r oCd/ trial G O/S s ahs In u houses s �Nare Rural Acre Subai�is%on Strip Convenience S Retai\ Stores of V, �'���` � T°� ens TOV'n °f Stepp Middler City own 109 168 2@9 PQ� Determine the rate for each category: For commercial = use sales, Soso cost, income For residential use sales, cost, limited income FC has developed a sales program to view comparables � - " - Can make mass changes to groups or types of properties by using certain parameters 110 169 An oa0 o0 O olri'[ga�a0WN JURISDICTION REAL ESTATE$ COMMERCIAL i i IMPROV � RO A/S RATIO STUDY BY SUBTYPES&OVERALL CLASSIFI- COST SIZE COST COMP TO COST D SHOULD INCLUDE THE FOLLOWING: CATION RCN LOC RCN COMMER- RCN _ TYPE -- ZONE --- CIAL OR ZONE --- X DEP DEP DEP y Median Wt.Mean VAC VAC VACAAD SALES SALES SALES CO Coif COD STDEV i SOME C 2 COV \ I INCOME g PRD COMBINED COMBINED COMBINED REVIEW REVIEW REVIEW SALES SALES SALES INCOME (MAYBE INCOME) A/S RATIO A/S RATIO A/S RATIO STUDY OF STUDY OF STUDY OF SUBTYPES& SUBTYPES& SUBTYPES& AREAS AREAS AREAS �� 170 RW %An DAA D 4 . � � OHOO dug Update assessment rates Perform queries to ensure complete & accurate Study assessment/sales ratio Commissioner to review prior to final O O ° 0 I CUh9ARS3f 2 4RA `I'�III1'd1111 BOX 503 'Mreh=S 'Virginia M& R hg&aing m Beaus.W—--at will bo held by appointment Mass mailin b1tly.To dcbedulr.n appminrmenl,please call Che Indlr.ted telephonenumberb R.D0AM-4—.§DMMendaq.Fnda3•j.. eantt: oma is:rngoi�s�m msnimnnnn m ea m���b.mi.onu�a H [NOTICE OF REAL ESTATE REASSESSMENT FOR 2021!2022 of ruhrnetre 7dYel.nlallee tb feernew 1olt1mi11el1•1,111 1p11rii1 DISUi3PNFnN aSteCIIP MUM a74eAcreage: Wnofice RecordP 225,3„ K eY[8ai 111.1,Namb- r4A113 A 74 911 ME0Cali YA W035 0301 0T 24 TeIg%wne Humber: W722811S reassessed Ilearin&Loca'tloD: UI 0" , SLaeeE. 919nChC$tm'SnlgaalR =1 now L1md [Moovem Ve TOW TaxRxte Reameeead value sraao I IMAM I 1alm � values o rea Tax Maar Land IPapraxarm9rtta Total Valua Rene Tax Amount Ghenna 20207az nmwna 98 W,WO 11.,801, 171,ed0 ,$7 411PoI1.119 R enar,�lam zbla 2019 61,111111 3 1am 1770116 .61 11080.93 estate to a AmrasrlVala<csarcrcJlriivrufl9R95 pGe#a$j0r SeiimaredP�rMmrt4�[uea eveNi #bylLrRgalFsmleA;1, 7 p�en ran saiarrce watt Oban Stare sows. or the fnA}ruT r5drtlKnlW?. Yue Bey obtdir adriitevaaf ia/annaeiore vn[he aC'a4ry$are6s#e�Se'ST'FCVr1, SERA.ffyxm�rrr.�ymrr rsnatas,eaedat mnkeaewlmGynu'wrF'°P}'®*LiabSms 11.11 b1r the sLeRhl deecUime, If urs pa Pearn to grovrde rnf> we tlwt makes tessacveenr erra77eops uu favi,or p+:srn✓gf}J�'rr marker eel s fxo-r finertnsa that makes kr aoxcoxenE irnvinrterEdr To aa��[r ars appovrl+nurrt,�r an l,fnarutg,leer"n°7'de m mrteinga eater,am email io rnaksuetce�r.,ers yr$y calfemg uk hedep&r�mamder•luied hs`a+�c L`pursappeal,ronires may be ratSGtd, rmed,er dowered S.9tti on fwrtaali amra[rvn. taxpayers _ CALL NO LATER THAN K0VEMBEE 2 24.'0 TO SCHEDULE AN APP40iT'MEAT — a 7be 1021 tax raft h moi been sat ax of tons date 7Lr Frrrleri[lc Cuamty$card y'SaPervifan n4 ned dtrn, itr seone8 of Aped 1011 ra sat db ratef-dl of 1011, ;dart 111ilwi nc[gmg co-idf lar aduer4xitrl rn r` Wrnalxyrrr Star Prior m&troeerimg- ### Frederick County Notice of Reassessment Hearings 00# Due to COVd1119, all reassessment hearings will be held VIA online apped forms, Twitten a1,peads, or by pilose conference call. All documentation that su ports your appeal rarest ore submitted with your online a peal, written appeal, or submitte�to our office prior to your scheduled conference call. InXrmatiou concerreart the reassessment notices or to sebeduk a conference call appeal, please call 540.722-5319 between the boars of 9,00 AM to 4.00 P 4 Wonday-Friday). of the Code ofVi===e glnis wales if yore r P Ioage Deem theProPe� pr are rt person uuber-z baa.the gasser cube rrcedexs each assessntemt.etwe,rep skald tramsrnii lbs notice to such owner,at abeir lase knotmn address,immediatedy on ase receipt nbereof of the Cede of Virginia allows for disclosure of certain wn-revenue r'eerRd:d RSaeScriC'q avrkh;g p4pm,I kqx ra'a law tit 3Cttt9r4 113 172 a�ta cces�s : ' ea Es�t d o 0 �u www.fcva. us/re Prop�ii�i erty Information (Map#: 01A 2 3 456) Property Record Card - Search Choose _ type o search ou wish o conduct I Owner F Acreage Description (Map#: 01A 2 3 456) Map# Street Other Improvements (Map#: 01A 2 3 456) Sales Information (Map#: 01A 2 3 456) Transaction History (Map#: 01A 2 3 456) Assessment Values (Map#: 01A 2 3 456) • - -- Building Information (Map#: 01A 2 3 456) • Sketch (Map#: 01A 2 3 456) Photos (Map#: 01A 2 3 456) Rcd ESNtc Apped Form AMN 1 � File u, APPEAL --- Assessor �► Hearing 2021 - 149 Board of Equalization APPEALS Hearing Appeal to or straight to Court 115 174 mum Rq�g�� I W--- A .--Mob OTO-1irl Reassessment Residential Properties 11.03% average increase * Commercial Properties 7.05% average increase @ Current Tax Rate $0.610 $70,914,699.66 Additional Revenue if 8.56% billed at Current Tax Rate increase $5,591,497.09 � Revenue Neutral $0.567 I $65,323,202.57 116 175 BUDGET TRANSFERS DECEMBER 2020 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 12/4/2020 SHERIFF NEW VEHICLE EQUIPMENT 3102 8005 000 000 119,391.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (119,391.00) 12/4/2020 CLEARBROOK PARK TO PURCHASE VENTRAC MOWER 7109 8001 000 000 (15,167.50) SHERANDO PARK 7110 8001 000 000 15,167.50 12/8/2020 PUBLIC SAFETY COMMUNICATIONS APCO MEMBERSHIP DUES FOR NEW DIRECTOR 3506 5506 000 000 (96.00) PUBLIC SAFETY COMMUNICATIONS 3506 5801 000 000 96.00 12/8/2020 SHERIFF NEW VEHICLE TO REPLACE ONE THAT WAS IN AN ACCIDENT 3102 3004 000 002 (28,612.65) SHERIFF 3102 8005 0001 0001 28,612.65 12/8/2020 COUNTY OFFICE BUILDINGS/COURTHOUSE WASHINGTON GAS BILL AT SMITHFIELD AVENUE 4304 5302 000 000 (747.15) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5102 000 086 747.15 12/9/2020 INFORMATION TECHNOLOGY TO PURCHASE NEW ID BADGE PRINTER 1220 5413 000 003 (2,000.00) INFORMATION TECHNOLOGY 1220 5401 000 000 2,000.00 12/14/2020 SHERIFF (2)NEW POSITIONS OPERATING EXPENSES 3102 3001 000 000 525.00 SHERIFF 3102 3004 000 002 4,500.00 SHERIFF 3102 3005 000 000 1,500.00 SHERIFF 3102 3010 000 000 468.00 SHERIFF 3102 5401 000 0001 8,400.00 SHERIFF 3102 5408 000 000 3,000.00 SHERIFF 3102 5409 000 000 6,500.00 SHERIFF 3102 5410 000 000 3,500.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (28,393.00) 12/15/2020 TRANSFERS/CONTINGENCY (2)NEW POSITIONS OPERATING EXPENSES 9301 5890 000 043 (52,935.44) SHIERIFF 3102 1001 000 042 18,167.42 SHERIFF 3102 1001 000 000 24,733.50 SHERIFF 3102 2001 000 0001 3,281.92 SHERIFF 3102 2002 000 000 4,920.73 SHERIFF 3102 2006 000 000 574.87 SHERIFF 3102 2008 000 000 227.38 SHERIFF 3102 2011 000 000 1,029.62 12/21/2020 COUNTY OFFICE BUILDINGS/COURTHOUSE HEATING SMITHFIELD AVENUE 4304 5302 000 000 (500.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5102 000 086 500.00 12/29/2020 REFUSE COLLECTION RENEW NEWSPAPER SUBSCRIPTION 4203 3007 000 000 (100.00) REFUSE COLLECTION 4203 5411 000 000 100.00 12/29/2020 COUNTY OFFICE BUILDINGS/COURTHOUSE COVER DEFICIT IN WATER&SEWER SMITHFIELD 4304 3004 000 053 (400.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5103 000 086 400.00 12/31/2020 REASSESSMENT/BOARD OF ASSESSORS DUES/MEMBERSHIP FOR VAAO 1210 3005 000 000 (600.00) REASSESSMENT/BOARD OF ASSESSORS 1210 5801 000 000 600.00 12/31/2020 FIRE AND RESCUE PROMOTIONS 12/20 3505 1007 000 001 (2,443.00) FIRE AND RESCUE 35051001 000 106 2,443.00 FIRE AND RESCUE 35051007 000 001 (2,179.00) FIRE AND RESCUE 35051001 000 139 2,179.00 FIRE AND RESCUE 35051007 000 001 (2,445.00) FIRE AND RESCUE 35051001 0001 093 2,445.00 FIRE AND RESCUE 3505 1007 000 001 (2,245.00) FIRE AND RESCUE 35051001 000 053 2,445.00 FIRE AND RESCUE 35051007 000 001 (2,416.00) FIRE AND RESCUE 35051001 000 084 2,416.00 FIRE AND RESCUE 35051007 000 001 (2,881.00) FIRE AND RESCUE 35051001 000 085 2,881.00 FIRE AND RESCUE 3505 1007 0001 001 (2,440.00) FIRE AND RESCUE 35051001 0001 092 2,440.00 PUBLIC SAFETY COMMUNICATIONS 35061001 000 010 (33,178.00) PUBLIC SAFETY COMMUNICATIONS 35061001 000 004 (1,848.00) PUBLIC SAFETY COMMUNICATIONS 35061001 000 014 35,026.00 MAINTENANCE ADMINISTRATION 43011003 000 000 (11,860.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5605 000 005 (14,425.00) MAINTENANCE ADMINISTRATION 4301 1001 000 022 26,285.00 12/31/20201C MMONWEALTH'S ATTORNEY ITO FUND PROFESSIONAL SERVICES 2201 i!2,11000 000 (1,000.00) COMMONWEALTH'S ATTORNEY 2201 300 000 000 1,000.00 117 176 County of Frederick General Fund December 31.2020 ASSETS FY21 FY20 Increase 12/31/20 12/31/19 (Decrease) Cash and Cash Equivalents 50,940,101.37 47,326,487.54 3,613,613.83 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: Receivable Arrears Pay Deferred 447,891.28 507,047.18 (59,155.90) *B Taxes,Commonwealth,Reimb.P/P 4,314,216.63 4,149,606.24 164,610.39 Streetlights 797.37 877.83 (80.46) Miscellaneous Charges 79,772.24 56,003.57 23,768.67 Due from Fred.Co.San.Auth. 0.00 657,083.23 (657,083.23) Prepaid Postage 1,315.48 2,817.57 (1,502.09) GL controls(est.rev/est.exp) (15,242,010.15) (14,056,739.35) (1,185,270.80) (1)Attached TOTAL ASSETS 40,543,639.22 38,644,738.81 1,898,900.41 LIABILITIES Accrued Wages Payable 1,532,417.87 1,439,785.27 92,632.60 "B Retainage Payable 60,658.15 91,663.30 (31,005.15) Performance Bonds Payable 641,372.02 945,006.03 (303,634.01) Taxes Collected in Advance 237,581.70 179,791.85 57,789.85 Deferred Revenue 4,394,456.47 4,200,149.65 194,306.82 "C TOTAL LIABILITIES 6,866,486.21 6,856,396.10 10,090.11 EQUITY Fund Balance Reserved: Encumbrance General Fund 1,917,180.22 776,244.80 1,140,935.42 (2)Attached Conservation Easement 4,779.85 4,779.85 0.00 Peg Grant 457,784.03 371,751.60 86,032.43 Prepaid Items 949.63 949.63 0.00 Advances 657,083.23 657,083.23 0.00 Courthouse Fees 487,960.80 453,620.55 34,340.25 Animal Shelter 1,209,505.42 1,181,179.07 28,326.35 Sheriffs Reserve 1,000.00 1,000.00 0.00 Proffers 4,085,258.38 6,323,097.26 (2,237,838.88) (3)Attached Parks Reserve 86,948.99 17,174.06 69,774.93 E-Summons Funds 164,573.40 167,905.08 (3,331.68) VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance 24,167,859.06 21,397,287.58 2,770,571.48 (4)Attached TOTAL EQUITY 33,677,153.01 31,788,342.71 1,888,810.30 TOTAL LIAB.&EQUITY 40,543,639.22 38,644,738.81 1,898,900.41 NOTES: *A Cash increase includes an increase in fund balance,and a decrease in revenue,expenditures,and transfers. (refer to the comparative statement of revenues,expenditures,transfers,and change in fund balance). "B Frederick County has converted to an arrears payroll schedule. *C Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags and motor vehicle registration fees. 118 177 BALANCE SHEET (1)GL Controls FY21 FY20 Inc/(Decrease) Estimated Revenue 197,667,587 190,787,255 6,880,332 Appropriations (97,616,446) (93,352,217) (4,264,230) Est.Transfers to Other Funds (117,210,331) (116,051,677) (1,158,654) Est.Transfers From Other Funds 3,783,655 (3,783,655) Encumbrances 1,917,180 776,245 1,140,935 (15,242,010) (14,056,739) (1,185,271) (2)General Fund Purchase Orders 12/31/20 Amount Cares Act Funds Indicated by Asterisk* Reassessment 28,912.40 2021 Chevrolet Colorado Commonwealth's Attorney 9,237.50 Document Management System.* County Office Buildings 7,065.00 Bowman Library BAS Upgrade Control 8,248.65 Glass Enclosure at Receptionists Desk Public Safety Building 216,060.93 Atmosair Bi-Polar Ionization System for HVAC Systems at County Facilities 30,620.82 2021 Ford Explorer Fire and Rescue 50,780.00 Uniforms 6,312.00 Quarterly Air Testing and Annual Compressor Maintenance 11,792.50 Scott Respirator Adapters and Filters 43,994.00 Kappler Gowns 53,539.00 Training Room Smart System.* 7,094.00 Leonard Custom Cargo Trailer 64,053.90 (2)F250 3/4 Ton Pick Up Crew Cab 25,412.24 (2)Porta Respirators IT 340,837.90 PSB Security Cameras,AS Video Intercom,Round Hill Access Control Cards Parks and Recreation 3,808.75 Ballfield Diamond Mix 5,315.74 Cloud Hosting Services for RECTRAC Software 5,587.50 Thanksgiving SK Event Shirts(750) 10,071.00 Power Pole Relocation for Volleyball Court 2,749.50 Broyhill Stadium Sprayer(Clearbrook) 13,333.00 Hustler 72"Z Mower(Clearbrook) 33,000.40 Ventrac w/Tough Cut and Finish(Sherando) 2,749.50 Broyhill Stadium Sprayer( (Sherando) 13,082.00 Hustler Z Mower(Sherando) Public Works 29,325.40 2021 Chevrolet Colorado Sheriff 7,809.80 Ammunition 8,771.70 Body Armour Vests with Carriers 49,657.16 2020 Transit 350 Passenger Van 7,048.83 (1)Mobile Radio for Transit Passenger Van 11,542.70 Advanced Pole Camera 62,256.87 Taser Upgrade 14,364.08 (2)Motorola Radios 140,673.01 (3)2020 Ford Utility Police Interceptors(1)2020 Ford F150 Pickup 277,462.40 (8)2021 Ford Utility Police SUV 88,971.24 Emergency Equipment 12,675.00 (25)Seiko Printers with Adapters 14,340.00 (40)Microphone Drivers License Readers 34,682.80 2020 Ford Utility Police Interceptor 5,296.00 (2)2019 F150 Bed C/C 5.5 144,445.00 2020 Chevrolet Tahoe&(3)2020 Durangos 14,200.00 Install Emergency Equipment Total 1,917,180.22 Designated (3)Proffer Information Other SCHOOLS PARKS FIRE&RESCUE Projects TOTAL Balance 12/31/2020 1,039,211.95 261,023.70 749,574.47 2,035,448.26 4,085,258.38 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.lmp. 10,000.00 Rt.50 Rezoning 25,000.00 Rt.656&657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 122,557.00 Solid Waste 12,000.00 Stop Lights 52,445.00 Treasurer 700.00 Freedom Manor Transportation 4,250.00 BPG Properties/Rt.11 Corridor 330,000.00 Blackburn Rezoning 452,745.00 Clearbrook Bus.Ctr.Rezoning 2,500.00 Total 2,035,448.26 Other Proffers 12/31/20 (4)Fund Balance Adjusted Beginning Balance 12/31/20 43,878,932.58 Revenue 12/20 89,241,408.39 Expenditures 12/20 (43,883,035.31) Transfers 12/20 (65,069,446.60) Ending Balance 12/20 24,167,859.06 119 178 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance December 31,2020 FY21 FY20 YTD REVENUES: 12/31/20 12/31/19 Actual Appropriated Actual Actual Variance General Property Taxes 135,657,816.00 59,597,432.15 57,630,129.64 1,967,302.51 (1) Other local taxes 39,705,976.00 13,276,193.54 12,962,046.55 314,146.99 (2) Permits&Privilege fees 2,266,235.00 1,160,342.95 1,084,336.57 76,006.38 (3) Revenue from use of money and property 1,395,998.80 189,370.11 814,044.49 (624,674.38) (4) Charges for Services 3,498,694.00 899,584.91 1,622,694.57 (723,109.66) *1 Miscellaneous 550,381.05 285,501.74 242,173.32 43,328.42 Recovered Costs 1,910,958.00 1,145,639.94 1,078,202.98 67,436.96 (5) Proffers 786,985.39 1,029,233.92 (242,248.53) (5) Intergovernmental: Commonwealth 12,449,752.44 11,798,612.61 12,148,344.69 (349,732.08) (6) Federal 157,474.73 17,760.05 44,915.01 (27,154.96) (7) Insurance Recoveries 0.00 9,684.00 7,703.11 1,980.89 Transferred from Cares Act 74,301.00 74,301.00 3,783,654.99 (3,709,353.99) *2 TOTAL REVENUES 197,667,587.02 89,241,408.39 92,447,479.84 (3,206,071.45) EXPENDITURES: General Administration 14,968,928.80 8,424,189.50 10,073,895.56 (1,649,706.06) Judicial Administration 3,138,849.42 1,371,404.53 1,420,334.79 (48,930.26) Public Safety 44,327,604.39 22,173,012.58 22,251,575.71 (78,563.13) Public Works 6,393,201.32 2,749,178.53 2,415,944.36 333,234.17 Health and Welfare 11,203,633.00 4,674,047.76 4,509,337.60 164,710.16 Education 81,308.00 40,654.00 40,654.00 0.00 Parks, Recreation, Culture 7,833,509.09 3,096,989.76 3,938,350.15 (841,360.39) Community Development 2,233,723.91 1,353,558.65 742,841.29 610,717.36 TOTAL EXPENDITURES 90,180,757.93 43,883,035.31 45,392,933.46 (1,509,898.15) (8) OTHER FINANCING SOURCES( USES): Operating transfers from/to 124,646,019.46 65,069,446.60 65,073,708.36 (4,261.76) (9) Excess(deficiency)of revenues&other sources over expenditures &other uses (17,159,190.37) (19,711,073.52) (18,019,161.98) 1,691,911.54 Fund Balance per General Ledger 43,878,932.58 39,416,449.56 4,462,483.02 Fund Balance Adjusted to reflect 24,167,859.06 21,397,287.58 2,770,571.48 Income Statement 12/31/20 *1 Decrease in Parks and Recreation Fees. *2 Transferred from the Board of Supervisors Funds' 120 179 (1)General Property Taxes FY21 FY20 Increase/Decrease Real Estate Taxes 32,170,889 31,260,674 910,215 Public Services 1,238,998 1,422,115 (183,117) Personal Property 25,322,638 24,145,648 1,176,989 Penalties and Interest 606,499 559,048 47,451 Credit Card Chgs./Delinq.Advertising 17,204 17,514 (310) Adm.Fees For Liens&Distress 241,205 225,131 16,074 59,597,432 57,630,130 1,967,303 (2)Other Local Taxes Local Sales Tax 5,925,366.26 5,504,446.97 420,919.29 Communications Sales Tax 344,057.01 376,866.13 (32,809.12) Utility Taxes 1,418,838.02 1,403,486.45 15,351.57 Business Licenses 1,183,311.30 1,362,695.58 (179,384.28) Auto Rental Tax 76,793.31 74,620.98 2,172.33 Motor Vehicle Licenses Fees 398,496.65 443,634.34 (45,137.69) Recordation Taxes 1,451,638.31 1,121,156.66 330,481.65 Meals Tax 21120,223.60 2,230,472.55 (110,248.95) Lodging Tax 342,196.33 429,957.57 (87,761.24) Street Lights 11,282.75 10,749.32 533.43 Star Fort Fees 3,990.00 3,960.00 30.00 Total 13,276,193.54 12,962,046.55 314,146.99 (3)Permits&Privileges Dog Licenses 20,361.00 20,358.00 3.00 Land Use Application Fees 4,025.00 3,200.00 825.00 Transfer Fees 2,189.70 1,866.60 323.10 Development Review Fees 181,243.50 205,342.00 (24,098.50) Building Permits 692,277.62 602,434.54 89,843.08 2%State Fees 8,107.13 6,152.43 1,954.70 Electrical Permits 57,971.00 77,108.00 (19,137.00) Plumbing Permits 17,400.00 16,888.00 512.00 Mechanical Permits 66,321.00 49,597.00 16,724.00 Sign Permits 2,250.00 4,550.00 (2,300.00) Commerical Burning - 50.00 (50.00) Explosive Storage Permits - 200.00 (200.00) Blasting Permits 430.00 195.00 235.00 Institutional Inspections Permit 1,850.00 - 1,850.00 Land Disturbance Permits 105,717.00 95,295.00 10,422.00 Transfer Development Rights - 1,100.00 (1,100.00) Small Cell Tower Permit 200.00 - 200.00 Total 1,160,342.95 1,084,336.57 76,006.38 (4)Revenue from use of Money 99,120.85 754,710.44 (655,589.59) �1 Property 90,249.26 59,334.05 30,915.21 Total 189,370.11 814,044.49 (624,674.38) *1 Difference is due to lower interest rates. 121 180 (5)Recovered Costs FY21 FY20 Increase/Decrease 12/31/2020 12/31/2019 Recovered Costs Treasurer's Office - 30,561.00 (30,561.00) Recovered Costs Social Services 29,654.51 25,789.33 3,865.18 Purchasing Card Rebate 180,864.99 216,723.44 (35,858.45) Recovered Costs-IT/GIS - 15,000.00 (15,000.00) Recovered Costs-F&R Fee Recovery 202,387.24 160,396.96 41,990.28 Recovered Cost Fire Companies 173,664.17 173,429.97 234.20 Recovered Costs Sheriff 80,665.00 51,462.50 29,202.50 Reimbursement Circuit Court 3,954.12 4,198.15 (244.03) Reimb.Public Works/Planning Clean Up 300.00 725.00 (425.00) Clarke County Container Fees 27,996.20 25,081.54 2,914.66 City of Winchester Container Fees 28,469.00 19,889.10 8,579.90 Refuse Disposal Fees 61,111.73 51,885.68 9,226.05 Recycling Revenue 11,650.00 14,543.16 (2,893.16) Sheriff Restitution 230.52 250.60 (20.08) Container Fees Bowman Library 667.59 942.02 (274.43) Restitution-Other - 3,180.00 (3,180.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 8,271.70 13,673.45 (5,401.75) Reimb.Task Force 37,043.06 36,010.04 1,033.02 Reimb.Elections 5,230.00 1,802.57 3,427.43 Westminister Canterbury Lieu of Tax 18,961.80 18,961.80 - Labor-Grounds Maint.Fred.Co.Schools 208,669.51 107,404.78 101,264.73 Comcast PEG Grant 43,743.50 44,770.00 (1,026.50) Fire School Programs 10,610.00 9,829.00 781.00 Clerks Reimbursement to County 6,075.10 5,003.86 1,071.24 Equip-Grounds Maint.Fred.Co.Schoolds - 33,500.27 (33,500.27) Reimb.Sheriff 5,420.20 12,438.76 (7,018.56) Subtotal Recovered Costs 1,145,639.94 1,078,202.98 67,436.96 Proffer Redbud Run - 19,362.00 (19,362.00) Proffer Southern Hills 166,126.22 172,515.69 (6,389.47) Proffer Snowden Bridge 436,170.77 577,166.31 (140,995.54) Proffer Cedar Meadows 68,334.00 117,144.00 (48,810.00) Proffer Madison Village 108,854.40 - 108,854.40 Proffer Freedom Manor 7,500.00 1,750.00 5,750.00 Proffer The Village At Middletown - 141,295.92 (141,295.92) Subtotal Proffers 786,985.39 1,029,233.92 (242,248.53) Grand Total 1,932,625.33 2,107,436.90 (174,811.57) 122 181 (6)Commonwealth Revenue FY21 FY20 12/31/20 12/31/19 Increase/Decrease Motor Vehicle Carriers Tax 35,394.04 36,457.81 (1,063.77) Mobile Home Titling Tax 34,430.84 60,989.94 (26,559.10) Recordation Taxes - 220,378.64 (220,378.64) *1 P/P State Reimbursement 6,526,528.18 6,526,528.18 - State Noncateforical Funding 25,920.00 - 25,920.00 Shared Expenses Comm.Atty. 213,718.65 231,273.89 (17,555.24) Shared Expenses Sheriff 1,054,442.57 1,056,117.88 (1,675.31) Shared Expenses Comm.of Rev. 91,606.60 96,271.02 (4,664.42) Shared Expenses Treasurer 71,744.87 71,574.04 170.83 Shared Expenses Clerk 186,634.01 190,924.50 (4,290.49) Public Assistance Grants 2,689,561.14 2,725,612.76 (36,051.62) Litter Control Grants 14,931.00 13,000.00 1,931.00 Four-For-Life Funds 96,393.44 - 96,393.44 Emergency Services Fire Program 286,630.00 273,930.00 12,700.00 DMV Grant Funding 9,436.69 13,641.39 (4,204.70) Parks State Grants 69,351.58 190,845.50 (121,493.92) State Grant Emergency Services 2,772.00 39,646.20 (36,874.20) Sheriff State Grants 12,086.66 36,329.10 (24,242.44) JJC Grant Juvenile Justice 32,090.00 64,180.00 (32,090.00) Rent/Lease Payments 113,469.85 133,208.38 (19,738.53) Wireless 911 Grant 116,998.76 110,262.58 6,736.18 State Forfeited Asset Funds 1,922.18 5,185.00 (3,262.82) Victim Witness-Commonwealth Office 112,549.55 51,987.88 60,561.67 Total 11,798,612.61 12,148,344.69 (349,732.08) *I Recordation Taxes will not be distributed from the Commonwealth in FY21. 123 182 County of Frederick General Fund December 31, 2020 (7) Federal Revenue FY21 FY20 Increase/Decrease Payments in Lieu of Taxes - 142.00 (142.00) Federal Forfeited Assets 5,349.82 6,837.80 (1,487.98) Housing Illegal Aliens-Federal - 15,175.00 (15,175.00) Federal Funds Sheriff 12,410.23 22,760.21 (10,349.98) Total 17,760.05 44,915.01 (27,154.96) (8) Expenditures Expenditures decreased $1.5 million. General Administration decreased $1.7 million and Reflect the purchase of Sunnyside Plaza for $2.1 million in the previous year. Public Works increased $333,234.17 and includes $365,716.51 for the Albin Compactor Site. The Parks and Recreation decrease of$841,360.39 was impacted by the Clearbrook Park Parking Expansion Project and the Sherando Park Recreation Access Project in FY20. Community Development increased $610,717.36 and reflects the $614,301.00 budgeted transfer to the Economic Development Authority. The transfers decreased $4,261.76. See Chart below: (9)Transfers Decreased $4,261.76 FY21 FY20 Increase/Decrease Transfer to School Operating Fund 45,846,367.24 43,795,984.71 2,050,382.53 *1 Transfer to Debt Service Schools 8,542,765.50 8,124,150.00 418,615.50 Transfer to Debt Service County 1,598,251.32 1,576,296.86 21,954.46 *2 Operational Transfers (28,700.53) 69,001.50 (97,702.03) *3 Reserve for Merit/COLA Increases 29,858.07 3,755.29 26,102.78 Reserve for Capital 9,800,000.00 11,504,520.00 (1,704,520.00) Operational Contingency 1 (719,095.00) - 1 (719,095.00) *4 Total 1 65,069,446.60 1 65,073,708.36 1 (4,261.76) *1 School Operating FY21 includes$1,397,457.67 C/F Encumbrances and $294,942.57 for FY20 unspent restricted funds. Additionally, $44,153,967.00 for half of the School Operating. The FY20 total was$225,545.15 C/F Encumbrances and $347,857.06 represents restricted grant funds received and $43,222,582.50 for half of the School Operating. *2 Payments include the Bowman Library,the City of Winchester for Courtroom, Roof,and HVAC Projects, Millwood Station, Roundhill, Public Safety,and the Animal Shelter. *3 Timing of Insurance Charge Outs. *4 Reimburse Contingency for Capital. 124 183 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER December 31, 2020 ASSETS FY21 FY20 Increase 12/31/2020 12/31/19 (Decrease) Cash 11,000,598.94 11,853,954.50 (853,355.56) *1 Receivable Arrears Pay Deferred 123,198.38 135,924.66 (12,726.28) Receivables Other 0.00 0.00 0.00 GL controls(est.rev/est.exp) (1,453,967.80) (2,129,198.39) 675,230.59 TOTAL ASSETS 9,669,829.52 9,860,680.77 (190,851.25) LIABILITIES Accrued Wages Payable 440,238.90 425,780.15 14,458.75 Accrued Operating Reserve Costs 2,679,115.00 2,614,497.00 64,618.00 TOTAL LIABILITIES 3,119,353.90 3,040,277.15 79,076.75 EQUITY Fund Balance Reserved Encumbrances 13,369.76 45,904.70 (32,534.94) Undesignated Fund Balance 6,537,105.86 6,774,498.92 (237,393.06) *2 TOTAL EQUITY 6,550,475.62 6,820,403.62 (269,928.00) TOTAL LIABILITY & EQUITY 9,669,829.52 9,860,680.77 (190,851.25) NOTES: *1 Cash decreased $853,355.56. Refer to the following page for comparative statement of revnues and expenditures and changes in fund balance. *2 Fund balance decreased $237,393.06. The beginning balance was $6,695,415.04 and includes adjusting entries, budget controls FY21($1,441,534.00) and the year to date revenue less expenditures $1,283,224.82. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing: 18,734.66 Compensation Board Reimbursement 12/20 566,073.64 Total 584,808.30 125 184 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance December 31 , 2020 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21 FY20 REVENUES: 12/31/20 12/31/19 YTD Actual Appropriated Actual Actual Variance Credit Card Probation - 246.41 242.84 3.57 Interest 100,000.00 3,490.13 36,174.09 (32,683.96) Salvage/Surplus - - 475.00 (475.00) Supervision Fees 87,376.00 15,126.25 22,872.50 (7,746.25) Drug Testing Fees 1,000.00 90.00 - 90.00 Work Release Fees 380,000.00 95,929.20 167,716.29 (71,787.09) Prisoner Fees From Other Localities 0.00 55.00 79.32 (24.32) Federal Bureau Of Prisons 0.00 0.00 1,430.00 (1,430.00) Local Contributions 7,706,061.00 5,190,282.00 5,679,402.75 (489,120.75) Miscellaneous 14,000.00 7,238.55 7,887.41 (648.86) Phone Commissions 600,000.00 238,746.40 102,052.27 136,694.13 Food &Staff Reimbursement 82,000.00 28,489.97 37,018.27 (8,528.30) Elec.Monitoring Part.Fees 126,000.00 26,184.96 36,432.31 (10,247.35) Share of Jail Cost Commonwealth 1,275,000.00 303,440.00 320,085.46 (16,645.46) Medical & Health Reimb. 58,000.00 15,655.87 18,984.41 (3,328.54) Shared Expenses CFW Jail 5,750,000.00 2,311,721.28 2,328,851.76 (17,130.48) State Grants 365,050.00 84,129.00 84,809.00 (680.00) D.J.C.P. Grant 0.00 0.00 66,392.00 (66,392.00) Local Offender Probation 247,933.00 67,473.00 0.00 67,473.00 Bond Proceeds 0.00 0.00 1,236,529.57 (1,236,529.57) Transfer From General Fund 5,520,958.00 4,140,718.50 3,803,653.50 337,065.00 TOTAL REVENUES 22,313,378.00 12,529,016.52 13,951,088.75 (1,422,072.23) EXPENDITURES: 23,780,715.56 11,245,791.70 10,566,939.28 678,852.42 Excess(Deficiency)of revenues over expenditures (1,467,337.56) 1,283,224.82 3,384,149.47 (2,100,924.65) FUND BALANCE PER GENERAL LEDGER 5,253,881.04 3,390,349.45 1,863,531.59 Fund Balance Adjusted To Reflect 6,537,105.86 6,774,498.92 (237,393.06) Income Statement 12/31/20 _ 126 185 County of Frederick Fund 12 Landfill December 31, 2020 FY21 FY20 Increase ASSETS 12/31/20 12/31/19 (Decrease) Cash 37,315,045.88 37,795,364.01 (480,318.13) Receivables: Accounts Receivable 8,990.11 2,588.65 6,401.46 Fees 507,048.76 598,586.61 (91,537.85) *1 Receivable Arrears Pay Deferred 21,520.06 24,905.02 (3,384.96) Allow.Uncollectible Fees (84,000.00) (84,000.00) 0.00 Fixed Assets 56,682,005.22 52,132,978.40 4,549,026.82 Accumulated Depreciation (35,591,828.07) (33,332,386.56) (2,259,441.51) GL controls(est.rev/est.exp) (2,632,745.00) (3,590,102.30) 957,357.30 TOTAL ASSETS 56,226,036.96 53,547,933.83 2,678,103.13 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay 195,919.35 175,948.75 19,970.60 Accrued Remediation Costs 14,012,177.36 13,590,045.91 422,131.45 *2 Deferred Revenue Misc.Charges 8,990.11 2,588.65 6,401.46 Accrued Wages Payable 57,529.70 55,847.62 1,682.08 TOTAL LIABILITIES 14,274,616.52 13,824,430.93 448,503.51 EQUITY Fund Balance Reserved: Encumbrances 38,953.00 0.00 38,953.00 *3 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 32,054,025.44 29,865,060.90 2,188,964.54 *4 TOTAL EQUITY 41,951,420.44 39,723,502.90 2,227,917.54 TOTAL LIABILITY AND EQUITY 56,226,036.96 53,547,933.83 2,678,103.13 NOTES: *1 Landfill receivables decreased$91,537.85. Landfill fees at 12/20 were$625,414.25 compared to$576,340.57 at 12/19 for an increase of$49,073.68. Delinquent fees at 12/20 were$71,008.70 compared to$67,587.38 at 12/19 for an increase of$3,421.32. *2 Remediation increased$422,131.45 that includes$316,375.00 for post closure and$105,756.45 in interest. *3 The encumbrance balance at 12/31/20 was$38,953.00 for an upgrade to software(Cares Act funds). *4 Fund balance increased$2,188,964.54. The beginning balance was$34,554,088.65 and includes adjusting entries,budget controls for FY21(1,273,430.00),C/F($1,327,298.00),and$100,664.79 for a year to date revenue less expenses. 127 186 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance December 31, 2020 FUND 12 LANDFILL FY21 FY20 YTD REVENUES 12/31/20 12/31/19 Actual Appropriated Actual Actual Variance Credit Card Charges 0.00 2,824.80 3,031.20 (206.40) Interest on Bank Deposits 300,000.00 13,862.59 161,427.49 (147,564.90) Salvage and Surplus 110,000.00 72,641.50 58,855.35 13,786.15 Sanitary Landfill Fees 7,268,650.00 3,470,757.38 3,345,871.12 124,886.26 Charges to County 0.00 348,361.25 301,938.07 46,423.18 Charges to Winchester 0.00 112,917.20 81,579.40 31,337.80 Tire Recycling 181,640.00 174,572.21 183,262.40 (8,690.19) Reg.Recycling Electronics 80,000.00 18,960.00 24,234.00 (5,274.00) Greenhouse Gas Credit Sales 10,000.00 0.00 3,200.00 (3,200.00) Miscellaneous 0.00 0.00 105.00 (105.00) Renewable Energy Credits 55,714.00 6,269.90 29,219.30 (22,949.40) Landfill Gas To Electricity 367,920.00 143,508.02 114,895.91 28,612.11 Insurance Recoveries 0.00 0.00 0.00 0.00 TOTAL REVENUES 8,373,924.00 4,364,674.85 4,307,619.24 57,055.61 Operating Expenditures 5,840,465.00 1,798,803.34 2,171,390.96 (372,587.62) Capital Expenditures 5,205,157.00 2,465,206.72 2,478,480.49 (13,273.77) TOTAL Expenditures 11,045,622.00 4,264,010.06 4,649,871.45 (385,861.39) Excess(defiency)of revenue over expenditures (2,671,698.00) 100,664.79 (342,252.21) 442,917.00 Fund Balance Per General Ledger 31,953,360.65 30,207,313.11 1,746,047.54 FUND BALANCE ADJUSTED 32,054,025.44 29,865,060.90 2,188,964.54 128 187 County of Frederick,VA Report on Unreserved Fund Balance January 13,2021 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 Reserve P&R SGEMF (66,669) C/F school restricted funds (294,943) AA: FY20 CARES funds-public safety salaries 3,861,389 AA: Sanitation Authority debt write-off per agreement (657,083) 2,466,680 Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) COR refund-CAB East LLC (5,945) COR refund-Toyota Lease Trust (7,638) VDEM SHSP grant 60,000 Transfer to County Capital Fund (F/B above 20%) (9,800,000) COR refund-Toyota Lease Trust (6,068) COR refund-disabled veteran (10,437) COR refund-ARI Fleet (7,005) (10,344,518) Fund Balance,January 14,2021 43,871,928 129 188 Government Finance Officers Association 203 North LaSalle Street, Suite 2700 Chicago, Illinois 60601-1210 312.977.9700 fax: 312.977.4806 October 22, 2020 Cheryl B. Shiffler Finance Director County of Frederick 107 North Kent St. Winchester, Virginia 22601 Dear Ms. Shiffler: A panel of independent reviewers has completed its examination of your Popular Annual Financial Report (PAFR) submitted to Government Finance Officers Association (GFOA). We are pleased to notify you that your PAFR for the fiscal year ended June 30, 2019, has substantially met the requirements of the PAFR Program. In the absence of authoritative standards governing the presentation, these requirements are based on an evaluation of information presented, reader appeal, understandability, distribution, and other elements (such as whether the PAFR is a notable achievement for the government given the government's type and size, and the PAFR's creativity and usefulness). The report received a weighted average score of 75.00 percent or above from three of the four highest individual reviews. Each entity submitting a report to the PAFR Program is provided with confidential comments and suggestions for possible improvements in the subsequent year's presentation. Your comments and suggestions, as well as a "Summary of Grading"form, are enclosed.We urge you to carefully consider the suggestions offered by our reviewers as you prepare your next PAFR. Continuing participants will find a Certificate and brass medallion enclosed with these results. The brass medallion may be mounted on your ten-year plaque. First-time recipients will find a Certificate enclosed with these results and will receive a plaque in approximately 10 weeks.We hope that appropriate publicity will be given to this notable achievement. A sample news release has been enclosed. A current holder of a PAFR Award may include a reproduction of the Certificate in its immediately subsequent PAFR. A camera-ready copy of your Certificate is enclosed for that purpose. If you reproduce your Certificate in your next report, please refer to the enclosed instructions. Washington,DC Office Federal Liaison Center, 660 North Capitol Street, NW, Suite 410 • Washington, DC 20001 • 202.393.8020 Jax: 202.393.0780 xt-W4.30.org 189 Cheryl B. Shiffler October 22, 2020 Page 2 The PAFR Award is valid for one year. To continue your participation in the program, it will be necessary for you to submit your next PAFR to GFOA within six months of the end of your entity's fiscal year. A Popular Annual Financial Reporting Award Program Application is posted on GFOA's website at www.gfoa.org. Over the course of the year, we are anticipating some changes to our application process. We will still be asking governments for the same documents we asked for in the past, but we are encouraging electronic submissions to pafr@gfoa.org and expect to be making other changes going forward. We will keep members informed of any changes via email, and application instructions will be updated on our website. We appreciate your participation in this program,and we sincerely hope that your example will encourage others in their efforts to achieve and maintain a well-presented PAFR. If we can be of further assistance, please do not hesitate to contact the PAFR Program staff in the Technical Services Center at (312) 977- 9700. Sincerely, Michele Mark Levine Director, Technical Services Center Enclosures 131 190 0 GOVERNMENT FINANCE OFFICERS ASSOCIATION NEWS RELEASE FOR IMMEDIATE RELEASE October 22, 2020 For more information,contact: Michele Mark Levine,Director/TSC Phone: (312)977-9700 Fax: (312)977-4806 E-mail: mlevine@gfoa.org (Chicago, Illinois) — Government Finance Officers Association is pleased to announce that County of Frederick, Virginia has received GFOA's Award for Outstanding Achievement in Popular Annual Financial Reporting (PAFR award). The award represents a significant achievement by the entity.In order to be eligible for the PAFR award, a government must also submit its comprehensive annual financial report(CAFR)to GFOA's Certificate of Achievement for Excellent in Financial Reporting Program and receive the CAFR award for the current fiscal year. Each eligible report is reviewed by judges who evaluate the report based on the following categories: reader appeal,understandability,distribution methods,creativity and other elements. Government Finance Officers Association (GFOA)advances excellence in government finance by providing best practices, professional development, resources, and practical research for more than 21,000 members and the communities they serve. 203 NORTH LASALLE STREET, SUITE 2700, CHICAGO, ILLINOIS 60601-1210 LL 191 Government Finance Officers Association 203 North LaSalle Street,Suite 2700 Chicago,Illinois 60601-1210 312.977.9700 fax:312.977.4806 10/12/2020 Kris Tierney Administrator County of Frederick,Virginia Dear Mr. Tierney: We are pleased to notify you that your comprehensive annual financial report (CAFR) for the fiscal year ended June 30, 2019 qualifies for GFOA's Certificate of Achievement for Excellence in Financial Reporting. The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting,and its attainment represents a significant accomplishment by a government and its management. When a Certificate of Achievement is awarded to a government, an Award of Financial Reporting Achievement(AFRA)is also presented to the individual(s)or department designated by the government as primarily responsible for its having earned the Certificate. This award has been sent to the submitter as designated on the application. We hope that you will arrange for a formal presentation of the Certificate and Award of Financial Reporting Achievement, and give appropriate publicity to this notable achievement. A sample news release is included to assist with this effort. We hope that your example will encourage other government officials in their efforts to achieve and maintain an appropriate standard of excellence in financial reporting. Sincerely, Michele Mark Levine Director,Technical Services 133 192 GOVERNMENT FINANCE OFFICERS ASSOCIATION NEWS RELEASE FOR IMMEDIATE RELEASE 10/12/2020 For more information contact: Michele Mark Levine,Director/TSC Phone: (312)977-9700 Fax: (312)977-4806 Email: mlevine@gfoa.org (Chicago, Illinois)--Government Finance Officers Association of the United States and Canada (GFOA) has awarded the Certificate of Achievement for Excellence in Financial Reporting to County of Frederick for its comprehensive annual financial report (CAFR) for the fiscal year ended June 30, 2019. The CAFR has been judged by an impartial panel to meet the high standards of the program, which includes demonstrating a constructive"spirit of full disclosure"to clearly communicate its financial story and motivate potential users and user groups to read the CAFR. The Certificate of Achievement is'the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. Government Finance Officers Association(GFOA)advances excellence in governmentfinance byproviding best practices,professional development, resources, and practical research for more than 21,000 members and the communities they serve. 203 NORTH LASALLE STREET, SUITE 2700, CHICAGO, ILLINOIS 60601-1210 193 December 1,2020 Jennifer Place Risk Manager/Budget Analyst Frederick County 107 North Kent Street Winchester,VA 22601 Dear Ms.Place: We are pleased to inform you, based on the examination of your budget document by a panel of independent reviewers, that your budget document has been awarded the Distinguished Budget Presentation Award from Government Finance Officers Association (GFOA) for the current fiscal period. This award is the highest form of recognition in governmental budgeting. Its attainment represents a significant achievement by your organization. The Distinguished Budget Presentation Award is valid for one year. To continue your participation in the program, it will be necessary to submit your next annual budget document to GFOA within 90 days of the proposed budget's submission to the legislature or within 90 days of the budget's final adoption. A Distinguished Budget Program application is posted on GFOA's website. This application must be completed and accompany your next submission. (See numbers 12 and 13 on page 2 of the application for fee information and submission instructions.) Each program participant is provided with confidential comments and suggestions for possible improvements to the budget document. Your comments are enclosed. We urge you to carefully consider the suggestions offered by our reviewers as you prepare your next budget. When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition for Budget Presentation is also presented to the individual(s) or department designated as being primarily responsible for its having achieved the award. Enclosed is a Certificate of Recognition for Budget Preparation for: Finance Department Continuing participants will find a brass medallion enclosed with these results. First-time recipients will receive an award plaque that will be mailed separately and should arrive within eight to ten weeks. Also enclosed is a camera-ready reproduction of the award for inclusion in your next budget. If you reproduce the camera-ready image in your next budget, it should be accompanied by a statement indicating continued compliance with program criteria. The following standardized text should be used: 135 194 Jennifer Place December 1,2020 Page 2 Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to Frederick County, Virginia, for its Annual Budget for the fiscal year beginning July 1, 2020. In order to receive this award, a governmental unit must publish a budget document that meets program criteria as a policy document, as a financial plan, as an operations guide,and as a communications device. This award is valid for a period of one year only. We believe our current budget continues to conform to program requirements, and we are submitting it to GFOA to determine its eligibility for another award. A press release is enclosed. Upon request, GFOA can provide a video from its Executive Director congratulating your specific entity for winning the Budget Award. We appreciate your participation in this program, and we sincerely hope that your example will encourage others in their efforts to achieve and maintain excellence in governmental budgeting. The most current list of award recipients can be found on GFOA's website at www.gfoa.org. If we can be of further assistance,please contact the Technical Services Center at(312)977-9700. Sincerely, Michele Mark Levine Technical Services Center Enclosure 136 195 FOR IMMEDIATE RELEASE December 1,2020 For more information,contact: Technical Services Center Phone: (312)977-9700 Fax: (312)977-4806 E-mail:budgetawards@gfoa.org (Chicago, Illinois)--Govenunent Finance Officers Association is pleased to announce that Frederick County,Virginia,has received GFOA's Distinguished Budget Presentation Award for its budget. The award represents a significant achievement by the entity. It reflects the commitment of the governing body and staff to meeting the highest principles of governmental budgeting. In order to receive the budget award, the entity had to satisfy nationally recognized guidelines for effective budget presentation. These guidelines are designed to assess how well an entity's budget serves as: ■ a policy document ■ a financial plan ■ an operations guide ■ a communications device Budget documents must be rated "proficient" in all four categories, and in the fourteen mandatory criteria within those categories,to receive the award. When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition for Budget Presentation is also presented to the individual(s) or department designated as being primarily responsible for having achieved the award. This has been presented to Finance Department. There are over 1,600 participants in the Budget Awards Program. The most recent Budget Award recipients, along with their corresponding budget documents, are posted quarterly on GFOA's website. Award recipients have pioneered efforts to improve the quality of budgeting and provide an excellent example for other governments throughout North America. Government Finance Officers Association (GFOA) advances excellence in government finance by providing best practices, professional development, resources and practical research for more than 20,500 members and the communities they serve. 137 196 4tiGK. �oG� OFFICE OF VOTER REGISTRATION * Richard M.Venskoske Director of Elections w 107 N. Kent Street,Suite 102,Winchester,VA 22601-5039 E-mail: rich.venskoske@fcva.us Telephone: 540-665-5660 TO: Finance Committee and Board of Supervisors FROM: Rich Venskoske, Director of Elections DATE: January 14, 2021 RE: Supplemental Budget Request Excess In my memorandum dated July 8, 2020, Supplemental Budget Request for the November 3, 2020 General and Special Election, I requested a $94,577 supplemental appropriation to fund the No Excuse Early Voting (NEEV)that the General Assembly had recently passed for the November 3rd Election. With the additional CARES funds, I received from the state, the full $94,577 was not needed. My intentions from the beginning, was to return anything that was not needed. Of the $94,577 appropriated for NEEV, only $60,372 was needed. I am returning $34,205 back to the General Fund. I know I can count on the Finance Committee and the Frederick County Board of Supervisors to provide the funds needed for all elections and want to make sure I do my part and give back what I do not use. Please see below, the summary of the total cost of the November 3, 2020 Election. NOVEMBER 2020 ELECTION NO EXCUSE EARLY VOTING Supplemental Appropriation 94,577 Expenses 60,372 Balance 34,205 CARES/COVID Supplemental Appropriation 74,301 Expenses 74,301 Balance 0 NON NEEV/CARES Expenses 71,997 TOTAL ELECTION EXPENSE 206,669 If you have any questions or wish to discuss this in greater detail, please do not hesitate to contact me. 138 197 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 Agenda Section: Consent Agenda - Roll Call Vote Required Title: Acknowledgment of Update on the Coronavirus Aid, Relief, and Economic Security (CARES) Act of 2020 for the direct impact of the COVID-19 pandemic through the establishment of the Coronavirus Relief Fund (CRF) Attachments: BOS01-27-21 CARES_BOS_updateJanuary2021.pdf 198 r q COUNTY of FREDERICK Finance Department G, Cheryl B. Shiffler ,meg Director 540/665-5610 Fax: 540/667-0370 E-mail: cshiffle@fcva.us MEMORANDUM TO: Board of Supervisors FROM: Sharon Kibler,Finance DATE: 1/20/2021 SUBJECT: CARES CRF Update The Coronavirus Aid,Relief,and Economic Security(CARES)Act of 2020 aids local governments for the direct impact of the COVID-19 pandemic through the establishment of the Coronavirus Relief Fund(CRF). Allocations were sent to localities from the State based on population,and Frederick County received a total of$15,584,430. The CARES Act provides that payments from the CRF only may be used to cover costs that: 1. are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease 2019(COVID-19); 2. were not accounted for in the budget most recently approved as of March 27,2020(the date of enactment of the CARES Act)for the State or local governments;' 3. were incurred during the period that begins on March 1,2020 and ends on December 30,2020. (*On December 27,2020,legislation was signed to extend the eligibility to December 31,2021.); and 4. are used for the direct costs associated with the response to the COVID-19 pandemic and cannot be used to make up for revenue shortfalls. The FY 21 budget was amended to account for the receipt of CARES CRF funds and staff has been evaluating eligibility,tracking expenses,and reporting to the State quarterly. County CRF funds were used to address COVID-19 related needs not only for county related functions,but for Frederick County citizens, non-profits,and businesses. Below are highlights of the county CRF distribution. ■ Distribution to towns-$597K The County was required to"ensure that an equitable share of the CRF funds it receives is shared with and granted to each town within its jurisdiction."' Using the same population methodology that was applied for the receipt of CRF,the County distributed$241,148 to Middletown and $356,138 to Stephens City. ■ Frederick County Public Schools-$3.6M The COVID-19 pandemic presented many challenges for school reopening and operating in a safe manner. Additional expenses were necessary to comply with guidance from the Governor,the Virginia Department of Education,the CDC,and the local health department. The hybrid virtual learning environment required remote learning software,technology equipment for both students and teachers,internet access for virtual students,and PPE for student and staff protection. In addition,funds were used for food programs for at-risk and low-income students. 1 Per U.S.Treasury guidance updated September 2,2020,certain public safety salaries that were previously budgeted are eligible as a matter of administrative convenience. 2 Commonwealth of Virginia Secretary of Finance memo dated May 12,2020. 107 North Kent Street• Winchester, Virginia 22601 199 CARES CRF update page 2 ■ Business and Non-profit Support-$1.1M Frederick County's COVID-19 Business and Nonprofit Grant Program was designed to provide financial assistance to Frederick County's small businesses and non-profits impacted by the COVID-19 pandemic.The grant program has gone through two rounds and provided grants for eligible expenses to small businesses,and to non-profits who serve Frederick County residents. The Frederick County Economic Development Authority administered the grant program working with Frederick County Administration and the Lord Fairfax Small Business Development Center. It was also important to get the word out that Frederick County is a safe place to visit,activities have resumed,and steps have been taken to ensure a safe experience.The EDA coordinated a $148K marketing campaign through the Winchester-Frederick County Convention&Visitors Bureau to advertise the area to our drive market of 1-3 hours away as safe,budget-friendly destination that features outdoor seating,natural beauty,etc. ■ Citizen Support-$450K There was an immediate need for utility and rent/mortgage assistance for Frederick County citizens. With the infrastructure already in place,the United Way of the Northern Shenandoah Valley had the scope and capacity to distribute funds to County citizens. A total of 134 families were assisted,which included$170K in rent/mortgage assistance—preventing 114 evictions/foreclosures,and$85K in utility assistance—saving 234 utilities from disconnection. Daycare availability in the community impacted the ability of citizens getting back to work, especially with the virtual school schedule. Frederick County Parks&Recreation expanded their normal before/after school BasicREC program to compliment the FCPS hybrid school schedule. Using$202K of CRF funds,this program was offered at below operating cost to the public. ■ Community Support-$600K There was a need identified for an emergency shelter and/or alternative care facility in the community,and the Army Corp of Engineers determined the event center at Shenandoah University met the needs. The one missing piece was the availability of emergency power at the building. A one(1)Meg generator was purchased and installed at the events center. ■ County expenses to date-$5.8M The County(including Jail and Landfill)began incurring expenses in early March 2020 in response to the pandemic. Early on immediate needs for staff safety were purchased,such as PPE, disinfecting materials,construction of sneeze guards in public areas,immediate technology requirements to facilitate teleworking for critical staff,and Jail inmate safety. After the critical safety and social distancing needs were met,expenses included signage to reopen County facilities,further technology needs to allow additional teleworking and the ability to conduct remote meetings,preparation to open Parks facilities,and continued purchases of PPE. There have also been expenses for decontaminating entire departments due to COVID exposure, unemployment claims for staff who were without work(primarily Parks&Recreation),and a prisoner transport van. Certain salaries,including public safety($3.9M),were deemed eligible even though salary expenses were already accounted for in the budget. Updated security and air purification systems,and touchless restroom amenities were installed at several county owned facilities. Approximately$3.4 million remains unobligated of the CARES CRF funds which will be applied to FY 2021 currently budgeted CRF eligible public safety salaries. Please do not hesitate to contact me with any questions or concerns. Thank you. 200 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 ��GrN Agenda Section: County Officials Title: Resolution To Educate Frederick County's Residents and Medical Community on the Risks of Traveling to China for Organ Transplant in Light of Recent Reports of State- Sponsored Organ Harvesting from Prisoners of Conscience. Attachments: BOS01-27-21 ResEducationOrganHarvesting.pdf 201 4 A ' BOARD OF SUPERVISORS RESOLUTION TO EDUCATE FREDERICK COUNTY'S RESIDENTS AND MEDICAL COMMUNITY ON THE RISKS OF TRAVELING TO CHINA FOR ORGAN TRANSPLANT IN LIGHT OF RECENT REPORTS OF STATE-SPONSORED ORGAN HARVESTING FROM PRISONERS OF CONSCIENCE. WHEREAS, extensive and credible reports have revealed mass killing of prisoners of conscience in the People's Republic of China from religious and ethnic minority groups, in order to obtain organs for transplants; and WHEREAS, The China Tribunal, an independent tribunal sitting in London chaired by Sir Geoffrey Nice QC, who was a prosecutor at the international criminal tribunal for the former Yugoslavia,concluded on June 18, 2019, in a unanimous determination at the end of its yearlong hearings, that the killing of detainees in China for organ transplants is continuing and ongoing: and, WHEREAS, an investigative report published in June 2016 by human rights attorney David Matas, former Canadian Secretary of State for Asia-Pacific, David Kilgour, and journalist Ethan Gutmann, estimated that China is performing transplants on "an industrial-scale, state-directed organ transplantation system, controlled through national policies and funding, and implicating both the military and civilian healthcare systems,", as Kilgour described these practices in his speech to the European Parliament in 2016; and, WHEREAS, in June 2016, the United States House of Representatives unanimously passed House Resolution 343, condemning the systemic, state-sanctioned organ harvesting from prisoners of conscience; and WHEREAS, there has been little media coverage of this problem, yet dozens of Frederick County residents expressed concern to the Frederick County Board of Supervisors; and 202 WHEREAS, Frederick County residents should be fully informed of the organ source in China before they make the decision to engage in organ tourism in China; and, WHEREAS, the Frederick County Board of Supervisors desires to assist in raising awareness in this regard; NOW THEREFORE, BE IT RESOLVED BY the Frederick County Board of Supervisors, that we strongly condemn the illegal and immoral organ harvesting being conducted at the direction of and under the protection of the Government of the communist Peoples Republic of China; and, BE IT FURTHER RESOLVED that the residents of and medical community serving Frederick County and the immediate region, be informed of the inherent injustices of the organ tourism in China, and that travel to China for organ transplants may cause our local citizens to unwittingly become accomplices in state-sponsored forced organ harvesting from prisoners of conscience. AND BE IT FURTHER RESOLVED that the Frederick County Board of Supervisors shall provide copies of this resolution to the Frederick County delegation to the Virginia General Assembly and the Virginia delegation to the United States Congress. ADOPTED this 27th day of January 2021. Charles S. DeHaven,Jr., Chairman Shawn L. Graber J. Douglas McCarthy Robert W. Wells Blaine P. Dunn David D. Stegmaier Judith McCann-Slaughter Kris C. Tierney Clerk, Board of Supervisors County of Frederick,Virginia 203 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: January 27, 2021 ��GrN Agenda Section: County Officials Title: Committee Appointments Attachments: BOS01-27-21 BoardCommitteeAppts.pdf BOS01-27-21 ChairApptsBoardCitizenAssignments2021.pdf 204 .r COUNTY of FREDERICK Office of the County Administrator tigGl\'f 173_ Tel: 540.665.6382 Fax: 540.667.0370 MEMORANDUM TO: Board of Supervisors FROM: Ann W. Phillips, Deputy Clerk DATE: January 20, 2021 RE: Committee Appointments Listed below are the vacancies/appointments due through February 2021. 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. FEBRUARY 2021 Planning Commission Charles E. Triplett — Gainesboro District Representative 150 Lone Willow Lane Gore, VA 22637 Phone: (540)877-1380 Term Expires: 02/22/21 Four-year term ShawneeLand Sanitary District Advisory Committee James Smith 230 Falcon Trail Winchester, VA 22602 Phone: (540)323-0370 Term Expires: 02/22/21 Two-year term (See Attached Application of George Bishop.) 205 Memorandum — Board of Supervisors January 20, 2021 Page 2 VACANCIES/OTHER Board of Equalization Kimberly S. Dodd 474 Ruebuck Road Clearbrook, VA 22624 Home: (540)667-3648 Term- 01/01/20 - 12/31/22 (Ms. Dodd has resigned.) Ronald V. Shickle 114 Lane Street Winchester, VA 22603 Term- 01/01/20 - 12/31/22 Three-year term (Mr. Shickle has resigned.) (See Attached Applications of Robert R. Boden, Jr., Jeffrey S. Boppe, Bradley Comstock and Dana L. Newcomb). (The Board of Equalization is composed of five members. All members of every board of equalization, including alternate members, shall be residents, a majority of whom shall be freeholders, in the county or city for which they are to serve and shall be selected from the citizens of the county or city. Appointments to the board of equalization shall be broadly representative of the community. Thirty percent of the members of the board shall be commercial or residential real estate appraisers, other real estate professionals, builders, developers, or legal or financial professionals, and at least one such member shall sit in all cases involving commercial, industrial or multi- family residential property, unless waived by the taxpayer. 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 erm,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.) 206 Memorandum — Board of Supervisors January 20, 2021 Page 3 Historic Resources Advisory Board David O'Neil — Gainesboro District Representative 161 Harrelson Place Winchester, VA 22603 Phone: (540)722-8955 Term Expires: 06/12/21 Four-year term (Staff has been advised of vacancy from Gainesboro District.) 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 Red Bud District.) Karen L. Kimble — Shawnee District Representative 118 Keswick Court Winchester, VA 22602 Phone: (540)665-2023 Term Expires: 06/30/22 (Ms. Kimble advised she will be stepping down effective March 30, 2021.) (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.) AWP/tjp Attachments U:\TJP\committeeappointments\MmosLettrs\Board CommitteeAppts(01272021 BdMtg).docx 207 INFORMATIONAL DATA SHEET FOR FREDERICK COUNTY BOARD OF SUPERVISORS COMMITTEE APPOINTMENTS Please provide the following information for review by the Board of Supervisors regarding your interest in serving on the Shawneeland Sanitary District Advisory Committee . Please print clearly if filling out by hand. Thank You. Name: George D.Bishop Home Phone: 540.313.4532 Address: 514 Shawnee Trail Office Phone: Winchester,VA 22602 Cell/Mobile: Fax: Employer' Prince William County Schools Email' geobishop1961@gmail.com Occupation' Professional Educator Civic/Community Activities' American Legion,Marine Corps League,Virginia Technology and Engineering Education Association, Virginia Association for Career and Technical Education,International Technology and Engineering Educators Association,Association for Career and Technical Educators. Will You Be Able To Attend This Committee's Regularly Scheduled Meeting On: Yes: X No: Do You Foresee Any Possible Conflicts Of Interest Which Might Arise By Your Serving On This Committee? Yes: No: X Explain: Additional Information Or Comments You Would Like To Provide(If you need more space,please use the reverse side or include additional sheets): Applicant's Signature: Date: January 06,2021 Nominating Supervisor's Comments: Please submit form to: Frederick County Administrator's Office 107 North Kent Street Winchester,VA 22601 or email to: tprice(dfcva.us or jtibbs(dfcva.us (08/06/2020) 208 INFORMATIONAL DATA SHEET FOR FREDERICK COUNTY BOARD OF SUPERVISORS COMMITTEE APPOINTMENTS District Supervisor,would like to nominate you to serve on the Board of Equalization_ _ As a brief personal introduction to the other Board members,please fill out the information requested below for their review prior to filling the appointment.(Please Print Clearly.Thank You.) Name: Robert R.Boden,Jr. Home Phone: 540-667-7335 Address: 210 Milburn Road Office Phone: 540-662-3484 Winchester,Va.22603 Cell/Mobile: Fax: Employer: Long&Foster/Webber&Associates Email: bodenr@webberrealty.com Occupation: Rea Ibr Civic/Community Activities: Will You Be Able To Attend This Committee's Regularly Scheduled Meeting On: Yes: X No: Do You Foresee Any Possible Conflicts Of Interest Which Might Arise By Your Serving On This Committee? Yes: X No: Explain: Additional Information Or Comments You Would Like To Provide (If you need more space,please use the reverse side or include additional sheets): Applicant's Signature: Date: Nominating Supervis Please submit form to: Frederick County Administrator's Office 107 North Kent Street Winchester,VA 22601 or email to: tprice6rjcva.us or itibbs6r,)fcva.us (03/04/15) 209 INFORMATIONAL DATA SHEET FOR FREDERICK COUNTY BOARD OF SUPERVISORS COMMITTEE APPOINTMENTS Please provide the following information for review by the Board of Supervisors regarding your interest in serving on Board of Equalization . Please print clearly if filling out by hand. Thank You. Name: Jeffrey Scott Boppe Home Phone: NIA Address: 998 Chestnut Grove Rd Office Phone: 540-662-3484 Winchester,Va.22603 Cell/Mobile: - Fax: Employer: tong&Foster/Webber&Associates Email: jboppe@webberrealty.com Occupation: Realtor Civic/Community Activities: F.C.Finance Committee,Board member of Blue Ridge Board of Realtors,Member of Finance Comm-BRAR. Board member-Hunting Ridge Retreat-FBC Will You Be Able To Attend This Committee's Regularly Scheduled Meeting On: Yes: X No: Do You foresee Any Possible Conflicts Of Interest Which Might Arise By Your Serving On This Committee? Yes: X No: Explain: May have a dient that I would represent which may prohibit me from voting Additional Information Or Comments You Would Like To Provide(If you need more space,please use the reverse side or include additional sheets): Would do my best to be fair&equitable with my decisions.Would like to serve on the committee as I feel I can leverage my past work experiences as a community banker and Realtor within the County I reside in. Applicant's Signatur Date: Nominating Supervis nom Please submit form to: Frederick County Administrator's Office 107 North Dent Street Winchester,VA 22601 or email to: tpnce(u,fcva.us or itibbspfeva.us (08/06/2020) 210 INFORMATIONAL DATA SHEET FOR FREDERICK COUNTY BOARD OF SUPERVISORS COMMITTEE APPOINTMENTS Please provide the following infannation for review by the Board of Supervisors regarding your interest in serving on Board of Equalization _-_ Please print clearly if falling mut by hand. 'Thank You. Name: Bradley Comstock Home Phone: Address: 236 Bridgewater Dr Office Phone: Stephens City, VA 22655 Cell/Mobile: Fax: Employer: Greenfield&Behr Residential Email: mrcomstock@grnall.com Occupation: REALTOR@ Civic/Community Activities: school Board Member,affordable housing coalition,Bright Futures volunteer Will You He Able To Attend This Committee's Regularly Scheduled Meeting On: 2/4/2021 Yes: X Dios Do You Foresee Any Possible Conflicts Of Interest'Which Might Arise By Your Serving On This Committee? Yes: No: X Explain: Additional Information Or Comments You Would Like To Provide(if you need more space,please use the reverse side or include additional sheets): As a local REALTOR®, I am very familiar with local prop"values and the current real estate market, I think this is good experience and knowledge that would prove helpful and beneficial on this Board. Applicant's Signature: 0000- Date: 1391 z 0 21 Mr. Comstock,who is a constituent of mine, has a very strong background in local real estate sales, values and tax assessment and i feel would a read asset on the Board of Equalization. Please submit form to: Frederick County Administrator's Office 107 North Kent Street Winchester,VA 22501 or email to: Wjj� � or jai t cv s (0810612020) 211 ®�11 ,1314is INFORMATIONAL DATA SHEET REGENED FOR JAN 2021 C4 Frerftk county 'fit FREDERICK COUNTY BOARD OF SUPERVISORS t rldmin'etrator's©Mice A' COMMITTEE APPOINTMENTS Please provide the following information for review by the Board of Supervisors regarding yourer BZLZ°� serving on Board of Equalization .Please print clearly if filling cut by band. Thank You. Name: Cana L.Newcomb Home Phonc: 540-722-44655 Address' 2691 Hunting Ridge Road Office Phone' NA Winchester,VA 22603 Cell/Mobile: Fax: NA Employer: NA Email: newcombdanal@gma#.corn Occupation: Retired Civic/Community Activities: NA Will You Be Able To Attend This Committee's Regularly Scheduled Meeting On: Yes: x No: Do You Foresee Any Possible Conflicts Of Interest Which Might Arise By Your Serving On: This Committee? Yes: No: x Explain: Additional Information Or Comments You Would Like To Provide(if you need more space,please use the reverse side or include additional sheets): MS,Industrial Engr/ORSA MBA,Procurement&Contracting INOApplicant's Signature: Date: 0111 V2021 Nominating Supervisor's Comments: Please submit farm to: Frederick County Administrator's Office 107 Nortb Kent Street Winchester,VA 22{01 or email to; t rice feva.us or jtibbs(cc�fcva_us (0810612020) 212 Board Member Assignments for 2021 Charles S. DeHaven,Tr. Finance Committee; Technology Committee; Transportation Committee; Joint Finance Committee; Metropolitan Planning Organization;Northwestern Regional Jail Board alternate Code & Ordinance Committee; Northern Shenandoah Blaine P. Dunn Valley Regional Commission;Fire&Rescue Association liaison Transportation Committee; Northern Shenandoah Valley Shawn L. Graber Regional Commission; Winchester Regional Airport Authority; Agricultural District Advisory Committee; Extension Leadership Committee 1. Douglas McCarthy Code & Ordinance Committee, Chair; Human Resources Committee; Public Works Committee, Chair; Technology Committee, Chair;Planning Commission liaison alternate Tudith McCann-Slaughter Finance Committee, Chair; Public Safety Committee; Transportation Committee, Chair; Joint Finance Committee; Metropolitan Planning Organization; Conservation Easement Authority; Economic Development Authority; Northwestern Regional Jail Board David D. Ste maier Human Resources Committee; Public Safety Committee; Planning Commission liaison; Handley Regional Library Board liaison; Social Services Board liaison;Tourism Board liaison Robert W.Wells Finance Committee; Human Resources Committee, Chair; Public Safety Committee, Chair; Public Works Committee; Northwestern Regional Jail Board; Parks & Recreation Commission liaison; Landfill Oversight Committee;Frederick Water Board liaison 213 CITIZEN COMMITTEE APPOINTMENTS 2021 Appointments to the Following are Annual Citizen Appointments to the "Standing" Committees by the Chairman of the Board of Supervisors at the First Meeting of January Each Year(the Annual Organization of the Board). Appointments are for One Year. Code & Ordinance Committee (meets as needed) Derek C. Aston Stephen G. Butler James A. Drown Finance Committee (meets 3rd Wed. each month, 8:00 A.M.) Jeffrey S. Boppe Gary R. Oates Angela L. Rudolph-Wiseman Human Resources Committee (meets 2nd Fri. each month, 9:00 A.M.) Don Butler Beth Lewin Kimberly G. McDonald Information Technologies Committee (meets as needed) Quaisar Absar John Jewel Todd Robertson Public Safety Committee (meets bi-monthly as needed, Thurs., 8:30 A.M.) Walter "Walt" Cunningham Helen Lake Dennis D. Linaburg Public Works Committee (meets last Tues. each month, 8:00 A.M.) Gary E. Longerbeam Ed Strawsnyder, Jr. Whitney "Whit" L. Wagner Transportation Committee (meets 4t" Mon. each month, 8:30 A.M.) Gary R. Oates James M. Racey, II Cordell Watt 01/21/2021 U:\TJRcommitteebook\Boa rd Comm itteeCha rt\CitizenAppoi ntments(202 1).docx 214 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: January 27, 2021 ��Gt• Agenda Section: Committee Business - Finance Committee Title: ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: Attachments: BOS01-27-21 FinanceCommReport20January202l.pdf 215 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday,January 20,2021 8:00 a.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA A Finance Committee meeting was held in the Board of Supervisors Room at 107 North Kent Street on Wednesday,January 20,2021 at 8:00 a.m. ATTENDEES: Committee members present: Judith McCann-Slaughter,Chairman; Charles DeHaven; Robert Wells;Jeffrey Boppe;Angela Rudolph-Wiseman; Gary Oates; and non-voting liaisons William Orndoff,Treasurer and Seth Thatcher,Commissioner of the Revenue. Committee member absent: none. Staff present: Cheryl Shiffler, Finance Director; Kris Tierney,County Administrator; Rod Williams, County Attorney;Sharon Kibler,Assistant Finance Director;Jennifer Place, Budget Analyst; Steve Hawkins,Sheriff Major;Jason Robertson, Parks& Recreation Director; Jon Turkel, Parks and Recreation Assistant Director;Tamara Perez, Public Safety Communications Director; Kim Chmura,Community Corrections Chief; Clay Corbin, NRADC Superintendent;and Rich Venskoske, Director of Elections. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: ( * ) Items 1,5,6,7 and 9 were approved under consent agenda. 1. ( * )The Parks& Recreation Director requests a General Fund supplemental appropriation in the amount of$30,000. This amount represents a donation for the installation of two(2)sand volleyball courts at Clearbrook Park. No local funds required. See attached memo, p.5. 2. The Parks& Recreation Director requests a General Fund supplemental appropriation in the amount of$55,000. This amount represents a request for proffer funds for the construction of an amphitheater behind the Bowman Library. The request has been approved by the Parks and Recreation Commission. See attached memo, p.6—8. The committee did not make a motion. 3. The NRADC Superintendent requests an NRADC Fund supplemental appropriation in the amount of$161,852. This amount represents additional grant funds from DCJS to expand pretrial services. This expansion does require the addition of four(4)grant funded Probation Officer positions as caseloads increase. No additional local funds required. See attached information, p.9—37. The committee recommends approval. 1 216 4. The NRADC Superintendent requests an NRADC Fund supplemental appropriation in the amount of$16,305. This amount represents an expansion of PAPIS pre-release services. No additional local funds required. See attached information, p.38—67. The committee recommends approval. 5. ('* )The Sheriff requests a General Fund supplemental appropriation in the amount of $9,989.76. This amount represents two (2) insurance reimbursements for auto claims. No local funds required. See attached information, p.68—77. 6. (* )The Sheriff requests a General Fund supplemental appropriation in the amount of$1,100. This amount represents two (2)donations to the department. No local funds required. See attached memos, p. 78—81. 7. ('*')The Public Safety Communications Director requests a General Fund supplemental appropriation in the amount of$32,120. This amount represents additional funds from VDEM for the NG911 system migration. No additional local funds required. See attached information, p.82—85. 8. The Director of Elections requests authorization to convert a part-time Assistant Registrar position to a full-time position. No additional local funds are required; however, budget transfers in the amount of$22,642 from the Electoral Board budget to the Voter Registrar budget are necessary. See attached memo, p.86. Committee member Wells voted no. The committee recommends approval. 9. (*)The Finance Director requests a General Fund supplemental appropriation in the amount of$16,065.30. This amount represents unspent VJCCCA funds in FY 2020 that must be returned to the State. No local funds required. See attached letter, p.87. 10. The Finance Director requests a General Fund and a County Capital Fund supplemental appropriation in the amount of$3,204,306. This amount represents prior year audit adjustments to account for the debt write-off for the Sanitation Authority and FY 2020 CARES funds for budgeted public safety salaries. Per policy,amounts in excess of 20%operating reserve at year end are to be transferred to the Capital Fund. No local funds required. See attached Report on Unreserved Fund Balance, p.88-89. Committee member Oates abstained. The committee recommends approval. 2 217 NO ACTION REQUIRED: 1. The Commissioner of the Revenue provided information for discussion of the cigarette tax that counties are permitted to levy effective July 1,2021. See attached memo, p.90—91. 2. The Commissioner of the Revenue provided information for reassessment discussion. See attached presentation, p.92—116. INFORMATION ONLY: 1. The Finance Director provides a Fund 10 Transfer Report for December 2020. See attached, p. 117. 2. The Finance Director provides financial statements ending December 30,2020. See attached, p. 118—128. 3. The Finance Director provides an FY 2021 Fund Balance Report ending January 14,2021. See attached, p. 129. 4. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Outstanding Achievement in Popular Annual Financial Reporting for the June 30,2019 Popular Annual Financial Report(PAFR). This is the 14th consecutive year that Frederick County has received this achievement. See attached, p. 130—132. 5. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Excellence in Financial Reporting for the June 30,2019 Comprehensive Annual Financial Report(CAFR). This is the 34th consecutive year that Frederick County has received this achievement. See attached, p. 133—134. 6. The Government Finance Officers Association (GFOA) has awarded the County the Distinguished Budget Presentation Award for the annual budget for the fiscal year beginning July 1,2020. This is the 34th consecutive year that Frederick County has received this award. See attached, p. 135—137. 7. The Director of Elections provides information on the final costs of the November 2020 election. A supplemental appropriation in the amount of$94,577 was approved for the new 3 218 No Excuse Early Voting(NEEV) in July 2020 based on estimates. Of that amount,$34,205 was not spent and will be returned to fund balance. See attached memo, p. 138. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter,Chairman Charles DeHaven Robert Wells Jeffrey Boppe Angela Rudolph-Wiseman Gary Oates By Cbgwyl 93. Sh P.Y Cheryl B.Shiffler, Finance Director 4 219 41G� f co COUNTY of FREDERICK Parks and Recreation Department 1733 540/665-5678 Fax: 540/665-9687 E-mail: fcprd@fcva.us www.fcprd.net MEMO To: Finance Department From: Jason Robertson, Directo Subject: Fund Transfer Date: December 9, 2020 Please transfer$30,000 from Donation Line 1033-1899-0003 to Expenditure Line 4-010- 071090-5412-000-000 which represents a donation from the Blue Ridge Volleyball Association for the installation of two sand volleyball courts at Clearbrook Park. 107 North Kent Street • Winchester,Virginia 22601 5 220 CO COUNTY of FREDERICK Parks and Recreation Department xP'a'W i 1738 540/665-5678 Fax: 540/665-9687 E-mail: fcprd@fcva.us www.fcprd.net MEMO To: Finance Committee From: Jason Robertson, Director Subj: Proffer Request; Amphitheater at Bowman Lake Date: January 13, 2021 The Frederick County Parks and Recreation Commission is requesting $55,000 in Parks and Recreation proffer funds for the construction of an amphitheater behind the Bowman Library. This project is identified as a priority for the provision of Neighborhood Park amenities at this location in the 2020 Capital Improvements Plan. There are several proffer contributing developments in the service area. The proposed amphitheater will address an identified community need for an outdoor performance arts venue. The amphitheater project is supported by the Handley Regional Library System. (Attachment 1). The Parks and Recreation Proffer balance is $376,807 as of December 31, 2020. Please feel free to contact me in advance with any questions you may have regarding this request at(540) 722-8294. 107 North Kent Street • Winchester,Virginia 22601 6 221 HANDLEY REGIONAL r I LIBRARY SYSTEM WINCHESTER s FREDERICK CO.a CLARKE CO. i Dear Members of the Frederick County Parks and Recreation Board, This note is to let you know that the Handley Regional Library is fully behind the effort to build the amphitheater behind the Bowman Library. We have been in discussions with members of the Parks and Recreation team and have worked out issues to the mutual satisfaction of all concerned. Thank you for all you do on behalf of Frederick County citizens! Sincerely, erector, 771 arey xegronal Library System www.handleyregional.org Library Administration Clarke County Library Handley Library Mary Jane&James L.Bowman Library P.O.Box 58 101 Chalmers Ct.;Suite C 100 West Piccadilly Street P.O.Box 1300 Winchester,VA 22604 Berryville,VA 22611 Winchester,VA 22601 871 Tasker Road (540)662-9041,ext.25 (540)955-5144 (540)662-9041 Stephens City,VA 22655 Fax(540)662-9053 Fax(540)955-5178 Fax(540)662-9053 (540)869-9000 Fax(540)869-9001 7 222 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 County=s Finance Department for processing. In order to qualify as a capital project the following criteria must be met: ]) the item or project must have a minimum value offzve 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 County=s 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 County=s CIP prior to acceptance of the proffered funds. For the purpose of determining whether a projector 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.) C:\USERS\SKIBLER-FREDCOGOV\ONEDRIVE-FREDERICK COUNTY,VIRGINIA\DOCUMENTS\FY2021\FINANCECONMETTEE\20210120\02B_ADOPTED PROFFERPOLICY 128 09.DOCX 8 223 Northwestern Regional Adult Detention Center James F.Whitley-SuperintendentS� alb 141 Fort Collier Road,Winchester,VA 22603 (540)665-6374 (540)665-1615 FAX O MEMORANDUM To: Ms. Cheryl Shiffler, Director of Finance From: James F. Whitley, Superintenden Date: December 29, 2020 Subject: Pretrial Expansion grant—new money Request that $161,852 in new grant money from DCJS be appropriated into a new revenue line item. This grant money will be used to expand pretrial services to Warren, Shenandoah and Page counties. Attached is the Frederick Co. Grant Application as DCJS did not require Frederick County Administrator's signature on the original submission and the Fred. Co. grant application was not submitted in March of 2020. Attached is the budget and line items for these funds. Additionally, in FY 22, there will be $323,704 of DCJS grant money allocated for the funding of this pretrial expansion. Attached is the budget and the Frederick Co. grant application. Thank you for your prompt attention to this matter. rCu aJ-Ik���bLCP "Serving the Criminal Justice System Since 1991" T — -- - - 224 S.K.Chmura,CC Chief I 860SmidttieldAvenue OLD DOMINION COURTSERVICES Telephone:540-665-S633 Winchester,VA 22601 PRETRIAL QXOCAL PROBATION Fax Number.540667-3875 To: Cheryl Shiffler, Frederick Co. Finance Director From: S. Kimberly Chmura, Community Corrections Chief Date: January 13, 2021 Subject: Finance Committee Agenda Item—Pretrial Expansion Grant Old Dominion Court Services requests the Committee approve for FY 21 the additional grant funding from DCJS in the amount of$161,852. The funding is to implement pretrial services in the Counties of Page, Shenandoah and Warren. There is no required local match. Additional funds from DCJS will be available for FY 22 in the amount of$323,704. No NRADC funds or probationer supervision fees will be used to support this expansion. Historical: In 1994,the Virginia enacted the establishment of local probation and pretrial services(CCCA/PSA Act). In 1995, City of Winchester and Counties of Clarke and Frederick, by joint action, resolved to implement this act. The Counties of Page, Shenandoah and Warren elected to only participate in the local probation aspect of this act. Frederick County was selected as the Administrative and Fiscal Agent. Department of Criminal Justice Services monitored grant funding for pretrial services and local probation. NRADC facilitated pretrial services and ASAP oversaw local probation as it was replacing the CDI program. Since that time, Page, Shenandoah and Warren have recognized the benefits of pretrial services and desired to have this service provided to their communities. Unfortunately, legislative funding for expanding the CCCA/PSA rarely occurs, and DCJS did not have the funds to accommodate this request. In 2010, local probation merged with pretrial services and the two agencies became Old Dominion Court Services. At the time,there were two program managers and in 2011, after the retirement of one of the directors, those two positions were combined into one director, the Community Corrections Chief. In 2017,there was a state budget that included funding for expanding local probation and pretrial services. Through ODCS and Frederick Co.these localities applied for funding. The grant application was approved for funding, but ultimately funding was eliminated. In March of 2020, application for pretrial expansion was announced again. Through ODCS and Frederick Co. the three localities applied again. Grant was approved and the funding was unalloted due to COVID and then restored for the remainder of FY 21. Impact for the Communities: This grant provides services to RSW Regional Jail and Page Co. Jail, as well as pretrial supervision to the three counties. Pretrial Services enhances communities by increasing public safety and court 10 225 appearance through releasing inmates on bail based on risk, reducing jail transport, providing another alternative to financially based release (bail bondsmen), and providing appropriate supervision and resources to released defendants. When implemented properly, localities have seen an increase in'the release rates from jails with no significant increase in criminal arrests. In an average year, it is estimated that pretrial services would complete about 700 interviews with inmates which would provide recommendations to the Courts based on a validated actuarial risk assessment. Of these 700 bail hearings, about 400 inmates would be released on bail. It is estimated that annually the three counties would have about 500 defendants placed on pretrial'supervision with an average daily caseload of 150. With these forecasted numbers,the average daily cost of pretrial supervision is $5.91. New Staff: This expansion will require four fulltime employees. Currently, there are 9-line staff personnel. The Community Corrections Chief is the only supervisor for ODCS and would supervise these new employees. Tasks for Implementation: 1. Hire 2-3 new staff(4 months). Oversee DCJS training (e-learningrn person), coordinate orientation at NRADC, RSW, PCJ, ensure VCIN certification and provide on4he-jab training (12 months). 2. Work with RSW IT, Office of Executive Secretary of Supreme Court, Fred Co/NRADC IT to have connections between ODCS and jail. Ensure staff are able to print from RSW. Address video arraignment issues between RSW and the courts. Purchase additional hardware/software, if necessary. 3. Establish a court bail hearing schedule with 9 courts. There has been frustration from Courts signing on while others are in court which has led to additional jail transport. 4. Coordinate with RSW IT to have all pretrial investigation forms available electronically and allow electronic signatures of inmates that would permit virtual interviewing, if needed. Once this process is in place, it could be re-created at NRADC. By having multiple staff able to complete interviewstinvestigations from one location, it provides additional support not presently available. 5. Purchase cell phones for these staff members. Negotiate the contract for service;there is only one provider whose service extends to RSW. 6. Meet with PCJ to find space for VCIN terminal. Negotiate internet service for this terminal. Purchase computer and software license. Meet with local VSP for installation of software. 7. Hire IT consultant to resolve printing issues in Warren Office. 8. Purchase needed equipment and supplies: 3 laptops, mobile printer,2 breathalyzers, supply cabinets, mobile storage, drug tests, an additional desk for Warren Office, order NCR referrals forms, 6 new monitors for sub-offices and possible docking stations, COVID supplies (hand sanitizer stations, etc.). Evaluate need for commercial copier. Speak with True Shred for additional shred box in Warren Office and possibly Shen Office. 9. Meet with 9 clerics to establish process of paperwork and distribution. Meet with Magistrates to ensure proper paperwork is distributed to courts and ODCS staff. This will be an involved task as every court will request a different process. It will require significant time and planning. 10. Met with the Director of Fauquier Adult Services and RSW Superintendent to discuss Rappahannock inmates and their pretrial investigations. Address concerns. 11. Educate Judges about pretrial services. Due to the autonomy of judges, it is necessary to train them separately from other stakeholders. 12. Educate other stakeholders,three Commonwealth Attorney Offices, Magistrates, Public Defender's Office and other criminal defense attorneys, 9 clerks offices and jail staff/Jail 11 226 L l Authority. These presentatlons will be tailored to the specific discipline. Presentations will include validity of the risk instrument, purpose of pretrial, maximizing release of appropriate inmates, and not over utilizing pretrial supervision. Discussion of national pretrial justice trends, DCJS standards and local procedures. 13. Ensure data collection is accurate and complete.When requested, provide data to each BOS and Jail Authority in regard to implementation and effectiveness. Maintain separate data in order to report to DCJS as required. Report progress and performance measures to the Old Dominion Community Criminal Justice Board as outlined in COV. 14. Observe video arraignment in the courts for period of time in order to be available to judicial officers to explain the individual recommendations. 15. Continued meeting with the stakeholders and adjusting the process. This list will evolve and be added to as the implementation process continues. I look forward to reviewing this request with the Committee and welcome any questions. Thank you. i 12 227 9�LI a 1*563 DCC a I Grant Application Request Form The Grant Application&Acceptance Policy,adopted by the Board of Supervisors on March 23,2016,outlines the policies for submitting grant applications on behalf of Frederick County and for the acceptance and appropriation of all grant awards. This policy applies to any Frederick County program,department or constitutional office preparing and submitting grant applications to agencies outside the County government for funds,materials or equipment to be received and administered by the County or by an agency for which the County acts as fiscal agent. Please refer to the policy flowchart on the back of this form to assist in determining the appropriate course of action. The policy in its entirety can be found on the Finance intranet page. Complete the information below and attach as the cover to all grant applications sent to the County Administrator for approval. Requesting Department Northwestern Regional Adult Detention Center Name of Grant CCCA/PSA Expansion Funds _ Grantor Department of Criminal Justice Services(DCJS) Grant deadline for submission 03/27/2020 Total Amount of Anticipated Award $ 161,852.00 This grant is specifically for the expansion of pretrial services in Purpose of grant(summary) Warren, Shenandoah and Page counties. Currently these counties only have local probation which is operated by ODCS with Frederick County designated as the Administrator/Fiscal Agent Grant approved through budget No process? (Yes/No) Local Match Requirement (Yes/No) No Amount: If yes,Source(s)&amount(s) of local match (fin comm/BOS approval required if match requires a budget amendment) Other associated costs None. Continuing obligation and cost expansion is 100%funded by DCJS, if grant is eliminated in the future, positions and (fin comm/BOS approval required) expenses would also be eliminated. (per Ms. Chmura) Addition of Staff and cost (Yes/No) Yes How many? 4 Total cost, $ 108,600.00 (fin comm/BCS approval required) including fringes: Revenue and Expenditure codes& Ms. Shiffler to assign new codes amounts FY 21 -6 months of funding -Jan 1, 2021 -June 30, 2021=161,852 Department Contact(name,email,phone) Kim Chmura, Community Corrections Chief kchmura@fcva.us Ext. 2602 Department Head approval to applyDigitally signed by James F. James F. Whitley Whitley TDate12/28/2020 for grant Date:2020.12.2814:43:31-05'0 BOS approval date(if applicable) Finance review of grant policy Date I.—Le compliance — INS— County Administrator approval to Date apply for grant Notes: [sk] 12/29/20 - grant is an expansion of grant 21-W6362CC21; however, DCJS assigned it a new grant number when awarded for tracking purposes. Support & approval of grant application was made in March by email, but grant app form not completed at that time due to the assumption that grant numbers would be the same. 1/15/2019 13 228 2020-2021 BUDGET INFORMATION - EXPENDITURES DEPARTMENT OLD DOMINION COMMUNITY CORRECTIONS PROGRAM Pretrial Expansion Date: 12/23/2020 Expenditure Line Item DETAIL AMOUNT TOTAL AMOUNT PER LINE ITEM TOTAL PER CATEGORY Personnel $73,000 011-021120-1001-000-005 Chief Chmura DOH: 11/2010(6 months) $7,500 011-033010-1001-000-054 Lynn McKinley(6 months) $2,500 Pretrial Probation Officer(6 months) $21,000 Pretrial Probation Officer(6 months) $21,000 Pretrial Probation Officer $21,000 Pretrial Probation Officer $0 Fringe Benefits 0" $35,600 -2001-000-000 F. I. C.A.7.65% $5,585 2002-000-000 Retirement-V.S. R.S. 11.47% $8,373 2005-000-000 Hospital/Medical Plan($12,400 x 3 for 6 months) $18,600 -2006-000-000 Group Insurance 1.31% $956 -2008-000-000 Disability FTE DOH after 1/1/14: .53% $334 2011-000-000 Worker's Compensation(2.40%) $1,752 TOTAL PERSONNEL SERVICES $108,600 Contractual Services $2,800 -3001-000-000 Lab testing for drug confirmation& K2/Spice $300 -3004-000-001 Repair&Maintenance-Equipment $250 Printer&Computer Repair: $50 General repairs:$200 -3004-000-002 Car Maintenance $400 2 @ $40=80 for oil changes $320 for general repairs -3004-000-003 Repair&Maintenance-Building&Grounds $200 11 -3005-000-000 Maintenance Service Contracts $200 VC-IN-$200 -3006-000-000 _Printing_&Binding $250 NCR referrals: 2.)Q -3010-000-000 Other Contractual Services $1,200 Stamps.com-$216,Shred Box$319 -4003-000-002 Gasoline $1,000 $1,000 Other Charges $49,452 -5204-000-000 Postage&Telephone $6,263 Cell Service$1320 VCIN:$1649 Shen. Co telephone$1116 Warren Co.telephone:$1,140 Postage: $400 Comcast: $266 Verizon$372 -5299-000-000 Internet $3,570 -5301-000-000 Boiler Insurance $0 -5302-000-000 Property Insurance(Renter's) $0 -5305-000-000 Car insurance $0 -5401-000-000 Office Supplies $9,000 Cubical for FR, Desks, 14 229 -5404-000-000 Medical&Laboratory Supplies $7,000' -5405-000-000 Laundry/Housekeeping Supplies $850 General Hsk,trash bags,paper towels,gloves,etc. -5407-000-000 Repair&Maintenance Supplies $250 Deicer salt, liquid plumber, etc. -5413-000-000 Other Operating ! $12,000 3 laptops-$3500,6 monitors$1000 Zoom-$300,Video equipment, etc. $2500 Ink$1,100, 3 Cell phones$3000,Other$600 -5413-000-001 Reduction to localities(Grant refund) $0 -5413-000-999 COVID:masks,handsantizer stations $4,185 -5506-000-000 Travel $2,259 VCCJA conference for 2-3 staff:$1,000 EBP Training funds: 1000 General training:$259 5801-000-000 Dues&Association Memberships $75 3 VCCJA memberships @ 25.00 -5810-00 Unemployment claims $2,000 -9001-000-000 Lease: Copier $2,000 Total Operational Expenses $53,252 Total Budget $161,852 15 230 * * * Ar * w S.K.Chmura,CC Chief OLD DOM I N lON COU RT SERVICES Telephone:540-665-5633 860 Smithfield Avenue Fax Number;540-667-3875 Winchester,VA 22601 PRETRIAL SZ-l<OCAL PROBATION March 27, 2020 Ms. Shannon Dion, Director Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, VA 23219 RE: Application for Expansion of Pretrial Services to Unserved Localities Specifically: Page, Shenandoah and Warren Counties Director Dion, Enclosed is the application for expansion of Pretrial Services to Unserved Localities from Old Dominion Court Services. The application is to provide pretrial services to Page, Shenandoah and Warren counties with pretrial investigations in both RSW Regional Jail and Page Co. Jail. Frederick County is the administrative and fiscal agent for ODCS and is willing to be for this grant as well. Unfortunately, not all stakeholders who are supportive about the expansion have had the opportunity to provide this in writing. Capt. R. Williams, Page Co. Jail Administrator, is supportive, but understands that there will be logistical issues to be resolved, such as no VCIN available at his jail and limited space for the investigator. Robert Bell, Warren Co. Commonwealth Attorney, is supportive. I was unable to speak with Commonwealth Attorney for Shenandoah, but do not foresee opposition for the expansion should ODCS be selected. Enclosed are letters or emails from the following stakeholders: Amity N. Moler, Page Co. Administrator Page 2 Evan Vass, Shenandoah Co. Administrator Page 4 Douglas P. Stanley, Warren Co. Administrator Page 5 Kris C. Tierney, Frederick Co. Administrator Page 6 Chief W. Neal White, CCJB Chairman Page 7 Supt. Russell W. Gilkison, RSW Regional Jail Page 12 Judge W. Dale Houff, GDC in Warren/Page/Shenandoah Page 13 Judge Daryl L. Funk, JDR in Warren Page 14 Judge Chad A. Logan, JDR in Shenandoah Page 15 Timothy S. Coyne, Esq., Office of the Public Defender Page 16 Ilona L. White, Esq., Asst. Commonwealth Attorney in Page Co. Page 17 Please advise if additional information is needed. Sincerely, moon= Community Corrections Chief Page 1 of 17 16 231 Kim Chmura From: Amity Moler <amoler@pagecounty.virginia.gov> Sent: Thursday, March 05,2020 2:19 PM To: Kim Chmura Subject: '[External]'RE: Pretrial Expansion Yes,we are interested in the service and I believe we have a room you can use. We have a room with a conference table that is used for office supply storage and auditor space(two weeks a year). The room is located across from the restrooms on the top floor of the County Administration Building. The only time it may be an issue,are the weeks the auditors may be here, but we will let you know ahead of time. County Administrator County of Page 103 South Court St.,Suite F Luray,VA 22835 w(540)743-4142 c (540)244-5408 low—, jiv-."11 P AGE From:Kim Chmura [mailto:kchmura@fcva.us] Sent:Wednesday, March 04, 2020 5:01 PM To:Amity Moler<amoler@pagecounty.virginia.gov> Cc: Neal White<chiefofpo I ice@ berryvilleva.gov> Subject: Pretrial Expansion [NOTICE:DO NOT CLICK on links or open attachments unless you are sure the content is safe.No email should ever ask you for your username or password.] Good Afternoon, Thank you for speaking with me yesterday. Attached are the letter requesting support from Page County,the DCJS correspondence, and an information sheet about pretrial. Please advise if you need any additional information. Thanks, 1 Page 2 of 17 17 232 Kim Chmura From: Evan Vass <evass@shenandoahcountyva.us> Sent: Wednesday, March 25,2020 11:15 AM To: Kim Chmura Subject: '[External]'RE:'[External]'RE:'[External]'RE: Pretrial Expansion Kim, I am so,so sorry. Please consider this email as my endorsement of your grant request. From: Kim Chmura [mailto:kchmura@fcva.us] Sent:Wednesday,March 25,202011:11 AM To: Evan Vass<evass@shenandoahcountyva.us> Subject:RE:'[External]'RE:'[External]'RE: Pretrial Expansion Good Morning Mr.Vass, Just as a follow up,Ms. Moler sent me an email indicating her support. Warren Co. is a little different this go around since they have 3 new board members. Per the instructions,page 2,first bullet point, I must have support of the County Administrator to submit the grant. I attempted to call my grant monitor to see if this could be waived for Shenandoah County due to addressing COVID 19,no public meetings and the current budget process,but I have not heard back from him. I understand how busy you are and how this is not a priority,but if you could just shoot me an email,that would be sufficient documentation to include Shenandoah Co. in the application. Unless of course,you would rather not be included. I have been unsuccessful in contact Ms.Wisely,so it is possible that you two have spoken and don't want pretrial services in Shenandoah Co.,and if so I'll stop bugging you. Sincerely, Kim Chmura From:Doug Stanley [mailto_Dstanley.(?%warrencountyya.net] Sent:Thursday,March 19,202010:04 AM To: Kim Chmura<kchmura(cDfcva.us>; 'Evan Vass'<evass(o)shenandoahcountyva.us> Subject:'[External]'RE: '[External]'RE: Pretrial Expansion Evan— Our Board approved Tuesday night to support grant. Doug Douglas P.Stanley,AICP ICMA-CM County Administrator County of Warren 220 North Commerce Avenue Suite 100 Front Royal,VA, 22630 (540) 636-4600 1 Page 4 of 17 18 233 COUNTY OF WARREN County Administrator's Office Warren County Government Center _ 220 North Commerce Avenue,Suite 100 - Front Royal,Virginia 22630 Phone: (540)636-4600 Douglas A Stanley FAX: (540)636-6066 County Administrator Email: dstanley@warrencountyva.net March 18,2020 BOARD OF Kim Chmura, Community Corrections Chief SUPERVISORS Old Dominion Court Services ***** 860 Smithfield Avenue Winchester,Virginia 22601 Dear Ms. Chmura: CHAR MAN Walter J.Mahe The Warren County Board of Supervisors,at its regular meeting of March 17, Shenandoah District 2020, approved the request to authorize the Old Dominion Court Services (ODCS) to apply for a grant to expand pretrial services to Warren County,which is subject to no local matching funds being required. Should you have any further questions VICE CHAIR regarding this approval,please do not hesitate to contact me. Cheryl L.Cullers South River District Tony F.Carter Happy Creek District Dough s P. Stanley, ICMA-C ity Administrator Archie A.Fox EAM Fork District Delores R.Oates North River District Douglas P.Stanley County Administrator Front Royal-Warren County Page 5 of 17 Rivers of Opportunity-Mountains of Success 19 234 Y s COUNTY of FREDERICK Kris C.Tierney County Administrator 5401665-6382 Fax: 5401667-0370 E-mail: ktierney@fcva.us March 25,2020 Shannon Dion,Director Department of Criminal Justice Services 1100 Bank Street Riclunond VA 23219 Re: Application for Expansion of Pretrial Services to Unserved Localities Ms.Dion, In response to your memorandum dated February 20,2020,please be advised that I am aware that Old Dominion Court Services is submitting an application to expand pretrial to Page, Shenandoah, and Warren Counties. Frederick County supports this expansion as it will increase the public safety to our neighboring counties. As the administrative and fiscal agent of Old Dominion Court Services,please be advised that should additional funding be awarded,Frederick County is willing to be the administrative and fiscal agent for this purpose as well. Please advise if additional information is needed. $Sincere$], , Kris U. Y County Administrator 107 North Kent Street 0 Winchester, Virginia 22601 Page 6 of 1 E e 20 235 I OLD DOM-INION COMMUNITY W.Neal White,Chairman CRIMINAL .1Usnm BOARD Timothy Coyne,Vice Chair Serving the CommunWes of Clarke,Frederick,Page,Shenondoeh,Warren Counties and the City of Winchester March 20,2020 Shannon Dion, Director Department of Criminal justice 1100 Bank Street,12th Floor Richmond,Virginia 23219 Re: Page,Shenandoah and Warren Counties Pretrial Expansion Dear Ms.Dion, I would like to take this opportunity to express my support for Old Dominion Court Services--Pretrial Services to be expanded to Page,Shenandoah and Warren counties.As Chairperson of the Community Criminal Justice Board, I believe this addition would be a great asset to the courts of these counties. The addition of pretrial services will promote community safety through the risk-informed bail decisions that are recommended by pretrial.This expansion will increase the effective use of jail beds and reduce transportation costs for the jail. Furthermore,it will promote public safety and increase court appearances with the availability of Pretrial Supervision. It will be a vital tool that has been missing from the courts. We welcome this expansion and will be there to assist in anyway necessary to make this a smooth and valuable transition.We trust fully that this expansion will be a vital change to the communities of Page, Shenandoah and Warren Counties,and hopefully,you will approve the request of ODCS for funding. O- Neal hite,Chairperson Community Criminal Justice Board i Page 7 of 17 21 236 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County,Administrative Fiscal Agent Overview Old Dominion Court Services (ODCS) is requesting funds to expand pretrial services to Page, Shenandoah and Warren counties. ODCS provides local probation to Page, Shenandoah and Warren counties. There are sub-offices in Shenandoah and Warren counties. This expansion would allow for pretrial investigations in Page Co. Jail and RSW Regional Jail and pretrial supervision in all three (3) localities. The purpose of this expansion is to provide risk assessments and recommendations that will assist the judicial officers in determining or reconsidering bail decisions and conditions in lieu of a secure bond, and to provide risk-driven pretrial supervision as a viable option in lieu of secure bonds. At this time,judicial officers of Page, Shenandoah and Warren counties cannot make risk-informed decisions and rely heavily on secured bonds with the condition of being drug and/or alcohol tested by the jail, as there is no pretrial supervision. Additionally, many of the Judges have previously or currently sit in courts where pretrial services are available. Jurisdictions such as Clarke, Frederick,Winchester or Harrisonburg, have pretrial services; therefore those Judges are accustom to the advantages of risk-informed decisions and find the lack of in Page, Shenandoah and Warren a hindrance. Needs Analysis In regards to RSW Regional Jail (RSWRJ), the population of inmates has increased. About 55%are pretrial status. Currently RSWRJ staff transport inmates to Warren and Shenandoah Courts for most hearings and, if court ordered, are conducting drug and alcohol testing. Providing pretrial services to RSWRJ would reduce transportation and eliminate pretrial defendants returning to the jail for drug testing. At RSWRJ, the inmate population has increased including the number of pretrial status inmates. The community would be better served by having a formalized pretrial services opportunity. Additionally, comprehensive supervision provided by pretrial services promotes court appearance, public safety and adherence to court-ordered conditions;therefore reducing jail population without increasing public risk. Averace Daily Population per DCJS document At RSWRJ in 2018, the Local Responsible inmates totaled 291, in 2019 this increased to 349. The percent that was identified as pretrial status for both years was around 55% of the local responsible. Due to the increase in population, from 2018 to 2019 this increased about 25 inmates per day. Total ADP for 2018 was 410 and increased to 483 in 2019. Admission for iail that had the majority of commitments for localities eligible for oretrial expansion: In 2018, RSWRJ had 2,254 commitments. Of those, not all inmates would be eligible for a pretrial investigation; exclusions for example include arrests/holds for other jurisdictions, detainers, charges for capital offenses, bailing out prior to investigations and PB 15's. In comparison, FY18 Northwestern Regional Adult Detention Center (NRADC) had 3,625 commitments and ODCS completed 877 investigations that resulted in 489 inmates being given orders of release. At NRADC, 61% of inmates who received an assessment scored 4 or higher on the VPRAI. ODCS staff recommended release in 60% of these cases. In FY 18, Praxis Compliance Rate was 85%. Following that logic, at RSWRJ in 2018, ODCS could have Page 8 of 17 22 237 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County,Administrative Fiscal A ent completed approximately 564 investigations and had an estimated 309 hearing resulting in release orders. In regards to Page Co. Jail, the jail capacity is listed at 34 and average daily population is about 70. As this is a very small jail, it is often necessary to hold inmates in other facilities. Approximately 45% of their commitments are held in other jails, namely RSWRJ. Therefore, providing pretrial services to Page Co. Jail would not only positively impact this jail, but also the other jail listed in this grant application. Admission for iail that had the majority of commitments for localities eligible for pretrial expansion: In 2018, Page Co. Jail had 521 pretrial commitments. If ODCS completed 24% of those commitments, 125 investigations would have been completed with around 70 hearings resulting in release orders. It is noted that Page Co. is not only experiencing an opiate epidemic, but also has had a significant increase in methamphetamine use. Unfortunately,this leads to increased crime including domestic assaults and violent crimes,which may result in a higher detention rate as compared to other local jurisdictions. While Page Co. Jail attempts to house the inmates who have frequent court appearances, occasionally it is necessary to transport recently arrested inmates to RSWRJ. Since ODCS would be providing pretrial investigations at both localities, the investigations and recommendations would be completed and the inmate would be able to have the bail hearings through video arraignment, thus reducing transportation runs. It is noted that this would also apply to the inmates held in NRADC for charges in Page, Shenandoah or Warren Courts. Page County is spending $37.00 per day per inmate to have other jails house their inmates. Typically, there are roughly 50 Page Co. pretrial inmates at RSW which costs $1,850 per day. Placing 50 inmates per year on pretrial supervision would result in a significant savings for Page Co. Forecasting Number of Pretrial Supervision Placements: According to FY19 Praxis Report, NRADC conducted 1,140 bail hearings which resulted in 630 orders of release. Of those 458 or 73%were ordered into pretrial supervision and there were 334 placements opened that were either based on or against recommendation or 73%. Using this logic, if RSWRJ/Page Co. Jail investigators conduct 760 bail hearings which would result in 417 orders of release. Of those 417, 304 would be ordered into pretrial supervision and would result in 222 placements being activated. About half of ODCS placements are through video arraignment,therefore if 222 placements are from video and another 220 are from Magistrates or Circuit Court Judges, this would result in 442 active referrals for these 3 localities per year. Unfortunately, average length of supervision cannot be forecasted. It is noted that in FY19, ODCS's 705 active placements resulted in 84,257 total days of supervision. It is hoped that the average daily active/inactive placements of this expansion do not exceed 150 defendants. The counties in this application are rural and have limited resources. In 2017, median household income in Page County was$46,140 with a 17% poverty rate, Shenandoah was $53,934 with a 10% poverty rate and in Warren is $65,353 with a 10%poverty rate. Page 9 of 17 23 238 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County.,Administrative/Fiscal Agent Comparably, neighboring communities: Frederick County's median income is$71,037 with a 6% poverty rate and Loudoun County's is$139,915 with a 4% poverty rate. It is noted Virginia's median household income is$72,577. Page, Shenandoah and Warren counties do not have the funds to provide pretrial services even though the County Administrators, Courts and Commonwealth Attorneys have voiced the need for pretrial services. The communities have been able to demonstrate their commitment to ODCS by providing free of charge office space and utilities. Justification of HE Staffing There will need to be four(4)full time employees. Two (2) investigators and two (2) pretrial supervision officers. All four staff will be titled as Pretrial/Probation Officers and sworn to service all 6 jurisdictions. Per Frederick Co. HR Salary Administration Program, Pretrial/Probation Officers are Grade 5. For FY21, salary and benefits for these 4 positions would be estimated at$272,792. Additional funds for operational needs and supervisory duties would need to be accounted for as well. It is noted that no secretarial position or intake officer is being requested to assist with the duties of these localities. RSWRJ investigator would have court 5 days a week and provide investigations to 4 different courts. Between GDC and JDR for Warren and Shenandoah counties, there would be about 11-15 investigations per week with some investigations being provided for two bail hearings. The RSWRJ investigator would be responsible for data entering the placements into PTCC prior to turning the paperwork over to the supervision officers. Page Co. Jail investigator would have investigations on 3-4 days per week. The heaviest days on Mondays and Wednesdays. Monday due to JDR arraigning all of the arrests over the weekend and Thursday is the set day for bail hearings in GDC. At this time, it appears that many inmates have 2 bail hearings in one week, one in JDR on Monday and then reviewed in GDC on Thursday. It is uncertain if the Courts would be open to adjusting current practices. The investigator would also be responsible for providing pretrial supervision to some of the pretrial defendants. When the caseload becomes too big, the Shenandoah County pretrial supervision officer will assist the Page Co. investigator with supervision. The Page Co. investigator would also be able to assist in covering other assignments in the event of training or time off. The Page Co. investigator would be responsible for bringing closed case files and other paperwork to the main office in Winchester and would act as a runner between Page, Warren, Shenandoah and Winchester. Two supervision officers would be responsible to supervise the defendants in Warren and Shenandoah Counties. At this time, no transfer requests are accepted for these 3 localities. Additionally at any given time, there are approximately 10 pretrial defendants in ODCS who live in theses localities who would chose to be supervised in Page, Shenandoah or Warren. While it is anticipated that the caseload will hover around 75 per officer, it is possible that these caseloads could be much higher. It is noted that these officers will not have any assistance from the secretary or case officer and will be responsible to make case files, complete intakes, close cases and maintain internal data. There are many more tasks that these officers will need to complete that the existing supervision officers do not. It is expected that these officers will be in their respective sub-office 4 out of 5 days per week and report to the main office one day per week. It is noted they will be sharing the desk of the probation supervision officer assigned to these localities. Page 10 of 17 24 239 Narrative Description Application for Expansion of Pretrial Services to Page,Shenandoah and Warren Counties Old Dominion Court Services-Frederick County,Administrative/Fiscal Avent —T ODCS current pretrial supervision officers are trained in EBP/MI, participate in monthly learning teams and use STEPS in their daily activities. Current outcome measures are satisfactory, see below. It would be expected that this expanded area would embody the same pretrial justice philosophies and would see similar outcomes. ODCS Pretrial Services FY19 Misdemeanor Felony Success Rate(460) I_ 85% 75% Court Appearance Rate(51) 94% 92% Public Safety Rate(65) 94% 91% PS-non-violence Rate(3) 99.86% 99.73% Technical Compliance Rate(44) 97% 92% Timetable and Implementation Plan If approved for the grant, ODCS would begin the hiring process immediately. Secondly, beginning with the jails, establish adequate work space, update the video arraignment equipment, and provide training to existing staff for these jails. Per Supt. Gilkison, our staff would need to complete his jail orientation, which is several days. Typically, it takes about 4 months to post, interview and complete a background check to have a new employee hired. The hiring process may take longer for hiring 4 new positions. If the funding is approved in May, ODCS would collaborate with Frederick HR to have the new positions approved by the BOS and the hiring process would begin shortly thereafter. New positions could be hired be hired by October. Training for judicial officers and clerks of court would be completed between September and December. Supervision office space is established in Warren and Shenandoah Counties. Scheduling for probation and pretrial staff would be coordinated. Page Co. has agreed to allow Court Services to utilize a vacant conference room one day per week to see clients. Establishing this routine could begin in July with the probationers who live in Page Co. It is anticipated that implementation could begin by January 2021. ODCS may request a waiver from DCJS to allow 2 of the 4 staff to attend a different CORE training so that the newly implemented investigations and pretrial supervision does not shut down due to training. Summary By implementing pretrial services in these localities, the communities will be better served with a more formalized pretrial justice system. The communities want pretrial services. There is a desire and commitment to be data driven and a collaborative willingness to implement this program, should DCJS grant this request. Page 11 of 17 25 240 Kim Chmura From: Russ Gilkison <russ.gilkison@rswregionaljail.com> Sent: Wednesday, March 18,2020 2:00 PM To: Kim Chmura Subject: '[External]'RE: Pretrial Expansion As the Superintendent of the RSW Regional Jail, I fully support the use of pretrial services for the counties of Warren and Shenandohoah of which we serve. Russell W.Gilkison Superintendent RSW Regional Jail 6601 Winchester Road Front Royal, VA 22630 Office (540) 622-5006 Fax(540) 622-2846 Email: russ,eilkison(&rswregionaljail.com From:Kim Chmura [mailto:kchmura@fcva.usl Sent:Wednesday,March 18, 20201:13 PM To:'Judge Houff(dhouff vacourts.gov)'<dhouff@vacourts.pov>; 'Judge amyTisinger-GDC 26th Judicial Circuit' <atisinRer@courts.state.va.us>; 'Daryl Funk(dfunk@?vacourts.gov)'<dfunk,@vacourts.gov>;'rfigura@vacourts.gov' <rfigura@vacourts.gov>; 'clagan@vacourts.gov'<clojgan@vacourts.aov>;']bell@warrencountyva.net' <ibell2warrencountvva.net>; 'awiselev@shenandoahcountvva.us'<awiseley@shenandoahcountyya.us>; 'kaleer@paxecounty.virginia.aov'<kaleer@pagecountv.virainia.sov>; 'Tim Coyne(tcovne@vadefenders.or�)' <tcovne@vadefenders.ore>;'russ.pilkison@rswreplonaliail.com'<russ.eilkison@rswreeionaliail.com>; 'Lt.Seal' <d m seal @yaeeshe riff.co m> Cc:'Neal White'<chiefofpolice@berrvvilleva.eov>;James Whitley<jwhitlev@fcva.us> Subject:RE:Pretrial Expansion Good Afternoon, An update on pretrial expansion grant. I have heard from Warren and Page Counties. They are in support of applying for the grant. I have received letters of support from Tim Coyne,Judge Houff and Judge Funk. Due to the current COVID-19, DCJS has advised that emails indicating support for the use of pretrial services by our locality would suffice. Therefore, if it would be easier, please respond to this email and it will be included in the grant application. Thanks, 1 Page 12 of 17 26 241 Kim Chmura From: W. Dale Houff <dhouff@vacourts.gov> Sent: Tuesday, March 17,202012.31 PM To: Kim Chmura; Daryl L. Funk Subject: '[External]'Re:Warren Co. BOS Ms. Chmura, Yes I would use pre-trial and believe it would be a benefit. Sorry for my delay, but we are swamped with so many changes these last few days. Dale Houff From:Kim Chmura<kchmura@fcva.us> Sent:Tuesday, March 17, 202011:35 AM To:W. Dale Houff<dhouff@vacourts.gov>;Daryl L. Funk<dfunk@vacourts.gov> Subject:Warren Co. BOS Good Morning, I am attending the Warren Co. BOS meeting this evening where they will be discussing whether or not they support ODCS applying for the pretrial expansion grant. I may be asked if the local Judges want this service in their courts. I know that due to current events,everything is a little crazy, but if you could just let me know if you would use pretrial supervision,consider the recommendations of pretrial staff for release/detain decisions and if you support us moving forward with the grant,so that I may advise the BOS if I am asked. THANKSI Hope you are having a great day, Kim Chmura,Chief Old Dominion Court Services Pretrial and Local Probation 860 Smithfield Ave. Winchester,VA 22601 540.535.7155 ODCS-Pretrial ODCS-Probation 1 Page 13 of 17 27 242 N w, 0 OMMONT EALTH of VIRGINIA DARYL L.FUNK Juvenile and Domestic Relations SHANNA L.HENRY RME CLERK District Courtfor Warren County Courthouse,2nd Floor 1 E.Main Street Front Royal,Virginia 22630 540-635-4107 TDD USERS: 1-800-828-1120 FAX: 540-635-8207 Shannon Dion Virginia Department of Criminal Justices Services 1100 Bank Street, 12th Floor Richmond,Virginia 23219 Dear Ms. Dion: I write to request that you favorably consider the application of ODCS for funding to expand pretrial services to Warren,Shenandoah,and Page Counties. The availability of these service will help judges in this district make an earlier and more informed decision about defendants'detention or release which should in tum lead to better use of resources for the courts and jails, increase public safety, and promote the administration of justice. Proper supervision of these defendants with appropriate conditions will enhance public safety and may cot]nect the defendant with local resources. I urge you to grant ODCS's request for funding to expand these vital pretrial services to our communities. Sincerely, ary Page 14 of 17 28 243 Kim Chmura From: Chad A. Logan <clogan@vacourts.gov> Sent: Thursday, March 19,2020 2:54 PM To: Kim Chmura Subject: '[External]'Re: Pretrial Expansion To Whom it May Concern, As the Presiding Judge in the Shenandoah County Juvenile and Domestic Relations Court, I write to give my support to expanding pretrial services to serve Shenandoah County. Currently our options for pretrial supervision are very limited, leaving the court with few resources when addressing bond in cases with complicating factors. This becomes compounded in this Court as this Court routinely hears matters involving strangulation,which carries, by default, a presumption against bond,and cases relating to substance abuse while in a caretaking role of children. Currently the only substance abuse screening option available to this Court is to order individuals on bond to travel to RSW jail for screens,which can impact work schedules of those so ordered. A pretrial services office would be a great asset to our jurisdiction, and to those who are alleged to have committed offenses but await their day in court. Sincerely, Chad A. Logan Presiding Judge Shenandoah County Juvenile and Domestic Relations Court 26th Judicial District. From: Kim Chmura<kchmura@fcva.us> Sent:Wednesday,March 18,20201:12 PM To:W. Dale Houff<dhouff@vacourts.gov>;Amy B.Tisinger<atisinger@vacourts.gov>; Daryl L.Funk <dfunk@vacourts.gov>; Rachel Figura<rfigura@vacourts.gov>;Chad A.Logan<clogan@vacourts.gov>; 'jbell@warrencountyva.net'<jbell@warrencountyva.net>;'awiseley@shenandoahcountyva.us' <awiseley@shenandoahcountyva.us>;'kalger@pagecounty.virginia.gov'<kalger@pagecounty.virginia.gov>;'Tim Coyne (tcoyne@vadefenders.org)'<tcoyne@vadefenders.org>; 'russ.gilkison@rswregionaljail.com' <russ.gilkison@rswregionaljail.com>;'Lt.Seal'<dmseal@pagesheriff.com> Cc:'Neal White'<chiefofpolice@berryvilleva.gov>;James Whitley<jwhitley@fcva.us> Subject: RE:Pretrial Expansion Good Afternoon, An update on pretrial expansion grant. I have heard from Warren and Page Counties. They are in support of applying for the grant. I have received letters of support from Tim Coyne,Judge Houff and Judge Funk. Due to the current COVID-19, DGS has advised that emails indicating support for the use of pretrial services by our locality would suffice. Therefore, if it would be easier, please respond to this email and it will be included in the grant application. Thanks, Kim Chmura 1 Page 15 of 17 29 244 VIRGINIA DEFENDERS `. OFFICE OF THE PUBLIC OEFENOER Public Defender City of Winchester Assistant Public Defenders Timothy S.Coyne Counties of Clarke, Frederick,Page, Daniel F.O'Brien Tyler P.Simmers Deputy Public Defender Shenandoah, and Warren Lael A.Pierce Kathleen M.Griffin Alasen L.Schell Paula E.De Man Senior Assistant Public Defenders Katlyn A.McClenahan Peter K.McDermott DaRong P.Hultman Bradley L.Buster March 8, 2020 Shannon Dion Virginia Department of Criminal Justice Services 1100 Bank Street Richmond, VA 23219 Re: Grant Application of Old Dominion Court Services Dear Ms.Dion: I am writing in full support of the application of Old Dominion Court Services for funding to expand pretrial services to Page, Shenandoah and Warren Counties. In my role as the Public Defender for the City of Winchester and Counties of Clarke,Frederick,Page,Shenandoah and Warren,I can attest to the vital role that Pre-trial Services plays in helping the courts make risk-informed bail determinations that encourage a sense of fairness and better enable defendants to assist in their own defense. The right to a fair bail determination is imbedded in the U.S. and Virginia Constitutions. Pre-trial Services has proven to be an important component of that determination for the Courts in the City of Winchester and Counties of Clarke and Frederick. I firmly believe that the addition of pretrial services for Page, Shenandoah and Warren Counties will provide valuable information and data to the Courts in making their bail determinations,increase the effective use of the jail beds,reduce transportation necessities,and increase the productivity of video arraignment. Proper supervision of these defendants with appropriate conditions will enhance public safety, and may connect the defendant with local resources that will assist them during the pre-trial process. I urge you to grant ODCS's request for funding to expand these vital pretrial services to our communities. Sincerely, Public Defender Ff rnchester Office: Front Royal Office: 117 East Piccadilly Street, 3'd Floor 1516 North Shenandoah Avenue,Suite A Winchester, Virginia 22601 Front Royal, Virginia 22630 Page 16 of 17� Phone:(540)722-3450 1 Fax(540)722-7555 Phone:(540)631-1163 1 Fax:(540)631-1201 30 245 Kim Chmura From: Ilona White <iwhite@pagecounty.virginia.gov> Sent: Wednesday, March 25,2020 3:44 PM To: Kim Chmura Cc: Kenneth Alger Subject: '[External]'RE:State Funding Opportunity for Pretrial Services Kim, Good Afternoon. As Deputy Commonwealth's Attorney,who handles Page County General District Court,please let this email be sufficient support,due to the COVID-19 pandemic and Judicial Emergency in effect,that our Commonwealth Attorney's Office fully supports the pretrial expansion grant. We entirely support the use of pretrial services by and for our locality. Ilona Ilona L.White,Esquire Deputy Commonwealth's Attorney Page County Commonwealth's Attorney's Office 116 South Court Street,Suite D Luray,VA 22835 540-743-4517 (Main) 540-743-2045 (Fax) i 1 From: Kenneth Alger Sent:Wednesday,March 25,2020 3:32 PM To: Ilona White<iwhite@pagecounty.virginia.gov> Subject:FW:State Funding Opportunity for Pretrial Services Kenneth L.Alger II, Esquire Commonwealth's Attorney of Page County 116 South Court Street, Suite D Luray, VA 22835 1 Page 17 of 17 31 246 COMMONWEALTH of VIRGINIA Department of Criminal Justice Services Shannon Dion Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Megan Peterson (804)7864000 Chief Deputy Director www.dcjs.virginia.gov To: City Managers and County Administrators of Eligible Localities for Pretrial Services Expansion(Localities that receive funding for local probation but do not receive state funding for local pretrial services) From: Shannon Dion, Director CC: Administrative Agents of Local Probation-Only Agencies(Agencies that provide local probation but do not provide pretrial services) All Local Probation and Pretrial Services Agency Directors Date: February 20, 2020 Subject:Application for Expansion of Pretrial Services to Unserved Localities The Department of Criminal Justice Services (DCJS) is soliciting grant applications for pretrial services expansion from localities that do not currently receive state funds for pretrial services. The Governor's proposed biennium budget for Fiscal Years 2021 and 2022 includes $2.3 million for the expansion of pretrial services and local probation(see Item 406, C.1). This past weekend, the money committees of the General Assembly released their approved amendments. This expansion money was kept in the House's budget,but removed from the Senate's budget in Fiscal Year 2 02 1. Even though the final Appropriations Act will not be codified until at least the end of April, DCJS is soliciting applications for expansion at this time in order to provide you with as much notice as possible to ensure a timely grant awarding process should the General Assembly ultimately keep the expansion funding in the Appropriations Act. The pretrial expansion funding will provide information to assist judicial officers in making more informed bail decisions and to provide pretrial supervision of court-ordered defendants to ensure court appearance and public safety. The requirements of pretrial services are set forth in the Pretrial Services Act(PSA) �19.2-152.2 et se f, of the Code of Virginia. Page 1 of 3 32 247 To ensure successful implementation, expansion funding will only be provided to established local probation(LCCA) agencies to extend pretrial services to the unserved localities. There are currently 37 local probation agencies serving 128 of the 133 localities in Virginia and 33 local pretrial agencies serving 100 localities. DCJS invites you to send an application for expansion funding by March 27, 2020. The application must include the following information: • A letter from you, the county administrator or city manager of the expansion locality, • A cover memo from the administrative agent, i.e. the county administrator or city manager of the CCCA agency agreeing to expand pretrial services to the expansion locality, • A letter of support from the Community Criminal Justice Board(CCJB) of the LCCA agency agreeing to expand services to the expansion locality, • A narrative description of the proposed project(up to eight pages)to include: o A needs analysis using data to indicate the target population(jail data attached,but additional data is encouraged), o A needs analysis and justification for the number of full time employees for which funding is requested, o A timetable and implementation plan to provide services no later than January 1, 2021, • Letters of support from criminal justice stakeholders most affected or involved with your efforts to expand services. Send your application to CCCAPSA(udc's.vir=inia.gov by 5:00pm on March 27, 2020. DCJS anticipates a competitive process and it is possible that DCJS will not be able to fund all requests. Applications will be evaluated and scored based on the clarity, substance, and strength of the request for funding. The primary grant program elements will be evaluated based on ratings of Excellent, Acceptable,Marginal, or Unacceptable. The weighted rating points that can be awarded for each primary grant program element will likely be: • Needs Analysis of Target Population(20%) 0-12 points • Needs Analysis of Staffing(20%) 0-12 points • Implementation Plan(20%) 0-12 points • Locality Commitment and Collaboration(35%) 0-21 points • Technical Compliance(5%) 0-3 points After receiving your application, we will provide technical assistance to aid in developing your finalized budget, a detailed work plan for implementing and providing these services, and any other necessary information to complete a grant statement of award package. The Grants Committee of the Criminal Justice Services Board (CJSB)will review grant applications, and the finalized budgets,to make funding recommendations to the CJSB. The CJSB will make final grant award decisions at its meeting on May 21,2020. DCJS will issue grant award packages based on the final approval of the CJSB. Fiscal and programmatic Page 2 of 3 33 248 revisions may be required as a condition of funding. The grant cycle will be from July 1, 2020 to June 30, 2021. Please note that the funding for the selected sites is for implementation funding and that DCJS does not guarantee continued funding at the amount awarded for implementation. In the next year, DCJS, in consultation with the Virginia Community Criminal Justice Association (VCCJA), will develop a funding formula that will inform how state funds are distributed to localities for local probation and pretrial services. In developing this funding formula, DCJS and the VCCJA will conduct a detailed workload study to determine the right staffing levels for pretrial and probation. DCJS will also consult with the Virginia Municipal League, the Virginia Association of Counties, VCCJA, and other partners in determining the factors that should be considered in a funding formula. If you have any questions regarding the application process,please contact Ken Rose at(804) 225-4329 or Paula Harpster at(804) 786-1140. Page 3 of 3 34 249 1 COMMONWEALTH of VIRGINIA Department of Criminal Justice Services Shannon Dion Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Megan Peterson (804)7864000 Chief Deputy Director www.dcjs.virginia.gov December 4, 2020 Mr. Kris C. Tierney County Administrator Frederick County 107 North Kent Street Winchester, VA 22601-5039 RE: Expansion Funding for Comprehensive Community Corrections Act and Pretrial Services Act Dear Mr. Tierney: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number of 21-A5030CC21 and was approved for a total award of$161,852. The project period is 01/01/2021 through 06/30/2021. Included with this letter is a Statement of Grant Award/Acceptance(SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates, are no longer included as part of the Grant Award Package. Instead, these documents have been combined and are now referred to as Conditions and Requirements and are posted online at: iiO)s://www.dcjs.vir�,inia.gov/}:rants/,.;rant-reggiu rements. In addition to the General Special Conditions,there may be Specific Special Conditions related to your Grant Award. At this time, you are required to view these conditions online via the Grants Management Information System (GMIS) at: Littps://grants.dcjs.virainia.gov/under menu item View Status -> Special Conditions. If you have not previously done so, you must obtain a user name and password set up by your Finance Officer in order to use this web-based system. Please be advised, we are in the final stages of finalizing the new and improved grants management system to replace GMIS. Beginning early next year, DCJS will transition to OGMS (On-line Grant Management System)to provide our subrecipients with a more comprehensive and user-friendly experience. DCJS is committed to keeping all constituents informed to ensure a smooth transition for everyone. Additional resources and training opportunities for the new system will be available soon. 35 250 Mr. Kris C. Tierney December 4, 2020 Page Two We will be happy to assist you in any way we can to assure your project's success. To indicate your acceptance of the award and conditions,please sign the included SOGA and return it electronically within the next 60 days to grantsmgmtAdcj s.virginia.gov. If you have questions, contact Kenneth Rose at(804)225-4329 or via email at Kenneth.Rose@dcjs.virginia.gov. Sincerely, Shannon Dion 36 251 STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12t1i Floor Richmond, Virginia 23219 Expansion Funding for Comprehensive Community Corrections Act and Pretrial Services Act Subgrantee: Frederick DCJS Grant Number: 21-A5030CC21 Grant Start Date: 01/01/2021 Grant End Date: 06/30/2021 Indirect Cost Rate: % *If applicable Federal Funds: $ 0 State General Funds: $161,852 State Special Funds: $ 0 Local Match: $ 0 Total Budget: $161,852 Project Director Project Administrator Finance Officer Ms. S.Kimberly Chmura Mr.Kris C.Tierney Ms. Cheryl B. Shiffler Community Corrections Chief County Administrator Finance Director Frederick County Frederick County Frederick County 860 Smithfield Avenue 107 North Kent Street 107 North Kent Street Winchester,VA 22601-5410 Winchester,VA 22601-5039 Winchester,VA 22601-5039 (540)535-7155 (540)665-6382 (540)665-5610 kchmura@fcva.us ktiemey@fcva.us cshiffle@fcva.us *Please indicate your ICR in the space provided, if applicable.As the duly authorized representative, the undersigned,having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions,hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that apply to this award. Signature: Authorized Official(Project Administrator) Title: Date: 37 252 Northwestern Regional Adult Detention Center James F. Whitley-SuperintendentSSRI 114, 141 Fort Collier Road,Winchester,VA 22603 3 a , (540)665-6374 (540)665-1615 FAX MEMORANDUM To: Ms. Cheryl Shiffler, Director of Finance From: James F. Whitley, Superintende Date: December 21, 2020 Subject: PAPIS grant—new money Request that $16,305 in new grant money from DCJS be appropriated to revenue line item 03-011-024040-001. Request the following: $14,816 be added to the current amount in Part Time, 4-011-033010-1003-000 $1,133 be added to FICA, 4-011-033010-2001 $356 be added to W.C., 4-011-033010-2011 Thank you for your prompt attention to this matter. "Serving the Crimi38ustice System Since 1991" 253 updated 12/28/20 �1' �A 21-A5026PA21 Grant Application Request Form The Grant Application&Acceptance Policy,adopted by the Board of Supervisors on March 23,2016,outlines the policies for submitting grant appllcatlons on behalf of Frederick County and for the acceptance and appropriation of all grant awards. This policy applies to any Frederick County program,department or constitutional office preparing and submitting grant applications to agencies outside the County government for funds,materials or equipment to be received and administered by the County or by an agency for which the County acts as fiscal agent. Please refer to the policy flow chart on the back of this form to assist in determining the appropriate course of action.The policy in its entirety can be found on the Finance intranet page. Complete the information below and attach as the cover to all grant applications sent to the County Administrator for approval. Requesting Department Northwestern_Regional Adult Detention Center Name of Grant Pre-and Post-Incarceration Services(PAPIS) [ Grantor Virginia Department of Criminal Justice(DCJS) Grant deadline for submission 03/27/2020 Total Amount of Anticipated Award $32, ar.00 ��3Vz/ RADC/Frederick County has received PAPIS funding for over 20 years. The current grant amount covers one full-time and one part-time staff Purpose of grant(summary) position to provide reentry services at the jail. DCJS is inviting PAPIS members to apply for additional FY2021 funding for service expansion. Grant approved through budget ���u� �} process? (Yes/No) IN a r Local Match Requirement(Yes/No) l No , Amount: i if yes,Source(s)&amount(s)of local N/A match(fin comm/BOS approval required if match requires a budget amendment) Other associated costs None Continuing obligation and cost N/A (fin comm/BOS approval required) Addition of Staff and cost(Yes/No) Total cost, (fin comm/BOS approval required) Yes How many? 1 including fringes: $32,610.00 Revenue and Expenditure codes& 03-011-0.24040 0001- PAPIS e— J �},, '` amounts J d�10+ �,�5� � cod'a's— w _, 1 1 Department Contact(name,email,phone) Kim Rodrigue,PAPIS Grant/Reentry Coordinator; krodh@fcva.us; Ext. 2125 Department Head approval to apply for grant Date 80S approval date(if applicable) Finance review of grant policy compliance Date County Administrator approval to Date apply for grant Notes: This is an application for expansion funding (if awarded), in addition to the FY2021 request of $111,110. A new part-time position of 29 hours/week is proposed. If both full amounts are granted, the FY2021 PAPIS total award would be $143,720. (The FY2020 PAPIS award amount was $107,984.) [sk] original grant app request form indicated this grant was approved in the budget. Upon award, it was discovered that it was NOT approved in the budget, so a S/A is required. Original granit7019 was for $32,610, only half was awarded. 39 254 AVO COMMONWEALTH of VIRGINIA Department of Criminal Justice Services Shannon Dion Washington Building Director 1100 Bank Street Richmond,Virginia 23219 Megan Peterson (804)786-4000 Chief Deputy Director www.dcjs.virginia.gov December 4, 2020 Mr. Kris C. Tierney County Administrator Frederick County 107 North Kent Street Winchester, VA 22601-5039 RE: Pre-Release and Post-Incarceration Services (PAPIS) Dear Mr. Tierney: Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number is 21-A5026PA21 and was approved for a total award of$16,305.The project period is 01/01/2021 through 06/30/2021. Included with this letter is a Statement of Grant Award/Acceptance (SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates,are no longer included as part of the Grant Award Package. Instead,these documents have been combined and are now referred to as Conditions and Requirements and are posted online at: https://www.dcis.virL,,inia.,-,ov/L,i-ants/,-,rant-requiremerL. . In addition to the General Special Conditions,there may be Specific Special Conditions related to your Grant Award. You are required to view these conditions online via the Grants Management Information System (GMIS) at: httis://-rants.dcis.vir�,inia.�,ov/ under menu item View Status -> Special Conditions.If you have not previously done so,you must obtain a user name and password set up by your Finance Officer in order to use this web-based system. Please be advised we are in the final stages of finalizing the new and improved grants management system to replace GMIS. Beginning early next year, DCJS will transition to OGMS (On-line Grant Management System)to provide our subrecipients with a more comprehensive and user-friendly experience. DCJS is conunitted to keeping all constituents informed to ensure a smooth transition for everyone.Additional resources and training opportunities for the new system will be available soon. 40 255 Mr. Kris C. Tierney December 4, 2020 Page Two We will be happy to assist you in any way we can to assure your project's success. To indicate your acceptance of the award and conditions, please sign the included SOGA and return it electronically within the next 60 days to grantsmgmt@dcj s.virginia.gov.If you have questions,contact Aja Pappas at(804)225-4127 or via email at aja.pappas@dcjs.virginia.gov. Sincerel Shannon Dion 41 256 STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, Virginia 23219 Pre-Release and Post-Incarceration Services Subgrantee: Frederick County DCJS Grant Number: 21-A5026PA21 Grant Start Date: 01/01/2021 Grant End Date: 06/30/2021 Indirect Cost Rate: % *If applicable Federal Funds: $ 0 State General Funds: $ 16,305 State Special Funds: $ 0 Local Match: $ 0 Total Budget: $ 16,305 Project Director Project Administrator Finance Officer Mr.James F.Whitley Mr.Kris C.Tierney Ms.Cheryl B.Shiffler Superintendent County Administrator Finance Director Northwestern Reg.Adult Det.Ctr. Frederick County Frederick County 141 Fort Collier Road 107 North Kent Street 107 North Kent Street Winchester,VA 22603 Winchester,VA 22601-5039 Winchester,VA 22601-5039 (540)665-6374 (540)665-6382 (540)665-5610 jwhitley@fcva.us ktierney@fcva.us cshiffle@fcva.us *Please indicate your ICR in the space provided, if applicable. As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and reviewing the Special Conditions, hereby accepts this grant and agree to the conditions and provisions of all other Federal and State laws and rules and regulations that appl to this award. Signature: Title: C Dy_A_ix1r- Date: l Z- Z -- 1Z_0 42 257 FY2021 PAPIS Service Expansion Grant Application- NRADC Prop-ram Narrative The Northwestern Regional Adult Detention Center (NRADC) in Winchester, Virginia provides pre-release services for offenders serving local and Virginia State Department of Corrections (DOC) sentences from, and returning to, the following jurisdictions: the Counties of Frederick, Clarke and Fauquier; and the City of Winchester, Virginia. In FY2019, the average daily population(ADP) for the entire facility was 613 offenders. As of January 31, 2020,the FY2020 ADP was 565 offenders. A total of 588 offenders were provided with PAPIS Reentry services while incarcerated at the Regional Jail in FY2019, up from 507 in FY2018. The geographical area served by NRADC is primarily rural and has been significantly impacted by the nation's opioid epidemic. The local agencies who provide substance abuse and mental , health treatment are overwhelmed and understaffed. As a result, funding and resources for reentry have been unable to keep up with the demand for services. The jail has become one of the primary agencies addressing the needs of this population. Frederick County, Virginia lies along the I-81 interstate corridor and was named a High Intensity Drug Trafficking Area (HIDTA) by the Obama Administration in November 2013. We are the only entity providing comprehensive Reentry Services in our jurisdiction. I. Description of Expanded Service Request NRADC is funded for 149 sworn officers and 55 civilian staff positions. Currently,there are five unfunded positions, consisting of four civilian and one sworn officer positon. Of the currently funded civilian employees, there are two full-time jail Mental Health Clinicians and four and one-half(4.5) Inmate Program Staff positions serving entire the jail population. One and a half (1.5) of the Program Staff positions are PAPIS grant funded. We appreciate the additional PAPIS funding awarded in FY2020. This enabled us to hire a part- time Inmate Programs Assistant in service of the PAPIS grant. They currently work twenty hours per week and have responsibility for administrative duties serving reentry efforts. These duties FY2021 PAPIS Expansion Grant-3.13.20 kdr 1 43 258 include coordinating monthly "Making It on Supervision" classes with District 11 Probation and Parole, facilitating quarterly visits by DMV Connect for photo identification, requesting birth certificates, making referrals for treatment and housing, scheduling phone interviews for offenders and answering multiple inmate requests. Our request for expansion funding is for a total of 532,610 to fund a second part-time person who would work 29 hours per week on PAPIS grant and reentry activities. We initially planned to request additional funding to convert our current part-time position to full-time. However, we discussed the cost advantage of not having to pay for full benefits. There would be two primary job tasks for this position. First, we would be able to institute pre-release enrollment in the Cover Virginia Medicaid expansion program. Secondly, they would be able to set up a new system to identify incarcerated veterans in need of pre-release services and referrals upon release. II. Needs Analysis and Justification Historically,NRADC has recognized the need for our offenders to have assistance obtaining health insurance for post-release medical care. However, we simply do not have the personnel resources to dedicate, as each Medicaid application requires one-on-one staff attention of up to two hours to complete. Since the Expansion of Virginia Medicaid, we attended presentations on how to implement a process to identify and assist with Medicaid applications. With an additional PAPIS dedicated staff member,we could make this happen. On March 5, 2020, we attended a meeting with Virginia Veterans and Family Support staff. We have assisted a small number of veterans with their reentry plans, but as they stressed in the meeting, self-report numbers are very low. We would like to begin using the Veterans Reentry Search Service (VRSS) system to identify eligible veterans and then increase service referrals for both pre- and post-release offenders. At current staffing levels, we do not have the manpower to dedicate sufficient time to these two activities. III. Program Capabilities and Competencies FY2021 PAPIS Expansion Grant-3.13.20 kdr 2 44 259 For the upcoming FY2021 grant cycle,NRADC will continue to offer the following reentry services: identification of medium to high-risk offenders using a validated Risk/Needs assessment tool (M/OST); provision of evidence-based treatment modalities geared toward addressing criminogenic needs and recidivism risk factors; educational and vocational assistance; and targeted case management to facilitate coordination of services to address substance abuse, mental health, medical and housing needs upon reentry. Within the NRADC Community Corrections Division, the Inmate Programs Department runs the Offender Reentry Transitional Program (ORTP), which uses a residential therapeutic community model. Participants in this program live together in gender specific dormitory housing units separate from the general population. The ORTP program provides services to offenders who report having substance use and co-occurring disorders. Four full-time Programs staff members provide psychoeducational classes, groups and case management services five days per week. On December 9, 2019 the ORTP program was increased from ninety(90) days, to one-hundred and twenty (120) days in length. This was done in order to expand treatment services, account for a programming adjustment period, and due to frequent inmate requests and suggestions for the program to be longer. New ORTP intakes are assessed for criminogenic needs and risk factors using the M/OST validated risk/needs assessment tool. Each participant creates an individualized case plan with their assigned counselor to address these needs/risk factors, formulate therapeutic goals, and begin any necessary pre- and post-release individual service plans. Additionally, reentry services are offered to offenders who are not participating in ORTP, but are either self or staff referred for assistance.NRADC coordinates reentry planning with Probation and Parole and community treatment providers. IV. Impact and Outcomes In FY2019, PAPIS Reentry services were offered to 588 offenders (up from 507 in FY2018), with 196 of those assigned to the Offender Reentry Transitional Program (ORTP), our Intensive Reentry Services (IRS)program. There were 137 successful ORTP completions. Additionally, the following services were provided to both ORTP and non-program offenders: 154 received FY2021 PAPIS Expansion Grant-3.13.20 kdr 3 45 260 educational and vocational services, to include 17 obtaining GED's; 141 post-release referrals were made to outside agencies (for housing,treatment,mental health, medical services, etc.) with 22 receiving Peer Services, 33 identification documents were obtained (Birth Certificates and Virginia State ID cards), and Aids Response Effort (ARE) conducted HIV/Hepatitis C testing for one-hundred and twenty-two (122) inmates. FY2020 numbers are poised to match or exceed these service units. Since FY2019 Peer Recovery Specialist services have been provided for inmates requesting services within 30 days of release. There were twenty-two (22) referrals in FY2019 and continued expansion of this service is anticipated. We are poised to meet or exceed these service numbers for FY2020 and FY2021. V. Implementation If approved for this additional funding, we would advertise for the second part-time position to fill immediately in July 2020. Current NRADC Program staff working on the PAPIS grant have the necessary knowledge and professional contacts to implement the proposed projects. Respectfully Submitted, Kimberly Rodrigue, CSAC NRADC PAPIS Grant/Reentry Coordinator Attachments A-E: A. PAPIS Grant Annual Report Spreadsheet-NRADC FY2017- FY2019 B. NRADC PAPIS Initial Funding Request FY2021 C. FY2021-2022 PAPIS Coalition Biennial Budget Request- Oct. 2019 D. Letters of Support for Increased PAPIS Funding-NRADC E. Newspaper Article "Feds tag Frederick County for high drug trafficking"- HIDTA Designation 11.15.13 FY2021 PAPIS Expansion Grant-3.13.20 kdr 4 46 261 ITEMIZED BUDGET FY2021 1. Personnel/Employees DCJS FUNDS APPLICANT MATCH TOTAL Annual Salary Hours a.Name of Employee Position Title Rate Devoted FEDERAL STATE CASH IN-KIND nma arograms New part-time(29 hrs/wk) Assistant $19.65/1-lou 1508 $29,632 $0 $0 $29,632 $0 TOTAL $0 $29,632 $0 $0 $29,632 b.Fringe Benefits $0 FICA 7.65%_ $2,267 $2,267 RETIREMENT 11.47%_ $0 $0 HEALTH INS(for 1 full-time)= $0 $0 GROUP INS 1.31%= $0 $0 WORKERS COMP 2.4%_ $711 $711 TOTAL $0 $2,978 $0 $0 $2,978 TOTAL PERSONNEL(A+B) $0 $32,610 $0 $0 $32,610 2. Consultants (including Travel and Subsistence) DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND a.Individual Consultants Type $0 I Hours Devoted: $0 TOTAL $0 $0 $0 $0 $0 b. Organizations and Associations Type: $0 Fee: $0 Time Devoted: $0 TOTAL $0 $0 $0 $0 $0 c. Consultants'Subsistence and Travel Number of Days: Rate/Da $0 TOTAL $0 $0 $0 $0 $0 TOTAL CONSULTANTS a+b+c $0 $0 $0 $0 $0 3. Travel and Subsistence for Project Personnel DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND a. Local Milage=No.of Miles X Rate Per mile X $0 b. Non Local Milage =No.of Miles X Rate Per mile x $0 C. Subsistance=number of days X rate per day X $0 d. Air or other fares $0 TOTAL TRAVEL: $0 $0 $0 $0 $0 4. Equipment DCJS FUNDS APPLICANT MATCH TOTAL Purchase or Type Quantity Unit Price Rental I FEDERAL STATE CASH IN-KIND_ JPag 2 dcjs-exc 1-12/2001 262 $o TOTAL EQUIPMENT: $0 $0 $0 $0 $o 5. Supplies and Other Expenses DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND Type Quantity Price $0 TOTAL SUPPLES AND OTHER: $0 $0 $0 $0 $0 6. Indirect Cost DCJS FUNDS APPLICANT MATCH TOTAL FEDERAL STATE CASH IN-KIND $0 TOTAL INDIRECT COST 1 $0 $0 $0 $0 1 $0 GRAND TOTAL: $0 $32,610 $0 $0 $32,610 7. Cash Funds Cash funds from sources other than grant program supporting this project-(itemize) 0o not add to requested Project Budget Summary accounts.) TOTAL: Page 82 dcjs-excel-12/2001 263 FY2021 PAPIS BudLet Narrative-NRADC 1. Personnel/Employees: The Northwestern Regional Adult Detention Center(NRADC) is requesting the entire award of DCJS/PAPIS expansion money be allocated to personnel. We are requesting an additional $32,610 per year in order to hire a second part-time staff member. Please see the following breakdown: a. Part-time PAPIS Grant Assistant- A second part-time new hire at a rate of$19.65 per hour to provide up to 1508 hours annually to reentry efforts in service of the PAPIS grant. Grant $29,632 b. Employee Benefits- The annual cost of benefits for one part-time position includes: FICA $2,267 (7.65%), and Workman's Comp $711 (2.40%). The part-time position benefits include only FICA and Workman's Compensation Grant $2,978 2. Consultants: 0 3. Travel: 0 4. Equipment: 0 5. Supplies and Other Expenses: 0 6. Indirect Costs: 0 7. Cash Funds from other Sources: 0 SUMMARY Local $0 Grant $32.610 Grand Total $32,610 FY2021 PAPIS Expansion Grant-3.13.20 kdr 49 264 ATTACHMENT A PAPIS Grant Annual Report Data N RADC FY2017 - FY2019 50 265 ca cc PAPIS Grant Agency: Northwestern Regional Adult Detention Center N FY 2017 (7.01.16- 6.30.17) FY 2018 (7.01.17- 6.30.18) FY 2019 (7.01.18- 6.30.19) Cost per Reentry client(=Grant amt. $77.41 (=per diem) Corrected to $251.08 (Per Diem Rate = $83.61) $212.65 (Per Diem Rate $89.34) awarded/Re-entry clients) $285.47 on FYI Annual rpt. Total Unique Clients served(not 307 TOTAL (175 Pla+ 57 Pia+ 75 juveniles) Jan-May '17 RR Class) 507 TOTAL 588 From the total number above how many were Reentry Clients 146 (P2b- assigned to ORTP) 166 196 From the total number above how many were Community Service clients(not juveniles)This will only be added to in another section not in total clients served in 2017 Annual report 0 0 0 #Reentry staff-Full time 1 1 1 #Reentry staff-part time 0 0 0 #Unique clients receiving Employment 121 TOTAL (113 ORTP 162 TOTAL (128 ORTP 143 TOTAL. (137 ORTP related services Completions + 8 CRC's earned) Completions + 34 CRC's earned) Completions + 6 to Work Release) 6 (former ORTP graduates who #of jobs obtained by clients Phot Reported \rot Reported found jobs on Work Release) #of clients receiving Housing assistance 14 Nol Reporled 194 57 TOTAL (44 Birth Certificates + 38 TOTAL (16 Birth Certificates + ii #of ID documents service units 13 State ID's) 22 State ID's) 33 # of clothing assistance service units 18 Not.Reported 10 # of transportation assistance service units 0 0 2 # of clients receiving pre and post 137 TOTAL (113 ORTP 174 TOTAL (128 ORTP Grads J 12 154 TOTAL (137 ORTP Grads + 17 release educational/vocational Completions + 16 GED's + 8 CRC) GED's + 34 CRC) GED's) 88 TOTAL (79 Treatment/Housing + 141 TOTAL (25 Mental Health-P 94 #of referrals to other agencies 6 Food + 3 Medical) Over 100 Housing + 22 Peer Services) # of volunteers 29 Total appv'd= 68; Monthly Avg= 24 Total appv'd= 61; Monthly Avg=23 # of Volunteer Hours 856.00 872 957 Risk levels of clients-NEW categories Low- 4, Medium- 103, High- 48 incomplete data 5 Low; 139 Medium; 28 High Clients participating in EBP(T4C, "Moving on" (ORTP Women)= 61 "Moving on" (ORTP Women)= 106; MRT)-New categories MRT- 21 completed 51T- 0 (Class not offfered this FY) MRT (General pop. Males)— 38 PAPIS Grant Agency: Northwestern Regional Adult Detention Center State Funding received $41,679.00 $41,679.00 $41,679.00 Federal Funding $0.00 $0.00 $0.00 Foundations funding $0.00 $0.00 $0.00 United Way funding(grant not CFC or individuals) $0.00 $0.00 $0.00 Private funding $0.00 $0.00 $0.00 Federal one time grants $0.00 $0.00 $0.00 Local Government funding $1.3,286.00 $39,811 $39,811 Other funding $0.00 $0.00 $0.00 DOC Contracts funding $0.00 $0.00 $0.00 Value of Volunteer hours($20.91 per hour)AUTOMATIC Calculation at$21.91/hr. $17,898.96 at$24.69/hr. _ $21,529.68 at $25.43/hr. $24,336.51 In-Kind Contribution funding $0.00 $0.00 $0.00 52 267 ATTACHMENT 6 NRADC PAPIS Initial Funding Request FY2021 to Legislature via Two Capitols Consulting 10.08.19 53 268 PAPIS Grant Retjuest for FY2021-Northwestern Re,.Jonal Adult Detention Center (NRADC) The FY2020 Current Budget for NRADC is $107,984. The bulk of the award covers personnel,to include the full-time PAPIS Grant Coordinator and a part-time PAPIS Grant Assistant. This is the breakdown: 1. Personnel (one full-time employee with benefits, plus one part-time person without benefits): $106,782 2. Travel(for PAPIS meetings &trainings): $952 3. Supplies and Other Expenses (Postage): $250 Grand Total $107,984 FY2021 Amount Requested is $165,000-to convert second positon from part-time to full-time, cover benefits, training and travel for second person, add contracted treatment services and evidence based curriculum, plus cover cost of obtaining identity documents (ID's and Birth Certificates): 1. Personnel(2 full-time with benefits): $146,000 2. Treatment Curriculum materials, Training and Contracted services: $12,000 3. Travel (meetings &trainings): $2,000 4. Supplies and Other Expenses (postage, ID's Birth Certificates): $5,000 Grand Total $165,000 PAPIS FY2021 Grant Funding Req. 10.08.19 kdr 54 269 ATTACH ME ANT C PAPIS Coalition FY 2021-2022 Biennial Budget Request October 2019 55 270 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 Executive Summary The Pre-release And Post-Incarceration Services (PAPIS) Coalition is composed of nine re-entry services organizations serving 96 of the 133 jurisdictions located throughout the Commonwealth. Since the early 1970's, PAPIS Coalition members have been working to ensure that those returning to society are better prepared to become productive members of their communities. Six of the nine PAPIS organizations are community-based non-profits, with active Boards of Directors and dedicated volunteers - over 800 statewide - who work tirelessly every day to help fellow Virginians in need. The remaining three programs are jail-based.' Together, PAPIS Coalition members serve over 10,400 participants annually, both during and after incarceration, by helping participants make a successful return to society. In order to continue this work, the PAPIS Coalition requests an additional $2.35 million in the first year and $2.2 million in the second year of the FY21-22 biennial budget. s:'APIS Coalition Mode PAPIS Coalition members are financed through multiple funding streams, including a state appropriation of $2.2 million that is administered by the Department of Criminal Justice Services (DCJS). PAPIS programs incorporate research-informed recidivism reduction into their service delivery, helping participants overcome the disconnect between incarceration and life back in their communities. Specifically, they focus on assessing clients for risk and needs related to recidivism, evidence-based cognitive-behavioral programming, and job readiness and employment services. Placement services are emphasized in the scope of service delivery by potential grant recipients, as employment is a key to being successful for any individual returning to society. Pre-release services are intended to prepare offenders for their transitions from incarceration to life within the community. Jail pre-release services include risk assessment, reentry and transition planning, training, counseling, mentoring, tutoring, information, and referral. Training programs focus on job readiness and employment skills, budgeting, consumer skills, family relationships, transition expectations, and related areas of values. Pre-release services in state correctional institutions include assisting prison staff in delivering the Department of Corrections' ' PAPIS: Virginia Re-entry Coalition Summary of Programs in Virginia FY2016 httos://www.dcis.virginia.Qov/sites/dcjs.virginia.aov/files/�.ublications/corrections/oapis-virginia-re-entry-co alition-summary-programs-virainia-ty20l6.pdf 1 56 271 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 Life Skills Program, developing reentry and transition plans for difficult placement cases, and connection with community services soon after release. Post-Incarceration services are provided to clients that have been recently released from incarceration. These services are intended to address the specific needs of individual offenders after release from prisons or jails to support successful reintegration into the community and sustain crime-free lifestyles. In addition to the services offered through pre-release programs, post-incarceration services also assist clients in obtaining stabilization and emergency services such as locating food, clothing, transportation, and shelter.' PAPIS Coalition Members OAR Arlington for 11: OAR Fairfax , . ,Northwestern Regional Adult Detention Center t7 OAR Jefferson Area Community Connections Virginia Cares Northern Neck Community Corrections OAR Richmond EColonial Community Corrections Transitional Services Program rth 120 EStep Up Inc ib acp r G11£� - tfdt7 ��ttM �f B�Frrd Ocnar� GB Rbsl 00A wythe � v g Scott uFaM"Qton Grayson2 COM q 3$ ill Funding request Prior to 2008, the PAPIS coalition received $3 million annually in state appropriations. Today, PAPIS receives $2.2 million. With rising program costs and increased demand for services, Coalition members face a tight budget as they provide these critical services. In order to improve access, delivery, and results, Coalition members need to hire additional staff, retain 2 Virginia Department of Criminal Justice Services PAPIS: Virginia Prisoner Reentry Program htt-rs://www.dcis.vir inia. ov/correctional-services/grants/ a)is-virginia-prisoner-reentry-program 2 57 272 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 experienced staff, and expand programs to serve more Virginians. The following breakdown shows a funding request of an additional $2.35 million in the first year and $2.2 million in the second year of the FY21-22 biennial budget to provide these critical services, as well as expand services to more Virginians across the Commonwealth: • Virginia Cares is a statewide organization which serves programs in every region of the Commonwealth, including jurisdictions surrounding Roanoke, Farmville, Lynchburg, Blacksburg, Bristol, Martinsville, Danville, Covington, Fredericksburg, Virginia Beach, ,and Newport News. Virginia Cares intends to increase services to five existing programs including the following: Lynchburg Community Action Program (Lyn-CAG), New River Community Action Agency (NRCAA), People, Incorporated of Virginia (PEOPLE), Pittsylvania County Community Action (PCCA), Total Action for Progress (TAP). Virginia Cares will also launch a new statewide Women's Reentry Program designed to empower and provide gender-responsive services to women who are re-entering their communities, to include connections to transitional housing, mental health and substance abuse treatment, transportation, childcare, education and workforce training, and monthly empowerment workshops. The program will be implemented at Hampton Roads Community Action Program (HRCAP), Lynchburg Community Action Program (Lyn-CAG), New River Community Action Agency (NRCAA), People, Incorporated of Virginia (PEOPLE), Pittsylvania County Community Action (PCCA), and Total Action for Progress (TAP). Virginia Cares requests an additional $1,215,543 annually to accomplish these goals. • Step-Up. Inc serves Hampton Roads. Their request will cover increased rent at the main office as well as add satellite offices to expand to unserved areas such as the Eastern Shore and Middle Peninsula, including Middle Peninsula Jail, VA Peninsula Regional Jail and Gloucester Jail. This will require four full-time case workers, office supplies, IT services, staff training, and client assessment materials. Step-Up, Inc. requests an additional $271,500 annually. • OAR Fairfax covers the counties of Fairfax, Prince William and Loudoun. The bulk of this request is to add additional staff, including a full time case worker in Loudoun County and a part-time case workers in both Fairfax and Prince William. OAR Fairfax will also build training capacity with their existing staff so new hires can receive important skills training from within the organization. OAR Fairfax requests an additional $103,600 annually. • OAR Arlington covers Arlington County, and the cities of Alexandria, and Falls Church. They also serve the population from the Coffeewood Correctional Center in Culpeper, 3 58 273 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 which is a Virginia Department of Corrections facility for men from the Northern Virginia region. OAR Arlington would like to add a Re-entry Clinical Coordinator to their team, to provide intensive case management, facilitate post-release evidence-based groups, connect participants with vocational training and employment program, and coordinate behavioral health services. OAR Arlington will also add contracted services from Clinical Behavioral Health Specialists, who will implement weekly cognitive-behavioral health therapy using evidence-based interventions to assess criminogenic risk factors.Due to the high cost of living in their region, OAR Arlington would also like to increase direct service funds for emergency services such as food, shelter, clothing, transportation, identification, smartphones, and educational or vocational tuition and fees. OAR Arlington requests an additional $250,000 annually. • OAR Jefferson serves the City of Charlottesville, counties of Albemarle, Fluvanna, Goochland, Greene, Louisa, Madison, Nelson and Orange. OAR Jefferson will add a full-time Reentry Coordinator for rural counties served by the Central Virginia Regional Jail. OAR Jefferson requests an additional $63,750 annually. • OAR Richmond serves the counties of Hanover, Henrico, and Chesterfield as well as the City of Richmond. OAR Richmond intends to add an Assistant Director Position to provide client services as well as supervise direct service staff, lead program expansion in jails, and implement new programs in the central office. Additionally, OAR Richmond would like to add two part-time case manager positions for Chesterfield County and Hanover/Louisa Counties. OAR Richmond will also increase financial assistance, emergency services (food, clothing, shelter), copies of identification, mental health services, bus tickets, vocational training, and employment necessities (uniforms and worker supplies). OAR Richmond requests an additional $200,000 annually. • Northwestern Re_Jonal Adult Detention Center (NRADC) serves the counties of Clarke, Fauquier, Frederick, and the City of Winchester. NRADC has one full-time PAPIS grants coordinator and one part-time grants assistant to help increase annual budget through outside funding sources. In the second year, the part-time position will convert to full-time. NRADC will also add contracted treatment services and evidence-based curriculum, plus cover the cost of obtaining identification documents. NRADC requests an additional $57,016 annually. • Colonial Community Corrections Transitional Services Program (CCCTSP) serves James City County. They intend to add contracted job skills programs as well as opioid reentry continuity of care services. CCCTSP requests an additional $25,000 annually. 4 59 274 PAPIS Coalition: Virginia's Reentry Service Providers Promoting Successful Second Chances Biennial Budget Request FY 2021-2022 • Northern Neck Communitv Corrections serves the counties of Richmond, Westmoreland, Northumberland, Gloucester, and the town of Warsaw. Northern Neck will provide cost of living increases to existing staff salaries with an additional request of $15,000 annually. • Additionally, the overall PAPIS Coalition requests $150,000 in the first year only for two overall initiatives to support re-entry services across the Commonwealth: • Staff training and professional development opportunities, including motivational interviewing skills, cultural competency, addressing internal biases, etc; • Research and data analytics for a recidivism study Conclusion In order for Virginia to have a statewide network of reentry programs that reduce recidivism, promote public safety, and provide supportive services to rehabilitate returning citizens, the PARS Coalition respectfully requests additional state funding to match growing demand and rising costs to serve more Virginians in need of these critical services to ensure they have a successful second chance in the Commonwealth. Reentry services are a proven method for providing second chances, and increasing their funding will reduce long-term costs while decreasing recidivism in the Commonwealth. 5 60 275 ATTA C H M E N T D Letters of Support on Behalf of NRADC to Governor Northam for Increased PAPIS Funding 61 276 Northern Shenandoah Valley Substance Abuse 305 East er,Virginialy 2 et6 L i� Winchester,Virginia 22601 Coalition ww .5365000 www.ro adto recove rv.info November 19, 2019 The Honorable Ralph S.Northam Governor, Commonwealth of Virginia 1111 East Broad Street Richmond, VA 23219 RE: Pre-Release and Post-Incarceration Services (PAPIS) Coalition Dear Governor Northam: As the Executive Director of the Northern Shenandoah Valley Substance Abuse Coalition (NSVSAC), I am pleased to offer support for the increased funding request for the Pre-Release and Post-Incarceration Services (PAPIS) Coalition in your 2021-2022 budget. As an active member of your Advisory Commission on Opioids and Addiction, I have seen the need for more comprehensive re-entry services in our community and across the Commonwealth. With your support of the increased funding request for the PAPIS Coalition in your next budget we can implement best practices for assisting justice-involved individuals with a successful transition to society. The Northwestern Regional Adult Detention Center(NRADC) has been a key partner of the NSVSAC since our organization's inception in 2014. The NSVSAC has partnered with NRADC on connecting Certified Peer Recovery Specialists with individuals who are nearing discharge from the jail. We have also collaborated to explore implementation of Medication Assisted Treatment(MAT) in the detention center. In addition,NRADC has been instrumental in coordinating opportunities for therapists to enter the facility to complete clinical needs assessments for eligible individuals of the Northwest Regional Adult Drug Treatment Court (NRADC). Members of the PAPIS Coalition are financed through multiple funding streams, including an annual state appropriation. With rising program costs, the PAPIS Coalition struggles to provide these critical services at the levels needed for increased demand. As you prepare your budget in the coming weeks, I hope you will consider the work of the PAPIS Coalition in providing re- entry services which reduce recidivism and better invest the Commonwealth's financial resources. 62 277 Sincerely, Lauren Cummings Executive Director,Northern Shenandoah Valley Substance Abuse Coalition (NSVSAC), Winchester,VA Cc: Mr. Matt Mansell, Legislative Director 63 278 Travis Jobe 288 Myrtle Lane Lynchburg VA,24502 November 19, 2019 The Honorable Ralph S. Northam Governor, Commonwealth of Virginia 1111 East Broad Street Richmond,VA 23219 Dear Governor Northam: I am writing to express my support for the increased funding request for the Pre-Release and Post-Incarceration Services (PAPIS) Coalition in your 2021-2022 budget. I am an Outreach Coordinator for a 501 c3 tax exempt organization named Oxford House Inc. and my community is served by The Offender Re-entry Training Program (ORTP)in the Northwestern Regional Adult Detention Center. Re-entry services are a proven public safety strategy to reduce recidivism by assisting justice- involved individuals with a successful return to society. Each year, over 10,000 Virginians receive evidence-based services. I am a graduate of the ORTP program,with the information that I was given there laid out a solid foundation for my recovery as well as helped me merge back into being a functioning member of society. After many failed attempts at sobriety it took the knowledge about my addiction that l was given in the program to really understand the science behind what was happening.Since being released I have started my career around recovery housing and I owe a majority to programs like these. In our history, our country has not always been supportive of second chances for those who are returning to society, but the data shows these services have a proven track record of success. Re-entry services reduce recidivism and better invest the Commonwealth's financial resources in the long run. Member of the PAPIS Coalition are financed through multiple funding streams, including an annual state appropriation.With rising program costs,the PAPIS Coalition struggles to provide these critical services at the levels needed for increased demand. As you prepare for the upcoming legislative session, I strongly urge you to include the increased funding request for the PAPIS Coalition in your next budget. *Sincerel A. .tobe Oxford House Outreach Coordinator 64 279 ATTACHMENT E Frederick News Post Article 11.15.13 65 280 https://www.fredericknewspost.com/news/crime_and_iustice/cops_and_crime/feds-tag-frederick-county-for-high-drug- trafficking/article_c4b731 b5-50b9-56fc-906f-f1 d53ca9bd43.htmI ( FEATURED War on drugs Feds tag Frederick County for high drug trafficking Status will allow additional funds to combat problem By Danielle E. Gaines News-Post Staff Nov 15, 2013 T.a 4j PA! { Ir ti .y Spoons used for cooking, syringes and a number of other drug paraphernalia items were found in a drawer during a bust in October at a local hotel that involved seven arrests. Staff file photo by Bill Green The Qbama administration on Thursday designated Frederick County as a high-intensity drug trafficking area. Frederick is one of 12 counties across the country newly identified as such by the office of National Drug Control Policy. 66 281 The office has named 28 high-intensity drug trafficking areas, or HIDTAs, in the U.S. i Frederick County was added to the Baltimore-Washington HIDTA, which was eca_-Cablir in 1994 Cecil County in Maryland and Roanoke County in Virginia were also added to the HIDTA list Thursday. The designation allows taw enforcement agencies in the counties to receive additional money from the Federal government to combat drug trafficking. The 12 new counties will share $660,000 to fight their drug problems. To qualify as an HIDTA, a county must show four things: n It is a significant center of illegal drug production, manufacturing, importation OF distribution. n State and local law enforcement have committed resources to respond to drug trafficking issues. n Drug-related activities in the area are having a significant harmful impact. n A significant increase in federal funds is needed to respond to the problem. The Baltimore-Washington HIDTA coordinates programs that allow police to compare details among different cases, track gang members across the state, extract and compare data from cellphones seized from arrestees, and map crimes throughout the region. Other counties in the Baltimore-Washington HIDTA are Anne Arundel, Baltimore, Charles, Hartford, Howard, Montgomery, Prince George's and Wicomico, along with Baltimore city, in Maryland, and Arlington, Chesterfield, Fairfax, Hanover, Henrico, Loudoun, Prince George and Prince William counties and the cities of Alexandria, Petersburg and Richmond in Virginia; and Washington. The Frederick County Sheriff's Office and Frederick Police Department did not respond to requests for comment on the new designation. Follow Danielle E. Gaines on Twitter: @danietteegaines. 67 282 011C1Z COUNTY SHERIFF3S of Ict Q��1CK.COG Sheriff Lenny Millholland F s°� Major Steve A. Hawkins ��RC=q[3►P 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland DATE : December 5, 2020 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP for an auto claim dated November 3, 2020. In the amount of$2,614.76. This amount was posted to 3-010-018990-0001 We are requesting this amount to be appropriated to line item 31020-3004-000-002 Thank you LWM/adc 3-010-018990-0001 c.s. 11/30/20 68 283 November 12, 2020 Frederick County Attn: Jennifer Place 107 N. Kent Street Winchester, Virginia 22601 Virginia Association of Counties Group Self--Insurance Risk Pool Member: Frederick County Claim Number: 0342020272280 Date of Loss: 11/0312020 To Frederick County: Enclosed please fund a VACORP property damage check,in the amount of$2,614.76 for the damages to the 2016 Ford Taurus VIN#6973, We issued payment of$3,114,76(estimate)— $500.00(deductible)=$2,614.76 to Frederick County. This repair was determined by S&S Appraisal Services. If you should have any questions regarding this payment, please do not hesitate to contact our office. Sincerely, Corey Reese Claims Associate Enclosed: check Cc: Jennifer Place 1819 Electric Road,Suite Ca Roanoke,N frginia 24018- ton fres 888.822.6772 a fax 877.212.8599 69 284 Date: 11/8/2020 11:25 AM Estimate ID: 1825842 Estimate Version: 0 Committed Profile ID; * PDA VA Quote ID: 76313133 S&S Appraisal Services, LLC P.O.BOX 3153,ROANOKE,VA 24015 (540)816-9813 Fax: (866)724-2776 Email: ssassignments@hotmail.com Submit supplements via email supplements@ianetwork.net or Website http: //ianetwork.net/supplements/ *Not An Authorization For repair* Read disclaimers following appraisal calculations. Damage Assessed By: Derrick Manley Appraised For: CORY REESE (888)822-6772 ext.124 Classification: Field Condition Code: Fair Type of Loss: Collision Date of Loss: 11/3/2020 Date Assigned: 11/5/2020 Deductible: UNKNOWN File Number: 1825842 Claim Number: 0342020272280 Insured: FREDERICK COUNTY SHERIFF Owner: FREDERICK COUNTY SHERIFF Address: 1080 COVERSTONE RD,WINCHESTER,VA 22601 Telephone: Home Phone: (540)327-4473 Mitchell Service: 911354 Description: 2016 Ford Taurus Police Vehicle Production Date: 3/16 Body Style: 4D Sed Drive Train: 3.7L Inj 6 Cyl 6A AWD VIN: IFAHP2MK9GGi16973 License: 192858L VA Mileage; 122,694 OEM/ALT: A Parts Profile: Parts Profile Version; 0 Color: WHITE Options: POWER DRIVER SEAT, POWER WINDOW, POWER STEERING, POWER BRAKE REAR WINDOW DEFOGGER,CRUISE CONTROL,TILT STEERING COLUMN,FM RADIO,CD PLAYER Line Entry Labor Line Item Part Type/ Dollar Labor Item Number pe Operation Description _ Part Number Amount Units Front Bumper 1 BDY OVERHAUL Frt Bumper Cover Assy 2.1 # 2 101817 BDY REMOVE/REPLACE Frt Bumper Cover EG1Z 170957 DPTM 556.57 INC # 3 REF REFINISH Frt Bumper Cover C 3.2 Grille 4 100547 BDY REMOVE/REPLACE Grille Assembly DG1Z 8200 AA 173.52 INC # 5 BDY REMOVE/INSTALL Frt Bumper Cover INC Front Lanus- 6 102418 BDY REMOVE/REPLACE R Frt Combination Lamp Assembly FGiZ 13008 D 679.07 INC # 7 BDY CHECK/ADJUST Headlamps 0.4 A/C/Heater/Ventilation 8 100651 MCH REMOVE/REPLACE A/C Condenser -M **QUAL REPL PART 217.00 1.6 # 9 MCH REMOVE/REPLACE Evacuate&Recharge A/C -M 1.4 Front Fender 10 100692 BDY REMOVE/REPLACE R Fender Panel **QRP Certified 354.00 2.5 # ESTIMATE RECALL NUMBER: 11/08/2020 11:24:45 1825842 Mitchell Data Version;OEM: OCT_20_V Alternate parts: 11/08/2020 11:15:29 Copyright(C)1994-2020 Mitchell International Page 1 of 3 Software Version: 7.1.239 All Rights Reserved 70 285 Date: 11/8/2020 11:25 AM Estimate ID: 1825842 Estimate Version: 0 Committed Profile ID: *PDA VA 11 REF REFINISH R Fender Outside Quote ID: 76313133 C 2.0 12 REF REFINISH R Add To Edge Fender C 0.5 Additional Costs A Materials 13 936014 ADD'L COST Flex Additive 7.00 * Additional Operations 14 REF ADD'L OPR Clear Coat 1.8 15 933005 BDY ADD'L OPR Restore Corroslon Protection 10.00 * 0.3* Additional Costs&Materials 16 ADDT COST Paint/Materials 240.00 * 17 ADD'LCOST Hazardous Waste Disposal 5.00 * Special/Manual Entry 16 900500 BDY* REPAIR Car Cover Existing 0.3* *- Judgment Item # - Labor Nate Applies **QRP Certified -Quality Replacement Parts- Certified **QUAL REPL PART-Quality Replacement Parts C-Included In Clear Coat Calc KEYSTONE HIG KEYSIQ KEYSTONE KEYSIQ 23750 PEBBLE RUN DR. 4803 HOLLINS FERRY RD. STERLING HALETHROPE VA 20166 MD 21227 (703)661-0894 (800)390-4600 (800)390-4600 (410)636-4600 8 **CND4435 217.00 10 **P01241277PP 354.00 Estimate Totals Add'I Labor Sublet I. Labor Subtotals Units Rate, Amount Amount Totals II. Part Replacement Summary Amount Body 5,6 46.00 10,00 0.00 267.60 Taxable Parts 1,980.16 Refinish 7.5 46.00 0.00 0.00 345.00 Mechanical 3.0 90.00 0.00 0.00 270,00 Total Replacement Parts Amount 1,980.16 Non-Taxable Labor 882.60 Labor Summary 16.1 882.60 III. Additional Costs Amount IV. Adjustments Amount Taxable Costs 252.00 Customer Responsibility 0.00 Total Additional Costs 252,00 Paint Material Method: Rates Init Rate=32.00 ,Ink Max Hours=99.9,Addl Rate=0.00 I. Total Labor: 882.60 II. Total Replacement Parts: 1,980,16 M. Total Additional Costs: 25100 Gross Total: 3,114.76 IV. Total Adjustments: 0.00 Net Total: 3,114.76 ESTIMATE RECALL NUMBER: 11/08/2020 11:24:45 1825842 Mitchell Data Version:OEM: OCT 20_V Alternate Parts: 11/08/2020 11:15:29 Copyright(C)1994-2020 Mitchell International page 2 of 3 Software Version: 7.1.239 All Rights Reserved 71 286 Date: 11/8/2020 11:25 AM Estimate ID: 1825642 Estimate Version; 0 Committed Profile ID; *PDA VA Quote ID: 76313133 THIS ESTIt+ATE HAS BEEN PREPARED BASED ON THE USE OF AUTOMOTIVE PARTS NOT MADE BY THE ORIGINAL MANUFACTURER. PARTS USED IN THE REPAIR OF YOUR VEHICLE BY OTHER THAN THE ORIGINAL MANUFACTURER ARE REQUIRED TO BE AT LEAST EQUAL IN LIKE, KIND AND QUALITY IN TERMS OF FIT, QUALITY AND PERFORMANCE TO THE ORIGINAL MANUFACTURER PARTS THEY ARE REPLACING. Point(s)of Impact 1 Right Front Corner(P) Insurance Co: VACORP Address; 1819 ELECTRIC RD STE C ROANOKE,VA 24018 Telephone: (888)822-6772 Inspection Site: BUSINESS Address; 1080 Coverstone Dr, WINCHESTER,VA 22602 Inspection Date: 11/6/2020 This is not an authorization for repair. All costs of repairs are the sole responsibility of the vehicle owner, who must authorize all repairs. Failure to deliver a copy of this appraisal to the repair shop by the vehicle owner may result in out of pocket expense to the vehicle owner. Providing a copy of this appraisal is not an acceptance of coverage or liability and all issues of coverage or liability are to be determined by the insurance carrier. Deductibles may or may not be addressed or included in this appraisal. If applicable, the repairer should collect the deductible from the vehicle owner prior to the release of the repaired vehicle. ********************Supplement Procedure Notice********************* It is the repairer's responsibility to send notification of the supplement via or email to supplements@ianetwork.net or website http://ianetwork.net/supplements/, including a statement whether the repairs have been halted on the vehicle. PDA will respond to your request within 24 hours. Please allow 48 hours to complete supplement processing from the date of request to ensure timely release of the vehicle. This appraisal is subject to the complete review and approval by the assigning insurance company to assure accuracy, cost effectiveness, and that accepted industry repair standards are met. The insurance company listed has the right to accept or reject any part or all of this appraisal or make any changes they feel necessary. It is a crime to knowingly provide false, incomplete or misleading information to an insurance company for the purpose of defrauding the company. Penalties include imprisonment, fines and denial of insurance benefits. ESTIMATE RECALL NUMBER: 11/08/2020 11:24:45 1825842 Mitchell Data Version:OEM: OCT 20_V Alternate Parts:11/08/2020 11:15:29 Copyright(C) 1994-2020 Mitchell International Page 3 of 3 Software Version: 7.1.239 All Rights Reserved 72 287 RICK COUNTY SHERIFFSskAERFFr O FFIC� ti@sl�K�Or Sheriff Lenny Millholland �'Fs�'� Major Steve A. Hawkins 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland DATE : November 4, 2020 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP for an auto claim dated September 2, 2020. We are requesting$7,375.00 be appropriated into the following line item. This amount was posted to 3-010-018990-0001 We are requesting this amount to be appropriated to line item 31020-8005-000-000 Thank you LWM/adc 3-010-018990-0001 c.s. 10/14/20 73 288 rA V1 C RP October 2,2020 Frederick County Attn: Jennifer Place 107 North Kent Street Winchester,VA. 22601 Virginia Association of Counties Self:Insurance Risk Pool Member: Frederick County Claim Number: 03342020269689 Date of Loss: 9/2/2020 Dear Ms. Place: Enclosed please find VACORP property damage check in the amount of$7,375.00 for the total loss of the 2014 Ford Taurus VIN 6460 that was damaged on 9/2/2020. This payment was based on the Actual Cash Value of$7,875,00 less the$500.00 deductible. If you should have any questions regarding this payment, please feel free to call me at 1- 888-822-6772 ext. 174. Sincerely, Jared Mullen Claims Specialist Enclosed—Check 1819 Electric Rd., Suite C( Roanoke,VA 240181888.822-67721 Fax 877.212-85991 www.vacorp.org 74 289 Date: 9/25/2020 03:22 PM Estimate ID: 1790289 Estimate Version: 0 Committed Profile ID: * SSVA Quote ID: 74068628 S&S Appraisal Services, LLC P.O. BOX 3153, ROANOKE,VA 24015 (540)816-9813 Fax: (866)724-2778 Email: ssassignments@hotmail.com *Not An Authorization For repair* Read disclaimers following appraisal calculations . SUBMIT SUPPLEMENTS ONLINE AT : https : //account . claimleader . com/public/api/supplement?id=1138 Damage Assessed By: Derrick Manley Appraised For: JARED MULLEN (888) 822-6772 Classification: Field Condition Code: Fair Type of Loss: Collision Date of Loss: 9/2/2020 Date Assigned: 9/21/2020 Deductible: UNKNOWN File Number: 1790289 Claim Number: 0342020269689 Insured: FREDERICK COUNTY SHERIFF Owner: FREDERICK COUNTY SHERIFF Address: 1080 COVERSTONE RD,WINCHESTER,VA 22601 Telephone: Home Phone: (540)327-4473 Mitchell Service: 911354 Description: 2014 Ford Taurus Police Vehicle Production Date: 1/14 Body Style: 4D Sed Drive Train: 3.7L Inj 6 Cyl 6A AWD VIN: iFAHP2MK8EG156460 License: 162212L VA Mileage: 130,278 OEM/ALT: A Search Code: B1023022 Color: WHITE Line Entry Labor Line Item Part Type/ Dollar Labor Item Number Type Operation Description Part Number Amount Units Front Bumper 1 BDY OVERHAUL Frt Bumper Cover Assy 2.1 # 2 101817 BDY REMOVE/REPLACE Frt Bumper Cover EG1Z 17D957 DPTM 607.16 INC # 3 REF REFINISH Frt Bumper Cover C 3.2 4 100541 BDY REMOVE/REPLACE R Frt Bumper Reinforcement **QUAL REPL PART 8.00 0.2 # 5 BDY REMOVE/INSTALL Frt Bumper Cover INC 6 100542 BDY REMOVE/REPLACE L Frt Bumper Reinforcement **QUAL REPL PART 8.00 INC # 7 100540 BDY REMOVE/REPLACE Frt Bumper License Plate Bracket **QUAL REPL PART 32.00 INC 8 100543 BDY REMOVE/REPLACE Frt Bumper Energy Absorber ** QRP Certified 89.00 INC 9 100544 BDY REMOVE/REPLACE Frt Bumper Impact Bar(UHSS) ** QRP Certified 165.00 0.7 # Front Lamps 10 100551 BDY REMOVE/INSTALL R Front Combination Lamp 0.3 # 11 101947 BDY REMOVE/REPLACE L Frt Combination Lamp Assembly DG1Z 13008 D 673.33 0.3 # 12 BDY CHECK/ADJUST Headlamps 0.4 Hood 13 100619 BDY REMOVE/REPLACE Hood Panel ** QRP Certified 768.00 1.7 14 REF REFINISH Hood Outside C 2.8 15 REF REFINISH Add For Hood Underside C 1.4 ESTIMATE RECALL NUMBER: 09/25/2020 15:22:00 1790289 Mitchell Data Version:OEM: SEP_20_V MAPP:SEP_20_V Copyright(C) 1994-2020 Mitchell International Page 1 of 4 Software Version: 7.1,238 All Rights Reserved 75 290 Date: 9/25/2020 03:22 PM Estimate ID: 1790289 Estimate Version: 0 Committed Profile ID: * SSVA Quote ID: 74068628 Front Fender 16 100692 BOY REPAIR R Fender Panel Existing 1.0*# 17 REF REFINISH R Fender Outside C 1.6 18 100693 BOY REMOVE/REPLACE L Fender Panel ** QRP Certified 358.00 2.5 # 19 REF REFINISH L Fender Outside C 1.6 20 REF REFINISH L Add To Edge Fender C 0.5 21 100703 BOY REMOVE/REPLACE L Fender Liner **QUAL REPL PART 41.00 INC 22 101382 BOY REMOVE/INSTALL R Fender Applique 0.4 # Front Inner Structure 23 100718 BOY REMOVE/REPLACE Lwr Frt Body Air Deflector DG1Z 8327 A 106.87 0.3 24 100750 BOY REMOVE/REPLACE L Frt Body Sidemember Assy(HSS)-S DGiZ 5410009 A 619.75 12.0 # 25 REF REFINISH L Front Sidemember 1.0 Wheel 26 100820 BOY REMOVE/REPLACE Wheel Cover DG1Z 1130 A 108.76 Front Door 27 101138 BDY REPAIR L Frt Door Repair Panel Existing 6.0*# 28 REF REFINISH L Frt Door Outside C 1.8 29 101143 BDY REMOVE/INSTALL L Frt Rear View Mirror 0.3 30 101145 BDY REMOVE/INSTALL L Frt Upr Door Moulding 0.2 31 101169 BDY REMOVE/INSTALL L Frt Door Trim Panel 0.4 32 101213 BDY REMOVE/INSTALL L Frt Otr Door Handle 0.3 Rear Door 33 100273 BDY REMOVE/INSTALL L Rear Otr Door Handle 0.3 34 101344 BDY REPAIR L Rear Door Outside Handle Existing 0.5*# 35 REF REFINISH L Rear Otr Handle C 0.5 Additional Costs&Materials 36 936014 ADD'L COST Flex Additive 7.00 Additional Operations 37 REF ADD'L OPR Clear Coat 3.3 38 933005 BDY ADD'L OPR Restore Corrosion Protection 10.00 * 0.3* Additional Costs&Materials 39 ADD'L COST Paint/Materials 566.40 40 ADD'L COST Hazardous Waste Disposal 3.00 Special/Manual Entry 41 900500 BDY* REPAIR Unibody Set-up and Measure Existing 2.0* 42 900500 FRM* REPAIR Unibody Pull to Align Existing 2.0* 43 900500 MCH* ADD'L LABOR OP 4 Wheel Alignment Sublet 89.95 * 0.0* 44 900500 BDY* REPAIR Car Cover Existing 0.3* * -Judgment Item # - Labor Note Applies ** QRP Certified - Quality Replacement Parts - Certified ** QUAL REPL PART- Quality Replacement Parts C - Included in Clear Coat Calc KEYSTONE-INS QUALITY PRT KEYSTONE KEYSIQ 23750 PEBBLE RUN DR. 23750 PEBBLE RUN DR. STERLING STERLING VA 20166 VA 20166 (703) 661-0894 (800) 390-4600 (703)661-0894 (800) 390-4600 8 ** F01070187DSC 89.00 4 ** F01043153 8.00 21 ** F01248144 41.00 6 ** F01042153 8.00 7 ** F01068150 32.00 9 ** F01006255C 165.00 13 ** F01230328C 768.00 18 ** F01240277PP 358.00 ESTIMATE RECALL NUMBER: 09/25/2020 15:22:00 1790289 Mitchell Data Version:OEM: SEP-20_V MAPP:SEP_20_V Copyright(C) 1994-2020 Mitchell International Page 2 of 4 Software Version: 7.1.238 All Rights Reserved 76 291 Date: 9/25/2020 03:22 PM Estimate ID: 1790289 Estimate Version: 0 Committed Profile ID: * SSVA Quote ID: 74068628 Estimate Totals Add'I Labor Sublet I. Labor Subtotals Units Rate Amount Amount Totals II. Part Replacement Summary Amount Body 32.5 46.00 10.00 0.00 1,505.00 Taxable Parts 3,584.87 Refinish 17.7 46.00 0.00 0.00 814.20 Frame 2.0 50.00 0.00 0.00 100.00 Total Replacement Parts Amount 3,584.87 Mechanical 0.0 85.00 0.00 89.95 89.95 Non-Taxable Labor 2,509.15 Labor Summary 52.2 2,509.15 III. Additional Costs Amount IV. Adjustments Amount Taxable Costs 573.40 Customer Responsibility 0.00 Non-Taxable Costs 3.00 Total Additional Costs 576.40 Paint Material Method: Rates Init Rate = 32.00 , Init Max Hours = 99.9,Addl Rate = 0.00 I. Total Labor: 2,509.15 II. Total Replacement Parts: 3,584.87 III. Total Additional Costs: 576.40 Gross Total: 6,670.42 IV. Total Adjustments: 0.00 Net Total: 6,670.42 TOTAL LOSS THIS ESTIMATE HAS BEEN PREPARED BASED ON THE USE OF AUTOMOTIVE PARTS NOT MADE BY THE ORIGINAL MANUFACTURER. PARTS USED IN THE REPAIR OF YOUR VEHICLE BY OTHER THAN THE ORIGINAL MANUFACTURER ARE REQUIRED TO BE AT LEAST EQUAL IN LIKE, KIND AND QUALITY IN TERMS OF FIT, QUALITY AND PERFORMANCE TO THE ORIGINAL MANUFACTURER PARTS THEY ARE REPLACING. Point(s)of Impact 11 Left Front Corner(P) Insurance Cc: VACORP Address: 1819 ELECTRIC RD STE C ROANOKE,VA 24018 Telephone: (888)822-6772 Inspection Site: BUSUNESS Address: 1080 Coverstone Drive WINCHESTER,VA 22602 Inspection Date: 9/25/2020 ESTIMATE RECALL NUMBER: 09/25/2020 15:22:00 1790289 Mitchell Data Version:OEM: SEP-20_V MAPP:SEP_20_V Copyright(C) 1994- 2020 Mitchell International Page 3 of 4 Software Version: 7.1.238 All Rights Reserved 77 292 CK CpUNTY SHERIFFS OF FICz G,k Iy AiC Sheriff Lenny Millholland V, ° Major Steve A. Hawkins 1080 COVERSTONE DRIVE WINCHESTER,VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland SUBJECT : Appropriation of Funds—K9 DATE : December 7, 2020, 2020 The Frederick County Sheriff's Office has received a donation in the amount of$100.00 from Mr. Albright. This amount has been posted to 3-010-018990-0006 We are requesting the donation received be appropriated in line item 31020-5402-000-00I.This amount will go towards supplies needed for are K9's such as food and supplies Thank you, LWM/adc 3-010-018990-0006 c.s. 11/16/20 78 293 MICHAEL B ALBRIGHT 1604 / 7 25.80/440 6 BRANCH 100 TE DA i PAY TO THE z zz s ORDER OF. DOLLARS 8 FOR - - - - - -- 6 79 294 ��RICK COUNTY SHERIFFS OF g� FIC 5HER1Fg Sheriff Lenny Millholland ° Major Steve A. Hawkins �ac2u�w 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland SUBJECT : Appropriation of Funds—Range DATE : January 6, 2021 The Frederick County Sheriff's Office has received a donation in the amount of$1000.00 from Mr. Albright. This amount has been posted to 3-010-018990-0006 We are requesting the donation received be appropriated in line item 31020-5409-000-OOO.This amount will go towards supplies needed for our fire range Thank you, LWM/adc 3-010-018990-0006 c.s. 12/15/20 80 295 MICHAEL B ALBRIGHT 01/06 1168 68-426/514 69 Oate, a ' Gt tom.. $ 1a6 . m� k ACCESS BANKNG f dy e R f i+M 4�t 1 81 296 COUNTY of FREDERICK, VIRGINIA DEPARTMENT OF PUBLIC SAFETY COMMUNICATIONS 1080 Coverstone Dr, Winchester, VA 22602 1796 Tamara Perez Director TO: Finance Committee FROM: Tamara Perez, Director Public Safety Communications DATE: 01/05/2021 REF: January Committee Agenda I would like to be placed on the Finance Committee's January 20th agenda for funding for the Department of Public Safety Communications for$32,120, through procurement RFP 42019-10C. These funds are for the NG911system migration. This amount has already been approved for immediate reimbursement by the Virginia Department of Emergency Management. We are asking that the funds be placed into FY 20-21-line item: 3506- 8003-000-000. If you have any questions,please call me at your convenience. 82 297 From: Amy Ozeki To: Tamara Perez Cc: Stefanie McAlister Subject: "[External]"Frederick County: Public Safety Building Conduit Installation Quote Approved Date: Thursday,December 31, 2020 11:10:07 AM Attachments: Public Safety Buildina Conduit Installationestimate.doc NG911Txt102120.xlsx Hi Tamara, Stefanie McAlister, NGS Operations Manager and my supervisor, informed me the following request has been approved: $32,120 has been added to cover connectivity work from the property line into building. The estimate LeeAnna shared is attached. You may have your contractor start working on this, if it hasn't begun already. You'll also receiving an amendment letter from Lisa Nicholson (the PSAP grants manager) with Frederick's updated NG9-1-1 migration budget. $30,000 (original amount in CHE i3 services) (You can find this in the table on page 13 in Frederick County's Migration Proposal.) +32,120 (amount added) $62,120 (total amount in i3 Services) Once you receive the invoice, Frederick County will pay for it, then... 1) Submit a reimbursement form with the invoice attached. Select CHE i3 Services (A). a. I've attached the blank form. You can also find the form on the PSAP Grants webpage under Reports and Forms. 2) Send the completed form along with invoice to psapgrants(@vdem.virginia.gov and copy me on the submission. Please contact me if you have questions. Thank you. Amy Amy Ozeki Regional Coordinator- Region 2 9-1-1 & Geospatial Services (NGS) Bureau Virginia Department of Emergency Management Amy.Ozeki(@vdem.viri?inia.g_ov_ www.vae mergenc�l.g_ov_ 540-929-0343 (office) 540-223-6165 (mobile) NGS Bureau: https://www.vaemergencygov/911-geospatial -----Original Message----- From: Amy Ozeki <amy.ozeki(@vdem.virRinia.Rov> 83 298 GENERAL EXCAVATION, INC. 9757 RIDER ROAD WARRENTON,VA 20187 T 540.439.2202 1 F 540.439.3795 December 8, 2020 Joe Wilder County of Frederick RE: Public Safety Building Conduit Installation Mr. Wilder, It is our pleasure to provide the following proposal to FURNISH AND INSTALL the items as listed herein generally described as Public Safety Building Conduit Installation. Item No. Description of work 1. Install (2) 4" conduits from building to the Coverstone Drive w/ .25"pull rope and (1)junction box at the termination point at the building 2. Install (1) 2" conduit in the interior of the building from the exterior wall to the communication room w/ .25"pull rope and(3)junction box's 3. Sod all denuded areas 4. Repair Asphalt 5. Repair Curb & Gutter The budget cost for the preceding item 1-5. is $32,120.00 to be billed as Time and Material per the contract rates. SUPPLEMENTAL CONDITIONS The preceding proposal is based on the following supplemental conditions: 1-. QUALIFICATIONS: 1-1. Our price is firm for 30 days. 2-. PAYMENT CONDITIONS and TERMS: 2-1. Payment terms are net 30 days. 2-1.2 Unpaid accounts will accrue finance charges at 1.50% per month (18% annual), and will be considered just cause for work stoppage, and/or additional costs for demobilization, remobilization, etc. 2.1.3 Unpaid accounts which are referred for legal action for collection shall be subject to all costs associated with said collection, such as legal/attorney's fees, court fees, professional fees, etc. 2-1.4 Rental of our equipment or personnel shall not become part of this contract or be incorporated into a change order. Billing will be by separate invoice and is due within Ten (10)days of billing date. 3-. CONTRACT PROVISIONS: 84 299 GENERAL EXCAVATION, INC. 9757 RIDER ROAD WARRENTON,VA 20187 T 540.439.2202 1 F 540.439.3795 3-1. By signing this proposal, you are agreeing to the terms and items listed above. 3-2. Prior to entering into a formal or informal contract, General Excavation, Inc. reserves the right to ascertain financial information pertinent to this project to protect itself against insolvency. 3-3. Should, during the construction of the project, General Excavation, Inc. discover a reducing material, technique, installation, etc., it may provide a proposal to perform the work as a VALUE ENGINEERING modification. In the event a Value Engineering Proposal is accepted or incorporated into the work, General Excavation, Inc. shall be entitled to 50% of the net savings, after expenses. EXCLUSIONS Provision, payment or installation of additional work OR the following items are excluded from this offer, but may be included for cost plus 20%: 1. Soils testing, compaction testing, soil samples, CBR testing or results. 2. Any permit fees, bonds. 3. Utility relocation 4. Blasting of any kind 5. Demo of any structures 6. Hazardous material handling, removal, or disposal. 7. Power pole, telephone pole, guy wires or other utility line (overhead or underground) bracing, relocating or supporting. We hope the preceding proposal meets with your approval and should you be in need of further information or clarification, please advise. Grant White General Excavation, Inc. Customer Authorized Representative Signature: Date: Customer Authorized Representative Name&Capacity(Printed): 85 300 4tiGK. COGS OFFICE OF VOTER REGISTRATION * Richard M.Venskoske Director of Elections w 107 N. Kent Street,Suite 102,Winchester,VA 22601-5039 "„;' E-mail: rich.venskoske@fcva.us Telephone: 540-665-5660 TO: Finance Committee and Board of Supervisors FROM: Rich Venskoske,Director of Elections DATE: January 14, 2021 RE: Full-time Assistant Registrar Position Frederick County added over 5,000 new voters this past year and with early voting , we increased our votes prior to Election Day by 728.75% over 2016. My current part-time Assistant Registrar has been working 40 plus hours (as much as 15 hours a day) almost every week since she started in August, even though the General Election concluded in November. The Registrar's office currently has two (2) full-time positions, a Director of Elections/General Registrar and a Deputy Registrar. My Assistant Registrar is currently a part-time position originally anticipated to work 24 hours per week. Due to the reasons explained above, an additional full-time Assistant Registrar is necessary. I would like to request the current part-time Assistant Registrar position be converted to a full-time position. The position already exists in the County Salary Administration Plan. The full year cost, including salary and benefits, for a full-time position is $54,341. With an estimated hire date of February 1, 2021, the cost for the remainder of FY21 is $22,642. Funds currently are available in the existing Electoral Board budget to cover the expense for the remainder of FY21. Below are the details of the transfers necessary to convert from full-time to part-time in the current year. ASSISTANT REGISTRAR POSITION (full-time) FYI ONLY-full year salary&fringes $ 54,341 5 months (est. hire 2/1/21) 22,642 FY 21 transfers to cover salary 1301-1006-002 COMP OF ELECTION OFFICIALS (14,000) 1301-1005-000 OVERTIME (6,000) 1301-1003-000 PART TIME/EXTRA HELP (2,642) Funds needed for remainder of FY21 (0) A new full-time position has been submitted with my FY22 budget request. Upon approval to hire in the current year, that request would be withdrawn and replaced with this position. In addition, the FY22 budget request in the amount of$20,000 for the existing part-time position would be eliminated. The Frederick County Electoral Board gives their full support for a Full-time Assistant Registrar. If you have any questions or wish to discuss this in greater detail,please do not hesitate to contact me. Thank you in advance for your consideration. 86 301 r ri•�'-s¢•.. COMMON W,EA L TH OF VIP GINIA Valerie L. Boykin Director Department of Juvenile Justice September 22,2020 Peter Roussos,VJCCCA Plan Contact 21 South Kent Street Suite 102 Winchester,VA 22601 Dear Mr. Roussos: The VJCCCA FY20 end of the year financial certification form for your locality has been received and the expenditure report has been reviewed. According to the report, Frederick/Winchester/Clarke expended$112,292.70 of its total approved budget of$128,358.00. The breakdown of funds expended is as follows: Required Maintenance of Effort: $ 0.00 State Funds Provided to the Locality:$128,358.00 State Funds Expended: $112,292.70 -$112,292.70 Additional Local Funds: $ 0.00 ---------------- ----------------- TOTAL EXPENDITURES: $112,292.70 OWED TO THE STATE: $ 16,065.30 State funds in the amount of$128,358.00 were provided to the locality. Because the state funds were not totally expended,we request that the balance of$16,065.30 be returned to the state by November 1.2020. Please make your check payable to Treasurer,Commonwealth of Virginia and mail it to: Department of Juvenile Justice c/o Petty Cash Cashier PO Box 1110 Richmond,VA 23218-1110 Additional funds for FY21 may not be released to your locality until the FY20 unexpended funds are returned. We thank you for the prompt report and all that your locality does for its youth and families before the Court Service Unit. Sincerely, Beth Mohler Stinnett Statewide Program Manager cc: Chris Boies,County Administrator—Clarke County Mary T.Price, Interim City Manager—City of Winchester Kris Tierney,County Administrator—Frederick County Cheryl B.Shifflet,Finance Director—Frederick County Dee Kirk, Northern Region Program Manager 1 87 302 County of Frederick,VA Report on Unreserved Fund Balance January 13,2021 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 Reserve P&R SGEMF (66,669) C/F school restricted funds (294,943) AA: FY20 CARES funds-public safety salaries 3,861,389 AA: Sanitation Authority debt write-off per agreement (657,083) 2,466,680 Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) COR refund-CAB East LLC (5,945) COR refund-Toyota Lease Trust (7,638) VDEM SHSP grant 60,000 Transfer to County Capital Fund (F/B above 20%) (9,800,000) COR refund-Toyota Lease Trust (6,068) COR refund-disabled veteran (10,437) COR refund-ARI Fleet (7,005) (10,344,518) Fund Balance,January 14,2021 43,871,928 88 303 Mr.Tierney discussed the proposed County Capital Fund. He said staff proposes creating a policy for an annual funding source that could be added to the current Board capital reserve or separately identified. He noted the current unreserved fund balance policy requires 17% (or two months)operating reserve. Mr.Tierney proposed establishing a policy that funds in excess of 20% be transferred annually to a County Capital Fund. He added that creating a Capital Reserve Fund would enable the Board to eliminate the use of Unreserved Fund Balance in the FY 20 proposed budget. The Board discussed annual review of the Capital Fund balance and its use for both short- and long-term capital needs. By consensus, the Board agreed to establish a policy creating a Capital Fund. DIRECTIVES FOR MORE INFORMATION The Board and staff discussed the next steps in reviewing the budget. Mr. Tierney noted that the Board's decision on maintaining the tax rate following the reassessment will be necessary before staff can determine which priorities can be funded in the budget. Supervisor Slaughter requested that the Finance Department review the previously supplied budget scenario in light of identified cost reductions in operating expenses. ADJOURN There being no further business,the work session was adjourned at 6:28 p.m. =MOP Charles S.DeHaven,Jr. PCIerk, Chairman, Board of Supervisors Board oupervisors Minutes Prepared By: 4150WipSW_ Deputy Clerk,Board of Supervisors Minute Book 44 Board of Supervisors Work Session of 2113119 County of Frederick,Virginia 89 304 �IfLcre r� Ireberick Cuuntp, 'Virginia OFFICE OF COMMISSIONER OF THE REVENUE 107 North Kent Street P.O.Box 552 . c'`FMeexT} 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 January 13, 2021 TO: Kris Tierney, County Administrator Cheryl Shiffler, Finance Director Finance Committee FROM: Seth T. Thatcher, Commissioner of the Revenue RE: Cigarette Tax Background: The cigarette tax is a user-tax. Effective July 1, 2021, all counties are authorized to levy a tax on cigarettes (under prior law, only cities, towns, and two counties were authorized to tax cigarettes). The maximum cigarette tax allowed by the Code of Virginia for Counties will be U per cigarette or 40�per pack. This tax applies to cigarettes including bidis/beedies (small cigars) and roll-your-own tobacco. Other tobacco products are subject to the tax as listed below. Loose Leaf Tobacco Products • 42C for each unit less than 4 ounces • 80¢for each unit that is at least 4 ounces but not more than 8 ounces • $1.40 for each unit more than 8 ounces but not more than 24 ounces • Units that exceed 24 ounces are taxed at 42¢per unit plus 42C for each 4-ounce increment that exceeds 16 ounces Moist Snuff 36¢per ounce Liquid Nicotine "Va e Juice" 6.6¢per milliliter Heated Tobacco Products 2.25C per stick All Other Tobacco Products 20%of the manufacturer's sales price Licensed stamping agents are subject to the tax. Stamping agents pay the tax by buying Virginia Revenue Stamps ("cigarette stamps"). They attach a stamp to each pack of cigarettes to show that the tax has been paid for those cigarettes. Most stamping agents are cigarette wholesalers. Cigarette stamps may be purchased from Virginia Tax who is the only authorized dealer of Virginia cigarette stamps. Only licensed stamping agents may purchase Virginia cigarette stamps. Stamps may not be resold. They also may not be purchased from,transferred to, or returned to anyone but Virginia Tax. 90 305 Potential Options for Implementing Cigarette Tax in Counties: OPTION A =Virginia Department of Taxation (VATAX) sells stamps, collects tax, and remits tax to locality OPTION B = Regional cigarette board sells stamps, enforces the tax, and hires and administrator and field inspectors Currently, Northern Virginia Cigarette Tax Board (NVCTB) includes: Fairfax County Hillsboro Clifton City of Fairfax Middleburg Herndon Alexandria Haymarket Vienna Falls Church Dumfries Fredericksburg Manassas Purcellville Round Hill Manassas Park Leesburg Lovettsville Warrenton OPTION C = Commissioner of the Revenue and/or Treasurer's office administers the tax • Wholesaler sends purchase invoice &payment for stamp to locality • Locality ships stamps or has available for in-person purchase • Wholesaler affixes the stamp or imprints a metered stamp on each pack of cigarettes • Locality audits records & performs physical inspections of vendors to ensure cigarette packs have been properly stamped • Locality authorized any refunds for stamps unused, damaged, or unfit for use Recommendations: Frederick County should oversee the cigarette tax program or, alternatively, join a Regional Board rather than have it controlled by VATAX for the following reasons: 1. Any proceeds from confiscated product of non-compliant sellers can be kept locally if program is administered locally. 2. If VATAX administers, we lose timely/accurate reporting as well as the visibility of the detail to validate program compliance. Audits will increase in shared zip codes to make sure the correct locality is getting the tax dollars. This has been observed most recently in the way VA TAX is poorly managing the Games of Skill programs reporting and taxation. 3. IF VATAX administers, they will improve their financial benefits through increased and hidden administration fees to this revenue as needed, leaving the locality at risk for losing this and possibly other locally managed taxes (such as meals/lodging) to the State. 4. Administering locally will allow us to ensure taxpayer compliance and guarantees a constant revenue stream. This may also assist in establishing a robust framework for future taxation of vaping and legalized marijuana, if approved by the General Assembly. S. Local administration of the cigarette tax is currently used successfully by Virginia Cities and Towns. It has become an important way of diversifying local revenue streams to fund local services. Our taxpayers deserve the benefits of this tax to be reinvested in our local community instead of paying overhead at the state level. Furthermore, we should tax the maximum of up to $0.40 per cigarette pack as City of Winchester currently charges $0.50 per pack and administers their own program internally. 91 306 µRi � � E F RDEDOD -� ,� N OUSE EA"SSESSM ENT SETH T THATCHER Commissioner of the Revenue ■ .. 'p 2021 92 EM 9 9- ��N 7umdm A RE Tax = single most important source of revenue for localities All real property is assessed ; tax applies to all unless specifically exempted 0 93 308 P" OWN OM 11111rZI%I DIMINIM 11kilhil C.IJIJ U U� "Reassessment" = periodic mass revaluation process required by law to recalculate fair market value of real property per effective date of January 1 of reassessment year Frederick County = 2-year commissioner1 reassessment cycle of all of the 47,,770 parcels of real estate leve nue 0�9 �z�1 OZ3 2 2 2 94 309 4c� D An a Bid Department Head or Supervisor/Manager Assessors and/or Statisticians Data Collectors Administrative/Secretarial Staff Mapping Specialist (with GIS program ) 95 310 APOWOW O o Educational background in real estate or equivalent Continuing education classes In- house training Familiarity with locality .......... Pursuit of Master Deputy COR certification through UVA/WCC Ask U 011 AMU W � 7LDON COOPER CENTER Ilk "PUBLJC SERVICE r % CONSTITUTIONAL OFFICER EDUCATION PROGRAM 96 311 �O OG� Am OP 1I� 0 �0 OG�� o 0 0 Advantages of In-House: Possible Drawbacks of ➢ trained staff = better Outsourcing: quality assessment may use untrained staff ensures properties are may use data collectors or assessed uniformly staff with no RE background improves outcome response not guaranteed to cost savings to taxpayers taxpayer inquiries control of data = ability to may use a different make adjustments methodology = difficult for taxpayer can contact COR staff to explain to assessor directly with taxpayers questions lack of control over data 97 312 CgTgun�Ngn Dud@@ Frederick County assessors also perform multiple other functions while reassessing: new construction supplementals land use data entry ( r assessor hearings = � taxpayer inquiries tax map maintenance RE record adjustment -public service property multiple tax relief programs (veterans, elderly, disabled etc.) 98 313 D DMM UD dD@ O , Iia�STMALDISMCT Parcels assigned by section to assessors for residential; one assessor for commercial T W E e sts : WINCHESTER" IAAO suggests :gg BACK CRE 1 Full-time Employee/Assessor ;�MIN 2500 Parcels Smaller jurisdictions workload average: 1500-1700 parcels per employee Larger jurisdictions workload average: 3000-3500 parcels per employee Frederick County -- average 7900 parcels per assessor (actually divided up to vary from 5000-10,000 parcels per assessor) 99 314 An Q 0 � D 0 4 VJU SCJ Inspect exterior: observe condition, age, physical depreciation, changes Record : document new data or notations Take photographs Measure : record measurements of new structures to update records � 100 315 R@ G V VI�J� ° a ' � � � � Cdo@9d@ Size and type of construction of all buildings Quality of every aspect of property Number of rooms/bathrooms Amount of sq . footage of structures Flood plain, power lines, other noteworthy issues Type of road, frontage -Quality of location Outbuildings or other improvements 101 316 Q Offft D An O � gffD An O Mail postcard to each resident during early stages requesting info / Review returned info Verify field sheet info with owner Frederick County,Virginia k NFICE DF COMMISSIONER OF THE REVENUE � 107 NORTH KFUT STREET(22601) 5 P.O.BOX 552 —NINCHESTEIR.VA 22W"SS2 � � �rr7nrt rat - d U.S.Palo" 2021 Reassessment Frederick County,Virginia WWrdrraeW,va uaat El­F.4111^,.:ti'iin-i 11­VU-1 P.r1AEt A L 147 The Frederick County Commissioner oflhe Revenue's Ofl7c�w11I A'3L "' begin its 2021 general reassessmerd in July 2019. n rru e� oce;r sr rix•wa�.tbns� Plea"lake this ti rre to review your real Estale property data rnrw.neue,.��z online at www.fcya.us1raasscssrFient.in person,Gr by phonE Flt -- 544.722-8314. TO: I Inf¢makion is ayaila61eon7ine ai xvre.Icva.uslC(7R PfrlrtllElltP hllElftll��lPlldnflPlltlrl'Illlgl'IPiPlldpt Please reference M5 account r: Thank ynrr fnr yar,rr oeoperatior, ry HUMMER LYNWOWA 8U a 1319 HUMMER BARBARA G Ellen E.M u:phy I ro Box 2214 ICorrimMiorser of the Revenue W IHCHESTEre VA 22624-1414 V 102 317 P DMDp - D , Physical data, including specialty rooms Income & lease info Costs exenses « -. p Sales info i tai • _� � .,� .:�. .. �...,a °L N: •a` s f3 w' :41 103 318 � , An O a LD a , O Dg CO Ift Assessors then enter data onsite using hand-held equipment Benefits: no paper = cost savings no data to be input later = time savings minimizes redundancy 9 4 7;11 s ua 104 319 a s O O O 40D D O Merge database & files to create maps Data can be color coded, then displayed Mapping site tied to parcel file Assessors use maps to visually review outcome Certain types of created maps: Parcels: divided into sections by assessor Parcels tracking reassessment completions (updated monthly) Parcel values: FEATURES _AAEA 1 Assessment =AREAS _AREA_3 AREA a Improvements ... s, Land . ` `,' . �, ir House Site Other Acreage 22332 a 320 Assessed at 100% fair market value Fair market value = determined by arms- length sales of property Sales = like & kind properties selling in market Cost approach = replacement cost less depreciation Income approach = capitalizes the revenue from the property 106 321 Physical Deprecation r,Economic Depreciation * (external forces — e. g. ,, g ,, adverse development) Functional Depreciation (outmoded or inadequate design ) - 107 322 Wu�idm7@@b Marshall & Swift (books & updates) cost valuation updated monthly special construction features & types MRIS (sales) Income Surveys (income approach) SLEAC (land use) MLS Multiple Listing Service MARSUIAU &sl�vIT7; Li I s I ti n I g`s 108 323 Real estate as a whole Generally, follows = 50+ submarkets zoning categories TAX EXEMPT Examples: nbbkb%l Open haC`tiab�e G P °{itis Spaces Non- C;OMMERCIAL RESIDENTIAL ReZco, Soho sra�r oCa/ trial G o/s s dh�s In U houses s �Nare Rural Acre Subdi�is%on Strip Convenience S Retai\ Stores of V, �'���` � T°� ens TOV'n °f Stepp Middler City own 109 324 2@9 PQ� Determine the rate for each category: For commercial = use sales, Soso cost, income For residential use sales, cost, limited income FC has developed a sales program to view comparables � - " - Can make mass changes to groups or types of properties by using certain parameters 110 325 An oa0 o0 O olri'[ga�a0WN JURISDICTION REAL ESTATE$ COMMERCIAL i i IMPROV � RO A/S RATIO STUDY BY SUBTYPES&OVERALL CLASSIFI- COST SIZE COST COMP TO COST D SHOULD INCLUDE THE FOLLOWING: CATION RCN LOC RCN COMMER- RCN _ TYPE -- ZONE --- CIAL OR ZONE --- X DEP DEP DEP y Median Wt.Mean VAC VAC VACAAD SALES SALES SALES CO Coif COD STDEV i SOME C 2 COV \ I INCOME g PRD COMBINED COMBINED COMBINED REVIEW REVIEW REVIEW SALES SALES SALES INCOME (MAYBE INCOME) A/S RATIO A/S RATIO A/S RATIO STUDY OF STUDY OF STUDY OF SUBTYPES& SUBTYPES& SUBTYPES& AREAS AREAS AREAS �� 326 RW %An DAA D 4 . � � OHOO dug Update assessment rates Perform queries to ensure complete & accurate Study assessment/sales ratio Commissioner to review prior to final 112 327 O O ° 0 I CUh9ARS3f 2 4RA `I'�III1'd1111 BOX 503 'Mreh=S 'Virginia M& R hg&aing m Beaus.W—--at will bo held by appointment Mass mailin b1tly.To dcbedulr.n appminrmenl,please call Che Indlr.ted telephonenumberb R.D0AM-4—.§DMMendaq.Fnda3•j.. eantt: oma is:rngoi�s�m msnimnnnn m ea m���b.mi.onu�a H [NOTICE OF REAL ESTATE REASSESSMENT FOR 2021!2022 of ruhrnetre 7dYel.nlallee tb feernew 1olt1mi11el1•1,111 1p11rii1 DISUi3PNFnN aSteCIIP MUM a74eAcreage: Wnofice RecordP 225,3„ K eY[8ai 111.1,Namb- r4A113 A 74 911 ME0Cali YA W035 0301 0T 24 TeIg%wne Humber: W722811S reassessed Ilearin&Loca'tloD: UI 0" , SLaeeE. 919nChC$tm'SnlgaalR =1 now L1md [Moovem Ve TOW TaxRxte Reameeead value sraao I IMAM I 1alm � values o rea Tax Maar Land IPapraxarm9rtta Total Valua Rene Tax Amount Ghenna 20207az nmwna 98 W,WO 11.,801, 171,ed0 ,$7 411PoI1.119 R enar,�lam zbla 2019 61,111111 3 1am 1770116 .61 11080.93 estate to a AmrasrlVala<csarcrcJlriivrufl9R95 pGe#a$j0r SeiimaredP�rMmrt4�[uea eveNi #bylLrRgalFsmleA;1, 7 p�en ran saiarrce watt Oban Stare sows. or the fnA}ruT r5drtlKnlW?. Yue Bey obtdir adriitevaaf ia/annaeiore vn[he aC'a4ry$are6s#e�Se'ST'FCVr1, SERA.ffyxm�rrr.�ymrr rsnatas,eaedat mnkeaewlmGynu'wrF'°P}'®*LiabSms 11.11 b1r the sLeRhl deecUime, If urs pa Pearn to grovrde rnf> we tlwt makes tessacveenr erra77eops uu favi,or p+:srn✓gf}J�'rr marker eel s fxo-r finertnsa that makes kr aoxcoxenE irnvinrterEdr To aa��[r ars appovrl+nurrt,�r an l,fnarutg,leer"n°7'de m mrteinga eater,am email io rnaksuetce�r.,ers yr$y calfemg uk hedep&r�mamder•luied hs`a+�c L`pursappeal,ronires may be ratSGtd, rmed,er dowered S.9tti on fwrtaali amra[rvn. taxpayers _ CALL NO LATER THAN K0VEMBEE 2 24.'0 TO SCHEDULE AN APP40iT'MEAT — a 7be 1021 tax raft h moi been sat ax of tons date 7Lr Frrrleri[lc Cuamty$card y'SaPervifan n4 ned dtrn, itr seone8 of Aped 1011 ra sat db ratef-dl of 1011, ;dart 111ilwi nc[gmg co-idf lar aduer4xitrl rn r` Wrnalxyrrr Star Prior m&troeerimg- ### Frederick County Notice of Reassessment Hearings 00# Due to COVd1119, all reassessment hearings will be held VIA online apped forms, Twitten a1,peads, or by pilose conference call. All documentation that su ports your appeal rarest ore submitted with your online a peal, written appeal, or submitte�to our office prior to your scheduled conference call. InXrmatiou concerreart the reassessment notices or to sebeduk a conference call appeal, please call 540.722-5319 between the boars of 9,00 AM to 4.00 P 4 Wonday-Friday). of the Code ofVi===e glnis wales if yore r P Ioage Deem theProPe� pr are rt person uuber-z baa.the gasser cube rrcedexs each assessntemt.etwe,rep skald tramsrnii lbs notice to such owner,at abeir lase knotmn address,immediatedy on ase receipt nbereof of the Cede of Virginia allows for disclosure of certain wn-revenue r'eerRd:d RSaeScriC'q avrkh;g p4pm,I kqx ra'a law tit 3Cttt9r4 113 328 a�ta cces�s : ' ea Es�t d o 0 �u www.fcva. us/re Prop�ii�i erty Information (Map#: 01A 2 3 456) Property Record Card - Search Choose _ type o search ou wish o conduct I Owner F Acreage Description (Map#: 01A 2 3 456) Map# Street Other Improvements (Map#: 01A 2 3 456) Sales Information (Map#: 01A 2 3 456) Transaction History (Map#: 01A 2 3 456) Assessment Values (Map#: 01A 2 3 456) • - -- Building Information (Map#: 01A 2 3 456) • Sketch (Map#: 01A 2 3 456) Photos (Map#: 01A 2 3 456) Rcd ESNtc Apped Form AMN 1 � File APPEAL --- Assessor �► � Hearing 2021 _ 149 Board of Equalization APPEALS Hearin ` g Appeal to or straight to Court 115 330 mum Rq�g�� I W--- A .--Mob OTO-1irl Reassessment Residential Properties 11.03% average increase * Commercial Properties 7.05% average increase @ Current Tax Rate $0.610 $70,914,699.66 Additional Revenue if 8.56% billed at Current Tax Rate increase $5,591,497.09 � Revenue Neutral $0.567 I $65,323,202.57 116 331 BUDGET TRANSFERS DECEMBER 2020 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 12/4/2020 SHERIFF NEW VEHICLE EQUIPMENT 3102 8005 000 000 119,391.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (119,391.00) 12/4/2020 CLEARBROOK PARK TO PURCHASE VENTRAC MOWER 7109 8001 000 000 (15,167.50) SHERANDO PARK 7110 8001 000 000 15,167.50 12/8/2020 PUBLIC SAFETY COMMUNICATIONS APCO MEMBERSHIP DUES FOR NEW DIRECTOR 3506 5506 000 000 (96.00) PUBLIC SAFETY COMMUNICATIONS 3506 5801 000 000 96.00 12/8/2020 SHERIFF NEW VEHICLE TO REPLACE ONE THAT WAS IN AN ACCIDENT 3102 3004 000 002 (28,612.65) SHERIFF 3102 8005 0001 0001 28,612.65 12/8/2020 COUNTY OFFICE BUILDINGS/COURTHOUSE WASHINGTON GAS BILL AT SMITHFIELD AVENUE 4304 5302 000 000 (747.15) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5102 000 086 747.15 12/9/2020 INFORMATION TECHNOLOGY TO PURCHASE NEW ID BADGE PRINTER 1220 5413 000 003 (2,000.00) INFORMATION TECHNOLOGY 1220 5401 000 000 2,000.00 12/14/2020 SHERIFF (2)NEW POSITIONS OPERATING EXPENSES 3102 3001 000 000 525.00 SHERIFF 3102 3004 000 002 4,500.00 SHERIFF 3102 3005 000 000 1,500.00 SHERIFF 3102 3010 000 000 468.00 SHERIFF 3102 5401 000 0001 8,400.00 SHERIFF 3102 5408 000 000 3,000.00 SHERIFF 3102 5409 000 000 6,500.00 SHERIFF 3102 5410 000 000 3,500.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (28,393.00) 12/15/2020 TRANSFERS/CONTINGENCY (2)NEW POSITIONS OPERATING EXPENSES 9301 5890 000 043 (52,935.44) SHIERIFF 3102 1001 000 042 18,167.42 SHERIFF 3102 1001 000 000 24,733.50 SHERIFF 3102 2001 000 0001 3,281.92 SHERIFF 3102 2002 000 000 4,920.73 SHERIFF 3102 2006 000 000 574.87 SHERIFF 3102 2008 000 000 227.38 SHERIFF 3102 2011 000 000 1,029.62 12/21/2020 COUNTY OFFICE BUILDINGS/COURTHOUSE HEATING SMITHFIELD AVENUE 4304 5302 000 000 (500.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5102 000 086 500.00 12/29/2020 REFUSE COLLECTION RENEW NEWSPAPER SUBSCRIPTION 4203 3007 000 000 (100.00) REFUSE COLLECTION 4203 5411 000 000 100.00 12/29/2020 COUNTY OFFICE BUILDINGS/COURTHOUSE COVER DEFICIT IN WATER&SEWER SMITHFIELD 4304 3004 000 053 (400.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5103 000 086 400.00 12/31/2020 REASSESSMENT/BOARD OF ASSESSORS DUES/MEMBERSHIP FOR VAAO 1210 3005 000 000 (600.00) REASSESSMENT/BOARD OF ASSESSORS 1210 5801 000 000 600.00 12/31/2020 FIRE AND RESCUE PROMOTIONS 12/20 3505 1007 000 001 (2,443.00) FIRE AND RESCUE 35051001 000 106 2,443.00 FIRE AND RESCUE 35051007 000 001 (2,179.00) FIRE AND RESCUE 35051001 000 139 2,179.00 FIRE AND RESCUE 35051007 000 001 (2,445.00) FIRE AND RESCUE 35051001 0001 093 2,445.00 FIRE AND RESCUE 3505 1007 000 001 (2,245.00) FIRE AND RESCUE 35051001 000 053 2,445.00 FIRE AND RESCUE 35051007 000 001 (2,416.00) FIRE AND RESCUE 35051001 000 084 2,416.00 FIRE AND RESCUE 35051007 000 001 (2,881.00) FIRE AND RESCUE 35051001 000 085 2,881.00 FIRE AND RESCUE 3505 1007 0001 001 (2,440.00) FIRE AND RESCUE 35051001 0001 092 2,440.00 PUBLIC SAFETY COMMUNICATIONS 35061001 000 010 (33,178.00) PUBLIC SAFETY COMMUNICATIONS 35061001 000 004 (1,848.00) PUBLIC SAFETY COMMUNICATIONS 35061001 000 014 35,026.00 MAINTENANCE ADMINISTRATION 43011003 000 000 (11,860.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5605 000 005 (14,425.00) MAINTENANCE ADMINISTRATION 4301 1001 000 022 26,285.00 12/31/20201C MMONWEALTH'S ATTORNEY ITO FUND PROFESSIONAL SERVICES 2201 i!2,11000 000 (1,000.00) COMMONWEALTH'S ATTORNEY 2201 300 000 000 1,000.00 117 332 County of Frederick General Fund December 31.2020 ASSETS FY21 FY20 Increase 12/31/20 12/31/19 (Decrease) Cash and Cash Equivalents 50,940,101.37 47,326,487.54 3,613,613.83 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: Receivable Arrears Pay Deferred 447,891.28 507,047.18 (59,155.90) *B Taxes,Commonwealth,Reimb.P/P 4,314,216.63 4,149,606.24 164,610.39 Streetlights 797.37 877.83 (80.46) Miscellaneous Charges 79,772.24 56,003.57 23,768.67 Due from Fred.Co.San.Auth. 0.00 657,083.23 (657,083.23) Prepaid Postage 1,315.48 2,817.57 (1,502.09) GL controls(est.rev/est.exp) (15,242,010.15) (14,056,739.35) (1,185,270.80) (1)Attached TOTAL ASSETS 40,543,639.22 38,644,738.81 1,898,900.41 LIABILITIES Accrued Wages Payable 1,532,417.87 1,439,785.27 92,632.60 "B Retainage Payable 60,658.15 91,663.30 (31,005.15) Performance Bonds Payable 641,372.02 945,006.03 (303,634.01) Taxes Collected in Advance 237,581.70 179,791.85 57,789.85 Deferred Revenue 4,394,456.47 4,200,149.65 194,306.82 "C TOTAL LIABILITIES 6,866,486.21 6,856,396.10 10,090.11 EQUITY Fund Balance Reserved: Encumbrance General Fund 1,917,180.22 776,244.80 1,140,935.42 (2)Attached Conservation Easement 4,779.85 4,779.85 0.00 Peg Grant 457,784.03 371,751.60 86,032.43 Prepaid Items 949.63 949.63 0.00 Advances 657,083.23 657,083.23 0.00 Courthouse Fees 487,960.80 453,620.55 34,340.25 Animal Shelter 1,209,505.42 1,181,179.07 28,326.35 Sheriffs Reserve 1,000.00 1,000.00 0.00 Proffers 4,085,258.38 6,323,097.26 (2,237,838.88) (3)Attached Parks Reserve 86,948.99 17,174.06 69,774.93 E-Summons Funds 164,573.40 167,905.08 (3,331.68) VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance 24,167,859.06 21,397,287.58 2,770,571.48 (4)Attached TOTAL EQUITY 33,677,153.01 31,788,342.71 1,888,810.30 TOTAL LIAB.&EQUITY 40,543,639.22 38,644,738.81 1,898,900.41 NOTES: *A Cash increase includes an increase in fund balance,and a decrease in revenue,expenditures,and transfers. (refer to the comparative statement of revenues,expenditures,transfers,and change in fund balance). "B Frederick County has converted to an arrears payroll schedule. *C Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags and motor vehicle registration fees. 118 333 BALANCE SHEET (1)GL Controls FY21 FY20 Inc/(Decrease) Estimated Revenue 197,667,587 190,787,255 6,880,332 Appropriations (97,616,446) (93,352,217) (4,264,230) Est.Transfers to Other Funds (117,210,331) (116,051,677) (1,158,654) Est.Transfers From Other Funds 3,783,655 (3,783,655) Encumbrances 1,917,180 776,245 1,140,935 (15,242,010) (14,056,739) (1,185,271) (2)General Fund Purchase Orders 12/31/20 Amount Cares Act Funds Indicated by Asterisk* Reassessment 28,912.40 2021 Chevrolet Colorado Commonwealth's Attorney 9,237.50 Document Management System.* County Office Buildings 7,065.00 Bowman Library BAS Upgrade Control 8,248.65 Glass Enclosure at Receptionists Desk Public Safety Building 216,060.93 Atmosair Bi-Polar Ionization System for HVAC Systems at County Facilities 30,620.82 2021 Ford Explorer Fire and Rescue 50,780.00 Uniforms 6,312.00 Quarterly Air Testing and Annual Compressor Maintenance 11,792.50 Scott Respirator Adapters and Filters 43,994.00 Kappler Gowns 53,539.00 Training Room Smart System.* 7,094.00 Leonard Custom Cargo Trailer 64,053.90 (2)F250 3/4 Ton Pick Up Crew Cab 25,412.24 (2)Porta Respirators IT 340,837.90 PSB Security Cameras,AS Video Intercom,Round Hill Access Control Cards Parks and Recreation 3,808.75 Ballfield Diamond Mix 5,315.74 Cloud Hosting Services for RECTRAC Software 5,587.50 Thanksgiving SK Event Shirts(750) 10,071.00 Power Pole Relocation for Volleyball Court 2,749.50 Broyhill Stadium Sprayer(Clearbrook) 13,333.00 Hustler 72"Z Mower(Clearbrook) 33,000.40 Ventrac w/Tough Cut and Finish(Sherando) 2,749.50 Broyhill Stadium Sprayer( (Sherando) 13,082.00 Hustler Z Mower(Sherando) Public Works 29,325.40 2021 Chevrolet Colorado Sheriff 7,809.80 Ammunition 8,771.70 Body Armour Vests with Carriers 49,657.16 2020 Transit 350 Passenger Van 7,048.83 (1)Mobile Radio for Transit Passenger Van 11,542.70 Advanced Pole Camera 62,256.87 Taser Upgrade 14,364.08 (2)Motorola Radios 140,673.01 (3)2020 Ford Utility Police Interceptors(1)2020 Ford F150 Pickup 277,462.40 (8)2021 Ford Utility Police SUV 88,971.24 Emergency Equipment 12,675.00 (25)Seiko Printers with Adapters 14,340.00 (40)Microphone Drivers License Readers 34,682.80 2020 Ford Utility Police Interceptor 5,296.00 (2)2019 F150 Bed C/C 5.5 144,445.00 2020 Chevrolet Tahoe&(3)2020 Durangos 14,200.00 Install Emergency Equipment Total 1,917,180.22 Designated (3)Proffer Information Other SCHOOLS PARKS FIRE&RESCUE Projects TOTAL Balance 12/31/2020 1,039,211.95 261,023.70 749,574.47 2,035,448.26 4,085,258.38 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.lmp. 10,000.00 Rt.50 Rezoning 25,000.00 Rt.656&657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 122,557.00 Solid Waste 12,000.00 Stop Lights 52,445.00 Treasurer 700.00 Freedom Manor Transportation 4,250.00 BPG Properties/Rt.11 Corridor 330,000.00 Blackburn Rezoning 452,745.00 Clearbrook Bus.Ctr.Rezoning 2,500.00 Total 2,035,448.26 Other Proffers 12/31/20 (4)Fund Balance Adjusted Beginning Balance 12/31/20 43,878,932.58 Revenue 12/20 89,241,408.39 Expenditures 12/20 (43,883,035.31) Transfers 12/20 (65,069,446.60) Ending Balance 12/20 24,167,859.06 119 334 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance December 31,2020 FY21 FY20 YTD REVENUES: 12/31/20 12/31/19 Actual Appropriated Actual Actual Variance General Property Taxes 135,657,816.00 59,597,432.15 57,630,129.64 1,967,302.51 (1) Other local taxes 39,705,976.00 13,276,193.54 12,962,046.55 314,146.99 (2) Permits&Privilege fees 2,266,235.00 1,160,342.95 1,084,336.57 76,006.38 (3) Revenue from use of money and property 1,395,998.80 189,370.11 814,044.49 (624,674.38) (4) Charges for Services 3,498,694.00 899,584.91 1,622,694.57 (723,109.66) *1 Miscellaneous 550,381.05 285,501.74 242,173.32 43,328.42 Recovered Costs 1,910,958.00 1,145,639.94 1,078,202.98 67,436.96 (5) Proffers 786,985.39 1,029,233.92 (242,248.53) (5) Intergovernmental: Commonwealth 12,449,752.44 11,798,612.61 12,148,344.69 (349,732.08) (6) Federal 157,474.73 17,760.05 44,915.01 (27,154.96) (7) Insurance Recoveries 0.00 9,684.00 7,703.11 1,980.89 Transferred from Cares Act 74,301.00 74,301.00 3,783,654.99 (3,709,353.99) *2 TOTAL REVENUES 197,667,587.02 89,241,408.39 92,447,479.84 (3,206,071.45) EXPENDITURES: General Administration 14,968,928.80 8,424,189.50 10,073,895.56 (1,649,706.06) Judicial Administration 3,138,849.42 1,371,404.53 1,420,334.79 (48,930.26) Public Safety 44,327,604.39 22,173,012.58 22,251,575.71 (78,563.13) Public Works 6,393,201.32 2,749,178.53 2,415,944.36 333,234.17 Health and Welfare 11,203,633.00 4,674,047.76 4,509,337.60 164,710.16 Education 81,308.00 40,654.00 40,654.00 0.00 Parks, Recreation, Culture 7,833,509.09 3,096,989.76 3,938,350.15 (841,360.39) Community Development 2,233,723.91 1,353,558.65 742,841.29 610,717.36 TOTAL EXPENDITURES 90,180,757.93 43,883,035.31 45,392,933.46 (1,509,898.15) (8) OTHER FINANCING SOURCES( USES): Operating transfers from/to 124,646,019.46 65,069,446.60 65,073,708.36 (4,261.76) (9) Excess(deficiency)of revenues&other sources over expenditures &other uses (17,159,190.37) (19,711,073.52) (18,019,161.98) 1,691,911.54 Fund Balance per General Ledger 43,878,932.58 39,416,449.56 4,462,483.02 Fund Balance Adjusted to reflect 24,167,859.06 21,397,287.58 2,770,571.48 Income Statement 12/31/20 *1 Decrease in Parks and Recreation Fees. *2 Transferred from the Board of Supervisors Funds' 120 335 (1)General Property Taxes FY21 FY20 Increase/Decrease Real Estate Taxes 32,170,889 31,260,674 910,215 Public Services 1,238,998 1,422,115 (183,117) Personal Property 25,322,638 24,145,648 1,176,989 Penalties and Interest 606,499 559,048 47,451 Credit Card Chgs./Delinq.Advertising 17,204 17,514 (310) Adm.Fees For Liens&Distress 241,205 225,131 16,074 59,597,432 57,630,130 1,967,303 (2)Other Local Taxes Local Sales Tax 5,925,366.26 5,504,446.97 420,919.29 Communications Sales Tax 344,057.01 376,866.13 (32,809.12) Utility Taxes 1,418,838.02 1,403,486.45 15,351.57 Business Licenses 1,183,311.30 1,362,695.58 (179,384.28) Auto Rental Tax 76,793.31 74,620.98 2,172.33 Motor Vehicle Licenses Fees 398,496.65 443,634.34 (45,137.69) Recordation Taxes 1,451,638.31 1,121,156.66 330,481.65 Meals Tax 21120,223.60 2,230,472.55 (110,248.95) Lodging Tax 342,196.33 429,957.57 (87,761.24) Street Lights 11,282.75 10,749.32 533.43 Star Fort Fees 3,990.00 3,960.00 30.00 Total 13,276,193.54 12,962,046.55 314,146.99 (3)Permits&Privileges Dog Licenses 20,361.00 20,358.00 3.00 Land Use Application Fees 4,025.00 3,200.00 825.00 Transfer Fees 2,189.70 1,866.60 323.10 Development Review Fees 181,243.50 205,342.00 (24,098.50) Building Permits 692,277.62 602,434.54 89,843.08 2%State Fees 8,107.13 6,152.43 1,954.70 Electrical Permits 57,971.00 77,108.00 (19,137.00) Plumbing Permits 17,400.00 16,888.00 512.00 Mechanical Permits 66,321.00 49,597.00 16,724.00 Sign Permits 2,250.00 4,550.00 (2,300.00) Commerical Burning - 50.00 (50.00) Explosive Storage Permits - 200.00 (200.00) Blasting Permits 430.00 195.00 235.00 Institutional Inspections Permit 1,850.00 - 1,850.00 Land Disturbance Permits 105,717.00 95,295.00 10,422.00 Transfer Development Rights - 1,100.00 (1,100.00) Small Cell Tower Permit 200.00 - 200.00 Total 1,160,342.95 1,084,336.57 76,006.38 (4)Revenue from use of Money 99,120.85 754,710.44 (655,589.59) �1 Property 90,249.26 59,334.05 30,915.21 Total 189,370.11 814,044.49 (624,674.38) *1 Difference is due to lower interest rates. 121 336 (5)Recovered Costs FY21 FY20 Increase/Decrease 12/31/2020 12/31/2019 Recovered Costs Treasurer's Office - 30,561.00 (30,561.00) Recovered Costs Social Services 29,654.51 25,789.33 3,865.18 Purchasing Card Rebate 180,864.99 216,723.44 (35,858.45) Recovered Costs-IT/GIS - 15,000.00 (15,000.00) Recovered Costs-F&R Fee Recovery 202,387.24 160,396.96 41,990.28 Recovered Cost Fire Companies 173,664.17 173,429.97 234.20 Recovered Costs Sheriff 80,665.00 51,462.50 29,202.50 Reimbursement Circuit Court 3,954.12 4,198.15 (244.03) Reimb.Public Works/Planning Clean Up 300.00 725.00 (425.00) Clarke County Container Fees 27,996.20 25,081.54 2,914.66 City of Winchester Container Fees 28,469.00 19,889.10 8,579.90 Refuse Disposal Fees 61,111.73 51,885.68 9,226.05 Recycling Revenue 11,650.00 14,543.16 (2,893.16) Sheriff Restitution 230.52 250.60 (20.08) Container Fees Bowman Library 667.59 942.02 (274.43) Restitution-Other - 3,180.00 (3,180.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 8,271.70 13,673.45 (5,401.75) Reimb.Task Force 37,043.06 36,010.04 1,033.02 Reimb.Elections 5,230.00 1,802.57 3,427.43 Westminister Canterbury Lieu of Tax 18,961.80 18,961.80 - Labor-Grounds Maint.Fred.Co.Schools 208,669.51 107,404.78 101,264.73 Comcast PEG Grant 43,743.50 44,770.00 (1,026.50) Fire School Programs 10,610.00 9,829.00 781.00 Clerks Reimbursement to County 6,075.10 5,003.86 1,071.24 Equip-Grounds Maint.Fred.Co.Schoolds - 33,500.27 (33,500.27) Reimb.Sheriff 5,420.20 12,438.76 (7,018.56) Subtotal Recovered Costs 1,145,639.94 1,078,202.98 67,436.96 Proffer Redbud Run - 19,362.00 (19,362.00) Proffer Southern Hills 166,126.22 172,515.69 (6,389.47) Proffer Snowden Bridge 436,170.77 577,166.31 (140,995.54) Proffer Cedar Meadows 68,334.00 117,144.00 (48,810.00) Proffer Madison Village 108,854.40 - 108,854.40 Proffer Freedom Manor 7,500.00 1,750.00 5,750.00 Proffer The Village At Middletown - 141,295.92 (141,295.92) Subtotal Proffers 786,985.39 1,029,233.92 (242,248.53) Grand Total 1,932,625.33 2,107,436.90 (174,811.57) 122 337 (6)Commonwealth Revenue FY21 FY20 12/31/20 12/31/19 Increase/Decrease Motor Vehicle Carriers Tax 35,394.04 36,457.81 (1,063.77) Mobile Home Titling Tax 34,430.84 60,989.94 (26,559.10) Recordation Taxes - 220,378.64 (220,378.64) *1 P/P State Reimbursement 6,526,528.18 6,526,528.18 - State Noncateforical Funding 25,920.00 - 25,920.00 Shared Expenses Comm.Atty. 213,718.65 231,273.89 (17,555.24) Shared Expenses Sheriff 1,054,442.57 1,056,117.88 (1,675.31) Shared Expenses Comm.of Rev. 91,606.60 96,271.02 (4,664.42) Shared Expenses Treasurer 71,744.87 71,574.04 170.83 Shared Expenses Clerk 186,634.01 190,924.50 (4,290.49) Public Assistance Grants 2,689,561.14 2,725,612.76 (36,051.62) Litter Control Grants 14,931.00 13,000.00 1,931.00 Four-For-Life Funds 96,393.44 - 96,393.44 Emergency Services Fire Program 286,630.00 273,930.00 12,700.00 DMV Grant Funding 9,436.69 13,641.39 (4,204.70) Parks State Grants 69,351.58 190,845.50 (121,493.92) State Grant Emergency Services 2,772.00 39,646.20 (36,874.20) Sheriff State Grants 12,086.66 36,329.10 (24,242.44) JJC Grant Juvenile Justice 32,090.00 64,180.00 (32,090.00) Rent/Lease Payments 113,469.85 133,208.38 (19,738.53) Wireless 911 Grant 116,998.76 110,262.58 6,736.18 State Forfeited Asset Funds 1,922.18 5,185.00 (3,262.82) Victim Witness-Commonwealth Office 112,549.55 51,987.88 60,561.67 Total 11,798,612.61 12,148,344.69 (349,732.08) *I Recordation Taxes will not be distributed from the Commonwealth in FY21. 123 338 County of Frederick General Fund December 31, 2020 (7) Federal Revenue FY21 FY20 Increase/Decrease Payments in Lieu of Taxes - 142.00 (142.00) Federal Forfeited Assets 5,349.82 6,837.80 (1,487.98) Housing Illegal Aliens-Federal - 15,175.00 (15,175.00) Federal Funds Sheriff 12,410.23 22,760.21 (10,349.98) Total 17,760.05 44,915.01 (27,154.96) (8) Expenditures Expenditures decreased $1.5 million. General Administration decreased $1.7 million and Reflect the purchase of Sunnyside Plaza for $2.1 million in the previous year. Public Works increased $333,234.17 and includes $365,716.51 for the Albin Compactor Site. The Parks and Recreation decrease of$841,360.39 was impacted by the Clearbrook Park Parking Expansion Project and the Sherando Park Recreation Access Project in FY20. Community Development increased $610,717.36 and reflects the $614,301.00 budgeted transfer to the Economic Development Authority. The transfers decreased $4,261.76. See Chart below: (9)Transfers Decreased $4,261.76 FY21 FY20 Increase/Decrease Transfer to School Operating Fund 45,846,367.24 43,795,984.71 2,050,382.53 *1 Transfer to Debt Service Schools 8,542,765.50 8,124,150.00 418,615.50 Transfer to Debt Service County 1,598,251.32 1,576,296.86 21,954.46 *2 Operational Transfers (28,700.53) 69,001.50 (97,702.03) *3 Reserve for Merit/COLA Increases 29,858.07 3,755.29 26,102.78 Reserve for Capital 9,800,000.00 11,504,520.00 (1,704,520.00) Operational Contingency 1 (719,095.00) - 1 (719,095.00) *4 Total 1 65,069,446.60 1 65,073,708.36 1 (4,261.76) *1 School Operating FY21 includes$1,397,457.67 C/F Encumbrances and $294,942.57 for FY20 unspent restricted funds. Additionally, $44,153,967.00 for half of the School Operating. The FY20 total was$225,545.15 C/F Encumbrances and $347,857.06 represents restricted grant funds received and $43,222,582.50 for half of the School Operating. *2 Payments include the Bowman Library,the City of Winchester for Courtroom, Roof,and HVAC Projects, Millwood Station, Roundhill, Public Safety,and the Animal Shelter. *3 Timing of Insurance Charge Outs. *4 Reimburse Contingency for Capital. 124 339 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER December 31, 2020 ASSETS FY21 FY20 Increase 12/31/2020 12/31/19 (Decrease) Cash 11,000,598.94 11,853,954.50 (853,355.56) *1 Receivable Arrears Pay Deferred 123,198.38 135,924.66 (12,726.28) Receivables Other 0.00 0.00 0.00 GL controls(est.rev/est.exp) (1,453,967.80) (2,129,198.39) 675,230.59 TOTAL ASSETS 9,669,829.52 9,860,680.77 (190,851.25) LIABILITIES Accrued Wages Payable 440,238.90 425,780.15 14,458.75 Accrued Operating Reserve Costs 2,679,115.00 2,614,497.00 64,618.00 TOTAL LIABILITIES 3,119,353.90 3,040,277.15 79,076.75 EQUITY Fund Balance Reserved Encumbrances 13,369.76 45,904.70 (32,534.94) Undesignated Fund Balance 6,537,105.86 6,774,498.92 (237,393.06) *2 TOTAL EQUITY 6,550,475.62 6,820,403.62 (269,928.00) TOTAL LIABILITY & EQUITY 9,669,829.52 9,860,680.77 (190,851.25) NOTES: *1 Cash decreased $853,355.56. Refer to the following page for comparative statement of revnues and expenditures and changes in fund balance. *2 Fund balance decreased $237,393.06. The beginning balance was $6,695,415.04 and includes adjusting entries, budget controls FY21($1,441,534.00) and the year to date revenue less expenditures $1,283,224.82. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing: 18,734.66 Compensation Board Reimbursement 12/20 566,073.64 Total 584,808.30 125 340 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance December 31 , 2020 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21 FY20 REVENUES: 12/31/20 12/31/19 YTD Actual Appropriated Actual Actual Variance Credit Card Probation - 246.41 242.84 3.57 Interest 100,000.00 3,490.13 36,174.09 (32,683.96) Salvage/Surplus - - 475.00 (475.00) Supervision Fees 87,376.00 15,126.25 22,872.50 (7,746.25) Drug Testing Fees 1,000.00 90.00 - 90.00 Work Release Fees 380,000.00 95,929.20 167,716.29 (71,787.09) Prisoner Fees From Other Localities 0.00 55.00 79.32 (24.32) Federal Bureau Of Prisons 0.00 0.00 1,430.00 (1,430.00) Local Contributions 7,706,061.00 5,190,282.00 5,679,402.75 (489,120.75) Miscellaneous 14,000.00 7,238.55 7,887.41 (648.86) Phone Commissions 600,000.00 238,746.40 102,052.27 136,694.13 Food &Staff Reimbursement 82,000.00 28,489.97 37,018.27 (8,528.30) Elec.Monitoring Part.Fees 126,000.00 26,184.96 36,432.31 (10,247.35) Share of Jail Cost Commonwealth 1,275,000.00 303,440.00 320,085.46 (16,645.46) Medical & Health Reimb. 58,000.00 15,655.87 18,984.41 (3,328.54) Shared Expenses CFW Jail 5,750,000.00 2,311,721.28 2,328,851.76 (17,130.48) State Grants 365,050.00 84,129.00 84,809.00 (680.00) D.J.C.P. Grant 0.00 0.00 66,392.00 (66,392.00) Local Offender Probation 247,933.00 67,473.00 0.00 67,473.00 Bond Proceeds 0.00 0.00 1,236,529.57 (1,236,529.57) Transfer From General Fund 5,520,958.00 4,140,718.50 3,803,653.50 337,065.00 TOTAL REVENUES 22,313,378.00 12,529,016.52 13,951,088.75 (1,422,072.23) EXPENDITURES: 23,780,715.56 11,245,791.70 10,566,939.28 678,852.42 Excess(Deficiency)of revenues over expenditures (1,467,337.56) 1,283,224.82 3,384,149.47 (2,100,924.65) FUND BALANCE PER GENERAL LEDGER 5,253,881.04 3,390,349.45 1,863,531.59 Fund Balance Adjusted To Reflect 6,537,105.86 6,774,498.92 (237,393.06) Income Statement 12/31/20 _ 126 341 County of Frederick Fund 12 Landfill December 31, 2020 FY21 FY20 Increase ASSETS 12/31/20 12/31/19 (Decrease) Cash 37,315,045.88 37,795,364.01 (480,318.13) Receivables: Accounts Receivable 8,990.11 2,588.65 6,401.46 Fees 507,048.76 598,586.61 (91,537.85) *1 Receivable Arrears Pay Deferred 21,520.06 24,905.02 (3,384.96) Allow.Uncollectible Fees (84,000.00) (84,000.00) 0.00 Fixed Assets 56,682,005.22 52,132,978.40 4,549,026.82 Accumulated Depreciation (35,591,828.07) (33,332,386.56) (2,259,441.51) GL controls(est.rev/est.exp) (2,632,745.00) (3,590,102.30) 957,357.30 TOTAL ASSETS 56,226,036.96 53,547,933.83 2,678,103.13 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay 195,919.35 175,948.75 19,970.60 Accrued Remediation Costs 14,012,177.36 13,590,045.91 422,131.45 *2 Deferred Revenue Misc.Charges 8,990.11 2,588.65 6,401.46 Accrued Wages Payable 57,529.70 55,847.62 1,682.08 TOTAL LIABILITIES 14,274,616.52 13,824,430.93 448,503.51 EQUITY Fund Balance Reserved: Encumbrances 38,953.00 0.00 38,953.00 *3 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 32,054,025.44 29,865,060.90 2,188,964.54 *4 TOTAL EQUITY 41,951,420.44 39,723,502.90 2,227,917.54 TOTAL LIABILITY AND EQUITY 56,226,036.96 53,547,933.83 2,678,103.13 NOTES: *1 Landfill receivables decreased$91,537.85. Landfill fees at 12/20 were$625,414.25 compared to$576,340.57 at 12/19 for an increase of$49,073.68. Delinquent fees at 12/20 were$71,008.70 compared to$67,587.38 at 12/19 for an increase of$3,421.32. *2 Remediation increased$422,131.45 that includes$316,375.00 for post closure and$105,756.45 in interest. *3 The encumbrance balance at 12/31/20 was$38,953.00 for an upgrade to software(Cares Act funds). *4 Fund balance increased$2,188,964.54. The beginning balance was$34,554,088.65 and includes adjusting entries,budget controls for FY21(1,273,430.00),C/F($1,327,298.00),and$100,664.79 for a year to date revenue less expenses. 127 342 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance December 31, 2020 FUND 12 LANDFILL FY21 FY20 YTD REVENUES 12/31/20 12/31/19 Actual Appropriated Actual Actual Variance Credit Card Charges 0.00 2,824.80 3,031.20 (206.40) Interest on Bank Deposits 300,000.00 13,862.59 161,427.49 (147,564.90) Salvage and Surplus 110,000.00 72,641.50 58,855.35 13,786.15 Sanitary Landfill Fees 7,268,650.00 3,470,757.38 3,345,871.12 124,886.26 Charges to County 0.00 348,361.25 301,938.07 46,423.18 Charges to Winchester 0.00 112,917.20 81,579.40 31,337.80 Tire Recycling 181,640.00 174,572.21 183,262.40 (8,690.19) Reg.Recycling Electronics 80,000.00 18,960.00 24,234.00 (5,274.00) Greenhouse Gas Credit Sales 10,000.00 0.00 3,200.00 (3,200.00) Miscellaneous 0.00 0.00 105.00 (105.00) Renewable Energy Credits 55,714.00 6,269.90 29,219.30 (22,949.40) Landfill Gas To Electricity 367,920.00 143,508.02 114,895.91 28,612.11 Insurance Recoveries 0.00 0.00 0.00 0.00 TOTAL REVENUES 8,373,924.00 4,364,674.85 4,307,619.24 57,055.61 Operating Expenditures 5,840,465.00 1,798,803.34 2,171,390.96 (372,587.62) Capital Expenditures 5,205,157.00 2,465,206.72 2,478,480.49 (13,273.77) TOTAL Expenditures 11,045,622.00 4,264,010.06 4,649,871.45 (385,861.39) Excess(defiency)of revenue over expenditures (2,671,698.00) 100,664.79 (342,252.21) 442,917.00 Fund Balance Per General Ledger 31,953,360.65 30,207,313.11 1,746,047.54 FUND BALANCE ADJUSTED 32,054,025.44 29,865,060.90 2,188,964.54 128 343 County of Frederick,VA Report on Unreserved Fund Balance January 13,2021 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 Reserve P&R SGEMF (66,669) C/F school restricted funds (294,943) AA: FY20 CARES funds-public safety salaries 3,861,389 AA: Sanitation Authority debt write-off per agreement (657,083) 2,466,680 Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) COR refund-CAB East LLC (5,945) COR refund-Toyota Lease Trust (7,638) VDEM SHSP grant 60,000 Transfer to County Capital Fund (F/B above 20%) (9,800,000) COR refund-Toyota Lease Trust (6,068) COR refund-disabled veteran (10,437) COR refund-ARI Fleet (7,005) (10,344,518) Fund Balance,January 14,2021 43,871,928 129 344 Government Finance Officers Association 203 North LaSalle Street, Suite 2700 Chicago, Illinois 60601-1210 312.977.9700 fax: 312.977.4806 October 22, 2020 Cheryl B. Shiffler Finance Director County of Frederick 107 North Kent St. Winchester, Virginia 22601 Dear Ms. Shiffler: A panel of independent reviewers has completed its examination of your Popular Annual Financial Report (PAFR) submitted to Government Finance Officers Association (GFOA). We are pleased to notify you that your PAFR for the fiscal year ended June 30, 2019, has substantially met the requirements of the PAFR Program. In the absence of authoritative standards governing the presentation, these requirements are based on an evaluation of information presented, reader appeal, understandability, distribution, and other elements (such as whether the PAFR is a notable achievement for the government given the government's type and size, and the PAFR's creativity and usefulness). The report received a weighted average score of 75.00 percent or above from three of the four highest individual reviews. Each entity submitting a report to the PAFR Program is provided with confidential comments and suggestions for possible improvements in the subsequent year's presentation. Your comments and suggestions, as well as a "Summary of Grading"form, are enclosed.We urge you to carefully consider the suggestions offered by our reviewers as you prepare your next PAFR. Continuing participants will find a Certificate and brass medallion enclosed with these results. The brass medallion may be mounted on your ten-year plaque. First-time recipients will find a Certificate enclosed with these results and will receive a plaque in approximately 10 weeks.We hope that appropriate publicity will be given to this notable achievement. A sample news release has been enclosed. A current holder of a PAFR Award may include a reproduction of the Certificate in its immediately subsequent PAFR. A camera-ready copy of your Certificate is enclosed for that purpose. If you reproduce your Certificate in your next report, please refer to the enclosed instructions. Washington,DC Office Federal Liaison Center, 660 North Capitol Street, NW, Suite 410 • Washington, DC 20001 • 202.393.8020 Jax: 202.393.0780 xt-W4.30.org 345 Cheryl B. Shiffler October 22, 2020 Page 2 The PAFR Award is valid for one year. To continue your participation in the program, it will be necessary for you to submit your next PAFR to GFOA within six months of the end of your entity's fiscal year. A Popular Annual Financial Reporting Award Program Application is posted on GFOA's website at www.gfoa.org. Over the course of the year, we are anticipating some changes to our application process. We will still be asking governments for the same documents we asked for in the past, but we are encouraging electronic submissions to pafr@gfoa.org and expect to be making other changes going forward. We will keep members informed of any changes via email, and application instructions will be updated on our website. We appreciate your participation in this program,and we sincerely hope that your example will encourage others in their efforts to achieve and maintain a well-presented PAFR. If we can be of further assistance, please do not hesitate to contact the PAFR Program staff in the Technical Services Center at (312) 977- 9700. Sincerely, Michele Mark Levine Director, Technical Services Center Enclosures 131 346 0 GOVERNMENT FINANCE OFFICERS ASSOCIATION NEWS RELEASE FOR IMMEDIATE RELEASE October 22, 2020 For more information,contact: Michele Mark Levine,Director/TSC Phone: (312)977-9700 Fax: (312)977-4806 E-mail: mlevine@gfoa.org (Chicago, Illinois) — Government Finance Officers Association is pleased to announce that County of Frederick, Virginia has received GFOA's Award for Outstanding Achievement in Popular Annual Financial Reporting (PAFR award). The award represents a significant achievement by the entity.In order to be eligible for the PAFR award, a government must also submit its comprehensive annual financial report(CAFR)to GFOA's Certificate of Achievement for Excellent in Financial Reporting Program and receive the CAFR award for the current fiscal year. Each eligible report is reviewed by judges who evaluate the report based on the following categories: reader appeal,understandability,distribution methods,creativity and other elements. Government Finance Officers Association (GFOA)advances excellence in government finance by providing best practices, professional development, resources, and practical research for more than 21,000 members and the communities they serve. 203 NORTH LASALLE STREET, SUITE 2700, CHICAGO, ILLINOIS 60601-1210 LL 347 Government Finance Officers Association 203 North LaSalle Street,Suite 2700 Chicago,Illinois 60601-1210 312.977.9700 fax:312.977.4806 10/12/2020 Kris Tierney Administrator County of Frederick,Virginia Dear Mr. Tierney: We are pleased to notify you that your comprehensive annual financial report (CAFR) for the fiscal year ended June 30, 2019 qualifies for GFOA's Certificate of Achievement for Excellence in Financial Reporting. The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting,and its attainment represents a significant accomplishment by a government and its management. When a Certificate of Achievement is awarded to a government, an Award of Financial Reporting Achievement(AFRA)is also presented to the individual(s)or department designated by the government as primarily responsible for its having earned the Certificate. This award has been sent to the submitter as designated on the application. We hope that you will arrange for a formal presentation of the Certificate and Award of Financial Reporting Achievement, and give appropriate publicity to this notable achievement. A sample news release is included to assist with this effort. We hope that your example will encourage other government officials in their efforts to achieve and maintain an appropriate standard of excellence in financial reporting. Sincerely, Michele Mark Levine Director,Technical Services 133 348 GOVERNMENT FINANCE OFFICERS ASSOCIATION NEWS RELEASE FOR IMMEDIATE RELEASE 10/12/2020 For more information contact: Michele Mark Levine,Director/TSC Phone: (312)977-9700 Fax: (312)977-4806 Email: mlevine@gfoa.org (Chicago, Illinois)--Government Finance Officers Association of the United States and Canada (GFOA) has awarded the Certificate of Achievement for Excellence in Financial Reporting to County of Frederick for its comprehensive annual financial report (CAFR) for the fiscal year ended June 30, 2019. The CAFR has been judged by an impartial panel to meet the high standards of the program, which includes demonstrating a constructive"spirit of full disclosure"to clearly communicate its financial story and motivate potential users and user groups to read the CAFR. The Certificate of Achievement is'the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. Government Finance Officers Association(GFOA)advances excellence in governmentfinance byproviding best practices,professional development, resources, and practical research for more than 21,000 members and the communities they serve. 203 NORTH LASALLE STREET, SUITE 2700, CHICAGO, ILLINOIS 60601-1210 349 December 1,2020 Jennifer Place Risk Manager/Budget Analyst Frederick County 107 North Kent Street Winchester,VA 22601 Dear Ms.Place: We are pleased to inform you, based on the examination of your budget document by a panel of independent reviewers, that your budget document has been awarded the Distinguished Budget Presentation Award from Government Finance Officers Association (GFOA) for the current fiscal period. This award is the highest form of recognition in governmental budgeting. Its attainment represents a significant achievement by your organization. The Distinguished Budget Presentation Award is valid for one year. To continue your participation in the program, it will be necessary to submit your next annual budget document to GFOA within 90 days of the proposed budget's submission to the legislature or within 90 days of the budget's final adoption. A Distinguished Budget Program application is posted on GFOA's website. This application must be completed and accompany your next submission. (See numbers 12 and 13 on page 2 of the application for fee information and submission instructions.) Each program participant is provided with confidential comments and suggestions for possible improvements to the budget document. Your comments are enclosed. We urge you to carefully consider the suggestions offered by our reviewers as you prepare your next budget. When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition for Budget Presentation is also presented to the individual(s) or department designated as being primarily responsible for its having achieved the award. Enclosed is a Certificate of Recognition for Budget Preparation for: Finance Department Continuing participants will find a brass medallion enclosed with these results. First-time recipients will receive an award plaque that will be mailed separately and should arrive within eight to ten weeks. Also enclosed is a camera-ready reproduction of the award for inclusion in your next budget. If you reproduce the camera-ready image in your next budget, it should be accompanied by a statement indicating continued compliance with program criteria. The following standardized text should be used: 135 350 Jennifer Place December 1,2020 Page 2 Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to Frederick County, Virginia, for its Annual Budget for the fiscal year beginning July 1, 2020. In order to receive this award, a governmental unit must publish a budget document that meets program criteria as a policy document, as a financial plan, as an operations guide,and as a communications device. This award is valid for a period of one year only. We believe our current budget continues to conform to program requirements, and we are submitting it to GFOA to determine its eligibility for another award. A press release is enclosed. Upon request, GFOA can provide a video from its Executive Director congratulating your specific entity for winning the Budget Award. We appreciate your participation in this program, and we sincerely hope that your example will encourage others in their efforts to achieve and maintain excellence in governmental budgeting. The most current list of award recipients can be found on GFOA's website at www.gfoa.org. If we can be of further assistance,please contact the Technical Services Center at(312)977-9700. Sincerely, Michele Mark Levine Technical Services Center Enclosure 136 351 FOR IMMEDIATE RELEASE December 1,2020 For more information,contact: Technical Services Center Phone: (312)977-9700 Fax: (312)977-4806 E-mail:budgetawards@gfoa.org (Chicago, Illinois)--Govenunent Finance Officers Association is pleased to announce that Frederick County,Virginia,has received GFOA's Distinguished Budget Presentation Award for its budget. The award represents a significant achievement by the entity. It reflects the commitment of the governing body and staff to meeting the highest principles of governmental budgeting. In order to receive the budget award, the entity had to satisfy nationally recognized guidelines for effective budget presentation. These guidelines are designed to assess how well an entity's budget serves as: ■ a policy document ■ a financial plan ■ an operations guide ■ a communications device Budget documents must be rated "proficient" in all four categories, and in the fourteen mandatory criteria within those categories,to receive the award. When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of Recognition for Budget Presentation is also presented to the individual(s) or department designated as being primarily responsible for having achieved the award. This has been presented to Finance Department. There are over 1,600 participants in the Budget Awards Program. The most recent Budget Award recipients, along with their corresponding budget documents, are posted quarterly on GFOA's website. Award recipients have pioneered efforts to improve the quality of budgeting and provide an excellent example for other governments throughout North America. Government Finance Officers Association (GFOA) advances excellence in government finance by providing best practices, professional development, resources and practical research for more than 20,500 members and the communities they serve. 137 352 4tiGK. �oG� OFFICE OF VOTER REGISTRATION * Richard M.Venskoske Director of Elections w 107 N. Kent Street,Suite 102,Winchester,VA 22601-5039 E-mail: rich.venskoske@fcva.us Telephone: 540-665-5660 TO: Finance Committee and Board of Supervisors FROM: Rich Venskoske, Director of Elections DATE: January 14, 2021 RE: Supplemental Budget Request Excess In my memorandum dated July 8, 2020, Supplemental Budget Request for the November 3, 2020 General and Special Election, I requested a $94,577 supplemental appropriation to fund the No Excuse Early Voting (NEEV)that the General Assembly had recently passed for the November 3rd Election. With the additional CARES funds, I received from the state, the full $94,577 was not needed. My intentions from the beginning, was to return anything that was not needed. Of the $94,577 appropriated for NEEV, only $60,372 was needed. I am returning $34,205 back to the General Fund. I know I can count on the Finance Committee and the Frederick County Board of Supervisors to provide the funds needed for all elections and want to make sure I do my part and give back what I do not use. Please see below, the summary of the total cost of the November 3, 2020 Election. NOVEMBER 2020 ELECTION NO EXCUSE EARLY VOTING Supplemental Appropriation 94,577 Expenses 60,372 Balance 34,205 CARES/COVID Supplemental Appropriation 74,301 Expenses 74,301 Balance 0 NON NEEV/CARES Expenses 71,997 TOTAL ELECTION EXPENSE 206,669 If you have any questions or wish to discuss this in greater detail, please do not hesitate to contact me. 138 353 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: January 27, 2021 ��Gt• Agenda Section: Planning Commission Business - Other Planning Business Title: REZ #06-19 - Winchester Medical Center Attachments: BOS 1-27-21 REZ06-19W MC.pdf 354 CO� REZONING APPLICATION#06-19 qw ` WINCHESTER MEDICAL CENTER, INC. a Staff Report for the Board of Supervisors Prepared: January 19,2021 Staff Contact: Candice Perkins, AICP, Assistant Director 1738 Reviewed Action Planning Commission: 12/18/19 Recommended Approval Board of Supervisors: 01/08/20 Postponed Board of Supervisors: 01/22/20 Postponed Board of Supervisors: 02/26/20 Postponed Board of Supervisors: 03/11/20 Denied Board of Supervisors: 04/08/20 Denial Rescinded Board of Supervisors: 09/23/20 Postponed Board of Supervisors: 11/12/20 Postponed Board of Supervisors: 12/09/20 Postponed Board of Supervisors: 01/27/21 Pending PROPOSAL: This is a proposed proffer amendment for revisions to the approved Generalized Development Plan(GDP)and text associated with Rezoning 902-03 which rezoned parcel 53-A-68 to the B2 (General Business) and MS (Medical Support) Districts with proffers. The site consists of 37.5424+/- acres zoned B2 (General Business) District and 51.8675+/- acres zoned MS (Medical Support) District. The approved GDP labeled individual land bays with specific uses; the Applicant proposes to remove the uses shown on the proffered GDP to allow for potential alternative development. The Applicant is also proposing to remove proffer 3 from the landscape design features which required a landscaped roundabout. The Owner did not incorporate the proffered roundabout in their design and therefore internal road system was constructed without this feature. LOCATION: The subject property is on the northern side of Route 50 West and west of Route 37. EXECUTIVE SUMMARY AND STAFF CONCLUSIONS FOR THE 01/27/21 BOARD OF SUPERVISORS MEETING: At the Board of Supervisors meeting on March 11,2020,Rezoning 906-19 was denied. The Board of Supervisors then rescinded this denial on April 8,2020 to enable the application to be reconsidered at a future meeting. Following the April 8, 2020 meeting,the Applicant submitted revised proffers with a final signature date of April 17,2020 for consideration—the rezoning was then postponed in September and November of 2020. On November 12, 2020, the Applicant submitted a revised proffer and a GDP dated November 11, 2020. The revised proffer and GDP incorporate the following text: 8. The Owner proffers to convey one joint access and utility easement to Botanical Blvd.for the properties west of Botanical Blvd. -Such easement shall be in a location directly across from Marriott Drive. -Such easement shall have a maximum width of fifty feet (50). Should the owner(s) of the properties west ofBotanical Blvd. require any additional property from the Owner,such adjoining property owners) would need to obtain approval and agreements from the Owner. 355 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 2 -Such easement shall have proper consideration. The Owner and the owners of the adjoining properties are currently in discussions concerning consideration to be given in exchange for the aforementioned easement conveyance. -It is the sole responsibility of the adjoining property owners) to comply with all requirements of Frederick County and VDOT for permits and all entrance approvals and permissions to include, but not be limited to, signalization and/or other items associated with obtaining approval for such entrance to Botanical Blvd. -It is further understood and agreed by Frederick County that any trips generated by properties west ofBotanical Blvd will not count towards the 14,000 TPD limit currently placed on the subject property. Staff would note that portions of this proffer are not enforceable by Frederick County(see the bold text above). The language that relates to"proper consideration"and"discussions concerning consideration" would only concern private negotiations and agreements between the Winchester Medical Center and the properties west of Botanical Blvd. Application History: • The Planning Commission recommended approval of the application at their December 18, 2019 meeting. • The Board of Supervisors discussed this item on January 8, 2020. At this meeting, questions arose about Botanical Boulevard and access by adjoining properties that were shown on the approved MDP for this development. The Board postponed action on the amendment until the January 22,2020 meeting to allow the Applicant to provide clarification on access to Botanical Boulevard by adjoining properties. o Following the January 8d'meeting,the Applicant removed all references on the GDP for access for the adjacent property to Botanical Boulevard. • The Board of Supervisors at their January 22"d meeting postponed the application to the February 26h meeting. • The Board of Supervisors at their February 26b meeting postponed the application to the March I Vb meeting. • The Board of Supervisors denied the rezoning at the March 11, 2020 meeting. • The Board of Supervisors rescinded the vote for denial at the April 8, 2020 meeting and the rezoning application would be reconsidered at a future meeting. • Applicant submitted revised proffers with a final signature date of April 17, 2020 for consideration. o The text of the proffers dated April 17, 2020 remains fundamentally unchanged from the original application the Board of Supervisors postponed on January 8, 2020. The April proffer statement(see proffer 8)and the proffered GPD(dated October 19,2019, revised April 9, 2020)both contain the following text "Entrance to Botanical Blvd— Entrance to residential use areas shall be granted by Winchester Medical Center after future rezoning petition, transportation impact analysis and proffers for these areas are approved by VDOT and Frederick County". The revised April proffer only adds back the original notes. o The properties referenced in this note are no longer residential use areas as they were rezoned with Rezoning 408-08 (Botanical Square),an impact analysis and proffer were 356 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 3 created which were approved by both VDOT and Frederick County. It is unclear why the note remains unchanged as these items listed have already been completed. • On November 12,2020,the Applicant submitted revised proffers with a final signature date of November 11, 2020. • The Board of Supervisors at their September 23, 2020 and November 12, 2020 meetings postponed the application. • On December 7, 2020,the Applicant requested that the rezoning be taken off the December 9, 2020 agenda and scheduled for the January 27, 2021 meeting. The rezoning application remains unchanged since the December 2020 agenda. Followinz the public meeting, a decision rezonin,-this rezonin,-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. 357 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 4 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 application. It may also be useful to others interested in this zoning matter. Unresolved issues concerning this application are noted by Staff where relevant throughout this Staff report. Reviewed Action Planning Commission: 12/18/19 Recommended Approval Board of Supervisors: 01/08/20 Postponed Board of Supervisors: 01/22/20 Postponed Board of Supervisors: 02/26/20 Postponed Board of Supervisors: 03/11/20 Denied Board of Supervisors: 04/08/20 Denial Rescinded Board of Supervisors: 09/23/20 Postponed Board of Supervisors: 11/12/20 Postponed Board of Supervisors: 12/09/20 Postponed Board of Supervisors: 01/27/20 Pending PROPOSAL: This is a proposed proffer amendment for revisions to the approved Generalized Development Plan(GDP) and text associated with Rezoning 902-03 which rezoned parcel 53-A-68 to the B2 (General Business) and MS (Medical Support) Districts with proffers. The site consists of 37.5424+/- acres zoned B2 (General Business) District and 51.8675+/- acres zoned MS (Medical Support) District. The approved GDP labeled individual land bays with specific uses; the Applicant proposes to remove the uses shown on the proffered GDP to allow for potential alternative development. The Applicant is also proposing to remove proffer 3 from the landscape design features which required a landscaped roundabout. The Owner did not incorporate the proffered roundabout in their design and therefore internal road system was constructed without this feature. LOCATION: The subject property is on the northern side of Route 50 West and west of Route 37. MAGISTERIAL DISTRICT: Gainesboro PROPERTY ID NUMBER: 53-A-68 PROPERTY ZONING: B2 (General Business)District MS (Medical Support)District PRESENT USE: Vacant ADJOINING PROPERTY ZONING& PRESENT USE: North: RA (Rural Areas) Use: Agricultural South: B2 (General Business) Use: Commercial East: N/A Interstate Use: Route 37 West: RA (Rural Areas) Use: Agricultural, Residential 358 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 5 B2 (General Business) Vacant REVIEW EVALUATIONS: Virginia Dept.of Transportation: We have reviewed the above subject Rezoning Application dated August 5, 2019 for impacts to the local transportation system. We have no overall objection to the proposed rezoning with the following comment being addressed. We suggest that the conditions as they relate to the Western Campus-Limited Access Control Changes Route 37 (December 17, 2009)be brought into the amended proffer. As it remains important for all parties to be reminded of the gated-access limitation envisioned as part of the Commonwealth Transportation Board (CTB) approval. This could be accomplished by amending the Street Improvements section of the proffers as follows: "The Applicant shall design and construct all roads on the subject property consistent with the County's adopted Round Hill Land Use Plan for the area, and requirements as consistent with the Commonwealth Transportation Board's"Right of Way and Limited Access Control Changes Route 37 and Campus Boulevard Interchange" approval dated December 17,2009,and according to uniform standards..."We also suggest including a copy of the Resolution of the CTB (attached)be included as an appendix to the proffer. Staff Note: Per VDOT's comment, the Applicant has referenced the Commonwealth Transportation Board's "Right of Way and Limited Access Control Changes Route 37 and Campus Boulevard Interchange" approval dated December 17, 2009 in the updated proffer statement. County of Frederick Attorney: Proffer appears acceptable. Planning & Zoning: 1) Site History The subject property was rezoned from the RA (Rural Areas) District to the B2 (General Business)District and the MS (Medical Support)District with the approval of Rezoning 402- 03. 2) Comprehensive Plan The 2035 Comprehensive Plan is the guide for the future growth of Frederick County. The 2035 Comprehensive 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. The Area Plans,Appendix I of the 2035 Comprehensive Plan, are the primary implementation tool and will be instrumental to the future planning efforts of the County. 359 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 6 Land Use The site is located within the limits of the Route 37 West Area Land Use Plan of the 2035 Comprehensive Plan and depicts the subject property with commercial land use designation. The existing B2 Zoning and MS Zoning is consistent with the Comprehensive Plan. 3) Proffers At the Board of Supervisors meeting on March 11, 2020, Rezoning #06-19 was denied. The Board of Supervisors then rescinded this denial on April 8,2020 to enable the application to be reconsidered at afuture meeting.Following the April 8,2020 meeting,the Applicant submitted revised proffers with a final signature date of April 17, 2020 for consideration—the rezoning was then postponed in September and November of 2020. On November 12,2020,the Applicant submitted a revised proffer and a GDP dated November 11, 2020. The revised proffer and GDP incorporate the following text: 8. The Ownerproffers to convey one joint access and utility easement to Botanical Blvd.for the properties west of Botanical Blvd. -Such easement shall be in a location directly across from Marriott Drive. -Such easement shall have a maximum width offifty feet(50). Should the owners) of the properties west of Botanical Blvd. require any additional property from the Owner, such adjoiningproperty owners)would need to obtain approval and agreements from the Owner. -Such easement shall have proper consideration. The Owner and the owners of the adjoining properties are currently in discussions concerning consideration to be given in exchange for the aforementioned easement conveyance. -It is the sole responsibility of the adjoining property owners) to comply with all requirements of Frederick County and VDOT for permits and all entrance approvals and permissions to include, but not be limited to,signalization and/or other items associated with obtaining approval for such entrance to Botanical Blvd. It is further understood and agreed by Frederick County that any trips generated by properties west of Botanical Blvd. will not count towards the 14,000 TPD limit currently placed on the subject property. Staff would note that portions of this proffer are not enforceable by Frederick County(see the bold text above). The language that relates to "proper consideration" and "discussions concerning consideration"would only concern private negotiations and agreements between the Winchester Medical Center and the properties west of Botanical Blvd. This application was postponed at the December 9, 2020 Board of Supervisors meeting to the January 27,meeting. The application remains unchanged from the December 2020 agenda. 360 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 7 PLANNING COMMISSION SUMMARY AND ACTION FROM THE 12/18/19 MEETING: Staff stated that this is an application to revise the proffered Generalized Development Plan approved with Rezoning 402-03 for 37.5424+/-acres zoned B2(General Business)District and 51.8675+/-acres zoned MS (Medical Support) District to the MS (Medical Support) District. Staff then provided an overview application and stated that this amendment only intends to revise the GDP to remove the land use specifications that restricted the site to certain uses. Commissioner Morrison requested clarification on the original proffer and the traffic circle off of Route 37 for the Medical Center and if it would be opened up for general traffic to improve Route 50. Staff stated that there were limitations placed on this access by the Commonwealth Transportation Board for this access break and the Medical Center is limited in the number of trips that can access the property via this interchange. The Applicant further clarified that this access will be controlled via a gate and that they were not changing any proffer other than the GDP. This item was a minor proffer amendment and therefore no public hearing was required. A motion was made, seconded and unanimously passed to recommend approval of Rezoning 406-19 for Winchester Medical Center. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 01/08/20 MEETING: Staff stated that this is an application to revise the proffered Generalized Development Plan approved with Rezoning 402-03 for 37.5424+/-acres zoned B2(General Business)District and 51.8675+/-acres zoned MS (Medical Support) District to the MS (Medical Support) District. Staff then provided an overview application and stated that this amendment only intends to revise the GDP to remove the land use specifications that restricted the site to certain uses. The Board of Supervisors requested clarification on the changes to the internal streets and clarification that trips from any adjacent properties would not count toward the 14,000-trip cap on the subject property. Staff provided an overview that the original plan did not show the Route 37 access and the updated GDP shows that along with the removal of the roundabout. The Board also requested clarification on the access from Botanical Boulevard to the adjacent properties and whether it is planned to be sold to the property owners or granted at no cost. The Board of Supervisors ultimately postponed the item until the January 22,2020 to allow the Applicant to provide clarification on whether the access will be granted at no charge or is intended to be sold. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 01/22/20 MEETING: Postponed to the February 26, 2020 Board of Supervisors meeting. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 02/26/20 MEETING: Postponed to the March 11, 2020 Board of Supervisors meeting. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 03/11/20 MEETING: The Board of Supervisors denied the rezoning application at the March 11, 2020 meeting. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 04/08/20 MEETING: The Board of Supervisors rescinded the vote for denial at the April 8, 2020 meeting and the rezoning application would be reconsidered at a future meeting. 361 Rezoning 906-19 WINCHESTER MEDICAL CENTER, INC. January 19, 2021 Page 8 BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 09/23/20 MEETING: Postponed to the November 12, 2020 Board of Supervisors meeting. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 11/12/20 MEETING: Postponed to the December 9, 2020 Board of Supervisors meeting. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 12/09/20 MEETING: Postponed to the January 27, 2021 Board of Supervisors meeting. Followin,-the public meeting, a decision rezardin,-this rezoning 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. 362 REZ # 06 - 19: Winchester Medical Center, Inc. PIN: 53 - A - 68 Rezoning from B2 to MS Zoning Map { @MX9 f RE Z#06-19 37 1. az can yosp/r q l,p� WINCHESTER MEDICALIrCENTER Subdivision O� 2 Winchester v �IMART OR ryryryryyyyy�y�/�;�,,yy�� {1�Nr.'J a.0 s UL�7.L1L�L7J'•.`c c j m m = O W 3 0• 1_L7AA7 ■—- - _ ®, pN.HERSi Si NORiHWESiERN�— q�PIKE �I QQ MARGARET LN. 11 Q Q a I •• _ - y v VqO � SIONEWgLL ORi Winchester � � � `�• � — � Round'Hill� 2 Application ° ' o MILLER STECK' Parcels B2(General Business District) N MS(Medical Support District) RP(Residential Performance District) 7 �� WE 1 S t Frederick County Planning&Development tr _ 107 N Kent St Winchester,VA 22601 540-665-5651 363 0 455 910 1,820 Feet Map Created:October 29,2019 377 - ECHO LN E,.. •. h 1 ECHO LN +� w 2906 i NORTHWESTERN PIKE 53 A 68 w p MEDICAL Subdivision ! 4._4 501 WALMARiDR 507 f ;�� - • WALMART DR 194 174 230 ECHO LN BOTANIC-AL 50.1 CROCK BLVD _ WELLS MILL - - WALMARi DR 50 0 OCK MILL 300 ` 180 MARRIOi 2054 ' SCK WELLS NORTHWESTERN DRIVE - - �MILL 2931 wig2035 • . 2059 NORTHWESTERN r VESTERN J NORTFIfWE RN PIKE 1983 • ` � PIKES 107« NORTH. RN STONEWALL DR WARD IK - 409 1954 AVE 1997 WESTSIDE 108 r122� NORTHWESTERN 419 STATION KATHY Ci IEWALL DR W'4RD 12-1 PIKE WESTSIDE ,. ®� 2093 AVE WARD AVE STATIO�TS KATHY1961 NORTHWESTERN 21 5 301 427 STATION THY Ci ` PIKE 134 WARD AVE COLIN Ci WESTSIDE_ 200 :.,.- WRD~A'VE 135 307304 STATION 432 - HILLRD WARD'AVE WARD X16 COLIN.Crme-r .WESTSIDE � r 1 1 1 REZ # 06 - 19: Winchester Medical Center, Inc. PIN: 53 - A - 68 Rezoning from B2 to MS Long Range Land Use Map QSM= - ^d •` -AO Application ` . + Parcels \ REZ#06-19 Long Range Land Use N Residential of�p Neighborhood Village ® Urban Center ` Mobile Home Community WINCHESTER 37 ll� Business MEDICALrCENTERt _ Ft ® Highway Commercial SUbdIVIS.__IOtI v Mixed-Use ® Mixed Use Commercial/Office \ =� ® Mixed Use Industrial/Office \ - Industrial ® Warehouse a WlnChesfer Heavy Industrial a �� Extractive Mining a W`o Commercial Rec Rural Community Center mARRo Fire&Rescue � o - Sensitive Natural Areas ® Institutional ;I� _ 50 µeEesisi - Planned Unit Development Park �- MARGARETLN Recreation O Schoole Employment Airport Support Area OB2/B3 �3 o ry'3•rcr v Wo QResidential,4 u/a 7 0• ���� oe Winchester Qo• Round HIII 2 High-Density Residential,6 u/a , W 7`�� o Q High-Density Residential,12-16 u/a I,' e . 0 37{,p z o r � QRural Area Interstate Buffer Landfill Support Area N Natural Resources&Recreation QEnvironmental&Recreational Resources 7 W_*E 1 S t Frederick County Planning&Development tr _ 107 N Kent St Winchester,VA 22601 540-665-5651 365 0 450 900 1,800 Feet Map Created:October 29,2019 co co M THOMAS MOORE LAWSON.) P.C. *OF COUNSEL-WILLIAMS MULLEN 120 EXETER DRIVE,SUITE 200 POST OFFICE BOX 2740 WINCHESTER,VA 22604 *THOMAS MOORE LAWSON•TLAWSON@LSPLC.COM TELEPHONE: (540)665-0050 FACSIMILE:(540)722-4051 November 12, 2020 Charles S. DeHaven, Jr,, Chairman At-Large Shawn L. Graber, Back Creek Supervisor J. Douglas McCarthy, Gainesboro Supervisor Robert W. Wells, Opequon Supervisor Blaine P. Dunn, Red Bud Supervisor David D. Stegmaier, Shawnee Supervisor Judith McCann-Slaughter, Stonewall Supervisor Frederick County Board of Supervisors 107 North Kent Street Winchester, VA 22601 Re: Rezoning#06-19-Winchester Medical Center Our File No. 1376.001 VIA E-MAIL Dear Ms. McCann-Slaughter and Gentlemen: Like you, we have received Bill Shmidheiser's letter of November 10, 2020 which apparently was in response to a memo that I sent to counsel about the upcoming Board of Supervisors hearing, providing suggested proffer language and inviting a call to discuss the same. The net of Mr. Shmidheiser's letter confirms that there have been discussions between Winchester Medical Center and Mrs. Johnson and Mrs. Turner and their representatives to include civil engineers. While we are not clear as to why issues between adjoining property owners are the subject of Winchester Medical Center's Proffer Amendment, Winchester Medical Center continues to demonstrate its good faith by meeting and working with the adjoining property owners. For the County's file and for your direct attention, I enclose a fully executed revised Proffer Statement which confirms in Paragraph 8 starting on page 2 the granting of an access easement, the location of it being directly across from Marriott Drive and also reciting terms that we believe to be in agreement and or the subject of ongoing discussions and meetings to include the fact that any vehicles coming from the Johnson-Turner properties will not be counted against Winchester Medical Center's 14,000 trip cap. As the letters written by me and Mr. Shmidheiser state, there remain other items that will be discussed in future meetings, but again we do not understand how these items should be the subject of Frederick County's or the Board of Supervisors' consideration. ti cfl Frederick County Board of Supervisors M November 12, 2020 Page 2 This matter of the Winchester Medical Center Proffer Amendment is on the Board of Supervisors' agenda for this evening. We would respectfully request that the Board of Supervisors grant the Proffer Amendment. Thank you for your assistance and cooperation. As always, if you have any questions, please do not hesitate to contact me. moo Tho as AV e%Awson TML.jk Enclosure cc: Winchester Medical Center Mike Ruddy, AICP, Director of Planning & Development Candice Perkins, AICP, CZA, Assistant Director Roderick B. Williams, County Attorney 00 to M REZONING REQUEST PROFFER Property Identification Number 53-((A))-68 Revised 01-14-20 and 11-12-20 WINCHESTER MEDICAL CENTER "West Campus" Preliminary Matters Pursuant to Section 15.2-2296 et.seg., of the code of Virginia, 1950, as amended, and the provisions of the Frederick County Zoning Ordinance with respect to conditional zoning, the undersigned Owner hereby proffers that in the event the Board of Supervisors of Frederick County, Virginia, shall approve Rezoning Application #06-19 for the rezoning of 88.1212 acres, out of a parcel total of 89.5100 acres, of the existing MS/B2 Zoning District, development of the subject property shall be done in general conformity with the terms and conditions set forth herein, except to the extent that such terms and conditions may be subsequently amended or revised by the Owner and such be approved by the Frederick County Board of Supervisors in accordance with Virginia law. Should this petition for rezoning not be approved by the Board of Supervisors then the existing proffer statement for the B-2 tract will remain in effect and these proffers shall be deemed withdrawn and of no effect whatsoever. These proffers shall be binding upon the Owner and their legal successor assigns. General Development Plan The development of the subject property, and the submission of any Master Development Plan shall be in conformance with all pertinent County regulations and shall be in general conformity with the Generalized Plan of Development, dated 10-18-19 and last revised 11-12-20, which is attached hereto and incorporated herein by reference. Street Improvements The Owner shall design and construct all roads on the subject property consistent with the County's adopted Round Hill Land Use Plan for the area, and requirements as consistent with the Commonwealth Transportation Board's "Right of Way and Limited Access Control Changes Route 37 and Campus Boulevard Interchange" approval dated December 17, 2009, and according to uniform standards established by the Virginia Department of Transportation (VDOT), and as may be provided in these proffers as illustrated on the Generalized Plan of Development which is attached hereto and incorporated herein by reference. 1. On U.S. Route 50 at the intersection of Route 1317, a 200 feet left turn lane for eastbound traffic will be provided. (#1) 2. On U.S. Route 50, an acceleration/deceleration lane will be added across the entire U.S. Route 50 frontage of the site, and the only exit on U.S. Route 50 will be located at the Route 1317 intersection. Curb and gutter will be provided along the entire frontage. (#2) 3. At the VA Route 1317 intersection, traffic leaving the site will be provided two left turn lanes, (on left turn with through movement)and one right turn lane. (#3) 4. Lanes will be added to the VA Route 37 exit ramps to allow dedicated right and left turn lanes (#4)as follows: an to M At U.S. Route 50/VA Route 37 eastern signal, Northbound left turn — 200 feet with transition to provide 3 lanes at intersection including a dedicated left, a left with through and right turn lanes. At U.S. 50/VA Route 37 Western signal, Southbound right turn — 200 fee with transition to provide full 2 lanes at intersection. S. A traffic signal will be provided at U.S. Route 50 and VA Route 317 intersection. (#5) 6. An additional left turn lane will be provided on U.S. Route 50 for the eastbound traffic at the US Route 50/VA Route 37 eastern signal. (#6) 7. A major collector road, 1800 feet in length and 5 lanes wide, with 80 feet right of way. (#7) Transportation items 1 through 6 shall be constructed during the initial site development phase of the project and shall be either complete or bonded for completion prior to issuance of the first occupancy permit. The Owner shall limit entrance connections onto U.S. Route 50 to one point as shown on Generalized Development Plan. The Owner shall prepare a traffic generation estimate for uses established by the Site Development Plan to be submitted for initial construction approval to the County. The combined trip generation (ADT) shall not exceed 14,000 TPD (average weekday volume) without further approval by the County. The actual trip generation from the project shall be determined by the Winchester Medical Center Management annually, from data collected in May and with the results due on July 1 of each year, and be available for review as individual site plans and subdivisions for future uses are submitted for review by VDOT and the County. The combined traffic impact from Tax Map 53-A-68, including parcels A, B, C, D, and E, is not to exceed 14,000 TPD (average weekday volume) when current actual counts and proposed counts are added for cumulative total. If the cumulative total for any site plan at WMC causes the total to exceed 14,000 TPD then it is agreed that the Owner shall not file additional site plan application until the County is satisfied that adequate and manageable levels of service will exist on state or internal site roadways. The SIC code system and the ITE shall be utilized for the subject projections. The Owner shall perform an updated TIA of the project intersection on U.S. Route 50 and the Route 50/Route 37 interchange when traffic generation from the original 102 acre site reached 14,000 TPD (average weekday volume). The County may revise this 14,000 TPD limit upward, without modification of this proffer agreement,should results of the TIA show that additional loading is appropriate. 8. The Owner proffers to convey one joint access and utility easement to Botanical Blvd. for the properties west of Botanical Blvd. - Such easement shall be in a location directly across from Marriott Drive. - Such easement shall have a maximum width of fifty feet (50'). Should the owner(s) of the properties west of Botanical Blvd. require any additional property from the Owner, such adjoining property owner(s) would need to obtain approval and agreements from the Owner. - Such easement shall have proper consideration. The Owner and the owners of the adjoining properties are currently in discussions concerning consideration to be given in exchange for the aforementioned easement conveyance. - It is the sole responsibility of the adjoining property owner(s) to comply with all requirements of Frederick County and VDOT for permits and all entrance approvals 2 0 ti M and permissions to include, but not be limited to, signalization and/or other items associated with obtaining approval for such entrance to Botanical Blvd. It is further understood and agreed by Frederick County that any trips generated by properties west of Botanical Blvd. will not count towards the 14,000 TPD limit currently placed on the subject property. Landscape Design Features The development of the subject property, and the submission of any Master Development Plan shall include the following landscape design feature provided in these proffers and as illustrated on the Generalized Plan of Development dated 10-18-19 and revised 11-12-20 which is attached hereto and incorporated herein by reference. 1. A fifty foot (50') landscaped buffer along the US Route 50 frontage portion of the site. (#8). Internal parking, travel ways and commercial structures shall not extend closer than 50' to front right of way line on U.S. Route 50. An illustrative detail is attached to this proffer for the purpose of establishing a standard of quality to be implemented upon final design. (See ID"A"). long the north side of the main entrance. (See ID"A") (#9) On Site Development The Winchester Medical Center shall establish an Architectural Review Committee (ARC) to review all planning within the 89.4099 acre site to insure conformance with the standard of quality described in the Master Development Plan and Covenants. In general, project covenants shall establish a standard of quality for structures and site design as follows: 1. Materials utilized for the facades of the buildings shall include but not be limited to concrete masonry units (CMU) brick, architectural block, dryvit, or other simulated stucco (EFIS), real or simulated wood and/or glass. 2. All building within the development on the property shall be constructed using compatible architectural style and materials, and signage for such buildings shall be of a similar style and materials. 3. All building within the property shall be developed as a cohesive entity, ensuring that building placement, architectural treatment, parking lot lighting, landscaping,trash disposal, vehicular and pedestrian circulation and other development elements work together functionally and aesthetically. 4. A single monument type sign shall be utilized near the project entrance to describe internal features. Sign height shall be limited to 20' within 50' landscape area long U.S. Route 50. Individual signs to be allowed per ordinance requirements to announce individual uses. On building signage to be the preferred sign type for individual uses. No other signs shall be located within 50' buffer area. The Owner shall record and include in each deed as well as provide Frederick County with a complete set of Covenants and Restrictions pursuant to site design developed and approved by Frederick County at the time of master plan. 3 T M Property owners shall be notified of conditions relating to adjoining active agricultural operations. Monetary Contribution to Offset Impact of Development The undersigned,who owns the above described property hereby voluntarily proffers that if the Board of Supervisors for the County of Frederick, Virginia approves the rezoning for the 88.1212 acres, of the 89.5100 acre parcel, lying on the north side of U.S. Route 50 in the Gainesboro Magisterial District of Frederick County, Virginia as presented, the undersigned will pay to Frederick County for the Round Hill Fire and Rescue Company the sum of$25,000.00, the Sheriff's Office the sum of$5,000.00 and the Administration Building the sum of$5,000.00 for a total payment of$35,000.00, at the time of the first building permit on the 89.4099 acre tract is issued. This payment will not be required if it is shown that this payment was made with the original rezoning of the property in 2003. The conditions proffered above shall be binding upon the heirs, executors, administrators, assigns and successors in interest of the Owner. In the event the Frederick County Board of Supervisors grant said rezoning and accepts these conditions, the proffered conditions shall apply to the land rezoned in addition to other requirements set forth in the Frederick County Code. Respectfully Submitted, WINCHESTER MEDICAL CENTER By(Print Name : Mark Baker Sign ure Title:VP, acrilities Management and Safety Date: _. r C ^/ L r 7-0 STATE OF VIRGINIA AT LARGE CITY/COUNTY of 8 G K To-wit: The foregoing instrument was acknowledged before me this 4244, day of P0y2&­J0-QI_ , 2020, by Mark Baker, VP Facilities Management and Safety for Winchester Medical Center. My commission expires t ' Notary PublicMENE 7 a ane Ing NOTARY PUBLIC REG.#7852629 COMMONWEALTH OF VIRGINIA MY COMMISSION EXPIRES December 31 2023 4 2 3 4 5 6 7 8 9 10 WINCHESTER MEDICAL IC CENTER WEST CAMPUS J -ell 0 Z:� .J 11 A z W" 7 EASTBOUND RO•W 50'LANDSCAPE BUFFER PARKIN ;LANDSCAPE BUILDING DRIVEDRIVE LANE l (D ROUTE 50 LANE z z a Lu IT Th,0—I,proffers"off'��toof logy one l Umt -d Utility--w to F—I FII for th, d S h­­ il W-�H-—Adt�&fftf —Wf',o,'t(U')'Soho.Id h, ­­*)&LID,PHom—,­todf BotZA FI,d....... Pb )YoNdi io-1 oHop'L,f'oH,tlh, ".......h�fjoi.i t popT­­( Id...dto bt�i. d 'o— s 'h'A Th t'"o"11 .,h�—W, I 'I IF., H,tio..Th,0--d h,—.,,, of th''d given P-P Hy, ­" D'DI, 1o.Nd"it-Tob-�i _fo'h,do—.1io-d �t , —I..,h t ctp,"Weh",nocle responsibility a Hofthe adjoiine%o_ e,(Vt'o'p'- t h all Hq.HeCent,of'eden,kCo.ny dTofet,nd all entrance approvalsandpen­,iontoind,,n,t not be Ii-edt%,i alit"I oheiteH,a,,o,ted,ithobtai­approvalfo 'renaneto Botanical FII �teinefuILhebuynpdreoCF%and d ath.eed ckCc�hun�thatntnty.tnpds the ra ed p es es BottlFrederid t jO 1�,�OOTP�l,��,u,,entlypia,edonthics'uB�'j�ely. p,opel F ------- —--—-- To NNG ""t O'C" .UFFE,,N—E �-� JFFEF 01EN-AQ A—NALFALON AFTI—L E CHOVIDED—H-T FOF—INT—E KoH` I II I I 11N I I VFF IF T-DVAELOI.ENT AC, OF ....... EFORT N"EA. ONING LIN OWNED DY .......... A 00 SEPEAUTIN BUFFER VALLEY HE LTH BUT E HOT INC PRELIMINARY ISSUE RLZONMLG'O'C IN V", NOT FOR CONSTRUCTION 1111 11 REV 1ION TO ADD NOTE FACILLI 0&2320 'U RE AREA NOT CLUDED VIS ON TO ADD NOTE D IN RE IN 11 12 20 RAVIAED NOTE .ThNC DATE 10-1B-19 FAMILL, L" PF- 77672 IAIC ILL c FACILL? ------- EXP/CLIENTN, 110547 AREA INCLUDED IN­ONNG/ - ------------------------ -- ------------------- ---- YOfVELA'. ---- - -- C U. -LE 1"=200' ----------------------------------------L------------------------------------------------------------ B VVINCHESTER GENERALIZED MEDICAL PLAN OF CENTER DEVELOPMENT A ATUEETNO _ABI 2 3 4 5 6 7 8 9 10 Cn Cn REZONING REQUESTPROFFER � 0 �� ��` ��~ Property Identification Number 53- � Revised 01-14~20 WINCHESTER MEDICAL CENTER "'West Campus" Preliminary Matters Pursuant to Section 15.2-2296et.seqi, of the code of Virginia, 1950l as amended, and the provisions of the Frederick County Zoning Ordinance with respect to conditional zoning,the undersigned Owner hereby proffers that in the event the Board of Supervisors of Frederick County, Virginia, shall approve Rezoning Application for the rezoning ofDD.1212acres, out nfaparcel total ofB9.51OO acres, of the existing MS/B2 Zoning District, development of the subject property shall be done in conformity with the terms and conditions set forth herein, except tmthe extent that such terms and conditions may besubsequently amended orrevised bythe Owner and such beapproved bytheFrederick County Board of Supervisors in accordance with Virginia law. Should this petition for rezoning not be approved bythe Board mfSupervisors then the existing proffer statement for the B-2tract will remain 1n effect and theme proffers shall be deemed withdrawn and of no effect whatsoever. Theme proffers shall bebinding upon the Owner and their legal successor assigns. General Development Plan The development of the subject property, and the submission of any Master Development Plan shall be in conformance with all pertinent County regulations and shall be in substantial conformity with the Generalized Plan of Development,dated 10-18-19 and revised 04-09-20,which is attached hereto and incorporated herein byreference. Street Improvements The Owner shall design and construct all roads onthe subject property consistent with the County's adopted Round Hill Land Use Plan for the area, , and requirements as consistent with the Commonwealth Transportation Board's "Right mfWay and Limited Access Control Changes Route 37 and Campus Boulevard Interchange" approval dated December 17, 2009, and according to uniform standards established by the Virginia Department of Transportation (VDOT), and as may be provided in these proffers as illustrated on the Generalized Plan ofDevelopment which is attached hereto and incorporated herein by reference. 2. On U.S. Route 50 at the intersection ofRoute 1317, a 200 feet left turn lane for eastbound traffic will be provided. (#1) 2. C)nU.S.Route 5O,anacce|eration/deoe|eration lane will be added across the entire U.5.Route SOfrontage ofthe site, and the only exit on U.S. Route 5Owill be located atthe Route 1317 intersection. Curb and gutter will be provided along the entire frontage. (#2) 3. At the VA Route 1317 intersection,traffic leaving the site will be provided two left turn lanes, (on left turn with through movement)and one right turn lane. (#]) 4. Lanes will beadded tothe VARoute]7 exit ramps toallow dedicated right and left turn lanes r. CV) - At U.S. Route 50/V8 Route 37 eastern signal, Northbound left turn —2OO feet with transition to provide 3 lanes at intersection including a dedicated left, a left with through and right turn lanes. - At U.S. 50/VA Route 37 Western signal, Southbound right turn — 200 fee with transition toprovide full 2 lanes a1intersection. S. A traffic signal will be provided at U.S. Route 50 and VA Route 317 intersection. (#5) 6. An additional left turn lane will be provided on U.S. Route 50 for the eastbound traffic at the USRoute 5O/VARoute 37eastern signal. (#6) 7. Amajor coUeotorrood, 180Ofeetin |engthand5 |anesvxide,vvith8Ofeetrightofvvay. (#7) Transportation items 1through 6shaU be constructed during the initial site development phase of the project and shall be either complete or bonded for completion prior to issuance ofthe first occupancy permit. The Owner shall limit entrance connections onto U.S. Route 50 to one point as shown on Generalized Development Plan. The Owner shall prepare a traffic generation estimate for uses established by the Site Development Plan to be submitted for initial construction approval to the County. The combined trip generation (ADT) shall not exceed 14,000 TPD (average weekday volume) without further approval bvthe County. The actual trip generation from the project shaUbe determined by the Winchester Medical Center Management annually,from data collected in May and with the results due onJuly 1ofeach year,and beavailable for review asindividual site plans and subdivisions for future uses are submitted for review by VDOT and the County. The combined traffic impact from Tax Map53'A'68, including parcels A, B, C, D\ and E, is not to exceed 14,000 TPD (average weekday volume)when current actual counts and proposed counts are added for cumulative total. |fthe cumulative total for any site plan atVVKVICcauses the total to exceed 14,000 TPD then it is agreed that the Owner shall not file additional site plan application until the County is satisfied that adequate and manageable levels of service will exist onstate orinternal site roadways. The SIC code system and the ITE shall beutilized for the subject projections. The Owner shall perform an updated T|A of the project intersection on U.S. Route 50 and the Route SO/Route 37 interchange when traffic generation from the original 102 acre site reached 14,000 TPD (average weekday volume). The County may revise this 14,000 TPD limit upward, without modification of this proffer agreement, should results ofthe T|Ashow that additional loading isappropriate. Q. Entrance to Botanical Blvd from properties west ofBotanical Blvd. Entrance to Residential use areas shall be granted by Winchester Medical Center after future rezoning petition, transportation impact analysis, and proffers for these areas are approved bvVDOTand Frederick County. Landscape Design Features The development of the subject property, and the submission of any Master Development Plan shall include the following landscape design feature provided in these proffers and as illustrated on the Generalized Plan ofDevelopment dated 10^18'19 and revised 04-09-20 which iaattached hereto and incorporated herein byreference. LO Cn 1 Afifty foot (5O1landscaped buffer along the USRoute 50 frontage portion cdthe site. (#B). internal parking,travel ways and commercial structures shall not extend closer than 5[Ytofront rightofxvoy |inemn U.S. Route 50. An illustrative detail isattached tmthis proffer for the purpose of establishing a standard of quality to be implemented upon final design. (See |D"A">. J. Alandscaped green area along the north side ofthe main entrance. (See|D°A") (#9) On Site Development The Winchester Medical Center shall establish an Architectural Review Committee (ARC) to review all planning within the 89.4099 acre site to insure conformance with the standard of quality described inthe Master Development Plan and Covenants. |ngeneral, project cVvenantsmha||eytab|isha standard ofquality for structures and site design asfollows: 1. Materials utilized for the facades of the buildings shall include but not be limited to concrete masonry units (CMU) brick, architectural block, dqmit orother simulated stucco (EHS), real orsimulated wood and/or glass. 2. All building within the development on the property shall be constructed using compatible architectural style and materials,and signage for such buildings shall be of a similar style and materials. 8. All building within the property shall be developed as a cohesive entity,ensuring that building placement,architectural treatment,parking lot lighting, landscaping,trash disposal,vehicular and pedestrian circulation and other development elements work together functionally and aesthetically. 4. Asingle monument type sign shall beutilized near the project entrance todescribe internal features. Sign height shall be limited to 30' within 50Y landscape area long U.S. Route 50. Individual signs to be allowed per ordinance requirements to announce individual uses. On building signage to be the preferred sign type for individual uses. No other signs shall be located within 5[Y buffer area. The Owner shall record and include in each deed as well as provide Frederick County with a complete set of Covenants and Restrictions pursuant to site design developed and approved by Frederick County atthe time ofmaster plan. Property owners shall be notified of conditions relating to adjoining active agricultural operations. Monetary Contribution to Offset impact of Develooment The undersigned, who owns the above described property hereby voluntarily proffers that ifthe Board ofSupervisors for the County of Frederick,Virginia approves the rezoning for the 88.1212 acres,of the 89.51OOacre parcel, lying onthe north side ofU.5. Route SO in the GainesbVro Magisterial District of Frederick County, Virginia as presented,the undersigned will pay to Frederick County for the Round Hill Fire and Rescue Company the sum of $25,000.00, the Sheriffs Office the sum of $5,000.00 and the Administration Building the sum of$5,000.00 for a total payment of$35,000.00, at the time of the first building permit on the 89.4099 acre tract is issued. This payment will not be required if it is shown that this payment was made with the original rezoning of the property in 2003. Cn The conditions proffered above shall bebinding upon the heirs,executors,administrators,assigns and successors in interest of the Owner. In the event the Frederick County Board of Supervisors grant said rezoning and accepts these conditions, the proffered conditions shall apply to the land rezoned in addition toother requirements set forth inthe Frederick County Code. Respectfully Submitted, WINCHESTER MEDICAL CENTER By( Signa4t Title:VP, Facilities Management and Safety Date: C) STATE OFVIRGINIA, CITY/CO UNTYof To-wit: The foregoing instrument was acknowledged before nnethis /°7' day of 202C\ bvMark Baker,VPFacilities Management and Safety for Winchester K4edica|'CeA ' c xxyco Notary Pub|ic1111joliwo 3 LLE2 3 4 5 6 J S 9 0 L WINCHESTER MEDICAL CENTER WEST CAMPUS K Fa,.�9lcrcwun„v.va I. ..-.... _. ....J 'I _EASTBOUND _ WESTBOUND •50 LANDSCAPE BUFFER ROU(E SO "' ROW -- -- PARKING LANDSCAPE BUILDING DRIVE DRIVE IAN O D D$ _... .............._ _ .. _.. y "__.. UNE .._BIVE AFF g, 2 �iA'9't).i�1 X--i' W 5 W so J J aa 1l +, ENTRANCE TO BOTANICAL L9LVD ENTRANCE TO RESIDEl�1T7A a"RA O RV WINCHESTER MEDT L CENT R AFTER FUTURE REZONING PEFITION,TRApOR3'A{7pEM� fMPACTANALtI_._ANb PROFFER..FOR THE t k ARE APPROVED$Y VDOT AND FREDERICX C DUNTr A SIGML17ATION \ AGREEMENT WILL BE PROMDED WITH VOOT FOR THIS INTERSECTION AT SITE -"PLAN STAGE OF THIS DEVELOPMENT , Z�� - - gill / - 5.3888 AC,NORTH Of M INGVALLEY LINE OWNED. k O VALLEY HEALTH 8 OUT NOT INCLUDED IN REZONING `.�' PE ey7 - f V PRELIMINARY ISSUE 8-2 USES 4 I 8-2 USES, CONSTRUCTION ...-' .. ... A"- u,...a , ..- ::..•. � ., aSOiON OR CON } N D AEA NOT ,. HSItI,FJTy�I� 809.09-2D REHSION TO ADO NOTE x / INCLUUEI + — USES M5 REZONING frr� !T?7eeaum,.. a.�aR�N�' cri "aao GATE.10.1Ei9 PROJEUN, '1]67-2 ! , - .� AREA NOT INCLUDED N N — EAE ,,-an r WINCHESTER D MEDICAL r.' . w J GENERALIZE J PLAN OF CENTER '� DEVELOPMENT SHEEL NO.: 1 6 7 8 B 10 WINCHESTER MEDICAL CENTER {NEST CAMPUS _ } v a Aw o -�,X a r rdL �p:Pn DRIVE RIVE LAN z g g Au WESTBaUND_..; .' W'L uVp CAPE BUFFER _ PP¢Q<NG LANDSCAPE .BUKDING.,_�,,,,y LANE_.. ROW I � c A SIGNALIZATiON \ AGREEMENTTHV ' PROVIDED WITH DOT FOR THIS INTERSECTION AT SITE f-"PLAN STAGE OF THIS DEVELOPMENT rk ' Op11S'Vag � � — — "� ' (�-1N.3868 AC.NORTH OF �$ . ,a ✓ �, t BY VALLEY HEATHER rip / 1 8UT NGT INCLUDED IN r,^` RE2GNiNG PREL.INARY-1-E i �.J — t 1 t NO(FOR COtd51RLiCTION l -z USES ' B-2 USES Awa r, _ .. 1 - AREA NOT INCLUDED MS USES IN REZONING frJy�?&uUtliiYlH:t114(fIURTiIFiBUI.t �f 1 aarE:rn7o-i9 t 7f E[PIQAEM No.:11054T '. C AREA NOT GENERALIZED e WwCHESTER f,' PLAN OF MEDICAL } DEVELOPMENT T CENTER. SHEET NO.: A 6 g 0 1 2 3 4 5 8 T REZONING REQUEST PROFFER +^ Cn Property Identification Number S ) — — Revised 11-20-19 ' WINCHESTER MEDICAL CENTER "West Campus" Preliminary Matters Pursuant to Section 15.2-2296et.seg, of the code of Virginia, 1950, as amended, and the provisions of the Frederick County Zoning Ordinance with respect to conditional zoning,the undersigned Owner hereby proffers that in the event the Board of Supervisors of Frederick County, Virginia, shall approve Rezoning Application# for the rezoning of 88.1J12acres, out ofaparcel total ofO9.51UO acres, of the existing MS/B2 Zoning District, development of the subject property shall be done in conformity with the terms and conditions set forth herein, except tothe extent that such terms and conditions may be subsequently amended or revised by the Owner and such be approved by the Frederick County Board of Supervisors in accordance with Virginia law. Should this petition for rezoning not be approved by the Board of Supervisors then the existing proffer statement for the B-2 tract will remain in effect and these proffers shall be deemed withdrawn and of no effect whatsoever. These proffers shall bebinding upon the Owner and their legal successor assigns. General Development Plan The development ofthe subject property, and the submission ofany Master Development Plan shall be in conformance with all pertinent County regulations and shall be in substantial conformity with the Generalized Plan ofDevelopment,dated 1O-18-19,which is attached hereto and incorporated herein by reference. Street Improvements The Owner shall design and construct all roads onthe subject property consistent with the County's adopted Round Hill Land Use Plan for the area, , and requirements as consistent with the Commonwealth Transportation Board� ��t� �� �d Limited A�� �� M��� � � � ��u37 m� and Campus Boulevard Interchange" approval dated December 17, 2009, and according to uniform standards established by the Virginia Department of Transportation (VDOT),and as may be provided in these proffers as illustrated on the Generalized Plan of Development which is attached hereto and incorporated herein byreference. 1. On U.S. Route SOatthe intersection of Route 1317, a 200 feet left turn lane for eastbound traffic will be provided. (#1) I On U.S. Route 50,an acceleration/deceleration lane will be added across the entire U.S.Route 50 frontage of the site, and the only exit on U.S. Route 50 will be located at the Route 1317 intersection. Curb and gutter will beprovided along the entire frontage. (#2) 3. At the VA Route 1317 intersection,traffic leaving the site will be provided two left turn lanes, (on left turn with through movement)and one right turn lane. (#8) 4. Lanes will be added to the VA Route 37 exit ramps to allow dedicated right and left turn lanes (#4)asfollows: - At U.S. Route SO/VA Route 37 eastern signal, Northbound left turn —2OOfeet with transition to provide 3 lanes at intersection including a dedicated left, a left with through and right turn lanes. - At U.S. 50/VA Route 37 Western signal, Southbound right turn — 2OOfee with transition toprovide full 2 lanes otintersection. 5. Atraffic signal will beprovided atU.S. Route 5Uand VARoute 317intersection. (#5) 6. Anadditional left turn lane will beprovided onU.S. Route 5Ofor the eastbound traffic atthe USRoute 58/VARoute 37 eastern signal. (#6) 00 7. Amajor odlentu. .o*d .1AOOfeet inlength and 5lanes wide,vvun8Ofeet right ofway. (#7) Transportation items l +through 6 shall be constructed during the initial site development phase of the project and shall be either complete or bonded for completion prior to issuance ofthe first occupancy permit. The Owner shall limit entrance connections onto U.S. Route 50 to one point as shown on Generalized Development Plan. The Owner shall prepare o traffic generation estimate for uses established by the Site Development Plan to be submitted for initial construction approval tothe County. The combined trip generation (ADT) shall not exceed 14,000 TPD (average weekday volume) without further approval bythe County. The actual trip generation from the project shall be determined by the Winchester Medical Center Management annually,from data collected in May and with the results due on July 1 of each year,and be available for review as individual site plans and subdivisions for future uses are submitted for review by VDOT and the County. The combined traffic impact from Tax Map 53-A-68, including parcels A, B,C, D,and E, is not to exceed 14,000 TPD (average weekday volume)when current actual counts and proposed counts are added for cumulative total. |fthe cumulative total for any site plan atVVK4Ccauses the total toexceed 14,OOOTPD then itis agreed that the Owner shall not file additional site plan application until the County is satisfied that adequate and manageable levels of service will exist onstate orinternal site roadways. The SIC code system and the ITE shall beutilized for the subject projections. The Owner shall perform an updated UA of the project intersection on U.S. Route 50 and the Route SO/Route 37 interchange when traffic generation from the original 102 acre site reached 14,000 TPD (average weekday volume). The County may revise this 14,000 TPD limit upward, without modification of this proffer agreement, should results ofthe T|Ashow that additional loading iaappropriate. Landscape Design Features The development ofthe subject property, and the submission ofany Master Development Plan shall include the following landscape design feature provided in these proffers and as illustrated on the Generalized Plan of Development revised November 05, 2019 which is attached hereto and incorporated herein bvreference. 1. A fifty foot (SO') landscaped buffer along the US Route 50 frontage portion of the site. (#Q). Internal parking,travel ways and commercial structures shall not extend closer than 50' to front right of way line on U.S. Route 50. An illustrative detail is attached to this profferforthe purpose of establishing a standard of qualityto be implemented upon final design. (See|D"A"). 2. Alandscaped green area along the north side ofthe main entrance. (See|D"A")#f9) On Site Development �n oo The Winchester Medical Center shall establish on Architectural Review Committee (ARC) to review all planning within the 09.4099 acre site to insure conformance with the standard of quality described inthe Master Development Plan and Covenants. |ngeneral, project covenants shall establish a standard ofquality for structures and site design asfollows: 1. Materials utilized for the facades of the buildings shall include but not be limited to concrete masonry units ([MU) brick, architectural block, dryvit, orother simulated stucco (EF|8), real orsimulated wood and/or glass. 2. All building within the development on the property shall be constructed using compatible architectural style and materials,and signage for such buildings shall be of a similar style and materials. 3. All building within the property shall be developed as a cohesive entity,ensuring that building placement,architectural treatment,parking lot lighting,landscaping,trash disposal,vehicular and pedestrian circulation and other development elements work together functionally and aesthetically. 4. Asing|e monument type sign shall be utilized near the project entrance to describe internal features. Sign height shall be limited to 20' within 50^ landscape area long U.S. Route 50. Individual signs tu be allowed per ordinance requirements 1oannounce individual uses. On building signage to be the preferred sign type for individual uses. No other signs shall be located within SU' buffer area. The Owner shall record and include in each deed as well as provide Frederick County with a complete set of Covenants and Restrictions pursuant to site design developed and approved by Frederick County atthe time ofmaster plan. Property owners shall be notified of conditions relating to adjoining active agricultural operations. Monetary Contribution to Offset Impact of Development The undersigned, who owns the above described property hereby voluntarily proffers that if the Board ofSupervisors for the County ofFrederick,Virginia approves the rezoning for the Q8.l212 acres,of the 89.S10Oacre parcel, lying unthe north side of U.S. Route 5Uinthe Gainesboro Magisterial District of Frederick County, Virginia as presented,the undersigned will pay to Frederick County for the Round Hill Fire and Rescue Company the sum of $25,000.00, the Sheriffs Office the sum of $5,000.00 and the Administration Building the sum of$5,000.00 for a total payment of$35,000.00, at the time of the first building permit on the 89.4099 acre tract is issued. This payment will not be required if it ioshown that this payment was made with the original rezoning ofthe property in2003. The conditions proffered above shall be binding upon the heirs,executors,administrators,assigns and successors in interest of the Owner. In the event the Frederick County Board of Supervisors grant said rezoning and accepts these conditions, the proffered conditions shall apply to the land rezoned in addition toother requirements set forth inthe Frederick County Code. Respectfully Submitted, C%4 00 cv) WINCHESTER MEDICAL CENTER By{Print oNamme : MA-1-?-r- 'E5AAc_-y1- Signatur Title: V A44"O'c�� —V Ea4_&4 — c�l Cyd Date: j-2_,C*9 — [ 9 STATE OF VIRGINIA,AT LARGE FREDERICK COUNTY,To-wit: T remethis day of 2019, by My commission expires 0) Notary Public CjDky\ym7VtVU`e_m4A 1 V NOTARY PUBLIC S E rl REG,#783 E0 ; MY Comm, 9826 SSION EXPIRES OZ'28/2023 ........... L T H 0 V V V 1 1 2 I 3 ' 4 5 8 7 I 8 ' 9 ! 10 L WINCHESTER MEDICAL CENTER WESTCAMPUS K n y 'z a 1 Ayr' . ....� - .,. ;: � _ � !"."w..,, 4 4 � ��- '- r t Yn I k •W.'N^..�"�+�+ 1Yy�d.1 l'; rM�•."'�v"..+ �4�m E � 'E r. y _EASTBOUND _ ROUTE WESTBOUND �4OW 50`LANDSCAPE BUFFER p- PARKING LANDSCAPE BUILDING DRIVE DRIVE LANE 4 u>.�° Ffi ..____..�-�.. ROW _... .�._..... LANE '• �.. Z` � e Y gs :faxrinn 1- 1; �a LU a J xy g Q G ,ENTRANCE" QT CA YD €NmaNCE Fan JALASI ALIZkn0N USEAREAS SHAL.BEQBANTEG AGR rt 1 `IT WI µ }kYNC TESTER MEDlDAL E E ED WIT T FOR eEaia.. NTERSE.0 ON AT SITE PIA STAGE OFT4 8 +� ( DEVELOPMENT F ... _ ON\S1O �CIACt _ tl- '-` 3888 AC, NO'RTR OF 7 711 LINE,.OWNED VALLEX HEALTH BUT BUT NOT lNGLUbED IN E REZONING PRELIMINARY ISSUE �.1 } NOT FOR CONSTRUCTION B-2 USES s {� B-2 USES i rt - REVISIONS. D / + Iid I U`r_' �}p}►t}{►{}{{eH{{s{{►ueeueu{n}w[{uui�w}npeu►ttui "�{1' FE rlira orf,¢'C�ruf{uuNut#npat{uuuiu{p{ti({iu►ttutu{et►t►t{}aae{its ►9►►}i}{►►� MS nuc USES ?� J DATE.10.18-19 C PROJECTIN, 1]6]2 jJ` D SCAIE:I iN 290' ii • p54J AREA NOT INCLUDED IN FI;2 O IN d T[ GENERALIZED PLAN OF kLshEVELOPMEN r }. R :} r`� D T A L ..... :_ _... .. .. .-,. .�_.. n �.. �.. ,,.i, n,'_. ...moi .[ }� ; Y >4.. •.. i vY,r��^� .. ti,. 'k�t r {� ..,..... _ .. sHEtr kD.: 5 8 7 8 9 10 voc 1 — 4 1 —3 1 6 1 7 1 a 1 9 1 10 L WINCHESTER MEDICAL CENTER WEST CAMPUS K Z" wo Z § Z A, A- < > H Z —D � F 1 4 0, ,z 0, ac r d 0 -' ,�,§ -11 v Q A .1 PRELIMINARY ISSUE 4-0 tel"' 0 NOT FOR CONSTRUCTION UEV—Ps D DATE 10-18 19 PRUJECTN, 776- EXPXLIENTN,I—A-7 SCALE TRUKSCA-E GENERALIZED PLAN OF DEVELOPMENT A jSHEET No.: L0 00 M AMENDMENT Action: PLANNING COMMISSION: March 19,2003 Recommended Approval BOARD OF SUPERVISORS: April 9,2003 APPROVED DENIED AN ORDINANCE AMENDING THE ZONIN(; DISTRICTMAP REZONING#02-03 FOR THE WINCH14STER MEDICAL CENTER WEST CA-,IPUS WHEREAS,Rezoning#02-03 of he Winchester Medical Center-West Campus, .vas submitted by G.W.Clifford&Associates,Inc.,to rezone 50.0540 acres from B2(Business General)to B2(13 usiness Gen&al)'wlth revised proffers, and 51.9676 acres fi•oui RA(Rural Areas)to NIS(Medical,Support). This property is located north of(and adjacent to)Route 50,and west and adjacent to Route 37,and identified with Property Identification Number 53-A-68 in the Gainesboro Magisterial District;and WHEREAS, the Planning Commission held a public hearing on this rezoning an March 19 2003; and and WHEREAS, the Board of Supervisors held a public hearing on this rezoning on April 9,2003; WHEREAS,the Frederick County Board of Supervisors finds the approval of this rezoning to be in the best interest of the public health,safety,welfare,and in conformance with the Comprehensive Policy Plan; NOW, TIIEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 of the Frederick County Code, Zoning, is amended to revise the Zoning District Map to change 50.0540 acres from B2(Business General)to B2(Business General)with revised proffers, and 51.9676'aeies from RA(Rural Areas)to MS(Medical Support)as described by the application and plat submitted,subject to the attached conditions voluntarily proffered in writing by(lie applicant and the property owner. # YDRes a09-tli co 00 This ordinance shall be in effect on the date of adoption. Passed this 91h day of April 2003 by the following recorded vote: Richard C. Shickle, Chairman Aye Sidney A. Reyes Aye Gina A.Forrester Nay Margaret B. Douglas Aye W. Harrington Smith,Jr. Aye Robert M. Sager Aye Lynda J. Tyler Aye A COPY ATTEST JVll1111V�,J1• reWck County Aninistrator PDRes.409-03 0 Rezoning R.:wI.6onsNWinchC tcr.NIed Ct,.wpd I- 00 CV) REZONING REQUEST PROFFER Property Identification Number 53-((A))-68 WINCHESTER MEDICAL CENTER "West Campus" PreliminM Matters Pursuant to Section 15.1 - 491.1 et. seq. of the code of Virginia, 1950, as amended, and the provisions of the Frederick County Zoning Ordinance with respect to conditional zoning, the undersigned applicant hereby proffers that in the event the Board of Supervisors of Frederick County, Virginia, shall approve Rezoning Application # 02-03 for the rezoning of 51.9676 acres fi-om Rural Area (RA) Zoning District to the Medical Services (MS) Zoning District, development of the subject property shall be done in conformity with the terms and conditions set forth herein, except to the extent that such terns and conditions may be subsequently amended or revised by the applicant and such be approved by the Frederick County Board of Supervisors in accordance with Virginia law. Also within this tax parcel is 50.0540 acres zoned B-2 which will remain B-2 after rezoning. The proffers which exist on the 50,0540 acre parcel have been included in this proffer statement and together with the added proffers constitute the complete proffer for the entire tract of 102.0216 acres. Should this petition for rezoning not be approved by the Board of Supervisors then the existing proffer statement for the B-2 tract will remain in effect and these proffers shall be deemed withdrawn and of no effect whatsoever. These proffers shall be binding upon the applicant and their legal successor or assigns. General Development Plan The development of the subject property, and the submission of any Master Development Plan shall be in conformance with all pertinent County regulations and shall be in substantial conformity with the Generalized Development Plan, dated September 2002, sheets 5 of 6 and 6 of 6, which are attached hereto and incorporated herein by reference. Street Improvements The Applicant shall design and construct all roads on the subject property consistent with the County's adopted Round FEII Land Use Plan for the area, and according to uniform standards established by the Virginia Department of Transportation (VDOT), and as may be provided in these proffers as illustrated on the Generalized Development Plan which is attached hereto and incorporated herein by reference. 1. On U.S. Route 50 at the intersection of Route 1317, a 200 feet left turn lane for eastbound traffic will be provided. (#I) 2. On U.S. Route 50, an acceleration/deceleration lane will be added across the entire U.S. Route 50 frontage of the site, and the only exit on U.S. Route 50 will be located at the Route 1317 intersection. Curb and gutter will be provided along the entire frontage. (#2) 3. At the VA Route 1317 intersection, traffic leaving the site will be provided two left turn lanes, (on left turn with through movement) and one right turn lane. (#3) 4. Lanes will be added to the VA Route 37 exit ramps to allow dedicated right and left turn lanes (#4) as follows: - At U.S. Route 50NA Route 37 western signal, Southbound right turn - 200 feet with transition to provide full 2 lanes at intersection. (Revised 4/3/03) Page 1 of 6 00 00 CV) Rezoning Request Proffer Property Identification Number 53-A-68 Gainesboro Magisterial District At U.S. Route 50/VA Route 37 eastern signal, Northbound left turn - 200 feet with transition to provide 3 lanes at intersection including a dedicated left, a left with through and right turn lanes. 5. A traffic signal will be provided at U.S. Route 50 and VA Route 1317 intersection. (95) 6. An additional left turn lane will be provided on U.S. Route 50 for the eastbound traffic at the US Route 50/VA Route 37 eastern signal. (#6) 7. A major collector road, 1200 feet in length and 5 lanes wide, with 80 feet light of way. (0) Transportation items I through 6 shall be constructed during the initial site development phase of the project and shall be either complete or bonded for completion prior to issuance of the first occupancy permit. The applicant shall limit entrance connections onto U.S, Route 50 to two points as shown on GDP. The applicant shall prepare a traffic generation estimate for uses established by the Site Development Plan to be submitted for initial construction approval to the County. The combined trip generation (ADT) shall not exceed 14,000 TPD (average weekday volume) without further approval by the County. The actual trip generation from the project shall be determined by the Winchester Medical Center Management annually, from data collected in May and with results due on July I of each year, and be available for review as individual site plans and subdivisions for future uses are submitted for review by VDOT and the County. The combined traffic impact from the 102 acre site is not to exceed 14,000 TPD (average weekday volume) when current actual counts and proposed counts are added for cumulative total. If the cumulative total for any site plan at WMC causes the total to exceed 14,000 TPD then it is agreed that the applicant shall not file additional site plan application until the County is satisfied that adequate and manageable levels of service will exist on state or internal site roadways. The STC code system and the ITE shall be utilized for the subject projections. The applicant shall perform an updated TIA of the project intersection on U.S. Route 50 and of the Route 50/Route 37 interchange when traffic generation from the 102 acre site reaches 14,000 TPD (average weekday volume). The County may revise this 14,000 TPD, limit upward, without modification of this proffer agreement, should results of the TIA show that additional loading is appropriate. Landscape Design Features The development of the subject property, and the submission of any Master Development Plan shall include the following landscape design feature provided in these proffers and as illustrated on the Concept Plan revised 3/4/03 which is attached her6to and incorporated herein by reference. (Revised 4/3/03) Page 2 orf a) 00 Rezoning Request ProtTer Property Identification Number 53-A-68 Gainesboro Magisterial District 1. A fifty foot (50') landscaped buffer along the US Route 50 frontage portion of the site. (4). Internal parking, travel ways and commercial structures shall not extend closer than 50' to front right of way line on U.S. Route 50. An illustrative detail is attached to this proffer for the purpose of establishing a standard of quality to be implemented upon final design. (See ID"N'). 2. A landscaped green area along the north side of the main entrance. (See ID"X') (#9) 4D 3. A landscaped, open, green visual focal link and park located at a "roundabout" (#10). An illustrative example (ID "B") is attached to this proffer for the purpose of establishing a standard of quality to be implemented upon final design. Oil Site Development The Winchester Medical Center shall establish an Architectural Review Committee (ARC) to review all planning within the 10-1 acre site to insure conformance with the standard of quality described in the Master Development Plan and Covenants. In general, project covenants shall establish a standard of quality for structures and site design as follows: I- Materials utilized for the facades of the buildings shall include but not be limited to concrete masonry units (CMU) brick, architectural block, dryvit, or other simulated stucco (EFIS), real or simulated wood and/or glass. 2. All building within the development on the property shall be constructed using compatible architectural style and materials, and signage for such buildings shall be of a similar style and materials. 3. All building within the property shall be developed as a cohesive entity, ensuring that building placement, architectural treatment, parking lot lighting, landscaping, trash disposal, vehicular and pedestrian circulation and other development elements work together functionally and aesthetically, 4. A single monument type sign shall be utilized near the project entrance to describe internal features. Sign height shall be limited to 20' within 50' landscape area along U.S. Route 50. Individual signs to be allowed per ordinance requirements to announce individual uses. On building signage to be the preferred sign type for individual uses. No other signs shall be located within 50' buffer area. The Applicant shall record and include in each deed as well as provide Frederick County with a complete set of Covenants and Restrictions pursuant to site design developed and approved by Frederick County at the time of master plan. Property owners shall be notified of conditions relating to adjoining active agricultural operations. (Revised 4/3/03) Page 3 of 6 0 M Rezoning Request Proffer Property Identification Number 53-A-68 Gaunesboro Magisterial District Monetag Contribution to Offset Impact of Develo ment The undersigned, who owns the above described property hereby voluntarily proffers that if the Board of Supervisors for the County of Frederick, Virginia approves the rezoning for the 51.9676 acre tract 2, lying on the north side of U.S. Route 50 in the Gainesboro Magisterial District of Frederick County, Virginia from RA to MS and approves the revised planning for the 50.0540 acre tract 1, the undersigned will pay to Frederick County for the Round Hill Fire and Rescue Company the sum of $25,000,00, the Sheriff's Office the sum of $5,000.00 and the Administration Building the sum of$5,000.00 for a total payment of$35,000.00, at the time the first building permit on the 102.0216 acre tract is issued. The conditions proffered above shall be binding upon the heirs, executors, administrators, assigns and successors in interest of the Applicant and Owner. In the event the Frederick County Board of Supervisors grant said rezoning and accepts these conditions, the proffered conditions shall apply to the land rezoned in addition to other requirements set forth in the Frederick County Code. Respectfu fly submitted, PROPERTY OWNER By: yP.� Date: i STATE OF VIRGMA, AT LARGE FREDERICK COUNTY, To-wit: The foreoing instrume. was acknowledged before me this : fid day offer 2003, by q )n s My commission expires G. C 00S Notary Public S (Revised 4/3/03) Pare 4 of T M I —T8"U9'ROUTE.50 f AT ROUTt-8031'1'\ f l 7- 1 �- r� If /("':i:t\\, 1 r .,}y\ S\ qpsr� '\l� 5\. tit ✓�yi - �`F 1 \4� i l ; L'.._'`.��_-. _\,�\�\ \�� r f f 3 t ' FSI, ?• \'� PRI7PDSEL ,'M kiQF% ;( �1 ` `.l , r:_% `, `—. ` 5, + g COLLE+v OR 1 c,Q' 1,,` ' til�; �' �4 1 �>i'. ; i � " {' _,�fvlO,riL '`.� L�,c-o>vin��i>�Lc•`� C ���� `—� f. \\ T \ Al"Yk AL F 1'!n WINCHESTER MEDICAL CENTER PROPERTY 8-2 Property Silbert w. clifford & associates, inc. o O GENERALIZED DEVELOPMENT PLAN Sheet O 'WEST CAMPUS" f e >m a Ld Ph"m Wahx�Hq 117 E Firnd St Wmchmter,Vqg io 22601 fREDEROV COUNTY, WRC/NIA 6 VXF—(W)667-2139 FA%:(W)665-0193 FL/IL•grrdLfOmrsin;can Revised 3/4/03 N M ti - �' — I'll! itt� + / / _� _--_ — /// �� •t}i1'tt i'�i�i(�(i,r�'+`�t`1iFJt \ Il PROPOSED MAJOC ! COLLE�TOR; c,\`,1t,` _t__�m- c�^\\`' , `✓'f/�;r, ' \._ �$��,� \ \ t,<','\:`( •.� \ice---- \ t`:1.\ v—_--�= ori/ 5. .\�� �-'. '•��o�rJ�'- t � j�� ��-�::.'=amu � �.'� ,;` -\ :_��\\`-� �,� �_..� fir.-.+( \r -; i/� '.` t�i•.:\i�';ti. 't \'-'�,(-�'!' \`\ 1•\,nom,T �, J% 1 �- t s ttl•:y�\�.� r Ile "A I,mill r. i 9,� 5�pVlGS �\` -t ir,1(/� >t'• �\\ �:t�ilJ e / \ � �\ 1 1t / 1 F�vlr,Nf r i f7151J?tF� CENf�R' .rt7 �� I'����-%�°;J/r. i�(•'; -----me zi n 5 6lieV U20, WINCHESTER MEDICAL CENTER PROPERTY US Property 9iibert w. clifford & associates, inc. a O GENER411= DEhELOPMENT PL41V Sheet +� ' O O WEST CAMPUS' 6 ti of 117 E hwak SL mctrsl-,v7geeo 22601 FREDERICK COIJNIY, ORGIN14 6 MEN 667-2139 FAX:(5;0)W-0403 Dl&:gvFddmi=m devised 51410J M M { ey Jo- 'do WIPA tSection 11-11, Poral I§rin,at 0iog us$uundalaxn kerion Kee Sack:1"_40' r Winchester Medical C; anter Wast Carnpus m Generalized Develop.-near Plan Frederick C: in,q, V „3nia ,I M IJ mak. !• � .'A � +Fl � �f o r � rs � �,�� �� -', t t trs•I ti44 iA Route j(r Winchester Medical Center gest Campus �• .� ^�� ». rr v <�=stirs•r' Generalised Dmclnjvr.:ent Plan ert� ii r sc.ara,.1"-50 Fredcriekc Cau ntr, t"ir-gin is Pil LO M * w.. .gyp�1j I1+.11:4:J:\S A 5t4&45Sk �;:t�,N qv. ».' i�f t' `\ .1111, ^ ^.,, ♦ri\I/+i, '�� inn tl\le 1 � y� rJ KI i1:l..e1.\I`5f-lftlyl ��el`�'✓sr�'�'t�" lY' -.Z N R k= ;1 W Winchester Medical Center West Campus u � °�- ar, Generalized Development Phin f�grn•. Mnw 0.fF,t ..\I.F 1�..Y f rcJecick CuuJtty, \'ir}!.inia co M ,;%L 31 iY$r.:of a+8 p nt ai m er;,e RHomer 1401 E ,r 131oac1.`, ,et° -1'c i€, 1?ivi inn,i,71 L;` o€ ..„1106 —hail Ii R it htrEo!xt t in;iilii "'_ l r€x 11 '"5,47 wn Agenda item#6-A RESOLUTION OF THE COMMONWEALTH TRANSPORTATION BOARD December 17,2009 MOTION Made Bv:Dr. Davis Seconded By:Mr.Davies Action: Motion Carried Unanimous) Title: Right of Way and Limited Access Control Chao es Route 37 and Campus Boulevard Interchange, Frederick County WHEREAS, Route 37, between its southernmost intersection with Interstate 81 continuing in a northerly direction for approximately 9 miles to a point along Route 11, north of the City of Winchester, in Frederick County, was designated as a Limited Access Highway by the State Highway Commission, predecessor to the Commonwealth Transportation Board (CTB), on March 17, 1966; and WHEREAS, in connection with a section of Route 37, State Highway Project 6037-034-101, RW-202, which is located between the aforesaid locations, the Commonwealth acquired certain lands and limited access easements from various landowners; and WHEREAS, the land on both the northwest and southeast sides of the Route 37 proposed right of way and limited access lines, as shown on the plans for said State Highway Project, between the interchanges at Route 522 and Route 50, was identified as the location for an interchange (hereinafter referred to as "Campus Boulevard Interchange") to serve the Winchester Medical Center, Inc., property located on the southeast side, and potential access for future development for properties on the northwest side of said Route, necessitating changes to the said right of way and limited access control in the vicinity of approximate Station 440+00, which were approved by the CTB on May 21, 1992; and ti CV) Resolution of the Board Right of Way and Limited Access Control Changes—Route 37 and Campus Boulevard Interchange Frederick County December 17, 2009 Page Two WHEREAS, Valley Health (formerly Winchester Medical Center, Inc.) has identified and requested right of way(R/W) and limited access control changes (LACC) consisting of a northerly shift and LACC along the Campus Boulevard Interchange Ramp D northwest revised proposed right of way and limited access line (5/21/1992), to provide direct access to the northwestern campus of the Hospital, as well as inter-campus connectivity, facilitating the planned expansion of medical related services in the region and supporting economic development of Frederick County (County); and WHEREAS, the County, by letter dated February 3, 2006, supports the request for the R/W and LACC; and WHEREAS, the Virginia Department of Transportation (VDOT) has determined that the said shift of the right of way and limited access line in the vicinity of approximate Station 440+00 (Route 37 southbound lane baseline) and conditional LACC of approximately 70 feet in length, from a point 398.9 feet opposite Station 17+17.39 (Route 37 and Campus Boulevard Interchange Ramp D baseline) to a point 434.3 feet opposite Station 17+60.48 (Route 37 and Campus Boulevard Interchange Ramp D baseline), with roadway and ramp modifications as required, to provide direct access to the northwestern campus of the Hospital, as well as inter-campus connectivity, both located along the northwest side of the Route 37 and Campus Boulevard Interchange Ramp D northwest revised proposed right of way and limited access line (5/21/1992), as shown on the plans for State Highway Project 0037-138-101, RW-201, are appropriate for said interchange ramp from a design standpoint subject to further VDOT review and approval; and WHEREAS, a global traffic analysis was prepared and reviewed, and VDOT has determined that the said proposed R/W and LACC for said interchange ramp will require further operational review and approval by VDOT in the future, however from a safety and traffic control standpoint regional growth demands on the Route 37 corridor far exceed any immediate operational impacts of the said proposed R/W and LACC; and WHEREAS, a long term plan for the Route 37 corridor is under development by VDOT and the Win-Fred Metropolitan Planning Organization; and WHEREAS, Valley Health and VDOT have agreed to the following conditions for the said proposed R/W and LACC: •Valley Health shall donate and convey in fee simple, free of any liens and with General Warranty of title, all land and easements, including but not limited to easements of access, air and light, necessary to accommodate the said R/W and LACC to the Commonwealth without cost, compensation or mitigation; and 00 a) CV) Resolution of the Board Right of Way and Limited Access Control Changes—Route 37 and Campus Boulevard Interchange Frederick County December 17, 2009 Page Three •Valley Health will construct new termini for the southbound Route 37 ramps at Relocated Campus Boulevard,providing access to the northwestern campus of the Hospital, as hereinafter described, to VDOT specifications and subject to VDOT approval; and •Valley Health will construct modifications to the existing northbound Route 37 ramps at Campus Boulevard to permit westerly movements to and from the said ramps subject to VDOT specifications and approval; and •Valley Health will construct a second right turn lane at the northbound Route 37 ramp termini with Route 522 to mitigate queuing issues on said ramp concurrently with the said Campus Boulevard ramp improvements and gates herein described; and •All right of way, engineering, construction, utility relocation, re-signing, and all necessary safety improvements shall meet all VDOT standards and requirements; and •All parties concur that traffic safety on Route 37 is the first priority, and full and adequate operational functioning of Route 37 is the next priority; and *Valley Health shall construct actuated gates within its property at the proposed LACC for access to the northwest campus of the Hospital, as part of and coinciding with the said ramp improvements, in order to permanently prohibit the general public from traveling between the northwestern campus of the Hospital and the Campus Boulevard Interchange; and •All costs, infrastructure, and maintenance associated with the said gates shall be home by Valley Health; and *Valley Health will be permitted to issue up to 500 cards or passes to the said gates, for the exclusive use of campus employees, patients, and/or patient family members for inter-campus access; and •VDOT may request independent audits, to be funded by Valley Health, of outstanding cards or passes to assure compliance with the conditions of this Resolution at any time VDOT deems appropriate; and •The said access is subject to revocation and closure at any time if VDOT deems the management of the said restricted access is being abused or determines that any operational or safety conflicts are occurring; and •Valley Health will complete all plans, posting of any bonds and obtain any permits, as necessary or required, within one year of CTB approval of the said proposed R/W and LACC; and •All costs of engineering and construction, utility relocation, re-signing, including all necessary safety improvements, will be borne by the Valley Health; and • A Memorandum of Agreement (hereinafter MOA) will be executed between Valley Health and VDOT, and made available to the County to confirm compliance of these conditions, current zoning restrictions on the northwestern CV) Resolution of the Boar'. Right of Way and Limited Access Control Changes—Route 37 and Campus Boulevard Interchange Frederick County December 17, 2009 Page Four campus of the Hospital, and to consider participation in regional transportation projects in the future; and * The said MOA shall be executed and recorded among the land records of Frederick County, Virginia within one (1) year of CTB approval of the said proposed R/W and LACC; and WHEREAS, VDOT has determined that the said time frame for Valley Health to complete the requirements for all plans, posting of any bonds and obtaining any permits, as necessary or required, being within one year of CTB approval of the said proposed R/W and LACC is appropriate; and WHEREAS, VDOT has determined there will be no adverse environmental impacts, pending a Phase I Archeology study to be completed after the plans are developed and prior to construction, to be conducted as part of the permit process; and WHEREAS, public notices were posted in the Winchester Star and Northern Virginia Daily newspapers on November 2, 2009 and November 24, 2009; and the Shenandoah Valley Hit newspaper on November 6, 2009, all of which closed on December 1, 2009, with no comments received; and WHEREAS, VDOT has determined that due to the restricted nature of the actuated gates within the Valley Health property at the proposed LACC for access to the northwest campus of the Hospital, no compensation shall be due VDOT in consideration of the said proposed LACC for access; or the said proposed shift due to utilization for public street purposes; and WHEREAS, other than the period for completion of all plans, posting of any bonds, obtaining any permits, and execution/recordation of the MOA, the proposed R/W and LACC is in compliance with the Commonwealth Transportation Board Policy; and WHEREAS, upon completion of all conditions and work by Valley Health and acceptance by VDOT, all work, roadway construction, improvements and equipment within the said revised proposed right of way and limited access of the Route 37 and Campus Boulevard Interchange (12/17/2009) will become the property of the Commonwealth. NOW, THEREFORE, BE IT RESOLVED, in accordance with the provisions of Section 33.1-58 of the Code of Virginia (1950), as amended, the CTB hereby finds and concurs with the aforesaid VDOT determinations, and approves the said R/W and LACC shift for public street purposes; and that the CTB's earlier designation of Route 37 as a 0 0 limited access highway be amended to allow a restricted traffic limited access break from a point 398.9 feet left of existing Ramp D station i 7+i 1.39 to a point 434.3 feet left of Resolution of the Board Right of Way and Limited Access Control Changes —Route 37 and Campus Boulevard Interchange Frederick County December 17, 2009 Page Five existing Ramp D station 17+60.48, a width of approximately 70 feet, conditioned upon the following: 1. That ingress and egress gates be constructed on the Valley Health property to restrict traffic entering the Route 37/Campus Boulevard Interchange limited access break to employees, patients and/or patient family members requiring inter-campus access. Valley Health may issue up to 500 cards or passes to actuate the gates for passage. 2. That, if at any time the Department deems the management of the restricted access is being abused or determines that operational or safety conflicts are occurring, the limited access change will be revoked and the break will be closed. 3. That Department concurs with and approves the design of the interchange modifications and any other improvements that are required. 4. That Valley Health or others agree to provide the additional limited access right of way and pay all costs of the improvements as identified herein. The Commonwealth Transportation Commissioner is hereby authorized to execute any and all documents needed to comply with this resolution. To be completed by Planning Sta FeeAmountPaid $1,0130.t-40T- Zoning Amendment Number9-- t9 C kq C) Anticipated PC Hearing Date f -a" 1- 1 Iq Date Received (cel 2- i I t Anticipated BOS Hearing Date t S- lo REZONING APPLICATION FREDERICK COUNTY,VA DEPARTMENT OF PLANNING&DEVELOPMENT 1. Property Owner(s) (please attach additional page(s)if more than two owners): Name: Winchester Medical Center, Inc. Specific Contact Person if Other than Above: Mark Baker Address: 1836 Amherst Street, Winchester, VA 22601 Telephone: (540) 536-4543 Email: mbaker@valleyhealthlink.com Name: Specific Contact Person if Other than Above: Address: Telephone: Email: 2. Other Applicant Party (such as a contract purchaser) (please attach additional page(s) if necessary): Name: Specific Contact Person if Other than Above: Address: Telephone: Email: 3. Law firm, engineering firm,or other person,if any, serving as the primary contact person for this application: Finn Name: Valley Engineering, PLC Specific Contact Person at Finn: Daniel Michael, PE Address: 4901 Crowe Drive, Mount Crawford, VA 22841 Telephone: (540) 434-6365 Email: dmichael@valleyesp.com Please note that, if a law firm, engineering firm, or other person, other than the owner of the property, will be acting on behalf of the owner and/or executing papers on behalf of the owner in connection with the rezoning, the owner will need to execute a power of attorney form granting the firm or person such authority. Page 12 C%4 Q 4. Project Name (if any): Winchester Medical Center 11 5. Property Information: a. Property Identification Number(s): 53-A-68 b. Total acreage of the parcel(s): 89.4099 c. Total acreage of parcel(s) to be rezoned (if other than whole parcel(s) is being rezoned): d. Current zoning designation(s) and acreage(s) in each designation: B-2 -37.5424 AC, MS - 51.8675 AC e. Proposed zoning designation(s) and acreage(s) in each designation: B-2 - 37.5424 AC, MS - 37.5424 AC f. Magisterial District(s): Gainseboro g. Location -the property is located at (give street address(es) if assigned or otherwise exact location based on nearest road and distance from nearest intersection,using road names and route numbers): 1998 Northwestern Pike, Winchester, VA h. Adjoining Properties: Parcel ID Number Use Zoning 53-B-3,83 C STORE-LIVESTOCK EXCHANGE RA 53-A-84 RESIDENTIAL RA 53-A-75,76,77 RESIDENTIAL B-2 53-A-74 RESIDENTIAL B-2 53-A-73 RESIDENTIAL RA 53-A-A,69,1 AGRICULTURAL RA 53-A-68A HOTEL B-2 Property identification numbers, magisterial districts, and deed book and page numbers/ instrument numbers may be obtained from the Office of the Commissioner of the Revenue, Real Estate Division, 107 North Kent Street, Winchester,VA 22601. Page 13 M O Iq 6. Disclosure of real parties in interest. Virginia Code § 15.2-2289 provides that localities may by ordinance require any applicant for a zoning amendment to make complete disclosure of the equitable ownership of the real estate to be affected including,in the case of corporate ownership,the name of stockholders, officers,and directors,and in any case the names and addresses of all real parties of interest. Frederick County has,by County Code§ 165-101.09, adopted such an ordinance. ex For each business entity that is an owner or contract purchaser of the property,please list the name and address of each person owning an interest in,or who is an officer or director of,any eiitfty that is an owner or contract purchaser of the property(you need nOL indicate the amount or extent of the ownership interest). Please note that this requirement does not apply to a corporation whose stock is traded on a national or local stock K hange and having more than 500 shareholders. NOT APPI IGARI F AS VAI I FY HFAI TH IS A I OM-PROEIT ENTITY Please attach additional page(s)if necessary. 7. Checklist. Please check that the following items have been included with this application: 0 Location Map ❑✓ Plat Depicting Metes/Bounds of Proposed Zoning Q Impact Analysis Statement Proffer Statement(if any) Q Agency Comments ❑✓ Fee 0 Copies of Deed(s)to Property(ies) Tax Payment Verification Digital copies (pdf's)of all submitted items Page 14 Iq 0 7. Signature(s): I (we), the undersigned, do hereby respectfully make application and petition the Frederick County Board of Supervisors to amend the zoning ordinance to change the zoning map of Frederick County, Virginia. I (we) authorize Frederick County officials to enter the property for site inspection purposes. I(we)understand that the sign issued when this application is submitted must be placed at the front property line at least seven days prior to the Planning Commission public hearing and the Board of Supervisors public hearing and maintained so as to be visible from the road right-of-way until the hearing. I (we) hereby certify that this application and its accompanying materials are true and accurate to the best of my(our)knowledge. Owner: 111 Date /� 1 If signing on behalf of an entity, please state name of entity and your title: Owner: Date If signing on behalf of an entity, please state name of entity and your title: Other Applicant Party(if any): Date If signing on behalf of an entity, please state name of entity and your title: If additional signature lines are necessary, such as if more than two persons are owners, please use additional copies of this page. Page 15 LO a ADJOINING PROPERTY OWNERS Owners of property adjoining the land will be notified of the Planning Commission and the Board of Supervisors meetings. For the purpose of this application, adjoining property is any property abutting the requested property on the side or rear or any property directly across a public right-of-way, a private right-of-way, or a watercourse from the requested property. The applicant is required to obtain the following information on each adjoining property including the parcel identification number which may be obtained from the office of the Commissioner of Revenue. The Commissioner of the Revenue is located on the 2nd floor of the Frederick County Administrative Building, 107 North Kent Street. Name and 11 Property Identification Number Address Name FARMERS LIVESTOCK EXCHANGE POBOX 2696 Property#53-B-3, 83 WINCHESTER, VA 22604 Name KEVIN L. ANDERSON 180 THURSTON CT Property#53-A-84 CLEARBROOK, VA 22624 Name NANCY RENNER JOHNSON 2054 NORTHWESTERN PIKE Property#53-A-75, 76, 77 WINCHESTER, VA 22603 NameCRT PROPERTIES, LLC 424 W CECIL ST Property#53-A-74 WINCHESTER, VA 22601 Name MARSHA A.DEHAVEN AND JANCICE P.LLEWELLYN 500 S HAYFIELD RD Property#53-A-73 WINCHESTER, VA 22602 Name FRUIT HILL ORCHARD, INC PO BOX 2368 Property#53-A-A, 69, 1 WINCHESTER, VA 22604 Name WINCHESTER HOTEL PARTNERS, III LP 610 EDGEGROVE RD Property#53-A-68A HANOVER, PA 17331 Name Property# Name Property# 16 to 0 Name and Property Identification Number Address Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# Name Property# 17 ti 0 c� Co Special Limited Power of Attorney G2� County of Frederick,Virginia m Frederick Planning Website: NW LDepartment of Planning&Development,County of Frederick,Virginia 107 North Kent Street,Winchester,Virginia 22601 Phone (540)665-5651 Facsimile (540)665-6395 Know All Men By These Presents That: WINCHESTER MEDICAL CENTER,INC Name of Property Owner/Applicant P .,tile name of ule enury s1lould appear above. If multiple persons own the property or are applicants,an executed power of attorney from each owner will be needed. 1636 AMHERST STREET,WINCHESTER,VA 22601 1,540)5364543 Mailing Address of Propertyweer, pp rcan e ep one umber as owner of,or applicant with respect to,the tract(s)or parcel(s)of land in Frederick County, Virginia,identified by following property identification numbers: do hereby make,constitute,and appoint: DANIEL MICHAEL,PE Name of Attomey-in-Fact VALLEY ENGINEERING,PLC,8401 CROWE DRIVE,MOUNT CRAWFORD.VA 22841 (540)43x6365 Mailing Address of Attorney-In-Fact Telephone Number to act as my true and lawful attorney-in-fact for and in my name,place,and stead,with the same full power and authority I would have if acting personally,to file and act on my behalf with respect to application with Frederick County,Virginia for the followin ,for the above identified property: ZRezoning Subdivision Conditional Use Permit LJ Site Plan Master Development Plan(prelim.or final) E] Variance or Zoning Appeal and,further,my attorney-in-fact shall have the authority to offer proffered conditions and to make amendments to previously approved proffered conditions except as follows: NONE This appointment shall expire one year from the day that it is signed,or'at such soont?time as I otherwise rescind or modify it. r Signature 'r o , To Title(if signing on behalf of an entityl k;cl1,4'r-s nc,�VLfta-wr d�`t ,1 State of ounry/ ity of �C�C-G'1-r t�� wit: r I, is in and for the jurisdiction aforesaid,bertfify that the 11y appear before me and has acknowledged the s" day of ((((//CfZ fit(/C 20i�y My Commission Expires: — Notary ruouc - VICTORIAPP,lO p it'r, tion Number: NOTARY PUBLIC Commonwealth of Virginia Reg.#340383 My Commission Expires Sept.30,2020 L evfe+wi r k Niiktl Five " $I�.�°�!i w Mem�n•• x � — � C � � it4s�n.w4etle�e�tVa�F'+ctixKe+r+a��wf+�rs+ti'EL'srz+�sp � i ,i bpe ��S�''�^°�•_ nota.ug�r Rk'e'-�e'4�.. kUr. MhrplaY � N1AearrtmJl3fu 'n4an�4a•a � 1+�- �N3ksrr Mohrul_ '�N'�rrSna4,wR 1n tle�tuar:I.R� � Y,aen �Merr+{ry.!kre. Fredcriek�`o�nty�1'i[girii� �,�,�r� Pa}'d[.a nkup 7 aseg TerieMt Mer�tr PxsatrlP�@ ase Ener �+e'apa �'M4nA'F.laggn rRr�ryep� Skappt'p{aR(A fin tXrorkn [hrge E�nei A haaheirocae+r�+ (} i�: � � � M9 � �I �0 ►� H �] [al � � � +� . , �=s: s THOMAS MOORE LAWSON.) P.C. *OF COUNSEL-WILLIAMS MULLEPI 120 EXETER ftm,SuirE 200 POST OFFICE Box 2740 WINCHESTER,VA 22604 '"THOMAS Moon LAwsm•TiAwsoNALs=x0m TELEPHONE: (50)665-M FACSIMILE:(540)722A51 September 23,2020 Charles S. DeHaven,Jr.,Chairman At-Large Shawn L. Graber, Back Creek Supervisor J. Douglas McCarthy, Gainesboro Supervisor Robert W. Wells,Opequon Supervisor Blaine P. Dunn,Red Bud Supervisor Gene Fisher, Shawnee Supervisor Judith McCann-Slaughter, Stonewall Supervisor Frederick County Board of Supervisors 107 North Kent Street Winchester,VA 22601 Re: Rezoning#06-19-Winchester Medical Center Our File No. 1376.001 VIA E-MAIL Dear Ms. McCann-Slaughter and Gentlemen: As you know, I represent Winchester Medical Center with regard to the above-referenced rezoning proffer amendment. After learning that this matter was scheduled for the September 23, 2020 Board of Supervisors hearing and after consulting with Staff, we did write a letter dated September 18, 2020 requesting this matter be tabled. The undersigned was advised that the sole reason this was added to the Board of Supervisors' agenda was to not run afoul of Virginia Code See. 15.2-2286(A)(7) and County Code See. 165-102.04, which requires action within a year unless the Applicant requests an extension. Also, as the Board is aware and this will confirm, Winchester Medical Center and its representatives have had meetings with representatives of Ms. Johnson and Ms. Turner; the most recent of which was a conference call held on September 18, 2020. In fact, during that call not only was there a discussion of the requested easements which include a 140-foot long construction easement and a permanent easement, which is 92.5-feet wide at its connection to Botanical Boulevard, tapering to 40.32-feet wide at CRT Properties, LLC's property line, but also which provides for construction easements and permanent easements at both the north and south ends of the Winchester Medical Center property,neither of which have anything to do with access. Nevertheless, representatives of Winchester Medical Center advised attorneys for Ms. Johnson and Ms. Turner first that there had been a request to table this matter until, at the Frederick County Board of Supervisors September 23,2020 Page 2 earliest, the Board of Supervisors' second meeting in October, and secondly that Winchester Medical Center would continue in good faith to work with the neighbors to reach an agreement for reasonable access. As this Board will recall,the prior draft proffer amendment provided for a 50-foot wide access. Said 50-foot access was deemed to provide more than sufficient width to install three lanes of access, curb, gutter and, if required as part of the design, sidewalks. To the representative of Winchester Medical Center it was believed that the telephone conference which occurred on September 18, 2020 was well received by all parties and there was an agreement to continue discussions going forward. Much to Winchester Medical Center's surprise, the letter dated September 21, 2020 was sent by attorneys representing Ms. Johnson and Ms. Turner to members of the Frederick County Board of Supervisors and Planning Staff. The letter ftirther states in its conclusion that (1) "Johnson and CRT Parcels have a"by-right"right of free access to Botanical Boulevard"; (2)the commercial access for the Johnson and CRT Parcels "is onto and via Botanical Boulevard"; and (3) Winchester Medical Center is "legally committed and obligated to provide access to Botanical Boulevard consistent with the current B-2 rezoning of the Johnson and CRT Parcels." The letter goes on further asking that the Frederick County Board of Supervisors confirm the above asserted legal rights. When it is heard, what will be before the Board of Supervisors is Winchester Medical Center's minor proffer amendment, which is a legislative process that is permitted under the Frederick County Code and Virginia Code. 'Contrary to what is asserted by the attorneys representing Ms. Johnson and Ms. Turner, the Board of Supervisors is not impaneled to make rulings on a party's legal rights. Winchester Medical Center does certainly appreciate the enthusiasm exhibited by Ms. Johnson and Ms. Turner and their attorneys, and remains committed to working with its neighbors. We would hope that the same focus and spirit of cooperation will be extended by our neighbors. attention to these matt rs Thank you for your att iiii. Thr Moore La4sog— TML:atd cc: Winchester Medical Center Mike Ruddy,AICP, Director of Planning& Development Candice Perkins,AICP, CZA,Assistant Director Roderick B. Williams,County Attorney H. Edmunds Coleman, 111, Esquire Bill Shmidheiser, Esquire BRYAN& COLEMAN,P.L.C. Attorneys at Law I IS South Braddock Street Winchester,VA 22601 H.Edmunds Coleman,III Tel: (540)545-4172 Fax: (540)545-4173 Email: edscoleman@edscolemanlaw.com September 21,2020 P141 E-0,LCM To The Members of The Frederick County Board of Supervisors: Charles S.DeHaven,Jr., Chairman AIL-Large <chdehaven@fcva.us> Shawn L. Graber,Back Creel-,Supervisor <shavNn.graber@fcvp.us> J.Douglas McCarthy,Gainesboro Supervisor <dmccartby@fcva.us> Robert W. 'Alells,Opequon Supervisor <rwelis@fcva.us> Blaine P.Dunn,Red Bud Supervisor <,bdunn@fcva.us> Gene Fisher, Shawnee Supervisor <gfisher@fcitE,.us>;<gfisher@su.edu> Judith McCann-Slaughter,Stonewall Supervisor <jsIaugbter@fcva.us> Roderick Williams,Esquire,County Attorney <rwilIia@fcva.us> Candice Perkins,ATCP,CZA,Assistant Director <cperkins@fcva.us> Mike Ruddy,Director of Planning&Development <mruddy@fcva.us> Re: SEPTEI'V11334E R 23,2020 BOS MEETENG.- _R!,cr1h1:of Access To Botanical Boulevard By Adjoining Fropartlec/REZONING Al"P]LI)CATION#06-19-Winchester Medical Center,Inc.-Adjoining'Property Owners Nancy rz.Xohnsori Parcels TMP'#.0-A-75:53-A_-76;and 53-A, 77 and CRT Properties,LLC/TMP#53-A-74 Dear Ladies and Gentlemen: I. R�EUIRJZ SENITTA171 ON: I represent Nancy R.Johnson, owner of the three Tax Map Parcels noted above,which adjoin Botanical Boulevard on the West.Bill Shmidheiser represents Carolyn Turner/CRT Properties, LLC, owner of TMP#53-A-74, Mrs.Johnson's Parcels and the CRT Properties'Parcel were rezoned to B-2 in 2008(the"Botanical Square Properties Rezoning'). This letter is submitted in addition to,and in supplementation of,Bill Shmidheiser's January IS, 2020 letter with various attachments(presented on behalf of CRT Properties)and my January 22,2020 letter. n. H-TUSTORY OF APPLICA 2 I '11HN-1#06-19.- Winchester Medical Center's Rezoning Application#06-19 is a proposed"minor proffer amendment for minor text revisions and revisions to the approved Generalized Development Plan(GDP)" associated with Rezoning#02-03,with the Medical Center proposing to remove uses shown on the proffered GDP and to remove a proffer regarding landscape design features related to the Medical Center's internal road system. N T Board of Supervisors September 21,2020 Page 2 Mfrs_Johnson and CRT Properties_are not concerned about the requested,revisions to,the Medical Center's Plans and Proffers for the develloo,rnen' of their own r erty�,but rather,in order to assure access,_the� re uest�that the Medical Center's revised uroffers be fiartller changed tnaddress the grantinc of access and to cpnfizm that the_"future cclntinencies" erin such access were sarisfied in 2008 all as.set forth in_this letter.The September 15,2020 Staff Report for the Board's September 23 Meeting notes the following as part of the"Application History": The Board of Supervisors discussed this item on January 8, 2020.At this meeting,questions arose about Botanical Boulevard and access by adjoining properties that were shown on the approved MDP for this development.The Board postponed action on the amendment until the January 22, 2020 meeting to allow the_ APP# Oat to provide clarif cation an access tc Botanical Boulevard b adjoining properties. [emphasis added] The March 4,20.20 Staff Report prepared for the Board's March 11,2020 Meeting noted that on January 8,2020"The Board postponed action on the item until January 22,2020 to allow the applicant to provide clarification on whether the access will be granted at no charga or is intended to be sold."[emphasis added] o Following the January 801 meeting,the Applicant removed all references on the GDP for access for the adjacent property to Botanical Boulevard. The Board of Supervisors denied the rezoning at the March 11,2020 meeting. The Minutes of the Board's March 11,2020 Meeting reflect Applicant's counsel Mr.Lawson's comments that whether access would be granted to the Johnson and CRT Parcels,and whether there would be any monetary charge therefore,are"decisions"which"would be made by the Medical Center Board based on the specifics of the Request."[emphasis added] ► The Board of Supervisors rescinded the vote for denial at the April 8,2020 meeting and the rezoning application would be reconsidered at a future meeting.Johnson and CRT,without firsthand or participatory knowledge,understand such rescission derived from discussions between the County and the Medical Center about the Medical Center actually granting access for the Johnson and CRT Parcels. [emphasis added] Applicant submitted revised proffers with a final signature date of April 17,2020 for consideration. o The text of the proffers dated April 17,2020 remains fundamentally unchanged.The April proffer statement(see proffer 8)and the proffered GPD(dated October 19, 2019,revised April 9,2020)both contain the following tent"Entrance to Botanical Blvd—Entrance to residential use areas shall he jtqnted by Winchester Medical Center after future rezoning petition,transportation impact analysis and proffers for these areas are approved by V OT and Frederick C'nunty': [emphasis added] o The Properties referenced in this nflte are no loafer residential _use areas as they were rezoned with Rezoning#08-08(Botanical Square an nnpact analvsis and nrgfl'er were created which were annroyed b� both VDOT and.Frederick County Itis CV) T- Iq Board of Supervisors September 21,2020 Page 3 unclear qtnains � drJistjb � ;adti-been. cgs [emphasis o"Jedj C-TK 1L &CCESS RA rGR,0UMD: Tlie Medical Center's Final Master Plan revised 6/24/04 for"Winchester Medical Center If,"plus Medical :enter Deeds of Dedication recorded May of 2008 as Instrument;Nos. 080006461 and 080006462,all specifically state: "E-NITRANCE TO RESIDENTIAL USE AREAS S11,IvLf-33,E GRA 1,7ED B Y V,"TNCHES TER 1-v CAL CENTER.AFTEr' REZt3j\TjjTG PETITION, T rPI\l SPOfIATION IIVIPACT ANALYSIS ANDppOFFERS FOR THESE AREAS ARE,#T,P-kOVED BY VDOT AND FREDERICK COUN femphavis added] As the September 15,2020 Staff Report,confirms,the"RESIDENf 1A,L USE AREAS"referred to above are the Johnson ape CRT Parcels which were rezoned in 2008(Rewningy approved"IMPACT ANALYSIS AND PROFFERS�."The Proffers for the Botanical Square Properties Rezoning(which incorporated etc Generalized Development Plan for the Johnson and CRT'Parcels) include the potential provision of future traf-fic signalization(if required by 'DOT)or a eash payment in lieu thereof. Thus,the stated conditions precedent for the granting of the access and been satisfied since 2008. "ENTRA NCE-have The 2008 Deed of Dedication recorded as Instrument No. 080006461 (and referenced above) accomplished the Medical Center's dedication of Botanical Boulevard to Frederick County as a public road and created a private easement designated as Marriott Drive as a road intersecting Botanical Boulevard from the East. During the March 11,2020 Board Meeting,Applicant's counsel Mr.Lawson confirmed to the Board that there is no question but that access to Botanical Boulevard for the Johnson and CRT Parcels is to be granted by the Medical Center;that the location is established(directly opposite from Marriott Drive which intersects Botanical Boulevard from the East);and that the point of potential future signalization is also established(i.e.,at the Botanical-Marriot intersection). During such March 11 Meeting,Mr.Lawson advised the Board that both the right to,and the location of,access is established"in the record,"and that such"record"documents make no reference to the Medical Center being paid any compensation for such access. During the March I I Board Meeting,Mr.Lawson also suggested that the owners of the Johnson and CRT Parcels were not certain what width of access would be required. Subsequently,representatives of the Medical Center and of Mrs.Johnson and CRT conferred with each other on the issue of access.The Medical Center expressed its understandable concern that it wanted definition of where the access would be,the width of the access,etc..It was determined that engineers for the Medical Center and for Mrs. Johnson and CRT would confer. Based largely upon such discussion among the engineers,Aft.Johnson and CRT authorized their engineer,Painter-Lewis,PLC,to prepare a proposed Easements Plat showing the exact requisite temporary easements for construction of drainage facilities,utilities and access and a permanent easement for access.Further,Mrs.Johnson and CRT have had their counsel prepare a proposed Deed of Easements, incorporating the Easements Plat for the granting of the easements by the Medical Center to Mrs. Johnson and CRT. Board of Supervisors September 21,2020 Page 4 Attached hereto as cumulative Exhibit I find the Deed of Easements and proposed Easements Plat providing for three(3)Temporary Construction Easements and a Permanent Access Easement for access to the Johnson and CRT Parcels. The"Proposed Permanent Access Easement"shown within the "160' X 40' Temporary Construction Easement"on Sheet 3 of the Easements Plat,is essentially a mirror image of the flared access existing for Marriott Drive(situate on the East side of Botanical Boulevard) and is located within the existing buffer area West of Botanical Boulevard. The Deed of Easements and the Easements Plat(Exhibit 1)was recently submitted to the Medical Center,and we understand the Deed and Plat are being considered by the Medical Center Board. If signed by the Medical Center and recorded,such Deed of Easements and Easements Plat will resolve the access issues for the Johnson and CRT Parcels. Today,as was the case in 2004,the sole means of access to the Johnson and CRT Parcels is via Echo Lane. The Minutes of the BOS June 9,2004 Meeting(copies were attached to,and commented upon in,Bill Shmidheiser's January 15,2020 letter)reflect that Winchester Medical Center's Final Master Development Plan/MDP#06-04 provided for the"closure"of Echo Lane for commercial use,so that Echo Lane would not carry commercial traffic parallel to the major/public collector road of Botanical Boulevard. Thus, such NIDP provided that the Medical Center would not deny access to Botanical Drive by the Johnson and CRT Parcels once these Parcels were rezoned. Botanical Boulevard was built and access thereto was assured,in consideration of and in exchange for the barring of the business use of Echo Lane.Botanical Boulevard,therefore, is the sole means of commercial access to the Johnson and CRT Parcels. IV. CONCLUSION: As the history(specifically including the revised Proffers with final signature date of April 17, 2020)of Application#06-19 reflects,the Medical Center's commitment to providing access to the Johnson and CRT Parcels continues to remain very much in question. Mrs.Johnson and CRT Properties respectfully assert: I Johnson and CRT Parcels have a"by-right"right of free access to Botanical Boulevard. 2. As established by the"history"of the various parcels and the rezonings,proffers, and Deeds of Dedication,the only commercial access permitted for the Johnson and CRT Parcels is onto and via Botanical Boulevard. 3. Winchester Medical Center is legally committed and obligated to provide access to Botanical Boulevard consistent with the current B-2 rezoning of the Johnson and CRT Parcels. Mrs.Johnson and CRT understand that the Medical Center has requested that action on Application#06-19 be deferred and postponed to on or after October 28. Whether or not such postponement is granted,however,Mrs.Johnson and CRT respectfully oppose the approval of Medical Center's Application unless the related proffers are revised to acknowledge and establish the"by-right" right of free access for the Johnson and CRT Parcels to Botanical Boulevard. LO T- Iq Board of Supervisors September 21,2020 Page 5 Mrs.Johnson and CRT greatly appreciate your consideration of their concerns. * tfuWll Reosee kft= I munds Coleman,1111L Esq. Counsel for Nancy K Johnson BECIWclk cc: Thomas Moore Lawson,Esq.(counsel for Winchester Medical Center) Bill Shmidheiser,Esq.(counsel for Carolyn Turner/CRT Properties) Nancy R-Johnson M:Uohnson,Nancy\Rczoning Proffers&Aoms(Echo Ln&Botanical Blvd)\Ltr tDBOS(FINAL)9-21-20.docx co THIS DEED OF EASEMENTS made and dated this—day of September,2020, by WINCHESTER MEDICAL CE (formerly known as Winchester Medical Center,Inc.),a Virginia non-stock,non-profit corporation,party of the first part,hereinafter referred to as"Medical Center"(Grantor for indexing purposes);and NANCY R.JOHNSON(also known as Nancy Renner Johnson),hereinafter referred to as"Johnson"and CRT PROPERTIES,_LLC,a Virginia limited liability company,hereinafter referred to as"CRT,"parties of the second part(cumulatively,Grantees for indexing purposes). RECITALS• R-1. Medical Center is the owner in fee simple of a certain tract of land containing approximately 89.51 acres,more or less, lying and being situate in Gainesboro Magisterial District, Frederick County,Virginia(Frederick County Tax Map No.53-A- 68) [hereinafter the"Medical Center Property],and being a portion of the land conveyed to Medical Center by Instrument No. 00-0012098 in the Office of the Clerk of the Circuit 00 "? Court of Frederick County,Virginia.By that certain Deed of Dedication dated March 11, 2008,recorded in the aforesaid Clerk's Office as Instrument No.080006461 (hereinafter 0 < z the"Deed of Dedication'),the Medical Center dedicated to the County of Frederick, Virginia the public roadway known as Botanical Boulevard(hereinafter`Botanical Boulevard")as shown and described on the Plat of Survey drawn by Kirk W.Norton, L.S.,dated March 20,2007 attached to and recorded with said Deed of Dedication (hereinafter the"Norton Plat"). R-2. Johnson is the owner in fee simple of three(3)certain tracts of land situate in Gainesboro Magisterial District and adjacent to the West of the Medical Center Property and EEXHIBIT ti identified as Frederick County Tax Map Nos. 53-A-75, containing approximately 1.00 acres;53-A-76, containing approximately 1.00 acres;and 53-A-77,containing approximately 0.84 acres(hereinafter the"Johnson Parcels"). R-3. CRT is the owner in fee simple of a certain tract of land situate in Gainesboro Magisterial District and adjacent to the West of the Medical Center Property and identified as Frederick County Tax Map No. 53-A-74,containing approximately 1.25 acres (hereinafter the"CRT Parcel'). R-4. The Medical Center Property is subject to,and benefitted by,Master Development Plan #06-04 approved by the Board of Supervisors of the County of Frederick,Virginia June 9, 2004,and the Johnson Parcels and the CRT Parcel are jointly entitled to access to Botanical Boulevard across a portion of the Medical Center Property as evidenced by the following notation appearing on Sheet 4 of the Norton Plat recorded with the Deed of Dedication: "ENTRANCE TO RESIDENTIAL USE AREAS SHALL BE GRANTED BY WINCHESTER MEDICAL CENTER AFTER FUTURE REZONING PETITION,TRANSPORTATION IMPACT ANALYSIS AND PROFFERS FOR THOSE AREAS ARE APPROVED BY VDOT AND FREDERICK COUNTY." R-5. The Johnson Parcels and the CRT Parcel,together and jointly,were rezoned from RA (residential use)to B2(commercial/business use)pursuant to Frederick County Rezoning 08-08 approved by the Frederick County Board of Supervisors on October 22,2008. R-6. The Medical Center desires to grant to Johnson and CRT,and Johnson and CRT desire to have granted to them for the use and benefit of,respectively,the Johnson Parcels and the CRT Parcel,the easements as described herein. 2 00 T- INNTG111'41- T I g. FC3_.,'JE-,-118-9,8 D E E D 0 F EP.A,S E IN 11 Z 4 n,-',S N I I SSETH: Tfie it for and In considerartion of-+he Recitalsaund gfillm;premises and the bene'U's at-ivnilx accnute by reassor,hereo-[7,atid in ("onsideration of-the sum of Olic Doffar($11.00)cash 11,1 hare'paid a other vairn.s+,' Ae cojjsjrjejt-o pt whereof is hereby acknowledged,the Medical Center does hereby€x ant and convey unto Johnson,res an appurtenance to and for the use and benefit of the Johnson Parcels,and unnio%CRT,as art appurtenance to and for'lie use and benefit of the CRT Parcel,with general Warranty of title, tbiree(3)tempora-nt construction easements being--criore particularly shown and described as follows: L fl at area of land shown and depicted as"PROPOSED 50' X 30' TEMPORARY CONSTRUCTION EASEMENT"on Sheet 2 of the Easement Plat; ii. that area of land shown and depicted as"PROPOSE:D Ifo" X 40' TEMPORARY CONSTRUCTION EASEMENT"on Sheets 2 and 3 of the Easement Plat;and M1. that are of land shown and depicted as"PROPOSED,TE-114PORARY CONSTRUCTION EASEMENT"on Sheet 4 of the Easement Plat on the attached"Plat Showing Nancy R.Johnson/CRT Properties Access Easement& Temporary Construction Easements on the Property at Wirchester Jyfedicd Center"prepared by David F. Spriziggs, L.S. of Painter-Lewis P.L.C.dated September 9,20,20,revised (hereinafter I e ing tA (here "Easement Plat"),a copy of which is attached hereto and incorporated herein by reference. Such temporary construction casements are for the purposes of the installation,construction and maintenance of utilities(including water and sewer lines and related facilities and infrastructure), for the purposes of the installation,construction and maintenance of drainage facilities for the channeling, managing and containing surface and stonnwater drainage,and(on and within the"PROPOSED 160, X 40' TEMPORA-1*1,Y'CONSTRUCTION EASEMENT"only)for the installation,construction and maintenance of a roadway and related infrastructure providing pedestrian and vehicular access to and from the Johnson Parcels and the CRT Parcel from and to Botanical Boulevard. 3 Johnson and CRT,and their respective successors and assigns,and their agents, shall have full and free access to and use of the Temporary Construction Easements,as needed,to enter upon the respective easement areas to the extent necessary for and during the initial construction,installation and laying out of utility lines and related facilities,drainage facilities,and roadway and related facilities,with the right to trim,cut and remove trees, shrubbery,fences,or other obstructions within the Temporary Construction Easement areas which might interfere with the proper efficient use of the Temporary Construction Easement areas for the purposes described herein;provided,however,that Johnson and CRT,at their own expense,shall restore,as nearly as possible,the Temporary Construction Easement areas to theiurespective conditions existing prior to the construction activities,including the back-filling of trenches and the re-seeding of grassy areas.Johnson and CRT,jointly and severally,agree to indemnify and hold Medical Center harmless from any and all costs,expenses,liens,encumbrances or charges arising from the use of the Temporary Construction Easements and the rights granted herein to Johnson and CRT. The"PROPOSED 160' X 40' TEMPORARY CONSTRUCTION EASEMENT"is also granted for purposes of the construction and installation of an access road. The temporary construction easements granted hereby shall expire and terminate when the original construction activities within the respective temporary construction easement areas have been completed.At such time(s),as required by the applicable regulatory entities or utility companies and upon request from Johnson and CRT,the Medical Center covenants and agrees that it shall,all to be within the temporary construction easement areas,grant: a. to the Frederick County Sanitation Authority d.b.a Frederick Water a permanent easement for water and sewer lines and related facilities; b. to other affected utility companies or providers permanent utility easements for utility lines and related facilities;and C. to Johnson and CRT permanent easements for the drainage facilities. 4 &CCESS IZASEATEI\TT za-F,-i7,mFOI-ZE,mm SSEInH;�--, Tfhat for and in consideration of Recitals and of the premises and ticiebellef Its that Will accmc by reason hereof-,and in considere-ii*o- of the s-um, of One Dollar($1.00)cash in hand paid and otliti,valuable coiLsitieration,rec -iereo -by pt'4, fishe-r acknoviledged,the Medical Center does hereby grit and convey tiLito ichnson,as an'appurtenal-if.t;to and for the-useamd, beneflit cf the Johnson Farcels, one, unto CRT,as an appurtu-nance to and for the use wrod benefit of the C.RT Daurcel,ivitl:general-warranty of title,a permanent rion-exo1usive ingress/e.gress easeinent and right-of-way for vehicular and pede&t-riai ingress and egress from and tc).B&anical Boulevard and shown and depicted as"PROPOSED PERMANIENT ACCESS EASEMENT"on Sheet 3 of the Easement Plat. The ingress/egress emsertatrit and right-of-way granted herein is not presently E. public road, is not presently dedicated to public use,and is not to 1,�e presently maintained by Frederick County,Virginia or by the Virginia Department of Transportation, and is not presently eligible for inclusion into the Virginia secondary system of state highways. Said ingress/egress easement and right- of-way shall be constructed algid naw-r-ii(ained by Tohnson and CRT,and their respective successors and assigns. Johnson and CRT,as the Grantees,join in the execution of this Deed to acknowledge and accept the casements granted herein and the provisions of this Deed. [SIGNA YTJRE PAGE TO FOLLOW] S T- 04 Iq WITNESS the following signatures and seals: WINCBESTER MEDICAL CENTER, a Virginia non-stock,non-profit corporation By: (SEAL) Name: Title: 03PAGO-0031,TAVEALTH OF VIRGINIA, C;-* ountv of -131/c to-wit: Tiw foregoing instrument vvasacknowledged.before,me on the dw his/her capacity as on behalf of Winchester Medical Center,a Virginia non-stock., non-profit corporation. Notary Public My Commission Expires: Notary Registration No.: 6 C%4 C%4 COMIMIONWE ALTH OF VIR GWA fir,4 /C," n�� , Ya ( o The foregoing LIstru-RI-en0was fioknowledged beqfio."e:moi--,this d�%y of 2020,by!Shircy13 1.&hi6scvp Notary Public My Commission Expires: Notary Registration No.: 7 M C%4 CRT PROPERTIES,LLC, a Virginia limited liability company By: (SEAL) Name: Title: COMMONWEALTH OF VIRGINIA, City/County of to-wit: The foregoing instrument was acknowledged before me on the day of 2020,by ...... in his/her capacity as on behalf of CRT Properties,LLC,a Virginia limited liability company. Notary Public My Commission Expires: Notary Registration No.: NtOohnww iLchn Ind;Botdlkal 111W)'Deed of Fas4anents, 8 Iq N ' j h to SMIC f i• OWNER'S CC?NSENT 9 c THE ABOVE AND FOREGOING NANCY R. JOHNSON\CRT_PROPERTIES ACGESS EASEMENT do TEMPORARY CONSTRUCTION' EASEMENTS ON THE PROPERTY OF WINCHESTER MEDICAL CENTER, AS APPEARING IN THE ACCOMPANYING PLAT, IS WITH THE FREE CONSENT AND IN ACCORDANCE WITH THE DESIRES OF THE UNDERSIGNED OWNERS, PROPRIETORS, AND TRUSTEES, IF ANY. Rr1W,7lWrAJIVf FOR WINGHESTFR MfaICAL CENTfK __..-._.- --•--__.�:_ .__. .._: NOTARY _PUBLIC �� STATE OF, _.,.._.___...... CtiY/COUNTY OF._..._._ _....�__ _.—._. THE FOREGOING INSTRUMENT WAS ACKNOWLEDGED BEFORE ME THIS DAY OF- ,—.. .__ T_... 2020. BY: NOTARY PUBLIC MY COMMISSION EXPIRES: F _ _ ..CURVE RAOlUS ;� ARC LENGTH_ DELTA CHORD BEARIING�CHORD LENGTH C1_ 50 OOr 49.79' _ t 57'03 14 S 42'35 59 E _ _ 47 76 S ?1.10 08Nt 47 76 OTE 1) OWNER: WINCHESTER MEDICAL CENTER. TAX MAP: 53-A-68; ZONED: 82MS 2) BOUNDARY INFORMATION HAS BEEN COMPILED FROM EXISTING LAND'RECORDS AND DOES NOT REPRESENT A BOUNDATY SURVEY BY PAINTER-LEWIS,PLC. 3 A PLAT ENTITLED 'PLAT SHOWING DEDICATION OF EASEMENTS AND RIGHTS OF WAY LOCATED ON THE PROPERTY OF WINCHESTER MEDICAL CENTER, INC,)' RECORDED AS INSTRUMENT #060006461. 4) THIS PLAT HAS BEEN PREPARED WITHOUT THE BENEFIT OF A TITLE REPORT, THEREFORE THIS PLAT MAYII, NOT SHOW ALL ENCUMBRANCES, TO THE PROPERTY. { SURVEI'QR'S CERTIFICATE I, HEREBY CERTIFY THAT THE LAND SHOWN ON THIS EASEMENT PLAT IS THE SAME LAND CONVEYED TO WINCHE4TER MEDICAL CENTER (FORMERLY WINCHESTER MEDICAL CENTER. INC,) AS INSTRUMENT #000012098 AND RECORDED IN THE OFFICE OF THE CLERK OF THE CIRCUIT COURT OF FREDERICK COUNTY, VIRGINLk PLAT SHOWING NANCY R JOHNSON\CRT PROPERTIES ACCESS EASEMENT & TEMPORARY CONSTRUCTION EASEMENTS ON THE PROPERTY OF DAVO F. SPRIGS GAINESBORO MAGISTERIAL DISTRICT `* UC No.001853 FREDERICK COUNTY VIRGINIA T . SEPTEM ER -A 2020 �q PAINTER--LEWIS, P.L,C. "4v St> 817 Cedar Creek Grade, Suite SBO . Winchester. Virginia 22601 Tele-(540)662-5792 rte » re=(640)882-5'795 Joh l2(104I328 1 Dratvxn By I>FST u+�as Email• oificeopainterlewls corn L Sliest. 1 of 4 E L0 N f ' MATCH SHEET 3 J PROPOSED i GVX40' TEMPORARY CONSTRUCTION EASEMENT � k j 7 y x 75-42'pp" 40.00 EX. 20' PRIVATE z STORM DRAIN / r -� 5 EASEMENT # ! Q ° INSTR. NANCY RENNER JOHNSON #080006461 TM53—A-75 ZONED: B2C7Ar USE: RESIDENTIAL C 4 60 tt� 10) Cv it EX. 20' FCSA WATER & 'y I t' SANITARY SEWER t� EASEMENT IN #080006461 / WINCHESTER/ MMICAL CENTER TM53--A— d NANCY R JOHNSON ? INSTR. #080006469 TM53—A-76r co j Ni*75`41: 55" W ZONED: B2 3` 00' USE: RESIDENTIAL � � f EX. 20' PRIVATE j 50.001'"` ,i STORM DRAIN 1 �„ = - EASEMENT PROPOSED TEMPORARY50'X3Q' INSTR X080006461Ir r CONSTRUCTION J`��" �-N 1417'05" E EASEMENT ' 26.92'-,"'- 'l 50.00 .5 75'42'55~ E �...e. r �..... 30.00' S 88•01'52~ W _ NORTHWESTERN PIKE 39.62WATER &� ` US ROUTE 50 SANITARY SEWER R-O--W VARIES EASEMENT PLAT SHOWING NANCY R. JOHNSON\CRT PROPERTIES ACCESS EASEMENT & PATH TEMPORARY CONSTRUCTION EASEMENTS ' L� t ON THE PROPERTY OF VV 1 h;f H —r IE R M 0/-1 ,qtr•L_ ,�D F tt; s SPR yrs a p%ll_re pL�V. F.001853 GAINESBORO MAGISTERIAL DISTRICT _ FREDERICK COUNTY, VIRGINIA ,rr , � <•� DATE. SEPTEMBER 9 2020_ PAINTER—LEWIS, P.L.C. 617 Cedar Creek Grade, Suite 120 I i Winchester, Virginia 22601 540)682-5792 — Tele:(Email- offiae6peinterievis com 5799 So��# DTawa I> TI c' SVLTAL. p co N t j I l CRT PROPERTIES LLC TM53-A-73 f EX. 20' FCSA WATER & ZONED: RA a k SANITARY SEWER .,, USE: RESIDENTIAL EASEMENT `�• � INSTR. #080006461 !. EX. 20' PRIVATE STORM DRAIN EASEMENT .k` INSTR. #0800064&iIOH s 0 tp� SHW 4 z IV) �x WINCHESTER � . MEDICAL CENTS � ! TM53-A-68 W' INSTR. #08000461 75-42'5p- W . 40.00 CRT PROPERTIES LLC TM53-A-74 ZONED: B2 USE: RESIDENTIAL PROPOSED PERMANENT "7 1$ # �►µms+srr s ACCM EASEMENT--.- PROPOSED ASEMENT -PRaPOSED 1l eVx4a' TEMPORARY Rl�rl? CONSTRUCTIOtt! EASEMENT * �5 75 0 005'5" E -14 4 Clv C) Il � PLAT SHOWING NANCY R. JOHNSON\CRT PROPERTIES ACCESS EASEMENT 8tti�L�H TEMPORARY CONSTRUCTION EASEMENTS fe, ON THE PROPERTY OF y 1 IhF+f^H rc a [=-Fa- M l A►L Y C:-=!I1II-YE=-R r DAVID F. SF RIGGS v GAINESBORO MAGISTERIAL DISTRICT >! Uc. N0.001853 FREDERICK COUNTY, VIRGINIA JIER $. 20za D SURA S PAINTER-LEWIS, P.L.C. a 817 Cedar Creek Grade, Suite 120 i Winchester, Virginia 22601 ®IfI� Tele:(340)882-6762 - Fax:(540)882-5793 dot" #20041)7..m tirawsa Hy D E—M officeopainteriewis.com vasns+ ptS 8hest 3 of 4 _ ,• ti N SRU/T &k T�yj$ ORCy WINCHESTER �/ MEDICAL CENTER q ' RI TM53—A-66 UzTt+, j INSTR. #080006461 FR ` CCUAI xo fill. ?p 3-.�4.. R'C/N/,y sTR�c-Er E , Rq r v� Fs �, SRT . a TSS far A T ryt !r PROPOSED 7E ORARY CONERMCTION MEWT C S 81-12'44 -- !,' }`L R FCSA ' WAR & SANITARY SEWER EASEMENT "28 �+ �n.....- INSTR. j �` f r;•13 #080008461 C?`.—°'r ter°, WINCHESTER 't ` ^ MEDICAL CENTER o z. y, o ._ TM83-A-68 / ar° `t INSTR, #08000461 044, }44, 92}� CRT/PROPERTIES LLC . 0" / TM53—A 73 'El 1 .. ZONED: RA USE: RESIDENTIAL l a, I V /EX* 20' FCSA WATER & SANITARY SEWER 1 EASEMENT ,_: INSTR ua��seer s #080006461 PLAT SHOWING NANCY R. JOHNSON'\CRT PROPERTIES T ACCESS EASEMENT 8c TEMPORARY CONSTRUCTION EASEMENTS ON THE PROPERTY OF DAVID F. SPRIGGS iviT" 1' GAINESBORO MAGISTERIAL}DISTRICT Lic• No.001853 FREDERICK COUNTY, VIRGINIA }+ hLt PAINTER—LEWIS, P.L. SURV A C, r 817 Cedar Creek Grade, Suite 120 blob 2 — Winchester. Virginia 22801 eoHz�„ u+ Tele:(640)662-5792 - Fax:(540)882-8783 � # QQMQ'88�Drawa 8p: DF3p cw �cxs` Email• office*painterlev ie.com Sheet 4 of 4 00 C%4 THOMASY MOOS EAYAWSONP.C. *OF COUNSEL-WILLIAMS MUGLEN 120 ExETEit DjuvE,Sum-,200 POST OFFICE Box 2740 WINCHESTER,VA 22604 *THOMAS MOORE ILAwsoNXOM TELEPHONE: (50)"5-0050 FAcsim[LE:(540)7224051 September 18,2020 Roderick B. Williams, Esquire Office of the County Attorney Mike Ruddy,AICP, Director Department of Planning and Development Frederick County, Virginia 107 North Kent Street Winchester, VA 22601 Re: Rezoning#06-19-Winchester Medical Center Our File No. 1376.001 VIA E-MAIL Gentlemen: This is a follow-up to my call with Rod Williams and responding to e-mails regarding the above-referenced proffer amendment. This is to confirm that Winchester Medical Center is still working with its neighbor regarding additional language pertaining to a future access. Although very positive discussions have occurred, no final agreement has been reached at this point in time. Accordingly, this is to request on behalf of the Owner that the hearing for the proffer amendment be continued at the earliest to the Board's October 28, 2020 meeting. I understand from my discussion with Rod Williams that with this correspondence, Staff will withdraw the matter from the September 23, 2020 Board of Supervisors agenda and continue the matter to a date that is agreed upon by the parties, but in any event no earlier than October 28h. Thank you for your continued assistance and cooperation. If you have any questions,or if anything fin-ther is required to reschedule this matter,please contact me immediately. moil Thor Moore Lawson TML:atd cc: Valley Health System W ORDINANCE w lne Action: PLANNING COMMISSION: December 18, 2019 Recommended Approval BOARD OF SUPERVISORS: January 8, 2020 Postponed BOARD OF SUPERVISORS: January 22, 2020 Postponed BOARD OF SUPERVISORS: February 26, 2020 Postponed BOARD OF SUPERVISORS: March 11, 2020 Denied BOARD OF SUPERVISORS: April 8, 2020 Denial Rescinded BOARD OF SUPERVISORS: September 23, 2020 Postponed BOARD OF SUPERVISORS November 12, 2020 Postponed BOARD OF SUPERVISORS December 9, 2020 Pending ORDINANCE AMENDING THE ZONING DISTRICT MAP REZONING 906-19 WINCHESTER MEDICAL CENTER, INC. WHEREAS, REZONING #06-19, Winchester Medical Center, was submitted by Valley Engineering, PLC on behalf of Winchester Medical Center, to revise the proffered Generalized Development Plan (GDP) approved with Rezoning 902-03 for 37.5424+/- acres zoned B2 (General Business)District and 51.8675+/-acres zoned MS(Medical Support)District. This revised proffer and GDP propose to remove the labeled uses shown on the proffered GDP to allow for potential alternative development and remove the landscape design features and landscaped roundabout; as shown on the proffer statement and GDP bearing signature date of November 11, 2020. The subject property is on the northern side of Route 50 West and west of Route 37 in the Gainesboro District and is identified by Property Identification No. 53-A-68; and WHEREAS,the Planning Commission discussed this rezoning at their December 18, 2019 meeting and recommended approval; and WHEREAS, the Board of Supervisors discussed this rezoning at their January 8, 2020, January 22, 2020, February 26, 2020, and March 11,2020 meetings and, at their March 11, 2020 meeting, denied the application; and WHEREAS, on April 8, 2020 the Board of Supervisors rescinded their March 11, 2020 vote to deny the rezoning application; and WHEREAS,on September 23,2020 and November 12,2020 the rezoning application was postponed; and WHEREAS,the Frederick County Board of Supervisors finds the approval of this rezoning to be in the best interest of the public health, safety, welfare, and in conformance with the Comprehensive Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors, that Chapter 165 of the Frederick County Code, Zoning, is amended to revise the proffered GDP for 89.4099 acres of property identified by Property Identification Number 53-A-68 to remove the labeled uses shown on the proffered GDP, and remove the landscape design features and landscaped PDRes#49-20 429 roundabout, all as shown on the proffer statement bearing signature date November 11, 2020. The conditions voluntarily proffered in writing by the Applicant and the Property Owner are attached. This ordinance shall be in effect on the date of adoption. Passed this 9t'day of December 2020 by the following recorded vote: Charles S. DeHaven, Jr., Chairman Shawn L. Graber J. Douglas McCarthy Robert W. Wells David D. Stegmaier Judith McCann-Slaughter Blaine P. Dunn A COPY ATTEST Kris C. Tierney Frederick County Administrator PDRes449-20 430 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: January 27, 2021 ��Gt• Agenda Section: Planning Commission Business - Other Planning Business Title: Discussion: Capital Improvement Plan Attachments: BOS 1-27-21 CIP2021-2026.pdf 431 f ` COUNTY of FREDERICK Department of Planning and Development 540/665-5651 Fax: 540/665-6395 MEMORANDUM TO: Frederick County Board of Supervisors FROM: Candice E. Perkins,AICP, CZA,Assistant Director DATE: January 19, 2021 RE: Discussion: 2021-2026 Capital Improvements Plan (CIP) The Capital Improvements Plan (CIP) is a document that consists of a schedule of major capital expenditures for the County for the ensuing five-year period, as well as a category for long term projects (6 + years out). The CIP is intended to assist the Board of Supervisors in preparation of the County budget. In addition to determining priorities for capital expenditures, the County must also ensure that projects contained within the CIP conform to the Comprehensive Plan. Specifically, the projects are reviewed with considerations regarding health, safety, and the general welfare of the public, and the policies of the Comprehensive Plan. When the CIP is adopted, it becomes a component of the Comprehensive Plan. The inclusion of projects on the CIP is in no way an indication that Frederick County will be undertaking these projects. The CIP is strictly advisory; it is intended for use as capital facilities planning document, not for requesting funding allocations. Once adopted, project priorities and cost estimates may change throughout the year based on changing circumstances. It is also possible that projects may not be funded during the year indicated in the CIP. The status of any project becomes increasingly uncertain the further out the project date is identified. The CIP is also updated annually, and projects are removed from the plans as they are completed or as priorities change. CIP Components The CIP provides project priorities that are submitted by various County Agencies and tables that outline the projects and cost estimates. Within the tables, columns for each year show the funding needs that would be requested in the corresponding budget cycle. In addition, those projects that are long range projects have been placed at the end of the CIP table, outside of the five-year window. The CIP includes three separate tables; the first table shows County funded projects and the second and third tables cover Transportation projects and Airport projects which are primarily funded through other sources. 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 432 2021-2026 CIP—Discussion January 19, 2021 Page 2 The CIP includes a total of 54 projects from the following: Schools, Parks and Recreation, Regional Library, County Administration, Fire and Rescue, Sheriff's Office, Public Safety Communications, Transportation and the Winchester Regional Airport. Background—Discussions On January 11, 2021, the Comprehensive Plans and Programs Committee (CPPQ discussed the 2021-2026 CIP capital improvement project requests. The role of the CPPC in the CIP process was to ensure that the various departmental project requests are in conformance with the 2035 Comprehensive Plan. Following the CPPC discussion, the Committee endorsed the CIP and its conformance with the Comprehensive Plan and forwarded the CIP to the Planning Commission for discussion. The Planning Commission discussed the CIP at their meeting on January 20, 2021; the Planning Commission recommended approval of the 2021-2026 CIP and affirmed that the CIP is in conformance with the 2035 Comprehensive Plan. Conclusion The 2021-2026 CIP is presented to the Board of Supervisors for discussion. Staff is seeking authorization from the Board of Supervisors to schedule the CIP for public hearing. If adopted, the CIP will become a component of the Comprehensive Plan, which would satisfy the review requirement of Section 15.2-2232 of the Code of Virginia, which states that no public facility shall be constructed unless said facility is a"feature shown"within a jurisdiction's comprehensive plan. Please contact the Planning Department should you have any questions regarding this information. CEP/pd Attachment- Draft 2021-2026 CIP with applicable text, tables, and maps 433 FREDERICK COUNTY, VIRGINIA 2021- 2026 CAPITAL IMPROVEMENT PLAN Adopted by the Frederick County Board of Supervisors TBD Recommended by the Frederick County LN Planning Commission ' January 20, 2021 1738 434 TABLE OF CONTENTS APPENDIX- PROJECT DESCRIPTIONS INTRODUCTION.......................................................................... 1 Frederick County Public Schools................................... 15 PROJECT RECOMMENDATIONS..................................................2 Frederick County Parks and Recreation .......................18 Frederick County Public Schools.................................. 2 Frederick County Parks and Recreation ..................... 2 Handley Regional Library............................................... 27 Handley Regional Library ..............................................2 County Administration ..................................................2 County Administration.....................................................29 Fire & Rescue...................................................................3 Sheriff's Office................................................................ 3 Fire and Rescue.................................................................32 Public Safety Communications......................................3 Transportation Committee........................................... 4 Volunteer Fire Company Requests ................................34 Winchester Regional Airport.........................................4 Sheriff's Office .................................................................38 2021-2026 CAPITAL PROJECTS MAPS Public Safety Communications.......................................40 2021-2026 Capital Projects.............................................5 2021-2026 Frederick County Public Schools................6 Transportation Committee .............................................41 2021-2026 Parks and Recreation ..................................7 2021-2026 Transportation Projects...............................8 Winchester Regional Airport........................................ 47 CIP TABLE EXPLANATIONS............................................................9 PROJECT FUNDING.........................................................................9 2021-2026 CAPITAL IMPROVEMENT PROJECTS TABLES....10-13 435 CAPITAL IMPROVEMENTS PLAN FREDERICK COUNTY FY 2021-2026 INTRODUCTION Section §15.2-2239 of the Code of Virginia assigns the responsibility for preparation of plans for capital outlays to the local Planning Commissions. The Capital Improvements Plan (CIP) consists of a schedule for major capital expenditures for the County for the ensuing five years. The CIP is updated annually. Projects are removed from the plans as they are completed or as priorities change. The plan is intended to assist the Board of Supervisors in preparation of the County budget. In addition to determining priorities for capital expenditures, the County must also ensure that projects contained within the CIP conform to the Comprehensive Plan. Specifically, the projects are reviewed with considerations regarding health, safety, and the general welfare of the public, and the policies of the Comprehensive Plan. Once the CIP is adopted, it becomes a component of the 2035 Comprehensive Plan and provides a link between the documents and potential proffered contributions made with future rezoning projects. The inclusion of projects to the CIP is in no way an indication that Frederick County will be undertaking these projects. The CIP is strictly advisory; it is intended for use, as a capital facilities planning document, not for requesting funding allocations. Once adopted, project priorities may change throughout the year based on changing circumstances. It is also possible that projects may not be funded during the year that is indicated in the CIP. The status of any project becomes increasingly uncertain the further in the future it is projected. 1 436 PROJECT RECOMMENDATIONS Frederick County Public Schools Frederick County Public Schools continue to commence and complete capital projects that have been priorities from previous years. The top capital improvement priority for the Schools is the Indian Hollow Elementary School Renovation. The James Wood High School additions and renovations is the second highest priority, followed by the Armel Elementary School renovation and expansion. Parks & Recreation The top capital improvement priority for Parks and Recreation is the Abrams Creek Greenway Trail. This facility would provide recreational opportunities for residents of this corridor along with the surrounding communities and was emphasized in the Senseny/Eastern Frederick Urban Areas Plan. Other top priorities include a recreation center, Old Charlestown Road Park development, and the Indoor Aquatic Center. Handley Regional Library The Handley Regional Library recommends three projects. The library's top priority is a new library branch in the Gainesboro area. The second and third priorities are for new library branches throughout the County which include the areas of Senseny/Greenwood Road and Route 522 South; both of which are anticipated to be located within the UDA (Urban Development Area) in locations consistent with the approved area plans -the Senseny/Eastern Frederick Area Plan, and the Southern Frederick Area Plan. County Administration There are two requests from Public Works—the Gore Convenience site expansion and the Double Toll Gate Convivence Site. County Administration projects continue to be the County Office Annex (Former Sunnyside Plaza Shopping Center), the joint County Administration and School Administration Building and the future replacement of the Joint Judicial Center. General Government Capital Expenditures is also included in the CIP — this item enhances the connection between the CIP and proffered contributions made to mitigate the impacts of development projects. This item addresses those general government capital expenditures that may fall below the established $100,000 departmental threshold. 2 437 Fire and Rescue The top project for Fire and Rescue is the construction Fire & Rescue Station #22, a new facility located in the vicinity of Route 277 that would also provide the ability for an annex facility for other County-related offices. Also identified as priority 1A is the apparatus needed for this facility. Project two includes the construction of Station #23, a new facility located in the vicinity of Crosspointe that would also provide the ability for an annex facility for other County-related offices. Also identified as priority 2A is the apparatus needed for this facility. Fire and Rescue Volunteer Company Capital Equipment Requests The revolving fund in the amount of$1,000,000 for the benefit of Fire and Rescue Services was established remains a component of the CIP. This capital expenditure fund is for purchasing additional and replacement capital equipment fire and rescue vehicles and equipment that may fall below the $100,000 guideline established by the Finance Committee. It was determined that the inclusion of such a priority would be beneficial in ensuring that significant capital expenses are identified in the County's capital planning and budget process. This project is primarily for the benefit of the individual Volunteer Fire and Rescue Companies. Greenwood Fire Station has included requests for the expansion/upgrade of the living quarters and the replacement of two ambulances. Middletown Fire Station is seeking to demolish their original building and first addition and rebuild and connect to the third addition. Clearbrook Fire Station is seeking to demolish their existing structure and build a new station. Stephens City Fire Station is seeking to replace tower 11, and the replacement of two medic units. Sheriff's Office The Sheriff's Office has included five projects in their CIP. The top project is the construction of an eight-bay steel building for housing of large, specialized vehicles that require coverage. Other projects include replacement law enforcement vehicles, mobile and portable radios, and a firearms training simulator. Public Safety Communications The Project 25 Public Safety Radio Network is top public safety—communications priority. This project includes the purchase, construction, and deployment of Association of Public-Safety Communications Officials (APCO) International Project 25 (P25) radio 3 438 communications system to support mission-critical public safety communications within the County. This system will provide radio and paging communications for the Frederick County Sheriff's Department, Frederick County Fire & Rescue, volunteer fire & rescue companies, and the Department of Public Safety Communications. Transportation Committee The Transportation Committee continues to provide project requests for the CIP. Virginia State Code allows for transportation projects to be included within a locality's CIP. Funding for transportation project requests will likely come from developers and revenue sharing. Implementation of transportation projects does not take away funding for generalized road improvements. The Transportation Committee has included 20 priority projects. The top three priorities include Route 277 widening and safety improvements (Phase 1), Exit 313 Bridge Replacement and Capacity Improvements, and Renaissance Drive (Phase 2). The inclusion of the Eastern Road Plan Improvements item once again emphasizes the connection between the CIP and potential proffered contributions made with rezoning projects which are aimed at mitigating potential transportation impacts identified in the Comprehensive Plan. Winchester Regional Airport Funding for airport projects is derived through a complex formula where the federal and state governments contribute a majority of the funding, with Frederick County and the other jurisdictions providing the remaining funding. The construction of a new general aviation terminal to support future airport operations continues to be number one in the CIP, followed by the Taxiway "A" Relocation (design/construction). Other projects focus on land and easement acquisition in support of airport development to meet Federal Aviation requirements. The vast majority of the funding for these improvements comes from the FAA and VDA. 4 439 2021 -2026 i Capital Improvements 1 Specific or Approximate Locations County Administration 1Gore Convenience Site Expansion 2 Double Toll Gate Convenience Site Expansion 3 Sunnyside County Office Annex - Airport 127 - Library 1 Library Branch -Gainesboro 22 2 Library Branch-Rt 522 South 3 Library Branch-Sansany&Greenwootl i Fire&Rescue t 1 Fire&Rescue Station 22 2 Fire&Rescue Station 22 Apparatus 3 Fire&Rescue Station 23 4 Fire&Rescue Station 23 Apparatus Fire&Rescue-Volunteer Stations 1Greenwootl Station Renovation 11 - 2 Middletown Station Building Addition 50 3 New Clearbrook Fire Station - Sheriffs Office 1 Steel Building 1 22 259 37 a � 3 s 7 r 37 11 22 50 w. 55 r. Z277 0 5,000 10,000 20,000 /� - 22 Feet 0 1.25 2.5 5 Miles 2 440 High Schools 22 Middle Schools Elementary Schools Support Facilities Potential School Facility Locations OPotential School Locations OPurchased Land Urban Development Area 0 SWSA 127 22 / 1 Facilities Services 50 FCMS 11 / *GES 22 AES SES �✓ JSES 259 Support Facilities. est JW'HSI • APRES 50 Middle School JWMS. MHS RRES School Board Offide=. -111: / esteDJHC Winchr NREP/SRS <�t GMES, J" Multi-Use Campus 2 •� �" j % %&% Elementary School •• f37 i � ;•� �• • C / OVES ABMS �} 22 EES 50 Fourth High School ES Transportation Facility 11 55 Stephens`' BH ES City. ./•�� REAMS • Elementary School SHS 277 © i School Locations Note 71 Created by Frederick County Department of 0 1 2 4 Miles MES Elementary School Are Most Planning&Development iddletown. Appropriate M Map represents the Capital Improvement Requests 11 22 Within the U DA submitted by Frederick County School Board 12/22/20 441 Proposed Parks District Community , Neighborhood :-Abrams Creek Trail Existing County Parks \ Reynolds District Park Community Park > (S,,ore i 0 Neighborhood Park Publically Accessible Land Federal 1z� State Battlefield 22 Cross ,� \ Non-Profit / Junction Local Park t Tuscarora Trail j School Public Boat Launch esbor`oY` Urban Development Area / Gainin ' Clear Brook j Gore 22 I N` ®� Clearbrook \ Park r' S ♦' Stephenson l WEST Albin 259 ♦ Old Charlestown Road` i - Park i Round HII�'� Shawneeland o 7 NE V l�wm�nesie. Frederick Heights Park 1 / Rose Hill Park I EAST; / 37 •% •. i L ,i �, 22 50 Star Tannery --A� t : / mel i�l j •r Sherando 277 / J Park Note: Created by Frederick County Department of �, Planning&Development 'e,\ 0 0.75 1.5 3 Miles f, Map represents the Capital Improvement Requests mramero� submitted by the Department of Parks&Recreation > 11 11/9/2020 ? '. -J�_ 22 i_ ---------------- 442 1 - 2021 -2026 i Capital Improvement Plan 1 1 s Transportation Projects Funded Priorities 1. ROUTE 277 WIDENING& P%O SAFETY IMPROVEMENTS(PH 1) 0%0 2. EXIT 313 BRIDGE REPLACEMENT &CAPACITY IMPROVEMENTS • 3. RENAISSANCE DR, PHASE 2 4 4. ROUTE 277; RT TURN LANE EXTENSION AT WARRIOR DR 11 Unfunded Priorities 22 �5. CONTINUE ROUTE 37 PLANNING &ENGINEERING WORK i �6. ROUTE 277 WIDENING& SAFETY IMPROVEMENTS(PH 2) P% 7. REDBUD RD& EXIT 317 A#INTERCHANGEIMPROVEMENTS 8. ROUTE 11 N WIDENING FROM •.�� SNOWDEN BRIDGE BLVD TO so OLD CHARLESTOWN RD tt Q 9. BRUCETOWN RD/HOPEWELL RD; 1 ALIGNMENTAND INTERSECTION 10. ROUTE 7 CORRIDOR 37 IMPROVEMENTS FROM EXIT 315 Winchester TO GREENWOOD RD L � 11. ROUTE 11 S WIDENING& P% INTERSECTION IMPROVEMENTS OFROM CITY LIMITS TO OPEQUON CHURCH LN �12. ROUTE 11 N OF WINCHESTER WIDENING TO WV LINE 13.SENSENY RD WIDENING 22 14.SENSENY RD;TURN LANES so` AT CRESTLEIGH DR 1® 15. 1-81 EXIT 307 RELOCATION 16.WARRIOR DR EXTENSION P%O TO NEW EXIT 307 �17.CHANNING DR EXTENSION �., •� 11 TO ROUTE 50 !•'�• r'" © �18. INVERLEE WAY; CONNECTION j Stephens 0 0.e 1 2 Miles FROM SENSENY RD TO ROUTE 50 city 19.WARRIOR DR EXTENSION • Frederick County Dept of FROM ROUTE 37 Planning&Development 107 N Kent St o 20. EASTERN ROAD PLAN Winchester,VA 22601 IMPROVEMENTS www.fcva.us 22 12/21/20 443 THE CIP TABLES- CONTENT DESCRIPTIONS The Capital Improvements Plan tables, on the following four pages, contains a list of the capital improvement projects proposed for the ensuing five years. A description of the information in this table is explained below. Projects Ranked by Department-The priority rating assigned by each agency or department for their requested projects. County Contribution - The estimated dollar value that will be contributed for each project. This value is listed by individual fiscal years and by total contributions over the five-year period. The total contribution column, located to the right of the fiscal year columns, does not include debt service projections. Notes - Indicates the footnotes that apply to additional funding sources for particular projects. Total Project Costs-The cost for each project, including the County allocations and other funding sources. PROJECT FUNDING The projects included in Table 1 have a total projected cost to the County of $339,062,907, this figure excludes Airport requests and transportation projects as these are primarily funded through other sources. While the CIP is primarily used to cover the next five years, much of the project costs have been identified beyond the next five years. • School projects are funded through a combination of loans from the Virginia Public School Authority and the Virginia Literary Fund. • Funding for Parks and Recreation Department projects will come from the unreserved fund balance of the County. The Parks and Recreation Commission actively seeks grants and private sources of funding for projects not funded by the County. • The inclusion of transportation projects to the CIP is in no way an indication that Frederick County will be undertaking these projects. Funding projects will continue to come from a combination of state and federal funds, developer contributions, and revenue sharing. • Airport projects will be funded by contributions from the federal, state, and local governments. The local portion may include contributions from Frederick, Clarke, Shenandoah, Warren Counties, and the City of Winchester. 9 444 Long Range Comprehensive County Total Project Projects-Ranked by Department 2021-2022 2022-2023 2023-2024 2024-2025 2025-2026 2026+ Plan Projects Contributions Notes Costs Ensuing Beyond Departmert Fiscal Year Year2 Year Year Years Year 6+ Public Schools Please frto,%,prdenhryhgj�w.re school sitrsf radditionalschool st'eslomter7mroughoutae County. Indian Hollow Elementary School Renovation $5,800,000 $3,800,000 $2,400,000 $12,000,000 $12,000,000 James Wood High School Additions/Renovations $3,600,000 $30,000,000 $20,000,000 $20,000,000 $73,600,000 $73,600,000 Amnel Elementary School Renovation/Expansion $8,100,000 $5,400,000 $2,600,000 $16,100,000 $16,100,000 School Board Office IT Addition $4,800,000 $1,600,000 $6,400,000 $6,400,000 Fourth High School $35,300,000 $23,500,000 $23,500,000 $11,700,000 $94,400,000 $94,000,000 Sherando High School Renovation/Expansion TBD Apple Pie Ridge Elementary School Phase 2 Renovation TBD Total $17,500,000 $44,000,000 $61,900,000 $43,500,000 $23,500,000 $11,700,000 $202,500,000 $202,100,000 Parks&Recreation Abrams Creek Greenway Trail $479,985 $508,915 $1,210,000 $1,630,000 $3,828,900 $3,828,900 Recreation Center $650,000 $9,250,000 $9,900,000 $9,900,000 Old Charlestown Road Park $3,400,000 $3,400,000 $3,400,000 Indoor Aquatic Facility $835,000 $12,000,000 $12,835,000 $12,835,000 Jordan Springs Elementary Gym Addition $75,000 $1,325,000 $1,400,000 $1,400,000 Water Slide/Sprayground $1,030,000 $1,030,000 $1,030,000 Sherando Sherando Park Area l Rec Access Phase 2 $100,000 $1,315,000 $1,415,000 $1,415,000 Clearbrook Clearbrook Park Development $220,000 $200,000 $420,000 $420,000 Sherando Sherando Park Softball Complex $115,000 $1,625,000 $1,740,000 $1,740,000 Sherando Sherando Park Area 3 Development $110,000 $2,350,000 $2,460,000 $2,460,000 Playground Replacement $350,000 $300,000 $150,000 $250,000 $1,050,000 $1,050,000 Sherando Sherando Ballfeld Light Replacement $945,000 $945,000 $945,000 Community Parks $1,040,000 $1,154,000 $2,194,000 $2,194,000 Neighborhood Parks $293,000 $600,000 $4,131,000 $5,024,000 $5,024,000 Regional Parks $5,400,000 $4,110,000 $6,320,000 $15,830,000 $15,830,000 Sherando South Sherando Park Development $2,465,000 $2,465,000 $2,465,000 National Guard Armory Gym Addition $630,000 $630,000 $630,000 Fleet Trip Vehicles $340,000 $340,000 $340,000 Sherando SH Park Areal and 2 Development $3,450,000 $3,450,000 $3,450,000 Indoor Ice Rink $6,930,000 $6,930,000 $6,930,000 $5,224,985 $20,058,915 $14,443,000 $5,984,000 $5,650,000 $6,575,000 $17,721,000 $77,286,900 $77,286,900 Regional Library Gainesboro Library $155,023 $1,340,000 $225,736 $128,275 $1,849,034 $1,849,034 Senseny/Greenwood Library TBD TBD 522 South Library TBD TBD IM $155,023 $1,340,000 $225,736 $128,275 $0 $0 $1,849,034 $1,849,034 County Administration Gore Convenience Site Expansion $750,000 $750,000 E $750,000 Double Toll Gate Convenience Site $35,000 $550,000 $585,000 $585,000 County Office Annex(Sunnyside) TBD TBD TBD General Government Capital Expenditures $200,000 $200,000 $200,000 $200,000 $200,000 $1,000,000 E $1,000,000 County/School Board Administration Building TBD TBD E TBD Joint Judicial Center New Facility TBD TBD TBD Total $950,000 $235,000 $750,000 $200,000 $200,000 $0 $2,335,000 $2,335,000 445 Long Range Comprehensive County Total Project Projects-Ranked by Department 2021-2022 2022-2023 2023-2024 2024-2025 2025-2026 2026+ Plan Projects Contributions Notes I Costs Public Safety-Fire and Rescue,Sheriffs Office and Comn-hiCatione� Fire&Rescue Frederick County Fire&Rescue Station 22 $7,500,000 $7,500,000 $7,500,000 Station 22 Apparatus $1,100,000 $1,100,000 $1,100,000 Fire and Rescue Station 23/Annex Facilities $7,000,000 $7,000,000 $7,000,000 Station 23 Apparatus $1,100,000 $1,100,000 $1,100,000 Kill _ $0 $0 $8,600,000 $0 $0 $8,100,000 $0 16,700,000 $16,700,000 Fire&Rescue Company Capital Requests Fire&Rescue Capital Equipment $200,000 $200,000 $200,000 $200,000 $200,000 1 $1,000,000 E $1,000,000 Fire&Rescue Company Capital Requests Greenwood Fire Station Upgrade/Expand Living Quarters $1,500,000 $1,500,000 including capdal equipment requests Greenwood Fire Station Ambulance Replacement Program $310,000 $385,000 $695,000 Middletown Station Building Renovation/Addition TBD Clearbrook-New Fire Station $50,000 $205,000 $4,575,000 $4,830,000 StephensCity Station-Tower 11 Replacement $130,000 $1,170,000 $1,300,000 Stephens City Station-Medic Unit Replacement(11-2) $240,000 $240,000 Stephens City Station-Medic Unit Replacement(11-3) $280,000 $280,000 $1,700,000 $510,000 $200,000 $0 $200,000 $280,000 $0 1,000,000 $9,845,000 Sheriffs Office Eight Bay Steel Building for Large Vehicles $320,000 $320,000 $320,000 Replacement Law Enforcement Vehicles $870,000 $870,000 $870,000 $870,000 $870,000 $870,000 continuous $5,220,000 $5,220,000 Apex 8500 Mobile Radios $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 continuous $1,200,000 $1,200,000 Apex 8000 Portable Radios $187,500 $187,500 $187,500 $187,500 $187,500 $187,500 continuous $1,125,000 $1,125,000 Firearms Training Simulator $100,000 $100,000 Total = _ $1,677,500 $1,257,500 $1,257,500 $1,257,500 $1,257,500 $1,257,500 $0 7,865,000 $7,965,000 Communications Project 25 Pubic Safety Radio Network $4,196,395 $6,294,592 $6,294,592 $2,098,197 $2,098,197 $20,981,973 Total $20,981,973 Total of All Categories $27,207,5081 $67,401,415 $87,376,236 $51,069,775 $30,807,500 $27,912,500 $17,721,000 $309,535,934 $339,062,907 Other Funding Sources: E=Partial funding anticipated through development&revenue sources TBD=To be Determined 446 Long Range oun y Comprehensive rivate Total Project Projects-Ranked by Agency 2021-2022 2022-2023 2023-2024 2024-2025 2025-2026 2026+ Plan Projects Contributions Notes Costs Ensuing Beyond Fiscal Year Year 2 Year 3 Year 4 Year 5 Year 6+ Funded Priorities Route 277,Fairfax Pike,Widening and Safety Improvements(ph 1) $37,012,924 $37,012,924 E $37,012,924 Exit 313 Bridge Replacement and Capacity Improvements $35,123,000 $35,123,000 E $35,123,000 Rennaisance Drive,Phase 2 $4,223,000 $4,223,000 E $4,223,000 Route 277 right turn extension Warrior Drive $490,943 $490,943 E $490,943 Unfunded Priorities Route 37 Engineering&Construction $772,500,000 $772,500,000 E $772,500,000 Route 277,Fairfax Pike,Widening $0 and Safety Improvements(ph 2) $26,191,407 $26,191,407 E $26,191,407 Redbud Road Realignment and $0 $0 Exit 317 Interchange Improvements $11,576,306 $11,576,306 E $11,576,306 Widening of Route 11 North(ph 1) $29,196,504 $29,196,504 E $29,196,504 Brucetown/Hopewell Realign. $8,240,000 $8,240,000 E $8,240,000 Route 7 Corridor Improvements Exit 315 to Greenwood $5,150,000 $5,150,000 $5,150,000 Route 11 S Widening and Intersection Improvements from Winchester City Limits to Opequon Church Lane $3,399,000 $3,399,000 E $3,399,000 Widening of Route 11 North(ph2) $197,760,000 $197,760,000 E $197,760,000 Senseny Road Widening $69,010,000 $69,010,000 E $69,010,000 Senseny Road turn lanes/improvements Crestleigh Drive $2,625,036 $2,625,036 E $2,625,036 I-81 Exit 307 Relocation with 4 In connection to Double Church and Stephens City Bypass $241,283,133 $241,283,133 E $241,283,133 Warrior Drive Extension(south) $48,410,000 $48,410,000 E $48,410,000 Channing Drive Extension $46,350,000 $46,350,000 E $46,350,000 Inverlee Way $28,119,000 $28,119,000 E $28,119,000 Warrior Drive Extension(Crosspointe south) $34,505,000 $34,505,000 E $34,505,000 Eastern Road Plan Improvements TBD TBD E TBD TO1 $76,849,868 $0 $0 $0 $0 $0 $1,524,315,386 $1,601,165,253 $1,601,165,253 Other Funding Sources: E=Partial funding anticipated through development&revenue sources The inclusion of transportation projects to the CIP is in no way an indication that Frederick County will be undertaking these projects.Funding projects will continue to come from a combination of state and federal funds,developer contributions,and revenue sharing 447 III F-I PI TO • • • Long Range Comprehensive County Total Project Projects-Ranked by Agency 2021-2022 2022-2023 2023-2024 2024-2025 2025-2026 2026+ Plan Projects Contributions Notes Costs Ensuing Beyond Fiscal Year Year 2 Year 3 Year 4 Year 5 Year 6+ New Aviation Terminal $1,724,000 $4,580,000 $85,000 A,B,C $6,389,000 Taxiway"A"Relocation $4,130,000 $4,150,000 $4,444,444 $4,444,444 $4,444,444 A,B,C $17,168,888 Land Parcel 64-A-60(Cooper) $200,000 A,B,C $200,000 Runway Protection Zone(RPZ)Land Services $150,000 A,B,C $150,000 Acquire Easements $100,000 A,B,C $100,000 Northside Site Prep 500000 A,B,C $500,000 Northside Access Road $700,000 A,B,C $700,000 Fuel Storage Facility $600,000 A,B,C $600,000 $1,724,000 $4,130,000 $4,580,000 $4,935,000 $5,394,4441 $4.444.44411 $25,807,888 A=Partial funding from VA Dept.of Aviation B=Partial funding from FAA C=Partial local funding(%split between Frederick County and Winchester based on Weldon Cooper figures) *Airport projects will be funded by contributions from the federal,state,and local governments. The local portion may include contributions from Frederick,Clarke, Shenandoah,and Warren Counties,and the City of Winchester. 448 APPENDIX PROJECT DESCRIPTIONS Frederick County Public Schools Project Priority List PRIORITY 1—Indian Hollow Elementary School Renovation Description: Indian Hollow Elementary School opened in 1988 and has served continuously as an elementary school since that time. The school and auxiliary buildings contain 59,065 square feet. The school has a program capacity of 442 students. Currently the building serves grades K-5. This renovation needs to address the exterior wall, windows, & doors, and the HVAC. Repairing the exterior walls is a pressing need. Capital Cost: $12,000,000 Justification: Indian Hollow Elementary School is 32 years old and renovation is needed to these few areas to empower FCPS staff to operate the building economically and efficiently until a full renovation can be accomplished. Construction Schedule: FY 23-24 PRIORITY 2—James Wood High School Renovations and Additions Description: James Wood High School opened in 1980 and has served as a high school since that time. The school and all auxiliary buildings total 229,187 square feet and has a program capacity of 1,283 students. The building serves grades 9-12. The building is in good condition; however, several major areas need to be addressed in a renovation. Foci of the renovation will include modification of instructional areas to support modern, student-centered instructional delivery, mechanical, electrical, plumbing, technology, finishes, and site. Capital Cost: $73,600,000 Justification: James Wood High School is 40 years old. Renovations and additions are needed to a number of areas to support effective, economical, and efficient operation of the school for years to come. This school will be renovated to be more like the 4th HS, the new Frederick County MS, and the Aylor MS replacement, with a variety of learning spaces to meet the needs of a variety of learning styles and to impart skills necessary in today's working world. Construction Schedule: FY 24-25 PRIORITY 3 -Armel Elementary School Addition and Renovation Description: Armel ES opened in 1991 and has served continuously as a K-5 elementary school since that time. The school contains 70,281 square feet and has a program capacity of 580 students. As of September 15, 2020, the school has 607 students. Eight classrooms will be added to Armel ES, to accommodate the additional growth at Lake Frederick. The existing 15 450 facility will be updated as needed and core areas partially renovated to serve the additional students. Capital Cost: $16,10,000 Justification: Armel Elementary School is in good condition; however, growth in the attendance zone will need to be addressed through the addition of classrooms to the facility. Construction Schedule: FY 23-24 PRIORITY 4—School Board Office IT Addition Description: This project would put the entire department together in one purpose-built facility. It would be a separate building located near the Administrative Offices on James Wood Middle School property. The new facility would be a 15,000 square foot building with storage areas, work areas, offices, cubicles, conference rooms, a customer service area, customer parking, a loading dock, and parking for IT work vehicles. Capital Cost: $6,400,000 Justification: Frederick County Public Schools IT Department is currently located in three areas inside the Administrative Offices and four trailers behind the offices. Being situated in multiple locations that are not purpose built for the administration of the school division's technology systems creates significant time-consuming inefficiencies. Construction Schedule: FY 23-24 PRIORITY 5—Fourth High School Description: The new high school project is proposed to serve students grades 9-12 with a program capacity of 1,250 students and will address anticipated growth in high school student enrollment in the school division. The site is located at the end of Justes Drive behind Admiral Byrd MS. This school will be designed for collaborative education, similar to Frederick County MS, with a variety of learning spaces to meet the needs of a variety of learning styles and to impart skills necessary in today's working world. Capital Cost: $94,000,000 Justification: This project will address expected growth in high school student enrollment in the school division over the next several years. We propose to open the new high school in the fall of 2027. Construction Schedule: Beyond 2026 16 451 PRIORITY 6—Sherando High School Renovations and Addition Description: Sherando High School opened in 1993. The facility contains 239,517 square feet and has a program capacity of 1,323 students serving grades 9-12. Several major areas need to be addressed in a renovation, including reorganization and addition of classroom and storage space to better equip the building to support collaborative education. Because we want the facility to last another 30 years, facility infrastructure will be renewed and updated, and finishes will be refreshed. Other areas to be addressed are security, traffic safety, and gender equity in athletic facilities. Capital Cost: TBD Justification: Sherando is 27 years old and will be at least 32 years old by the time we start to renovate it. Renovations are needed to ensure the economical, efficient, and effective operation of the school for years to come. Modern instruction requires that a variety of learning spaces be provided, including collaborative spaces of varying sizes and project labs (similar to maker spaces). Transportation safety concerns exist on and around the school site at Sherando during arrival and dismissal. Sherando does not have a softball field on site, instead using a softball field in Sherando Park. This represents an equity issue between boys' and girls' sports and is contrary to FCPS' policy of equity between boys and girls sports. Construction Schedule:TBD PRIORITY 7 —Apple Pie Ridge Elementary School Phase 2 Renovation Description: Apple Pie Ridge Elementary School opened in 1974 and has served continuously as an elementary school since that time. The school and auxiliary building contain 65,120 square feet. The school has a program capacity of 509 students. Currently the building serves grades K-5. The building is in good condition; however, several major areas need to be addressed, including open classroom space, ADA compliance, energy conservation, security, and upgrades of fire alarms, electrical, plumbing, and mechanical systems. Capital Cost: TBD Justification: Apple Pie Ridge Elementary School is 46 years old and renovation is needed to a number of areas to ensure the economical and efficient operations of the school for years to come. Construction Schedule:TBD 17 452 Parks & Recreation Department Project Priority List PRIORITY 1—Abrams Creek Trail Description: 10' wide, asphalt, shared-use trail along Abrams Creek. From Senseny Road to Channing Drive. It is estimated the trail will have six bridge stream crossings and will be approximately 3 miles in length. As outlined below, the project is envisioned in three phases of approximately 1 mile each. Each phase will have logical beginning and ending points and be usable trail sections in themselves. Phase 1 from Senseny Road to Woodstock Lane. Phase 2 from Woodstock Lane to Woody's Place, and Phase 3 from Woody's Place to Channing Drive. VDOT Transportation Alternatives (TA) Highway Safety Improvement Program (HSIP) funds are allocated for the project in the schedule above. Funds for Phases II and III are not yet secured. Grant funding will be pursued for these phases. Capital Cost: $3,828,900 Justification: This facility would provide recreational opportunities for residents and provide an alternate means of entering and exiting the City of Winchester from Eastern Frederick County. This project is intended to meet the needs of the community as identified in the 2017 Frederick County Parks and Recreation Community Survey, and the 2012 Virginia Outdoors Plan Survey. Construction Schedule: Phase I — FY 22-23, Phase II and III — Beyond FY 26 The construction schedule will follow VDOT funding. Phase I is funded through VDOT with design scheduled for FY 21, construction FY 22, and 23. Phase 1-3 Beyond FY 26 PRIORITY 2—Recreation Center Description: The Recreation Center project would be approximately 44,000 square feet and include an indoor area large enough to accommodate a minimum of two basketball courts. This court area would also be designed for utilization by indoor soccer, baseball, softball, wrestling, volleyball, tennis, and badminton with the installation of in-floor sleeves and drop curtains or partitions. This area could also be used for special events such as dances, proms, music festivals, garden, and home, outdoor, craft, antique, quilt, or boat shows, thus providing a flexible facility for a multitude of activities to take place at one time. The facility would also house a fitness center, multi-purpose rooms, office, storage, and locker rooms. Capital Cost: $9,900,000 Justification: Since its inception, the Parks and Recreation Department has relied significantly on the use of the county public schools to house recreation programs. This arrangement adequately addressed Recreation Center needs for a time, however the 18 453 department currently offers over 250 sections of programs, creating a situation where the department is limited in its ability to meet the programming and facility needs of the county residents. A Recreation Center facility will facilitate the department to meet citizen programming demands and provide the area with a facility to attract new businesses to the community. This facility would be available to all area residents. Construction Schedule: Completion in FY 23-24 PRIORITY 3—Old Charlestown Road Park Development Description: Old Charlestown Road Park, situated on land proffered by the Snowden Bridge development provides land for the provision of an active recreation park. The above park is to include athletic fields suitable for league play. Fields, restroom, and parking are part of the park concept. Capital Cost: $3,400,000 Justification: The overall park design is informed by the Snowden Bridge (formerly Stephenson Village) rezoning proffer of 2003 and public input sessions in 2020. Plans are to provide rectangular fields and hard surface courts at this location. There are no public rectangular fields in the north of Frederick County. Construction Schedule: Completion in FY 21-22 PRIORITY 4— Indoor Aquatic Facility Description: The approximately 35,000sf building will likely house a 10-lane competitive pool, 6 lane warm water teaching pool, meeting rooms, shower and changing rooms, and facilities support areas. The above facility would meet the swimming needs of the community, including HS level swim teams. Capital Cost: $12,835,000 Justification: There are no public indoor public pools in Frederick County. By constructing the indoor pool, it would permit the department to meet competition needs, instructional needs, citizen programming provide a nucleus to attract new businesses to the community. This project is intended to meet the needs of the community as identified in the 2017 Frederick County Parks and Recreation Community Survey. This facility would be available to all area residents. The construction of this project will provide a facility to offer competitive swim and year-round recreational programming. Construction Schedule: Completion in FY 22-23 19 454 PRIORITY 5—Gym Addition—Jordan Springs Elementary School Description: This project brings the Jordan Springs Elementary School into the Cooperative Use framework for shared school and community uses. Expanding the gymnasium from elementary size to full size (comparable to Orchard View, Greenwood MITI, Evendale, and Gainesboro Elementary School Gyms), and adding community multi-purpose room space to the proposed school site. Capital Cost: $1,400,000 Justification: The model in place since Orchard View Elementary was built in 2000 added gymnasium and multipurpose space to subsequent elementary schools, as these schools are located where population growth is present. Growth in community programming, camps, and indoor sport leagues continues to create demand for more gymnasium and multi-purpose space. Adding pressure for this location is that there are no community center spaces in the Stonewall District, while population continues to increase. Construction Schedule: Completion in FY 22-23 PRIORITY 6 -Water Slide/ Spray ground/ Building Renovation Description: Upgrade the outdoor swimming pools at both Clearbrook and Sherando Parks. Upgrade would involve the removal of the diving boards and the installation of one 50' water slide and one 75' water slide at each pool. The upgrade would also include the addition of a spray ground with 10-12 features at each pool. Capital Cost: $970,000 Justification: To provide recreational opportunities for the Clearbrook Park and Sherando Park service area. Frederick County Parks and Recreation Department operates two outdoor swimming pools at the regional parks. These facilities are over 20 years old and were constructed with two diving boards as the main feature for each pool. Swimming pool attendance has trended decline in recent years and users are requesting different water features. The addition of two water slides and a spray ground to each pool facility will appeal to families and increase interest in visiting the outdoor pool facilities. Construction Schedule: Completion in FY 22-23 PRIORITY 7—Sherando Park Area 1 Recreation Access Phase 2 Description: This project continues the development vision for the NW area of Sherando Park located north of Rt. 277 as shown in the 2016 North Sherando Park Master Plan update. Continuing the newly installed Line Drive from Warrior Drive to Landgrant Lane, parking, restroom building, and dog park are elements of this phase. 20 455 Capital Cost: $1,415,000 Justification: This facility would provide recreational opportunities for the entire Frederick County area. This project is intended to meet the needs of the community as identified in the 2017 Frederick County Parks and Recreation Community Survey. Construction Schedule: Completion in FY 22-23 PRIORITY 8—Clearbrook Park Description: This project implements the development vision for the NE area of Clearbrook Park. This vision is consistent with the Clearbrook Park Master Plan. Included are basketball, pickleball courts, and an access trail from the existing pool parking lot. Capital Cost: $420,000 Justification: This facility would provide recreation opportunities for the entire Frederick County area. It would provide amenities not readily available in northeastern Frederick County and provide a public pickleball complex for county residents. Construction Schedule: Completion in FY 22-23 PRIORITY 9 - Sherando Park North - Softball Complex Description: This project completes the development vision for the SE area of Sherando Park located north of Rt 277. This vision is expressed in the 2016 North Sherando Park Master Plan update. Included are softball fields to complete the complex, a shared use trail segment, roadway, and parking. Capital Cost: $1,740,000 Justification: This facility would provide recreational opportunities for the entire Frederick County area. In addition to its use as a recreational facility, it will be used by the Frederick County school system. Presently, there are ten softball/baseball fields within the county's regional park system. Eight of ten existing fields must serve a dual purpose of facilitating youth baseball as well as youth and adult softball programs. With the increased usage of these fields, it has become more difficult to facilitate these programs. This project is needed to meet the growing need for diamond field space and tournament opportunities. Construction Schedule: Completion in FY 22-23 21 456 PRIORITY 10 - Sherando Park Area 3 Development Description: This project completes the development vision for the SW area of Sherando Park located north of Rt 277. This vision is expressed in the 2016 North Sherando Park Master Plan update. Included are rectangular play fields, a shared use trail segment, roadway and parking, playground, restroom, and maintenance building. Capital Cost: $2,460,000 Justification: This facility would provide recreational opportunities for the entire Frederick County area. In addition to its use as a recreational facility, it will be used by the Frederick County school system. With the development of N Sherando Softball Complex (CIP item #9) two rectangular play fields will be displaced. The development of area 3 not only addresses this direct result, but also addresses additional identified needs of the community. Construction Schedule: Completion in FY 23-24 PRIORITY 11 - Playground Replacement Description: This project schedules replacement for playgrounds at County Parks. Capital Cost: $1,050,000 Justification: County park playgrounds are popular amenities at County-owned parks. The playgrounds will need to be replaced to meet user expectations. Construction Schedule: This project is anticipated to be ongoing; a four-year schedule is proposed. Year 1: CB main playground, Frederick Heights. Year 2: CB 2nd playground, SH 2nd playground. Year 3: SH 3rd playground. Year 4: SH Main playground. FY22- 26 PRIORITY 12 —Sherando Ballfield Lighting Replacement Description: Upgrade the ballfield lighting at Sherando Parks Baseball facilities. The upgrade would involve the removal of the 30/20 FC (footcandle) level fixtures, lamps, and wood poles and replace with 50/30 FC (footcandle) level fixtures, lamps and steel poles on (4) four fields at Sherando Park. This standard is required by Little League International on all little league fields. LED light fixtures are specified, as HID fixtures are facing obsolescence. Acquisition of Parkland (35 acres) Capital Cost: $945,000 22 457 Justification: The Parks and Recreation Commission is recommending the ballfield light system be upgraded to achieve the recommended 50/30 footcandle level lighting on the playing surface. This will facilitate the provision of recreational opportunities at Sherando Park for the service areas which include all Frederick County residents. The field light fixtures are over twenty-five years old and are affixed to poles. Construction Schedule: Completion in FY 22-23 PRIORITY 13—Community Parks Description: The Community Park needs include continued development of existing parks, and the acquisition of approximately thirty-five acres for an additional park located in eastern Frederick County. Developed amenities will ultimately be determined by the specific site, however typical development would include: Acquisition of Parkland; 35 acres • Paved & Gravel Paths • Playground • Tot lot • Shelters • Lighted Basketball &Tennis courts Capital Cost: $2,194,000 Justification: Potential acreage for parkland would be located close to population density, east of Winchester, Redbud / Shawnee district area. The location of this project would provide developed parkland to create more accessible recreational facilities and opportunities to the residents Frederick County. Construction Schedule: Completion in FY 24-25 PRIORITY 14—Neighborhood Parks Description: The Neighborhood project includes the continued development of existing and acquisition of six new sites of approximately ten acres and the subsequent development of these sites. Developed amenities will ultimately be determined by the specific site, however typical development would include: Acquisition of Parkland, 10 acres per site • Paved Path • Playground 23 458 • Shelter • Hard Surface Courts • Open Play Fields Capital Cost: $5,024,000 Justification: To reduce the gap between the amount of existing parkland and the amount of parkland needed to meet the minimum standard for our service area, as recommended by the 2013 Virginia Outdoors Plan. This project is intended to meet the needs of the community as identified in the 2017 Frederick County Parks and Recreation Community Survey. Potential acreage for parkland would be located in the Urban Development Area or Rural Community Centers. Construction Schedule: Beyond FY26 PRIORITY 15—Regional Park Description: Acquisition of Parkland: • Northeastern Frederick County 150-200 acres • Western Frederick County 150-200 acres • Eastern Frederick County 150-200 acres Capital Cost: $15,830,000 Justification: This project would meet the recreation needs of the Frederick County population. Construction Schedule: Beyond FY26 PRIORITY 16- S. Sherando Park Development Description: This project completes the development vision for the area of Sherando Park located south of Rt 277. This vision is expressed in the 2002 Sherando Park Master Plan update as well as other identified improvements. Included are rectangular play fields, skate park, roadway and parking, lake trail, and restroom. Capital Cost: $2,465,000 Justification: These improvements would provide recreational opportunities for the entire Frederick County area. Construction Schedule: Completion in FY 25-26 24 459 PRIORITY 17 - National Guard Armory Gym Addition Description: Through an agreement with the National Guard, Frederick County would convert the existing buildings assembly space to a gymnasium. The project includes flooring and air conditioning. Capital Cost: $630,000 Justification: The model in place since Orchard View Elementary was built in 2000 added gymnasium and multipurpose space to elementary schools, as these schools are located where population growth is present. Growth in community programming, camps, and indoor sport leagues continues to create demand for more gymnasium and multi-purpose space. Construction Schedule: Completion in FY 24-25 PRIORITY 18—Fleet Trip Vehicles Description: Bus #1 —40-50 Passenger Bus Bus #2— 30-40 Passenger Bus Van #1 - 12 Passenger Van Capital Cost: $325,000 Justification: To offer a comprehensive package of trips where the population of Frederick County could begin to rely on the Parks and Recreation Department to meet their trip needs. Construction Schedule: Beyond FY 26 PRIORITY 19— N Sherando Park Area 1 & 2 Development Description: This project completes the development vision for the area of Sherando Park located north of Rt 277 and Wrights Run. This vision is expressed in the 2016 North Sherando Park Master Plan update. Included are multi-use trail, mountain bike trails, restrooms, pavilions, roadway, and parking. Capital Cost: $3,450,000 Justification: This facility would provide recreational opportunities for the entire Frederick County area. This project is intended to meet the needs of the community as identified in the 2017 Frederick County Parks and Recreation Community Survey. Construction Schedule: Completion in FY 24-25 25 460 PRIORITY 20—Indoor Ice Rink Description: The Ice Rink project would be approximately 40,000 square feet and include an indoor area large enough to accommodate a single 200' x 85' ice rink, locker rooms, party/meeting rooms, and concession area and would need approximately 10 acres to construct. This facility should be located on property owned or proffered to the County. The above ice rink may be collocated with other compatible uses should opportunities arise, reducing the acreage demand. Capital Cost: $6,930,000 Justification: There are no public indoor ice rinks in Frederick County and county residents currently must travel over one hour to use an indoor ice facility. By constructing the indoor ice rink, it would permit the department to meet competition needs, instructional needs, citizen programming and leisure demands as well as provide a nucleus to attract new businesses to the community. This facility would be available to all area residents. The construction of this project will provide a facility to offer year- round recreational programming for the residents of Frederick County. This project is intended to meet the needs of the community as identified in the 2017 FCPRD Community Survey. Construction Schedule: Beyond FY 26 26 461 Handley Regional Library Project Priority List PRIORITY 1 - Frederick County Library Branch - Gainesboro Description: Construction of a 4,000-5,OOOsf branch library, either as a stand-alone facility or co-located with a planned Frederick County facility (e.g., the new middle school). Initial parking should be for at least 50 vehicles. The proposed location would be on Rt. 522 in the Gainesboro district, but this could change depending on patterns of library use and on whether donated land could be located or if co-located with a Frederick County project already in the early planning stage. This projected branch would fit per discussions with FCPS on existing property and was outlined in a document prepared by FCPS students six years ago. Capital Cost: $1,849,034 Justification: This branch would serve citizens living in this growing area: In 2018-2019 Frederick County citizens of all ages checked out 460,355 (traditional) + 96,928 (electronic) = 557,283 items. 32,570 Frederick County residents have library cards and averaged 64.7% of all materials checked out of the regional system. (inactive users were purged 11/18 per state requirements) As of June 2019, 2850 new cards were registered. Frederick County residents, adults, and children registered for library cards for the first time in 2018-2019. (Note: Due to CV19 shutdown the data above is from the previous FY which is representative of a normal year.) This population group in the Gainesboro district is not close to a library in the regional system. This new library would serve a sizeable population of Frederick County that is not being served. The Library will provide materials and programming for citizens from toddlers to senior citizens. It will provide recreational and educational materials. It will be a prime source for homework help since it will be open nights and on weekends when school libraries are closed. The library will supply computer access via Wi-Fi, rental tablets, and hotspots, via desktop/laptop computers for word processing, as well as other office applications and for Internet usage. There will be a meeting room of 180 square feet in which area groups can meet. Construction Schedule: Completion in FY 24-25 PRIORITY 2 - Frederick County Library Branch - Senseny/Greenwood Description: Construction of a 10,OOsf branch library with expansion possible to 15,000 square feet. Initial parking should be for a minimum of 65 vehicles. The proposed location is yet to be determined and is dependent on future development. The first step of the project would be the acquisition of the land of 5 to 8 acres. Capital Cost: TBD Justification: This branch would serve citizens living in this growing area: In 2018-2019 Frederick County citizens of all ages checked out 460,355 (traditional) + 96,928 (electronic) = 557,283 items. 32,570 Frederick County residents have library cards and averaged 27 462 64.7 % of all materials checked out of the regional system. (inactive users were purged 11/18 per state requirements) As of June 2019, 2850 new registrations Frederick County residents, adults, and children, registered for library cards for the first time in 2018- 2019. (Note: Due to CV19 outbreak and shut down the previous year's data is being utilized which is representative of a normal year.) As noted above the population group in the Redbud/Shawnee district is not close to a library in the regional system. The Library will provide materials and programming for citizens from toddlers to senior citizens. It will provide recreational and educational materials. It will be a prime source for homework help since it will be open nights and on weekends when school libraries are closed. The library will supply computer access via Wi-Fi, rental tablets, and hotspots, via desktop/laptop computers for word processing, as well as other office applications and for Internet usage. There will be a meeting room of 800 square feet in which area groups can meet. Construction Schedule: Long range planning objective — beyond FY26 PRIORITY 3—522 South Library Description: Construction of a 7,OOOsf branch library with expansion possible to 10,000 square feet. Initial parking should be for a minimum of 35 vehicles. The proposed location is yet to be determined and is dependent on future development. The first step of the project would be the acquisition of the land of 3 to 4 acre or collocated with the new High School projected to be built in the same area. Capital Cost: TBD Justification: This branch would serve citizens living in this growing area: In 2018-2019 Frederick County citizens of all ages checked out 460,355 (traditional) + 96,928 (electronic) = 557,283 items. 32,570 Frederick County residents have library cards and averaged 64.7 % of all materials checked out of the regional system. (Inactive users were purged 11/18 per state requirements) As of June 2019, 2850 new registrations (these are end of FY numbers for each year.) Frederick County residents, adults, and children registered for library cards for the first time in 2018-2019. (Note: Due to CV19 shutdown, previous year data is utilized here as representative of a normal year) This population group in the Opequon district is not close to a library in the regional system. This new Library will serve an area of Frederick County largely unserved by our current branches. The Library will provide materials and programming for citizens from toddlers to senior citizens. It will provide recreational and educational materials. It will be a prime source for homework help since it will be open nights and on weekends when school libraries are closed. The library will supply computer access via Wi-Fi, rental tablets, and hotspots, via desktop/laptop computers for word processing, as well as other office applications and for Internet usage. There will be a meeting room of 425 square feet in which area groups can meet. Construction Schedule: Long range planning objective — beyond FY26 28 463 County Administration and Public Works Project Priority List PRIORITY 1 -Gore Citizens Convenience Site Description: The project will expand refuse capacity and improve efficiency of collection in the Gore community by installing a surplus trash compactor. Converting the Gore facility from one which utilizes 10 8-yard boxes for refuse collection to one that uses a trash compactor will drive down collection costs dramatically. In order to accomplish this, and account for improved trash flow and the construction of a compactor and recycling staging area, the site will be expanded onto an adjoining parcel already owned by the county.This construction will take place over a period of months. Capital Cost: $750,000 Justification: A total of 3,785 vehicle trips were made to the facility during August 2020, an increase of 7 percent in usage. 2019 showed a growth of 10 percent. On a typical Sunday, up to 183 vehicles drop of trash, filling the site's refuse collection cans to capacity. The project will pay for itself in lower refuse collection costs through compaction of solid waste prior to transport. Also, with a compactor in place, refuse will be contained in an enclosed receiver can, reducing odor, vectors and blowing litter, all of which are challenges of using open collection cans. Project will provide much-need capacity during heavy trash flow times such as holidays and weekends. At times, the site is forced to close early. The Public Works Committee supports this project. Basic design work has already taken place in the current fiscal year. Construction is planned for FY 21/22. Construction Schedule: Completion in FY 21-22 PRIORITY 2 - Double Toll Gate Citizens' Convenience Site - Expansion Description: The project will expand refuse capacity in the growing Double Toll Gate, Lake Frederick, Stephens City and Armel communities by adding a second trash compactor and poured concrete wall. The current site is situated in Clarke County and is leased from the state at no cost. The facility also serves Clarke residents. Clarke shares in collection and disposal costs (21 percent) while Frederick maintains the site and provides labor. This construction will take place over a period of months. Capital Cost: $585,000 Justification: A total of 8,654 vehicle trips were made to the facility during August 2020, an increase of 11 percent in usage. 2019 also showed a hike of 11 percent over 2018. An average of 321 vehicle trips are made to the facility each day, making it one of the county's busiest refuse and recycling sites. With a second compactor in place, capacity and traffic flow would be enhanced and the need to close early on holidays and weekends eliminated. This location has served the area well since the late 1970's. A recycling pad and new pavement were added in 2009. Additional upgrades are now necessary in order to meet the growing demands of solid 29 464 waste management. The Public Works Committee supports this project. Design work would take place in FY 22/23. Construction is planned for FY 23/24. Construction Schedule: Completion in FY 21-22 PRIORITY 3—County Office Annex (Former Sunnyside Plaza Shopping Center) Description: This project consists of the renovation of an existing shopping center containing approximately 64,000 square feet located at the Intersection of Fox Drive and Route 522 in the County's Urban Development Area. This project will accommodate the relocation of certain departments (TDB) from the 107 N. Kent Street complex to this County office annex in order to address existing and future space needs of County departments. Capital Cost: TBD Justification: The inclusion of this capital facility will allow for improvements to general governmental facilities and services for the benefit of the residents of Frederick County and will meet the increasing need for office space, meeting space, and government services in an accessible location. Construction Schedule:TBD PRIORITY 4-General Government Capital Expenditures Description: This project consists of a revolving fund in the amount of$1,000,000 for the benefit of General Governmental Capital Expenditures. It is the intention of this capital expenditure fund to be for the purpose of purchasing capital equipment for governmental agencies and to allow for improvements to general governmental facilities. Such expenditures may be less than the established $100,000 departmental threshold. It was determined that the inclusion of such a project would be beneficial in ensuring that this significant capital expense is identified in the County's capital planning and budget process. This project is for the benefit of the County Governmental Entities participating in the CIP but does not include individual Volunteer Fire and Rescue Companies. Capital Cost: $1,000,000 Justification: The inclusion of this capital expenditure fund for the purpose of purchasing capital equipment for governmental agencies and to allow for improvements to general governmental facilities will enable the County to meet the requirements of the Code of Virginia with regards to the collection and disbursement of cash proffers accepted on behalf of the governmental entities. Construction Schedule: N/A 30 465 PRIORITY 5 -County/School Board Administration Building Description: This project consists of a County/School Board Administration Building, to be located generally in the County's Urban Development Area. The Joint Administrative Office Complex project is for a new 150,000 square foot office building shared with the County Schools Administration. The Schools' portion would be 50,000 square feet. Capital Cost: TBD Justification: The inclusion of this capital facility will allow for improvements to general governmental facilities and services for the benefit of the residents of Frederick County and will meet the increasing need for office space, meeting space, and government services in an accessible location. Construction Schedule:TBD PRIORITY 6-Joint Judicial Center New Facility Description: This new project consists of a new future Joint Judicial Center Facility to be located generally in the City of Winchester or in the County's Urban Development Area. Capital Cost: TBD Justification: The inclusion of this capital facility will allow for improvements to general governmental facilities and services for the benefit of the residents of Frederick County and will meet the increasing need for office space, meeting space, and government services in an accessible location. The need for this project has been established through ongoing communication with the court system and the City of Winchester. Construction Schedule:TBD 31 466 Fire & Rescue Project Priority List PRIORITY 1 - Frederick County Fire & Rescue Station 22 Description: Construct a three-bay Fire and Rescue Station with availability for satellite Sheriff's office and County office space for Treasurer's, Commissioner of the Revenue, and BOS office with meeting room. The station will be located in the area of Fairfax Pike, White Oak Road and Tasker Road to provide service for the heavy growth area east of Stephens City. An approximate three-acre site will be needed to accommodate this facility. The fire station will be approximately a 15,000 sq ft facility to house an engine and ambulance. Those who would occupy the facility will determine the size of the satellite offices. Capital Cost: $7,500,000 Justification: Development near this area will necessitate the development of this station. The Lake Frederick development is scheduled to be an active adult resort gated community with age restrictions on 80% of the homes above 55 and the other 20% above 45. The developer's master plan will allow for 2130 individual dwelling units using a mix of housing types. Construction Schedule: Completion in FY 24-25 PRIORITY 1A- Frederick County Fire and Rescue Station 22 Apparatus Description: Purchase one (1) custom pumper equipped and one (1) custom Type I Advanced Life Support (A.L.S.) capable ambulance equipped to be assigned to Fire and Rescue Station 22. Capital Cost: $1,100,000 Justification: This fire and rescue apparatus will be assigned to Fire and Rescue Station 22 located on Fairfax Pike East area of Frederick County. The pumper will be built to N.F.P.A. 1901 specifications and equipped with all required and necessary equipment to function as a Class A Pumper. The ambulance will be built to the Federal KKK-A-1822E specifications and equipped with all required and necessary equipment to function as an Advanced Life Support ambulance. Construction Schedule: Completion in FY 24-25 PRIORITY 2 - Fire and Rescue Station 23/Annex Facilities Description: Construct three-bay fire station with availability for satellite offices for the Frederick County Sheriff's Office, Treasurer's Office, and Commissioner of Revenue, and BOS office with meeting room. square feet of building area. An approximately three-acre site will be needed to accommodate the facility. The fire station will be approximately a 15,000 sq ft facility to house an 32 467 engine and ambulance. Those who would occupy the facility will determine the size of the satellite offices. The project is located at Crosspointe Center at the end of current Rt. 37 South, an area of proposed high-density residential and commercial development. Capital Cost: $7,500,000 Justification: As commercial and residential developments continue to expand in this area of Frederick County, and with the increased traffic on Rt. 37 and 1-81, the calls for emergency services increases as well. To address the needs of the growing community and to maintain efficient response times, the addition of a new fire and rescue station is needed. Construction Schedule: Completion in FY 26-27 PRIORITY 2A- Frederick County Fire and Rescue Station 23 Apparatus Description: Purchase one (1) custom pumper equipped and one (1) custom Type I Advanced Life Support (A.L.S.) capable ambulance equipped to be assigned to Fire and Rescue Station 23. Capital Cost: $1,100,000 Justification: This fire and rescue apparatus will be assigned to Fire and Rescue Station 22 located on Fairfax Pike East area of Frederick County. The pumper will be built to N.F.P.A. 1901 specifications and equipped with all required and necessary equipment to function as a Class A Pumper. The ambulance will be built to the Federal KKK-A-1822E specifications and equipped with all of the required and necessary equipment to function as an Advanced Life Support ambulance. Construction Schedule: Completion in FY 26-27. PRIORITY 3- Capital Equipment Fire & Rescue—Vehicles & Equipment Description: This project consists of a revolving fund in the amount of $1,000,000 for the benefit of Fire and Rescue Services. It is the intention of this capital expenditure fund to be for the purpose of purchasing additional and replacement capital equipment fire and rescue vehicles and equipment. It was determined that the inclusion of such a project would be beneficial in ensuring that this significant capital expense is identified in the County's capital planning and budget process. Capital Cost: $1,000,000 Justification: The inclusion of this capital expenditure fund for the purpose of purchasing additional and replacement capital equipment AND fire and rescue vehicles and equipment, will enable the County to meet the requirements of the Code of Virginia with regards to the collection and disbursement of cash proffers accepted on behalf of the fire and rescue companies. Construction Schedule: N/A 33 468 Individual Fire & Rescue Company Capital and Capital Equipment Requests. Greenwood Fire Station— Upgrade/ Expand Living Quarters Description: Living Quarters Upgrade / Expansion project. This will include remodeling the upstairs (2nd floor) portion of the building, approximately 4,638 sq. ft. of living space. The project will convert the existing open space to add six (6) bunk rooms with four (4) beads in each room; upgrade the existing kitchen; add bathroom facilities for male and female, with each containing lockers and shower facilities. The upgrade will add a training room and a fitness area to the 2nd floor. The project will also include a renovation of the 1st floor to add office/meeting space and personnel recovery area. Capital Cost: $650,000 Justification: Greenwood will be remodeling the day room, bunk rooms, and work areas to accommodate the additional Staff and Volunteers that are providing fire and rescue service. The existing space is outdated and will not accommodate the potential additional staff that will be assigned to our Station. Construction Schedule: Completion in FY 21-22 Greenwood Fire Station—Ambulance Replacement Program Description: Ambulance Replacement program (Two Ambulances). Capital Cost: $695,000 Justification: Greenwood is one of the busiest stations in the county responding to approximately 2,600 (estimated) EMS calls per year. Replacement is needed due to the wear and tear on the existing fleet of ambulances. Construction Schedule: Multi-year objective (FY 22-23 and FY 24-25) Middletown Volunteer Fire and Rescue Company—Building Renovation and Addition Description: Demolish original building and 1st addition to the station. Build back in that location tied back into the 3rd addition. This addition would be designed to provide additional sleeping, bathroom, and office areas for future growth in our system. Currently we are almost at max capacity in the bunk rooms for volunteers and staff. And taller apparatus bay and entry doors. Capital Cost: TBD Justification: It is essential for Middletown Volunteer Fire and Rescue Company Inc. to maintain our capabilities in emergency response and the facilities to house the apparatus, tools and equipment and provide suitable living quarters for our system 34 469 members. Currently we are maxed on room for sleeping and office space. Our one apparatus bay area has small doors and short ceiling that restricts what can be parked in that section. Construction Schedule: TBD Clearbrook Fire Station— New Fire Station Description: At the present time the Clear Brook Vol. Fire & Rescue has outgrown the existing building with the equipment on hand, the call volume, the staffing of 24-hour personnel and the traffic at the existing location. We are proposing a new building to be located within the Clear Brooks first due area. The building needs to be approximately a 100x100 Administration and living with a 100x60/4 - Truck Bay all single level. The building will be used for day-to-day operations, administration, eating and sleeping facility of the current career staffing, volunteers, and future staffing. The estimated size of the structure is to be approximately 16,000 square feet. This upgrade of the facility will help to provide the needed space for Fire and EMS services for the community of Clear Brook. Capital Cost: $4,830,000 Justification: With the current facility and needed for upgrade in living quarters to accommodate the overnight personnel 24 hours and volunteers, this is of the utmost priority. At the current time we have outgrown our facility and with the equipment that we have to provide the service to our community for the health and property protection and with the current staffing needs and fund- raising operations our current facility is in need of upgrading/updating. Construction Schedule: FY 23-24 Stephens City Fire and Rescue Company—Tower 11 Replacement Description: Replacement of a 1986 custom chassis ladder tower truck with a new year custom chassis ladder tower truck. The apparatus will be built to N. F.P. A. 1901 specifications and equipped with the required tools and appliances to meet ISO standards at the time of build. The apparatus will meet NFP A standards and ISO requirements at the time of design. A steering/ design committee is currently in place and meeting regarding the design process. Capital Cost: $1,300,000 Justification: 1. Personnel Safety - Many of the changes in the new standards deal with safety and cannot be retrofitted to existing fire apparatus. 35 470 2. Condition of Major Components - An examination of the major components of an apparatus has been made including the drive train, transmission, engine, ladder, platform, hydraulic systems, pump, chassis, and body. These components are approaching the expected service life or have already been replaced. 3. Availability of Replacement Parts - As apparatus get older, replacement parts may become more difficult to obtain, leading to longer periods of"down time." Construction Schedule: FY 22-23 Stephens City Fire and Rescue Company— Medic Unit Replacement (type 1) UNIT 11-2 Description: Replacement of a commercial chassis medic unit with a new commercial chassis custom Type 1 Medic Unit. The unit will be built to the Federal KKK-A-1822E or NFPA 1917 specifications and equipped with all required and necessary equipment to function as an advanced Life Support transport unit. The apparatus will meet NFPA 1917/KKK-A-1822E standards and ISO requirements at the time of design, to include the required patient restrain and lift system and environmental controls needed for medicines required for EMS. Capital Cost: $240,000 Justification: 1. Personnel Safety - Many of the changes in the new standards deal with safety and cannot be retrofitted to existing EMS apparatus. 2. Condition of Major Components -An examination of the major components of an apparatus has been made including the drive train, transmission, engine, chassis, and patient compartment. These components are approaching the expected service life. 3. Changes in National Standards and Federal Mandates - Compliance with present Federal KKK-A-1822E, NFPA 1500, Standard on Fire Service Occupational Safety and Health Program and NFPA 1917, Standard for Automotive Ambulances. Construction Schedule: FY 21-22 Stephens City Fire and Rescue Company—Ambulance/Medic Unit Replacement (Type 1) Existing 11-3 Description: Replacement of a commercial chassis medic unit with a new commercial chassis custom Type 1 Medic Unit. The unit will be built to the Federal KKK-A-1822E or NFPA 1917 specifications and equipped with all of the required and necessary equipment to function as an advanced Life Support transport unit. The apparatus will meet NFPA 1917/KKK-A-1822E standards and ISO requirements at the time of design, to include the required patient restrain and lift system and environmental controls needed for medicines required for EMS. 36 471 Capital Cost: $280,000 Justification: 1. Personnel Safety - Many of the changes in the new standards deal with safety and cannot be retrofitted to existing EMS apparatus. 2. Condition of Major Components -An examination of the major components of an apparatus has been made including the drive train, transmission, engine, chassis, and patient compartment. These components are approaching the expected service life. 3. Changes in National Standards and Federal Mandates - Compliance with present Federal KKK-A-1822E, NFPA 1500, Standard on Fire Service Occupational Safety and Health Program and NFPA 1917, Standard for Automotive Ambulances. Construction Schedule: Beyond FY 26 37 472 Sheriff's Office Project Priority List PRIORITY 1—8 Bay Steel Building for Large Vehicles Description: Construct an 8-bay steel building for housing of large, specialized vehicles that require coverage due to the large amount of equipment and specialized tools. This project does not require the purchase of land as it will be constructed on the property of the Frederick County Public Safety Building. The building will allow for the maintenance, storage, security of all the large, specialized vehicles that are required for the special operations teams. This building size will be 4,256 square feet and will require 13,500 square feet to build.This will be an 8 bay 4 garage door equipment storage building with a 35x76 front concrete pad. Capital Cost: $320,000 Justification: This project will facilitate the required housing of vehicles that are used for the special purpose teams. These vehicles are required to be protected from the weather to ensure quick responses to emergencies. Protecting the vehicles will allow the longevity of the vehicle by reducing engine wear and exposure to fluctuating weather conditions. Due to these vehicles belonging to specialty teams, the vehicles house important and expensive equipment. This equipment allows personnel of each specialty team to conduct the mission at hand. Much of the equipment must be maintained at certain temperatures to function at a moment's notice. This project will ensure the equipment is ready at all times. Due to the simplicity of the building style and materials and the readily availability of the land, this building can be competed in a years' time. Construction Schedule: Completion in FY 20-21. PRIORITY 2—Replacement Law Enforcement Vehicles Description: This project is to indicate projected cost of replacement vehicles to the fleet of the Frederick County Sheriff's Office over the next five years. This will ensure the replacement of end of service life vehicles to the Sheriff's Office fleet as well as cost effectiveness for repairs to failing vehicles. Capital Cost: $5,220,000 Justification: This project is needed to meet the basic requirements for Law Enforcement Officers when responding to calls, patrolling of the county, community safety and safety of the Officers. This will offset the cost of purchasing vehicles that were not replaced during the 2010-2012 budget years due to budget restraints. This schedule would drop the cost of purchasing 46 vehicles per year to approximately 25 per year on a rotating basis. Construction Schedule: Multi-year objective 38 473 PRIORITY 3—Apex 8500 Mobile Radios Description: This project is in conjunction with the implemented vehicle replacement timeline. This project will update the mobile radio system for each replaced vehicle. The Sheriff's Office has been recycling all the old radio systems from previous vehicles for so long that the current equipment is obsolete. This equipment will be inter-operable with any band radio system that the County decides to go with after the radio study. Capital Cost: $1,200,000 Justification: This project is needed for equipping all timeline replaced vehicles with current and up to date radio systems to communicate with the Emergency Communication Center. This project will also be P-25 and narrow band compliant as outlined by FCC regulations. Construction Schedule: Multi-year objective PRIORITY 4—Apex 8000 Portable Radios Description: This project is in conjunction with the implemented mobile radio replacement timeline. This project will update the portable radio system for each replaced vehicle. The Sheriff's Office has been recycling all the old portable radio systems for so long that the current equipment is obsolete. Capital Cost: $1,125,000 Justification: This project is needed for equipping all timeline replaced portables with current and up to date radio systems to communicate with the Emergency Communication Center. This project will also be P-25 and narrow band compliant as outlined by FCC regulations. This project is need for all the specialty teams that operate outside of their vehicle while on call outs and rescue missions. Construction Schedule: Multi-year objective PRIORITY 5—Firearms Simulated Training System Description: This project will be used to do use of force training for the entire Sheriff's Office and selected members of the public. The simulated trainer does firearms training, ASP training, pepper spray training, taser training and less lethal training. The trainer is used to simulate real life situations so that deputies use the appropriate amount of force, hopefully lowering the Sheriff's Office's civil liability in use of force situations. The simulator can also be used to demonstrate the complexity of use of force situations to the public. 39 474 Capital Cost: $100,000 Justification: Provide real life training to all deputies and reduce the civil liability the Sheriff's Office could face in excessive use of force cases. Construction Schedule: FY 21-22 Public Safety and Communications PRIORITY 1—Project 25 Public Safety Radio Network Description: Purchase, construction, and deployment of Association of Public-Safety Communications Officials (APCO) International Project 25 (P25) radio communications system to support mission-critical public safety communications within the county. This system will provide radio and paging communications for the Frederick County Sheriff's Department, Frederick County Fire & Rescue, volunteer fire & rescue companies, and the Department of Public Safety Communications. Capital Cost: $20,981,973 Justification: This Association of Public-Safety Communications Officials (APCO) International Project 25 (P25) radio communications system is needed to support mission-critical public safety communications within the County. Construction Schedule: FY 23 40 475 Transportation Committee Project Priority List Funded Priorities PRIORITY 1 - Route 277 Widening and Safety Improvements (Ph 1) Description: Construct a 4-lane divided roadway beginning at 1-81 and continuing to Double Church Road. Project would include realignment of Aylor Road to align with Stickley Drive. Capital Cost: $37,012,924 Justification: This is a regional transportation improvement that will address congestion in the Southern Frederick area and address development to the surrounding areas. Construction Schedule: TBD PRIORITY 2— Exit 313 Bridge Replacement and Capacity Improvements Description: Replace the structurally deficient bridge at Exit 313 and add limited capacity improvements. Capital Cost: $35,123,000 Justification: The bridge on Route 17/50/522 (Millwood Pike) Bridge over Interstate 81 at Exit 313 is reaching the end of its service life and needs to be replaced. The new bridge will feature design elements that will accommodate future improvements to the Route 17/50/522 corridor and future improvements to 1-81. The interchange configuration will not change with this project. Construction Schedule: TBD PRIORITY 3 - Renaissance Drive, Phase 2 Description: Construct a connector road and Railroad Crossing between Route 11 and Shady Elm Drive. Capital Cost: $4,223,000 Justification: This is a transportation improvement that will address congestion at key points along Route 11 and Apple Valley Drive. This project is identified in Secondary Road Improvements Plan. Construction Schedule: TBD 41 476 PRIORITY 4 - Route 277 right turn lane extension at Warrior Drive Description: Extend right-turn lane for eastbound 277 at the intersection of Rt. 277 and Warrior Drive. Installation of sidewalk for pedestrian safety and installation of pedestrian pedestal. Capital Cost: $490,943 Justification: This improvement would be a significant safety upgrade to this intersection. Construction Schedule: TBD Unfunded Priorities PRIORITY 5 - Planning, Engineering, Right-of-Way and Construction Work for Route 37 Description: This project would be to continue work on the Eastern Route 37 extension. More specifically, to update the Environmental Impact Statement to the point of a new Record of Decision and to update the 1992 design plans to address the current alignment, engineering guidelines, and possible interchange improvements. In addition, this allows for advanced engineering, right-of-way purchase and construction. Capital Cost: $772,500,000 Justification: This project moves the County closer to completion of a transportation improvement that would benefit the entire County and surrounding localities. Construction Schedule: TBD PRIORITY 6 - Route 277 Widening and Safety Improvements (Ph 2) Description: Construct a 4-lane divided roadway beginning at 1-81 and continuing to Sherando Park. Project would include realignment of Aylor Road to align with Stickley Drive. Capital Cost: $26,191,407 Justification: This is a regional transportation improvement that will address congestion in the Southern Frederick area and address development to the surrounding areas. Construction Schedule: TBD 42 477 PRIORITY 7- Redbud Road Realignment and Exit 317 Interchange Improvements Description: Realign Redbud Road from its current location through development land in the vicinity of Route 11 north and Snowden Bridge Boulevard and interchange upgrades to improve traffic flow and safety. Capital Cost: $11,576,306 Justification: This is a transportation improvement that will have significant impact on Eastern Frederick County. This project is identified in the adopted Eastern Road Plan. Construction Schedule: TBD PRIORITY 8 - Route 11 North Widening to 6 Lanes from Snowden Bridge Boulevard to Old Charlestown Road Description: Route 11 North of Snowden Bridge Boulevard is currently primarily a two-lane roadway. This project would widen that facility to a 6-lane divided roadway with turn lanes where appropriate. Capital Cost: $29,196,504 Justification: This is a transportation improvement that will provide a significant capacity upgrade to address congestion on the Route 11 Corridor. This project is identified in the adopted Eastern Road Plan. Construction Schedule: TBD PRIORITY 9 - Brucetown Road/Hopewell Road Alignment and Intersection Improvements Description: Realign Brucetown Road to meet Hopewell Road at Route 11. Improvements to this intersection will address comprehensive planned development's traffic generation in the area. Capital Cost: $8,240,000 Justification: This is a transportation improvement that will have significant impact on the Route 11 corridor. The location is identified by joint planning efforts between the County and VDOT. Construction Schedule:TBD PRIORITY 10—Route 7 Corridor Improvements from Exit 315 to Greenwood Road Description: Spot improvements throughout the corridor to be determined through ongoing study in coordination with VDOT. Capital Cost: $5,150,000 43 478 Justification: The County is engaged in a STARS study with VDOT through the MPO. This study will be used to identify key spot improvements to be addressed under this item. Construction Schedule: TBD PRIORITY 11— Route 11 S Widening & Intersection Improvements from Winchester City Limits to Opecluon Church Lane Description: Route 11 S, NB side widening and improvements to the intersection of Shawnee Drive at Route 11 and Opequon Church Lane at Route 11 Capital Cost: $3,399,000 Justification: Transportation study conducted in conjunction with the MPO and VDOT determined that these improvements would significantly improve congestion and safety in the area. In addition, this improvement would promote the Comprehensive Plan vision for this area. Construction Schedule:TBD PRIORITY 12-Widening of Route 11 North to the West Virginia State Line Description: Improve Route 11 to a divided 4 and 6-lane facility as detailed in the Eastern Road Plan. Capital Cost: $197,760,000 Justification: This is a regional transportation improvement that will address congestion over a large area of the County and address development to the surrounding area. This project improves the safety for the traveling public by reducing congestion and improving the flow of traffic. Construction Schedule: TBD PRIORITY 13 - Senseny Road Widening Description: Widen Senseny Road to a 4-lane divided roadway. This project is not dependent upon, but is being coordinated with the implementation of Route 37, Channing Drive, and development in the area. Capital Cost: $69,010,000 Justification: This is a transportation improvement that will have significant impact on Eastern Frederick County. This project is identified in the adopted Eastern Road Plan. Construction Schedule: TBD 44 479 PRIORITY 14 - Senseny Road Turn lanes at the intersection of Senseny Road and Crestleigh Drive Description: Improvements to the intersection of Senseny Road (657) and Crestleigh Drive to include turn lanes and potential signalization. This project would add left and right turn lanes to Senseny Road at the intersection of Crestleigh and potentially a full signalization of the intersection. Capital Cost: $2,625,036 Justification: This improvement would be a significant safety upgrade to this intersection. Construction Schedule: TBD PRIORITY 15- Interstate 81, Exit 307 Relocation Description: Construct a relocated Exit 307 interchange. Capital Cost: $241,283,133 Justification: This is a regional transportation improvement that will address congestion in many areas of the County and address coming development to the surrounding areas. Construction Schedule: TBD PRIORITY 16-Warrior Drive Extension Description: Construct a 4-lane divided roadway beginning at Route 277 where Warrior Drive intersects from the north and continuing that roadway south and west to intersect with 1-81 at the location of the relocated Exit 307 interchange. Capital Cost: $48,410,000 Justification: This is a regional transportation improvement that will address congestion in the Southern Frederick area and address development to the surrounding areas. Construction Schedule: TBD PRIORITY 17 - Channing Drive Extension Description: Construct a 4-lane divided roadway beginning at Senseny Road where Channing Drive intersects from the north and continuing that roadway south to intersect with Route 50 East at Independence Drive. Capital Cost: $46,350,000 45 480 Justification: This project has been identified in the Eastern Road Plan and will address congestion in Eastern Frederick County and address development to the surrounding areas. Construction Schedule:TBD PRIORITY 18 - Inverlee Way Description: Construct a 4-lane divided roadway beginning at Senseny Road and going south to Route 50 East. This project is being planned in conjunction with improvements to Senseny Road and surrounding development. Capital Cost: $28,119,000 Justification: This is a regional transportation improvement that will address congestion and provide an additional needed link between Senseny Road and Route 50 East. Construction Schedule: TBD PRIORITY 19 -Warrior Drive Extension from Route 37 Crosspointe south to existing terminus Description: 4-lane roadway from the Route 37 extension in the Crosspointe Development south to the existing terminus of Warrior Drive. Capital Cost: $34,505,000 Justification: This improvement would be concurrent with a Route 37 extension and would provide significant congestion relief at Exit 307 as well as Tasker Road at Exit 310 Construction Schedule: TBD PRIORITY 20 - Frederick County Eastern Road Plan Description: This project is intended to address all of the planned transportation improvements in the County Comprehensive Plan, Eastern Road Plan that are not noted individually above. Capital Cost: TBD Justification: This project prepares the County for future development by addressing the projects needed to support that development in a manner consistent with the Comprehensive Plan. Construction Schedule: N/A 46 481 Winchester Regional Airport Proiect Priority List PRIORITY 1 - New Airport Terminal Description: The Airport proposes design, bid, and construction of a new terminal building. The new facility will be constructed south of the existing building. Capital Cost: $6,389,000 Justification: The project will construct a new terminal building to accommodate a relocated taxiway and aircraft parking apron and address numerous building systems in need of rehabilitation/replacement. Construction Schedule: Completion in FY 24-25 PRIORITY 2—Taxiway"A" Relocation Description: The relocation of Taxiway A is part of the overall goal to meet Federal Aviation Administration (FAA) airport standards to maintain CAT I Instrument Landing System (ILS) weather minimums and meet airport design criteria for Group III aircraft. Capital Cost: $17,168,888 Justification: This project improves the safety of airport operations and enhances our ability to accommodate large business aircraft. Due to the complexity of relocating the entire 5,500' taxiway, the project will be completed in phases. Construction Schedule: Beyond FY 26 PRIORITY 3— Land Parcel 64-A-60 (Cooper) Description: The airport seeks to acquire parcel 64B A 60: Cooper off Bufflick Road to meet Federal Aviation Administration (FAA) design standards for the taxiway object free area (TOFA) for Taxiway "A". Services include appraisals, review appraisals, negotiations, and fee simple purchase of the parcel. Capital Cost: $200,000 Justification: The parcel encompasses areas that must be protected in accordance with 14 Code of Federal Regulations Part 77 and the Code of Virginia. This property must be controlled by the airport to ensure there are no operational impacts from obstructions or incompatible land use in this area. Construction Schedule: Completion in FY 24-25 47 482 PRIORITY 4—Runway Protection Zone (RPZ) Land Services Description: Surveys, appraisals, review appraisals, and acquisition of 4 avigation easements identified on the airport property map; PE2, PE3, PE4, and PES. Capital Cost: $150,000 Justification: The parcels underlie the approach path to Runway 14. Certain land uses have the potential to cause negative impacts to airport operations. Avigation easements will help protect the airport from consequences that may result from obstructions or incompatible land uses in these areas. Construction Schedule: Completion in FY 25-26 PRIORITY 5—Acquire Easements Description: The airport seeks to acquire easements scoped for purchase in the "RPZ Land Services" project; identified as PE2, PE3, PE4, and PE5 on the airport property map. Capital Cost: $100,000 Justification: The parcels underlie the approach path to Runway 14. Certain land uses have the potential to cause negative impacts to airport operations. Avigation easements protect the airport from consequences that may result from obstructions or incompatible land uses in these areas. Construction Schedule: Completion in FY 25-26 PRIORITY 6—North Side Site Prep Description: Site preparation (e.g., grading, utilities) for future aeronautical development and commercial entrance onto airport property off Coverstone Drive extended. Capital Cost: $500,000 Justification: The area on the north side of the airport has been through the NEPA environmental approval process. It is the most attractive area on the airport for build-to-suit facilities. The project will make it more attractive to private investment and is in keeping with the airport's business and marketing plans. Construction Schedule: Completion in FY 24-25 48 483 PRIORITY 7—North Side Access Road Description: This project proposes to construct a two-lane service road around the end of Runway 14. The road will be an appropriate length so that vehicles remain clear of navigation aid critical areas. Capital Cost: $700,000 Justification: The approved airport layout plan shows new development on the north side of the runway. With operations on both sides of the runway, ground vehicles will require access to both sides for fuel delivery, inspections, maintenance, and transportation of personnel. The Federal Aviation Administration (FAA) encourages the construction of service roads around aircraft activity areas to prevent unauthorized access to runways and taxiways. Construction Schedule: Completion in FY 25-26 PRIORITY 8—Fuel Storage Facility Description: The current facility is in need of renovation to continue to meet DEQ and/or EPA requirements. Capital Cost: $600,000 Justification: The fuel storage facility has not undergone major maintenance since it was installed. This project is to renovate the facility to ensure it continues to meet DEQ and EPA requirements. Construction Schedule: Beyond FY 26 49 484 CO w RESOLUTION y11 CIA, 1738 Action: PLANNING COMMISSION: January 20, 2021 Recommend Approval: BOARD OF SUPERVISORS: January 27, 2021 2021-2026 CAPTIAL IMPROVEMENTS PLAN (CIP) WHEREAS, the Frederick County Planning Commission discussed the 2021-2026 Capital Improvements Plan (CIP) at their regular meeting on January 20, 2021. The Planning Commission recommended approval of the CIP and affirmed that the projects contained within the CIP are in conformance with the 2035 Comprehensive Plan; and, WHEREAS, the Frederick County Board of Supervisors discussed the CIP at their regular meeting on January 27, 2021; and, WHEREAS,the Frederick County Board of Supervisors supports the priorities shown in the 2021-2026 Capital Improvements Plan (CIP) and has affirmed the determination of the Planning Commission that the projects contained in the CIP conform with the 2035 Comprehensive Plan; NOW, THEREFORE, BE IT REQUESTED by the Frederick County Board of Supervisors that the 2021-2026 Capital Improvements Plan be scheduled for public hearing at the Board of Supervisors meeting on February 10, 2021. Passed this 27th day of January 2021 by the following recorded vote: This resolution was approved by the following recorded vote: Charles S. DeHaven, Jr., Chairman Blaine P. Dunn Shawn L. Graber Judith McCann-Slaughter David D. Stegmaier Robert W. Wells J. Douglas McCarthy A COPY ATTEST Kris C. Tierney Frederick County Administrator 485