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April 14 2021 Board_Agenda_Packet
AGENDA BOARD OF SUPERVISORS WEDNESDAY, APRIL 14, 2021 6:00 PM and 7:00 PM BOARD MEETING ROOM 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601 6:00 p.m. -Closed Session – The Board will enter a closed session pursuant to Virginia Code Sec. 2.2 -3711(A)(1) for discussion or consideration of prospective candidates for and terms and conditions of employment as Interim County Administrator and as County Administrator, and pursuant to Virginia Code Sec. 2.2-3711(A)(29) for discussion of the award of a public contract involving the expenditure of public funds, specifically regarding the award of a contract for consulting services related to the retention of a County Administrator, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. 7:00 p.m. -Regular Meeting Call to Order 1. Invocation 2. Pledge of Allegiance 3. Adoption of Agenda 4. Citizen Comments 5.–For agenda items that are not the subject of a Public Hearing Consent Agenda 6. 6.A. Minutes of Closed Session and Regular Meeting of March 24, 2021 BOS04-14-21Minutes24March2021.pdf 6.B. Public Works Committee Report of March 30, 2021 BOS04-14-21PublicWorksCommReport30March2021.pdf 6.C.2021 Meeting Schedule Adjustment for June, July, and August BOS04-14-21SummerMeetingSchedule2021.pdf 2 Board of Supervisors Regular Meeting AgendaPage 2 April 14, 2021 Board of Supervisors Comments 7. County Officials 8. 8.A. Employee Grievance Panel Pool Because of attrition, there is a need to increase the pool of available Grievance Panel members. Applicants who have management and supervisory experience or those who are human resources professionals are encouraged to apply. Those appointed to the Grievance Panel Pool may be called to serve on a specific employee Grievance Panel on an as needed basis. See the attached application of Tom Royston. BOS04-14-21RoystonTM_app_Redacted.pdf 8.B. Adoption of Fiscal Year 2021-2022 Budget Adoption of Fiscal Year 2021-22 Budget, and Appropriations and Setting of 2021 Tax Rates (Note: The Public Hearing on this matter was held March 24, 2021.) BOS04-14-21BudgetResolution2022RevisedWithCategorical.pdf 8.C.Supervisor Dunn Requests Discussion of: Budget amendments for FY21 and FY22 BOS04-14-21DunnBudgetAmendmentsFandR.pdf BOS04-14-21DunnBudgetAmendmentsFY2022ProposedBPD.pdf BOS04-14-21DunnFandRUnitAvailabilitySummary02-24-21.pdf 8.D.Supervisor Dunn Requests Discussion of: Radio System BOS04-14-21DunnReconsiderRadioTowerDecision_Redacted.pdf Committee Business 9.-None Public Hearings (Non Planning Issues) 10.-None 3 Board of Supervisors Regular Meeting AgendaPage 3 April 14, 2021 Planning Commission Business -Public Hearings 11. Ordinance Amendment to the Frederick County Code, Chapter 165 11.A. ZoningArticle I General Provisions, Amendments and Conditional Use , Permits, Part 101 General Provisions, §165-101.02 Definitions and Word Article II Supplementary Use Regulations; Parking; Buffers; and Usage; Regulations for Specific Uses, Part 204 Additional Regulations for Specific Article IV Uses by the Addition of §165-204.33 Boat Repair Shop; Agricultural and Residential Districts, Part 401 RA Rural Areas District §165-401.3 Conditional Uses. Proposed Revision to the Frederick County Zoning Ordinance to Include “Boat Repair Shop” as a Conditional Use in the RA (Rural Areas) Zoning District. BOS04-14-21OABoatRepairRADistrict.pdf Planning Commission Business -Other Planning Business 12. 12.A. Master Development Plan #01-21--Information Hackwoods-Shenandoah Valley Westminster Canterbury (SVWC) - BOS04-14-21MDP01-21HackwoodsShenWestCanterbury_Redacted.pdf Board Liaison Reports 13. Citizen Comments 14. Board of Supervisors Comments 15. Adjourn 16. 4 5 MINUTES CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY,MARCH 24,2021 6:00 P.M. AND 7:00P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Robert W. Wells, Vice Chairman; Blaine P. Dunn; 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;Candice Perkins, Assistant Director of Planning;Mike Marciano, Director of Human Resources; Steve Majchrzak, Fire Chief; Karen Vacchio, Public Information Officer; Cheryl Shiffler, Director of Finance; Jennifer Place, Risk Manager/Budget Analyst; Scott Varner, Director of Information Technologies; Tamara Perez, Director of Emergency Communications; Clay Corbin, NRADC Interim Superintendent; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman DeHaven called the meeting to order at 6:00 p.m. CLOSED SESSION Vice Chairman Wells moved thatthe Board of Supervisors of Frederick County enter a closed session pursuant to (1) Virginia Code Sec. 2.2-3711(A)(3) for discussion of the disposition of publicly held real property, 441 Linden Drive, in the City of Winchester, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, and (2) pursuant to Virginia Code Sec. 2.2-3711(A)(1) for discussion or consideration of prospective candidates for employment as Interim County Administrator and as County Administrator, and pursuant to Virginia Code Sec. 2.2-3711(A)(29) for discussion of the award of a public contract involving the expenditure of public funds, specifically regarding the award of a contract for consulting services related to the retention of a County Administrator, where discussion Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 1 6 in an open session would adversely affect the bargaining position or negotiating strategy of the public body. Supervisor McCarthy seconded the motion which carried on a voice vote. At 6:55 p.m., the Board members being assembled within the designated meeting place in the presence of members of the public and the media desiring to attend, the meeting was reconvened on motion of Vice Chairman Wells, seconded by Supervisor McCarthy and carrying on a voice vote. Vice Chairman Wells moved that the Board of Supervisors of Frederick County certify that, to the best of each member’s knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered by the Board. Supervisor McCarthy seconded the motion which carried as follows on a recorded vote: Blaine P. DunnAyeDavid D. StegmaierAye Shawn L. GraberAyeRobert W. WellsAye J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye RECESS At 6:56 p.m., Chairman DeHaven recessed the meeting. CALL TO ORDER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION Vice Chairman Wells delivered the invocation. PLEDGE OF ALLEGIANCE Vice ChairmanWells led the Pledge of Allegiance. ADOPTION OF AGENDA –APPROVED Upon motion of Supervisor McCarthy,seconded by Supervisor Dunn,the agenda was adopted as amended on the following recorded vote: Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 2 7 Blaine P. DunnAyeDavid D. StegmaierAye Shawn L. GraberAyeRobert W. WellsAye J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye CITIZEN COMMENTS-None ADOPTION OF CONSENT AGENDA –APPROVED Supervisor Slaughtermoved for adoption of the consent agenda as presented.The motion was seconded by Supervisor McCarthy and carriedonarecorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierAye Shawn L. GraberAyeRobert W. WellsAye J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye -Minutes of Regular Meeting of March 10, 2021 - CONSENT AGENDA APPROVAL -Parks and Recreation Commission Report of March 9, 2021- CONSENT AGENDA APPROVAL, Appendix 1 -Human Resources Committee Report of March 12, 2021 - CONSENT AGENDA APPROVAL, Appendix 2 -Resolution Proclaiming National Telecommunicators Week - CONSENT AGENDA APPROVAL RESOLUTION PROCLAMING NATIONAL TELECOMMUNICATOR’S WEEK FREDERICK COUNTY, VIRGINIA APRIL 11-17, 2021 WHEREAS, emergencies can occur at any time that require police, fire or emergency medical services; and WHEREAS, when an emergency occurs, the prompt response of police officers, firefighters and paramedics is critical to the protection of life and preservation of property; and WHEREAS, the safety of our police officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone the Frederick County Department of Public Safety Communications Center; and WHEREAS, Public Safety Dispatchers are the first and most critical contact our citizens have with emergency services; and WHEREAS, Public Safety Dispatchers are the single vital link for our police officers and firefighters by monitoring their activities by radio, providing them information, and ensuring their safety; and WHEREAS, Public Safety Dispatchers of Frederick County, Virginia have contributed Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 3 8 substantially to the apprehension of criminals, suppression of fires and treatment of patients; and WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year. NOW THEREOFRE BE IT RESOLVED that the Board of Supervisors of Frederick County, Virginia does hereby proclaim the week of April 11-17, 2021 to be National Telecommunicator’s Week in Frederick County, in honor of the men and women whose diligence and professionalism keep our county and citizens safe. + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Supervisor Dunn delivered remarks in reference to a School Board member stating that members of the Board of Supervisors had attended an illegal meeting. He said this is a false accusation. COUNTY OFFICIALS COMMITTEE APPOINTMENTS ROBERT S. MOLDEN REAPPOINTED TO THE PLANNING COMMISSION – APPROVED Vice Chairman Wells moved to reappoint Robert S. Molden to afour-year term ending April 7, 2025,as Opequon District Representative on the Planning Commission.Supervisor McCarthy seconded the motion which carried on a voice vote. TOM SIMON REAPPOINTED TO THE FREDERICK WATER BOARD –APPROVED Vice Chairman Wells moved to reappoint Tom Simon as a Frederick County Representative to a four-year term ending April 15, 2025, on the Frederick Water Board of Directors. Supervisor McCarthyseconded the motion which carried on a voice vote. KELLEY LUCKETT APPOINTED TO THE SOCIAL SERVICES BOARD –APPROVED Supervisor Dunn moved to appoint Kelley Luckett to a four-year term ending March 24, 2025, as Red Bud District Representative on the Social Services Board. Supervisor McCarthy seconded the motion which carried on a voice vote. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 4 9 DOUG RINKER APPOINTED TO SERVE IN THE GRIEVANCE PANEL POOL – APPROVED Supervisor Slaughter moved to appoint Doug Rinker to serve in the GrievancePanel Pool. Supervisor Stegmaierseconded the motion which carried on a voice vote. JOINT MEETING WITH THE SCHOOL BOARD-DISCUSSED By consensus, the Board agreed to offer to host the School Board for a joint meeting on March 31, 2021, at 1:00 p.m. LETTER TO GOVERNOR IN SUPPORT OF HB 2322/SB 1469 REGARDING ESTABLISHMENT OF THE OPIOID ABATEMENT AUTHORITY -APPROVED Supervisor Graber said he could not support the proposed letter as written in that the ongoing parallel litigation waspenalizing the companies which provide life-saving drugs rather than the drug distributers. SupervisorMcCarthy moved that theBoard approve sending the proposed letter in support of HB 2322 / SB 1469 regarding establishment of the Opioid Abatement Authority. Supervisor Slaughter seconded the motion. Supervisor McCarthy and County Attorney Williams clarified that the legislationin question is not related to other litigation but that if any funds are awarded, this legislation would address how those funds are distributedat the local and state levels. Supervisor Dunn and County Attorney Williams discussed the level of bureaucracy needed to carry out the legislationestablishing the Opioid Abatement Authority. The motion for approval of sending the letter of support carried on a recorded vote as follows: Blaine P. DunnNoDavid D. StegmaierAye Shawn L. GraberNoRobert W. WellsAye J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 5 : COMMITTEE BUSINESS FLIGHTLINE SERVICES SUPERVISOR POSITION CREATION –APPROVED Vice Chairman Wells moved to create a Flightline Services Supervisor Position. Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierAye Shawn L. GraberAyeRobert W. WellsAye J.Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye GRIEVANCE POLICY UPDATE –APPROVED Vice Chairman Wells moved for approval of a changes to Frederick County Human Resources Policy 12.3(f) –Grievance Procedure to provide guidance for future grievance panels with the following modification to the policy: “The panel’s decision can affirm, reverse or modify the discipline that is being grieved.”. Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierAye Shawn L. GraberAyeRobert W. WellsAye J. Douglas McCarthyAyeCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye BALLOT INITIATIVE FOR INDOOR AQUATICS FACILITY –WITHDRAWN FROM THE AGENDA AT THE REQUEST OF THE PARKS AND RECREATION COMMISSION By consensus, the Board agreed to schedule a work session with the Parks and Recreation Commission at a later date. + + + + + + + + + + + + + + PUBLIC HEARINGS (NON-PLANNINGISSUES) FISCAL YEAR 2021-2022 BUDGET heCounty Administrator presented an overview of the proposed FY 21-22 budget. T Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 6 21 Chairman DeHaven opened the public hearing.The speakerswere as follows: Mike Elwell, Executive Director of the Northwestern Community Services Board, reviewed the services offered by his organization and requested a 2.5% increase in funding for the next fiscal year. Tim Coyne of the Public Defender’s Office reviewed the services provided by his office and explained the disparity in salaries between those in his office and those in the office of the Commonwealth’s Attorney. He requested funding from the County in proportion to the County- related caseload inhis office. Leigh Ann Sweeney and Dr. Colin Greeneof the Lord Fairfax Health District reviewed the services of the Health District staff during the pandemic and requested a 5% increase in funding. Lauren Cummings of the Northern Shenandoah Valley Substance Abuse Coalition reviewed the programs offered by the Coalition noting the increase in overdoses during the pandemic. She thanked the Board for the support given to the Coalition. Bryan Nuri, Opequon District, noted the absenceof Supervisor Graber at a recent budget work sessionand suggested that he abstain from voting on the budget. John Wright, Red Bud District resident and president of the Frederick County Firefighters’ Association, spoke in favor of the current budget proposalsaying that adequate staffing is important. Heasked the Board to continue assisting the volunteer companies with costs. Angie White, Gainesboro District, spoke in favor of the Board fully funding the School Board’s adopted budget and stressed the importance of early childhood education. Shaniqua Williams, Shawnee District resident and president of the Frederick County Education Association, spoke in favor the School Board’s advertised budget. Jeri Swogger, Gainesboro District, spoke in favorofthe full fundingof the School board’s requested budgetciting concerns for the undercutting of school and public safety budgets. Katie Bocher, employee of Frederick County Public Schools,said she is proud of Dr. Sovine and the school system and asked that the Board fully fund the School Board’s budget. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 7 22 Michael Nutry, Opequon District, spoke in favor of school system equity programs such as Project Search which benefited his sonby matching him with employment at Winchester Medical Center. Brendan Nutry, Opequon District, spoke in favor of the school system’s equity programs such as Project Search which he said benefitted him and helped him find his current job. Jennifer Hall, Shawnee District resident and representative of United Way of Shenandoah Valley, spoke in favor of funding the schools’ requested budget citing the importance of the preschool program. Craig Archer, Red Bud District, spoke about the value of schools and the importance of equity programs toaddress those with special needs. David Sovine, Red Bud District resident and Superintendent of Frederick County Public Schools, spoke in favor of fully funding the budget adopted by the School Board. Shontyá Washington, Red BudDistrict resident and School Board member, said the Board has heard the concern of the constituents and asked that the School Board’s budget be funded as adopted. Chairman DeHaven closed the public hearing. + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -PUBLIC HEARINGS-None PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS-None BOARD LIAISON REPORTS Supervisor Stegmaier provided brief updates on the Handley Regional Library Board, the Social Services Board, and the Planning Commission. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 8 23 CITIZEN COMMENTS David Sovine, Red Bud District resident and Superintendent of Frederick County Public Schools, noted the attention given to the Schools’ Equity Initiative and its role as the Divisionworks toward its School Board approved strategic plan and the creation of a more inclusive learning community. Stacia Moorefield, Opequon District, said she is a physical education teacher at R. E. Aylor Middle School and asked the Board to support the students when considering their vote on the proposed budget. Jennifer Hall, Shawnee District, said she had been disheartened by some recent comments from Board membersin the newspaper and on social media. She listed the Board’s adopted core beliefs and valuesas found on the county website. BOARD OF SUPERVISORS COMMENTS Supervisor Dunn commented on the history of the County’s financial contributionto the school system, starting teacher salaries compared to those in surrounding localities, County population growth in relation to County budget growth, and the need for a new revenue source to fund the budget. Supervisor Graber discussed earlier comments about his meeting attendance and reviewed his requests for budget information from the School Board, adding that he is still waiting for answers to his questions.He said with a lack of information provided, a categorially funded budget is the only option that will allow the Board to control where and how funds are spent by the school system and ensure that maintenance and safety issues are being addressed. Vice Chairman Wells noted the Board’s earlier discussion about adding the Juneteenth holiday. He suggested the question be returned to theHuman Resources Committee for review and recommendation to the full Board in advance of the approaching holiday, and by consensus, the Board agreed. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 9 24 ADJOURN On motion of Vice Chairman Wells, seconded by Supervisor McCarthy,the meeting was adjourned at 9:00p.m. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * March 24, 2021 10 25 26 PUBLIC WORKS COMMITTEEREPORT to the BOARD OF SUPERVISORS Tuesday, March 30, 2021 8:00 a.m. 107 NORTH KENT STREET, SUITE 200, WINCHESTER, VIRGINIA PUBLIC WORKS COMMITTEE ATTENDEES: Committee Members Present: J. Douglas McCarthy, Chairman; Gene Fisher; Gary Longerbeam; Whit Wagner; and Harvey E. “Ed” Strawsnyder, Jr. Committee Members Absent: Bob Wells Staff and others present: Joe C. Wilder, Director of Public Works; Jay Tibbs, Deputy County Administrator; Ron Kimble, Landfill Manager; Mike Stewart, Senior Project Manager; Rod Williams, County Attorney; Mark Fleet, Building Official; Rich Venskoske, General Registrar (Attachment 1) Agenda Packet ITEMS FOR INFORMATION ONLY 1-Renovation of office space at Sunnyside Plaza-Voter Registrar Office: The committee discussed in detail the information provided in attachment 1 of the agenda packet and supported the project development. A motion was made by committee member Ed Strawsnyder to approve the supplemental appropriation of $50,000.00 to perform the design and develop a bid package for the renovation of the office space. The motion was seconded by committee member Fisher. The committee unanimously approved the motion. The request will be forwarded to the Finance Committee for further consideration and approval. 2-Solid Waste Update: The committee was updated that we continue to have higher citizen waste volumes due to the on-going pandemic. We continue to adjust waste pickups to handle the additional waste. Also discussed was the possibility of upgrading the Gore Convenience Site due to increased waste volumes leading to early closures. The site currently uses open top cans. The proposed project would include installing a compactor unit for more efficient waste hauling. 3-Landfill Projects update: The committee was informed that we are beginning the construction of our next M.S.W. Landfill Cell, Phase 3, Cell A. This project involves placing a subtitle D liner system over 10 acres of area. The anticipated life of the cell is 12-15 years. The estimated cost for constructing the new cell liner system is $3-4 million. We are also hauling in over 40,000 tons of stone for our leachate collection layer, that will be used in the new cell development. 4-Crossover Boulevard project update: We informed the committee that the Crossover Boulevard road project continues to move forward. All of the road surface has base and intermediate asphalt paving. The bridge is 27 complete and work continues to complete improvements at the intersection of Route 522 South. The project is on budget and on time with expected completion in September 2021. Respectfully submitted, Public Works Committee J.Douglas McCarthy, Chairman Robert W. Wells Gene E. Fisher Gary E. Longerbeam Harvey E. “Ed” Strawsnyder, Jr. Whitney “Whit” L. Wagner By ____________________ Joe C. Wilder Public Works Director JCW/kco Attachments: as stated cc: Kris Tierney, County Administrator Jay Tibbs, Deputy County Administrator Cheryl Shiffler, Director of Finance Ron Kimble, Landfill Manager Gloria Puffinburger, Solid Waste Manager Rod Williams, County Attorney Rich Venskoske, General Registrar Mark Fleet, Building Code Official file 28 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Meeting ofMarch 30, 2021 DATE: March 23, 2021 __________________________________________________________________________________________________ in the There will be a meeting of the Public Works Committee on Tuesday, March 30, 2021 at 8:00 a.m. conference room located on the second floor of the north end of the County Administration Building at 107 North Kent Street, Suite 200. The agenda thus far is as follows: 1.Renovation of office space at Sunnyside Plaza-Voter Registrar’sOffice. (Attachment 1) 2.Solid Waste Update. (Attachment 2) 3.Landfill Project Update. 4.Crossover Boulevard project update. 5.Miscellaneous Reports: a.Tonnage Report: Landfill (Attachment 3) b.Recycling Report Attachment 4) ( c.Animal Shelter Dog Report: (Attachment 5) d.Animal Shelter Cat Report (Attachment 6) e.Shawneeland Sanitary District Advisor Committee quarterly meeting minutes (Attachment 7) JCW/kco Attachments:as stated 29 107 North Kent Street, Second Floor, Suite 200 Winchester, Virginia 22601-5000 COUNTY of FREDERICK Jay E. Tibbs Deputy County Administrator 540/665-6382 Fax:540/667-0370 E-mail:jtibbs@fcva.us TO: Public Works Committee FROM: Jay E. Tibbs., Deputy County Administrator DATE: March 23, 2021 RE: Renovation of office space at Sunnyside Plaza-Voter Registrar Office As you might recall, in late 2019, Frederick County acquired the old Sunnyside Plaza shopping center. Following acquisition, ZMM Architects (fka OWPR) was engaged to update the space needs analysis for all county departments and to provide some options for renovating and constructing a new facility on that property. Shortly after this committee began deliberations on this topic the COVID-19 pandemic hit, and everything was placed on hold. During the ensuing period, changes were made to Virginias Election Laws to enable in person early voting. With the challenges associated with the pandemic and the number of projected voters, it became clear that the existing office space of the Voter Registrar, as well as the County Office complex, would not be able to adequately, and safely, accommodate the expected number of early voters. Plans were put in place to allow the Voter Registrar to utilize a portion of Sunnyside Plaza (Units 261-263) as a satellite early voting precinct. The use of this property was well received by the public because it was centrally located and had ample parking. Following the election, staff worked with the Voter Registrar to explore the possibility of renovating space located in the former hair salon located at Sunnyside Plaza as a new location for the Voter Registrars Office. This proposed renovation and relocation would almost double the space for the Voter Registrar to include storage for his voting equipment. Currently, the Registrar has his office area and is using several other spaces within the County Office complex to store his polling place materials and voting equipment. This relocation to Sunnyside would more centrally locate his office and provide easier access for the general public. In addition, the early voting requirements will remain in place for the foreseeable future, which means increased visitors to his offices during election periods. As stated previously, the existing County Office complex would be challenged to handle the additional increase in people coming to our facility. In addition, relocating the Voter Registrars office would open up space in the existing County Office Complex, which could be reallocated to other departments. We are aware of one department that expends approximately $40,000 in rent, utilities, and janitorial services to occupy space outside of our facility. The vacated space could be repurposed for that department and the monies paying for rent, etc. would no longer need to be expended and thus result in a long-term savings to the county. Enclosed with your agenda is a sketch for the proposed new Voter Registrar Office at Sunnyside Plaza along with an estimate for construction and design of the space. The total cost of this project, to include design, is approximately $400,000. If the Committee is agreeable with the proposed relocation of this department and 107 North Kent Street Winchester, Virginia 22601 2: renovation of the space, staff is seeking a recommendation to the Finance Committee for a $50,000 supplemental appropriation for the completion of construction drawings and bid package for this renovation. Staff will put the project out to bid and once bids are received will bring them back to the Public Works Committee for review and recommendation to the Board. Should you have any questions, please do not hesitate to contact me. 31 32 Fyjtujoh!ibjs!tbmpo COPYRIGHT LAWS AND THE GENERAL CONDITIONS OF THE CONTRACTTHIS DOCUMENT AND THE INFORMATION IT CONTAINS ARE THE PROPERTY OF ZMM, INC. REPRODUCTION AND USE SHALL BE CONSISTENT WITH U.S. COPYRIGHT © 2017 www.ZMM.com DateChecked 02/10/21 2379-620-P: 304 Martinsburg, WV 25401 Suite 5 Berkeley Business Park Comm.No.Drawn KSM VOTER REGISTRAR BUILDLING 5550 Winchester Avenue 0219-951-F: 540 2151-552-P: 540 Designed SUNNYSIDE PLAZA Blacksburg, Virginia 24060 Approved KSM Plaza One ¤ Building E 200 Country Club Dr. SW FLOOR PLAN-VOTER REGISTRAR 21' - 6 5/8" 197 SF STORAGE 7' - 4 3/8" 15' - 0" REF. 8' - 0 1/2" M P 40:95:2 1202/8/3 R:\\2020 Projects\\2020-003 Sunnyside Plaza\\2020-003 Sunnyside Plaza ARCH Central_Voter Reg 210301-3.rvtDRAWING FILE:PLOTTED ON: 33 Budgetary Cost Estimate ZMM Architects/Engineers Estimate Date3/5/2021 Facility Name Sunnyside - Registrars Office Renovation Client NameFrederick County QuantityDescriptionCost / UnitTotal Interior Demolition Work 2,800Remove , ceilings, lights, mechanical equipment, etc.$5.00$14,000 Subtotal$14,000 Interior New Work Interior specialties (toilet accessories, signage, 1fire extinguisher cabinet)$1,500.00$1,500 15New doors and frames and hardware$1,500.00$22,500 2,800New interior finishes (walls, floors, painting, etc)$22.82$63,896 2,800Suspended acoustical tile ceiling (layin)$5.50$15,400 1New Casework$7,500.00$7,500 Subtotal$110,796 2,800Mechanical/HVAC replacement$40.00$112,000 2,800Plumbing upgrades (sinks, toiletes, piping, etc)$4.50$12,600 Subtotal$124,600 2,800Interior Lighting Replacement (LED)$5.00$14,000 2,800Electrical/Tech/Wiring$4.00$11,200 2,800Other miscellaneous electrical$1.50$4,200 Subtotal$29,400 Subtotal$278,796 Small Project factor (4%)4%$11,152 Subtotal$289,948 General Conditions (10%)10%$28,995 Subtotal$318,943 Bonds and Insurance (2%)2%$4,784 Subtotal$323,727 OH&P (5%)5%$16,186 Subtotal$339,913 Construction Contingency (2%)$16,996 5.00% Subtotal$356,909 Soft Costs (A/E Fees, Furniture, etc)$42,829 12.00% Furniture, etc.) Subtotal$399,738 TOTAL Cost (includes all line items listed) $399,738 34 MEMORANDUM TO: Public Works Committee FROM: Gloria M. Puffinburger Solid Waste Manager RE: 2020Holiday Usage Summary; Citizens’ Convenience Sites DATE: February 11, 2021 _______________________________________________________________________ During the 2020 Christmas holiday period which includedthe three operational days of Christmas Eve through Sunday, December 27,staff conducted traffic counts at the county’s neighborhood convenience sites. As expected, the recently expanded Albin site generated the most traffic with over the period with 3,135 vehicle trips as compared to 2,034 trips one year ago. The new location, equipped with two trash compactors and improved traffic pattern, was able to handle the increased flow (47 tons) without backing traffic out onto Indian Hollow Road. Traffic and trash flow also increased at the Greenwood location from 2019 levels. Unfortunately, the site was forced to close one hour after opening on Sundayafter reaching maximum capacity.Tonnage totaled 52 tons collected from Christmas Eve through Sunday, Dec. 27. Trash flow remains heavy at the convenience sites well past the traditional holiday period. LOCATIONTh., Dec. 24Sat., Dec. 26Sun., Dec. 27NORMAL PEAK DAY Greenwood31663196*864 Stephenson409712*413530 Albin79513241016768 Back Creek207339191*234 Gore11519335*183 Shawneeland268405161*324 Round Hill176322271210 Middletown270546360*344 Double Toll Gate294543155*305 Star TanneryClosed535655 TOTAL2,8505,0682,754 *closed early after sites reached capacity Overall, the county’s ten convenience sites accepted 297tons of refuse attributable to the three-day period. /gmp 35 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: MonthlyTonnage Report -Fiscal Year 19/20 DATE: March 2, 2021 The followingtable showsthe tonnage for the months ofJuly 2020 through June 2021.The average monthly tonnage for fiscal years 03/04 through 20/21are also listed below: FY 03-04:AVERAGE PER MONTH:16,348 TONS (UP 1,164 TONS) FY 04-05:AVERAGE PER MONTH: 17,029 TONS (UP 681 TONS) FY 05-06:AVERAGE PER MONTH: 17,785TONS(UP 756 TONS) FY 06-07:AVERAGE PER MONTH:16,705 TONS (DOWN 1,080 TONS) FY 07-08:AVERAGE PER MONTH:13,904 TONS (DOWN 2,801 TONS) FY 08-09:AVERAGE PER MONTH:13,316 TONS (DOWN 588 TONS) FY 09-10:AVERAGE PER MONTH:12,219 TONS (DOWN 1,097 TONS) FY10-11:AVERAGE PER MONTH:12,184 TONS (DOWN 35 TONS) FY 11-12:AVERAGE PER MONTH:12,013 TONS (DOWN 171 TONS) FY 12-13:AVERAGE PER MONTH:12,065 TONS (UP 52 TONS) FY 13-14:AVERAGE PER MONTH:12,468TONS (UP 403TONS) FY14-15:AVERAGE PER MONTH:13,133TONS(UP 665TONS) FY 15-16:AVERAGE PER MONTH:13,984 TONS (UP 851 TONS) FY 16-17:AVERAGE PER MONTH:14,507TONS(UP 523 TONS) FY 17-18:AVERAGE PER MONTH:15,745TONS(UP1,238 TONS) FY 18-19:AVERAGE PER MONTH:16,594TONS(UP849TONS) FY19-20:AVERAGE PER MONTH:16,973TONS (UP 379 TONS) FY 20-21:AVERAGE PER MONTH: 16,069TONS(DOWN 904 TONS) MONTHFY 2018-2019FY 2019-2020FY 2020-2021 JULY 17,70417,95617,677 AUGUST 18,54317,26716,517 SEPTEMBER 14,79917,98516,789 OCTOBER 18,15822,52820,127 NOVEMBER 15,40417,30415,432 DECEMBER 14,42614,36215,496 JANUARY 13,97314,91314,480 FEBRUARY 12,76413,38012,030 MARCH 17,07915,533 APRIL 20,31317,475 MAY 19,44317,010 JUNE 16,51917,968 JCW/gmp 36 38 CARRIED OVER NEXT MONTH 186 3426201920262021 ESCAPED/ STOLEN 000000000 KENNEL DIED AT 000000000 DISPOSED FREDERICK COUNTY ESTHER BOYD ANIMAL SHELTER FY 2020-2021 15 53122002 RECLAIMED In the month of February - 44 dogs in and out of kennel. 1 dogs transferred to other agencies. 164 2217202124242016 DOG REPORT ADOPTED 106 1719111819 985 BORN AT KENNEL 000000000 CASES BITE 230121009 BROUGHT IN BY ACO 186 3322232527211817 AT KENNEL RECEIVED 2014161588 6377 FIRST OF MONTH ON HAND AT 188 2334262019202620 TOTAL MONTH JULY OCTNOVMARMAY DEC AUG SEPAPR FEB JUN JAN 39 NEXT MONTH CARRIED TO 515 4657798584764642 ESCAPED/ STOLEN 000000000 KENNEL DIED AT 001100013 FREDERICK COUNTY ESTHER BOYD ANIMAL SHELTER FY 2020-2021 DISPOSED 21 31239210 RECLAIMED In the month of February - 59 cats in and out of shelter. 3 cats transferred to other agencies. 10 11332000 CAT REPORT ADOPTED 330 4332454735555716 BORN AT KENNEL 16 00500560 CASES BITE 15 12531111 BROUGHT IN BY ACO 1147 8556723 AT KENNEL RECEIVED 298 54385252383619 9 FIRST OF MONTH ON HAND AT 503 3046577985847646 TOTAL MONTH JULY OCTNOVMARMAY DEC AUG SEPAPR FEB JUN JAN 3: 41 42 43 44 45 46 47 COUNTY of FREDERICK Office of the County Administrator Tel: 540.665.6382 Fax:540.667.0370 MEMORANDUM TO: Board of Supervisors FROM: Kris C. Tierney, County Administrator DATE: April 7, 2021 RE: Set Schedule for Board Meetings During Summer Months of 2021 In the past, the Board of Supervisors has canceled meetings during the Summer months due to vacation schedules. Cancelation of the meetings of June 23, July 28, and August 25, 2021is requested. Board action at the April 14, 2021,meeting will give staff and the Office of Planning and Development adequate time for scheduling, advertising and notification purposes. Should you have any questions, please give me a call. Thank you. KCT/tjp U:\\TJP\\miscmemos\\CountyAdministrator\\BdOfSupSummerMtgSchedule(2021).docx 48 49 4: 51 52 FY 2021-2022 BUDGET RESOLUTION WHEREAS a notice of public hearing and budget synopsis has been published and a public hearing held on March 24, 2021, in accordance with Title 15.2, Chapter 25, Section 15.2-2506, of the Code of Virginia, 1950 as amended. THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Frederick, Virginia, that the budget for the 2021-2022 Fiscal Year as advertised in The Winchester Star on March 15, 2021, be hereby approved in the amount of $489,338,737. BE IT FURTHER RESOLVED that the County of Frederick budget for the 2021-2022 fiscal year be adopted and the funds appropriated as follows: A B Non-School School Categorical Categorical General Operating Fund $209,706,798 $209,706,798 Regional Jail Fund 25,643,264 25,643,264 Landfill Fund 11,263,660 11,263,660 Division of Court Services Fund473,935 473,935 Shawneeland Sanitary District Fund 981,768 981,768 Airport Operating Fund 2,023,033 2,023,033 Lake Holiday Sanitary District Fund 779,998 779,998 EMS Revenue Recovery Fund1,984,041 1,984,041 Economic Development Authority Fund 647,926 647,926 School Operating Fund 194,975,704 Instruction 143,624,145 Admin., Attendance & Health 8,084,128 Pupil Transportation 11,221,651 53 Operations and Maintenance 20,578,448 Food Services 10,700 Facilities 1,465,787 Transfers – School Nutrition& Textbook Funds 645,548 Technology 9,345,297 School Debt Service Fund 18,897,606 18,897,606 School Capital ProjectsFund 1,000,000 1,000,000 School Nutrition ServicesFund7,827,466 7,827,466 NREP Textbook Fund 20,000 20,000 Consolidated Services/Maintenance Fund 3,600,000 3,600,000 School Private Purpose Funds 550,000 550,000 School Textbook Fund 2,749,321 2,749,321 NREP Operating Fund6,214,217 6,214,217 BE IT FURTHER RESOLVED that the Board of Supervisors of the County of Frederick, Virginia, does herein adopt thetax rates for the 2021 assessment year as follows: Property Taxes –Rates per $100 of assessed value $0.61 Applied to real estate, including mobile homes Applied to personal property including $4.86 business equipment. Business Equipment assessed at 30% of original cost. $2.25 Applied to personal property on one vehicle to volunteer firefighters that are approved and registered with the Frederick County Fire and Rescue Department $0.01 Applied to aircraft Zero tax Applied to antique vehicles and mopeds 54 $2.00 On declining values to be applied to machinery and tools. The declining values are 60% for year one, 50% for year two, 40% for year three, and 30% for year four and all subsequent years. $2.00 On apportioned percentage of book values to be applied to Contract Classified Vehicles and equipment Computer Equipment & Peripherals used in a Data Center. The declining values are 50% for $1.25 year one, 35% for year two, 20% for year three, 10% for year four and 5% for year 5 and subsequent years. Business and Professional Occupational License Rates Contractors $0.16 per $100 of gross receipts Retail $0.20 per $100 of gross receipts Financial, Real Estate, and Professional $0.58 per $100 of gross receipts Services Repair, personal and business services $0.36 per $100 of gross receipts and all other businesses and occupations not specifically listed or exempted in the County Code Wholesale $0.05 per $100 of purchases The tax rates for other businesses and occupations specifically listed in the County Code are also unchanged. Other General Taxes 4% of gross receipts (Jan. 2021-Sept. 2021) Meals tax 6% of gross receipts (Effective Oct. 1, 2021) Transient Occupancy tax 3.5% of gross receipts 55 Vehicle License Taxes $25 per vehicle and $10 per motorcycle Sanitary Landfill Fees $52 Per ton for commercial/industrial $47 Per ton for construction demolition debris $22 Per ton for municipal waste $40 Per ton for municipal sludge $17Per ton for Miscellaneous Rubble Debris Shawneeland Sanitary District Taxes $190Unimproved Lots $660Improved Lots Lake Holiday Sanitary District Taxes $678Buildable Lots $264Unbuildable Lots Lots owned by Lake Holiday Country Club, Inc. $0 Buildable Lots and Unbuildable Lots Star Fort Subdivision Taxes/Fees $60 Per Lot Street Light Fees Oakdale Crossing and Fredericktowne $40 annually Green Acres $25 annually BE IT FURTHER RESOLVED that appropriations are hereby authorized for the central stores fund, special welfare fund, comprehensive services fund, county health insurance fund, school health insurance fund, length of service fund, special grant awards fund, employee benefits fund, 56 maintenance insurance fund, development project fund, sales tax fund,commonwealth sales tax fund, unemployment compensation fund, Forfeited Assets Program, Four-For-Life Funds, Fire Programs, and Economic Incentive funds equal to the total cash balance on hand at July 1, 2021, plus the total amount of receipts for the fiscal year 2021-2022. The County Capital Fund and Fire Company Capital appropriation will include the current year appropriation plus any unused funds at the end of the fiscal year 2021. The County Capital appropriation shall include funds transferred to other capital funds for classification purposes. BE IT FURTHER RESOLVED that funding for all outstanding encumbrances at June 30, 2021, are re-appropriated to the 2021-2022 fiscal year to the same department and account for which they are encumbered in the 2020-2021 fiscal year. BE IT FURTHER RESOLVED that the construction fund projects are appropriated as a carryforward in the amount that equals the approved original project cost, less expenditures and encumbrances through June 30, 2021. Upon motion made by ________________________ and seconded by _______________________, the above resolution was ____________ by the following recorded vote: Charles S. DeHaven, Jr. Blaine P. Dunn Robert W. Wells David D. Stegmaier Shawn L. Graber Judy McCann-Slaughter J. Douglas McCarthy A COPY TESTE: ________________________________ Kris C. Tierney Clerk, Board of Supervisors County of Frederick, Virginia BOS Res. # 57 58 Budget AmendmentsFire and Rescue Fire & RescueAmendment 1. As I discussed in our budget work session, I will make a motion to hire 4 new Fire and Rescue staff effective January 1, 2021. The cost for the new hires effective January 1, 2021 will be $182,000. Reason: According to Chief Majchrzak, Frederick County has had at least half of its stations depletedon averageat least twice a week in the last year. For example, if you live in the center of the county and the Greenwood, Millwood, and Stephens City are depleted, your next emergency help for a heart attack, other medical emergency, or fire will have to come from outlying stations. The response time will be significantly longer. At the same time, if you have a medical emergency involving Star Tannery, Reynolds Store, or Gore, you also will have a significancy longer response time for the next call. Additional personnel will help bridge this gap. In 2020, we had 123 calls in which six or more stations were depleted. That is 2.4 times each week. We also had 106 calls in which five stations were depleted. That is twice a week.The next EMS call will have a significant time lag. We need to address this issue. Recent Examples. Attached aretwo examples of incidents in the last few weeks.On February 24, 2021, we had a plane crash, then a motor vehicle crash involving multiple injuries, then an EMScall, and then a second EMS call all within 30 minutes. The only remaining units for the next emergency were in Stephens City, Star Tannery, Greenwood, and Reynold’s Store.In 30 minutes, 7 of the 11 stations were depleted of personnel. On March 27, 2021, county personnel responded to a structure fire at 16:02. At 16:35, Greenwood responded to an EMS call. At that point, only Gore, Star Tannery, Greenwood, and Reynolds Store still had personnel for the next call. Again, in 30 minutes 7 of the 11 stations were depleted of personnel. Solution: With most of the budget proposals, we will have additional revenue from the meals tax option being implemented effective October 1. The expected amount to the county will be between $325,000 (if revenue shared with the schools) to $650,000. We can also use the extra$9,000money from the proposed sheriff new hires(budget proposal said $300,000 but actual cost is only $291,000 for 2 deputies)and/or contingency money if needed to fund the additional cost. Fire and RescueAmendment2. I will make a motion to include in the budget $151,000 for insurance premiums for the volunteer fire and rescue stations. Paying this premium will free up money for the stations to continue to buy new replacement equipment that they need to serve our community. Last year, the county authorizedthe payment of fuel for the volunteer fire and rescue stations. That enabled sixcompanies to free up money and buy three engines, two rescue engines, and an ambulance with a total purchase price of $3.8 million. This 59 additional insurance premium assistance will enable those companies to continue to enable them to buy replacement equipment which they need. Volunteer companies buying equipment is a benefit to the county and does not force the county to buy the equipment which directly impacts our budget. Solution: With most of the budget proposals, we will have additional revenue from the meals tax option being implemented effective October 1. The expected amount to the county will be between $325,000 (if revenue shared with the schools) to $650,000. We can also use the extra money from the proposed sheriff new hires and/or contingency money if needed to fund the additional cost. 5: Budget Amendments FY 2022 Proposed BPD Categorial Funding for Schools. A motion to require categorical funding for all school expenditures based on the state criteria for categorial funding categoriesin either dollar amounts or as a percentage of total funds. D2 Option Funding Source: $325,000 Increase meals tax begun Oct1, 2021 instead of Jan 1, 2022. $34,000 Reducecontingency reserveto $ 466,000 $359,000 Total ProposedExpenseAmendments to D2 $ 182,000 Hire 4 new Fire & Rescue staff beginning Jan 1, 2020 $ 151,000 Volunteer Fire Insurance Premium $3,500 Cover staff costs so Supervisors can hold Town Hall meeting with Constituents in evening or Sat (2 hours max twice a year) $ 1,500 Cover staff costs for meetings with interest groups such as rural land owners in evening or weekend (2 hour max). $ 20,000FOIA requests to get information necessary to provide oversight on county expenditurerequiring at least two supervisor requests. $359,000 Total A1 Optionif D2 is not approved Funding Source: $313,088From Unallocated in scenario $313,088 Total ProposedExpenseAmendments to A1 $291,000 Hire 2 sheriff deputies $3,500 Cover costs so Supervisors can hold Town Hall meeting with constituents in evening or Saturday($500/supervisor) $ 1,500 Cover costs for meetings with interest groups such as rural land owners in evening or weekend. $20,000FOIA requests to get information necessary to provide oversight on county expendituresrequiring at least two supervisor requests. $322,000 Increase salary raise to 4% -$182,000Reserve fire engines paid from FY21 Capital fund money -$142,912 Add back 2 firefighters on reduction list. Filled in FY20 budget $313,088 Total 61 Amendment to FY 2021 budget $1,300 Reimburse any supervisor or staff for already expended money used for FOIA requestnot to exceed $1,300. Money from contingency fund. $ 30,000 Pay for pending FOIA requests for information pertaining to budgetitem requests regarding the budget including maintenance costs on schools. 62 1 Fire Rescue call history for 30 minute period For Wednesday, Feb. 24, 2021 14:21:19 hours –14:52:20 hours Summary: As an illustration of how quickly a large-scale incident and/or several concurrent calls for service can impact the availability of Fire and EMS service units in the county –the information regarding a 30-minute period on last Wednesday afternoon is provided. CALL #1: Time: 14:21:19 hours (2:21 pm) Nature of Call:PlaneCrash Location: Back Mountain Road (North Mountain Company 19 first due) Responding Units Company 14 Ambulance 14-1–crew of 2 career personnel –station depleted Company 15 Rescue Engine 15 –crew of 4 career personnel –station depleted Company 16 ALS 1 –crew of 1 career personnel Tower 16 –crew of 2 career personnel –station depleted Company 19 Rescue (Ambulance) 19-2–crew of 2 career personnel plus 1 volunteer –station depleted Battalion Chief 10 Crew of 1. Resource depleted. CALL #2: 63 2 Time: 14:26:21 hours (2:26 pm) Nature of Call:Motor Vehicle Crash –multiple injuries Location: I81 (Clearbrook Company 13 first due) Responding Units Company 13 Wagon 13 –crew of 1 volunteer personnel Ambulance 13-2–crew of 3career personnel –station depleted Company 18 Medic (ambulance) 18-2–crew of 2 career personnel –two career staff remaining Company 21 Medic (ambulance) 21-2–crew of 2career personnel Rescue Squad 21–crew of 2 career personnel –station depleted Chief 10 Crew of 1.Resource depleted. CALL #3: Time: 14:42:20hours (2:42 pm) Nature of Call:EMS Call Location: Reliance Road (Middletown Company 12 first due) Responding Units Company 12 Medic (ambulance) 12-2–crew of 2 career personnel –station depleted CALL #4: Time: 14:51:24 hours (2:51pm) 64 3 Nature of Call:EMS Call Location: Lake RidgeRoad (Stephens City Company 11first due) Responding Units Company 11 Ambulance 11-3–career staff of 2 personnel –two career staff remaining Remaining units in service at 14:51:24 hoursfor rest of the county Company 11Stephens City–career staff of 2 personnel Company 17 Star Tannery –career staff of 2 personnel Company 18 Greenwood–career staff of 2 personnel Company 20 Reynold’s Store–career staff of 2 personnel For Saturday March 27, 2021. 16:02 hours --16:35 hours Structure Fireand then separate EMS call At 16:02 hours –Company 11 was dispatched to an EMS call that turned into a CPR in progress call.COMPANY 11 DEPLETED. At 16:08 hours –Company 15 was dispatched to an EMS call for a significant pediatric medical call.COMPANY 15 DEPLETED. At 16:20 hours –Residential Structure Fire in Company 11’s first due area.COMPANIES 12, 21, 13, 16, 19 and BATTALLION 10 DEPLETED.COMPANY 11 responded with additional volunteers not at the station. AT 16:35 hours –Company 18 was dispatched to an EMS call.Two career staff responded, two remained for additional calls. Units that were remainingin service as of 16:35 hours: Company 14 (Gore) with two career staff Company 17 (Star Tannery) with two career staff 65 4 Company 18 (Greenwood) with two career staff Company 20 (Reynolds Store) with two career staff Inan approximately 30 minute window –we depleted completely 7 of the 11 companies. 66 67 Reconsider Radio Tower DecisionApril 6, 2021 Discussion and / or Motion. Reconsider the radio tower decision not to terminate the current radio tower RFP and to not consider a second opinion and evaluation on the current RFP. On February 10, 2021, the Board rejected my proposals to terminate the current RFP and replace it with an accelerated RFP based on the current negotiated parameters which are significantly different than the original parameters. I respect your decision although I disagree with your decision. I have read the Needs Analysis and the Request for Proposal. As stated earlier, the current negotiated position differs from the RFP which differs from the Needs Analysis. The chart below highlightssome of the differences. Need Analysis RFP Delta Frequency 700 to 800 UHF Different Towers 88 25-50% Single w multi Radios Single band option Different Refreshes 11 100% or more Time Frame 15 years 15 years 33% more Costs - Capital$15 to 20 million $10 million Costs - Operating The operating costs between high and low vendor approximately $12 million Also, The same consistency should apply to all. Either include all or change the standard. Please reconsider your vote as I believe we can get Frederick county a high quality radio system for a lower price. If you cannot reconsider beginning with a new RFP, then at least consider allowingthe top 3 vendors to offer a price based on the currently negotiated parameters which are significantly different than the RFP or Needs Analysis. I truly am undecided on who has the best proposal, but I do believe that adding Harris to the mix will force the other two vendors to compete more vigorously. Alternative Recommendation. Allow Harris to have an oral presentation with the communications working group, let them offer a proposal and cost along the same criteria as being discussed with the other two vendors. We have no downside for such an alternative and a significant upside if we can get a good quality systemfor amulti milliondollar savings. 68 Potential Motion. Include L3Harris in the current negotiations on a county wide radio proposal. Blaine Dunn 69 6: COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 Fax: 540/ 665-6395 MEMORANDUM TO: Frederick County Board of Supervisors FROM: M. Tyler Klein, AICP, Senior Planner SUBJECT: Public Hearing - Ordinance Amendment – Boat Repair Shop DATE: March 25, 2021 This is a proposed text amendment to Chapter 165 – Zoning Ordinance to include “Boat Repair Shops” as a conditional use in the RA (Rural Areas) Zoning District. The Frederick Zoning Ordinance currently allows boat repair shops only within the M1 (Light Industrial) and M2 (Industrial General) Zoning Districts (classified as SIC-37 Transportation Equipment). A comparable use would be automotive repair (SIC-75 Automotive Repair, Services, and Parking), which is also allowed as a by- right use in the M1 and M2 Zoning Districts. In addition to being a by-right use in the M1 and M2 Districts, automotive repair is also permitted as a conditional use in the RA District (i.e. “public garage”). The proposed amendment modifies three (3) sections of the Zoning Ordinance: 1) a new definition for “boat repair shops," 2) additional regulations for specific uses for boat repair shops and, 3) the inclusion of boat repair shops as a conditional use in the RA District. The Development Review and Regulations Committee (DRRC) discussed this item at their meeting on January 28, 2021. The DRRC agreed with the text amendment as drafted by staff and forwarded it to the Planning Commission for discussion. The Planning Commission discussed this item on February 17, 2021. The Board of Supervisors discussed this item on February 24, 2021; the Board expressed concern regarding the visibility of exterior storage of boats awaiting repair/pickup and the storage of parts. The Board of Supervisors ultimately sent the amendment forward for public hearing with the following changes to the “Additional Regulations for Specific Uses” section: All exterior storage of parts, equipment, and boats shall be completely screened from view of surrounding properties by an opaque fence or screen a minimum of six (6) feet in height. This fence or screen shall be adequately maintained. The Planning Commission held a public hearing on the proposed ordinance amendment on March 17, 2021; two (2) members of the publicspoke in favor of the amendment. Following a public hearing, the Planning Commission recommended approval of the amendment. The attached document shows the existing ordinance with the proposed changes supported by the Planning Commission. This proposed amendment is being presented to the Board of Supervisors as a public hearing item. Staff is seeking action by the Board of Supervisors on this proposed Zoning Ordinance text amendment. 71 Attachments: 1. Revised ordinance with additions shown in bold underlined italics. 2. Resolution MTK/pd 72 Revised February 25, 2021 ARTICLE I General Provisions; Amendments; and Conditional Use Permits Part 101 General Provisions 165-101.02 Definitions and word usage. Boat Repair Shop - A structure or portion thereof, designed for or used for servicing, repair, or equipping boats, but not including boat sales. ARTICLE II Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses Part 204 Additional Regulations for Specific Uses 165-204.33 Boat repair shop All boat repair uses shall meet the following requirements: A. All repair activities shall take place entirely within an enclosed structure. B. All exterior storage of parts, equipment, and boats shall be completely screened from view of surrounding properties by an opaque fence or screen a minimum of six (6) feet in height. This fence or screen shall be adequately maintained. C. In the RA, M1, and M2 Zoning Districts the sale or resale of boats shall not be permitted as an accessory or secondary use to a boat repair shop. ARTICLE IV Agricultural and Residential Districts Part 401 RA Rural Areas District 165-401.3 Conditional Uses. DD. Boat repair shop. 73 ORDINANCE AMENDMENT Action:Approved PLANNING COMMISSION: March 17, 2021 Recommended Approval BOARD OF SUPERVISORS: April 14, 2021 AN ORDINANCE AMENDING THE FREDERICK COUNTY CODE CHAPTER 165 ZONING ARTICLE I GENERAL PROVISIONS; AMENDMENTS; AND CONDITIONAL USE PERMITS PART 101 - GENERAL PROVISIONS §165-101.02 DEFINITIONS AND WORD USAGE ARTICLE II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES PART 204 - ADDITIONAL REGULATIONS FOR SPECIFIC USES §165-204.33 BOAT REPAIR SHOP ARTICLE IV AGRICULTURAL AND RESIDENTIAL DISTRICTS PART 401 RA RURAL AREAS DISTRICT §165-401.03 CONDITIONAL USES WHEREAS, an ordinance to amend Chapter 165, Zoning to allow Boat Repair Shop in the RA (Rural Areas) Zoning District with a Conditional Use Permit (CUP) was considered; and WHEREAS, the proposed changes modify the Zoning Ordinance to include a new definition for Boat Repair Shop, supplemental use regulations for Boat Repair Shops, and permit Boat Repair Shops in the RA (Rural Areas) Zoning District with a Conditional Use Permit; and WHEREAS, the Planning Commission held a public hearing on this ordinance on March 17, 2021 and recommended approval; and PDRes #09-21 74 WHEREAS, the Board of Supervisors held a public hearing on this ordinance on April 14, 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 ARTICLE I – General Provisions, Amendments and Conditional Use Permits, Part 101 – General Provisions, §165-101.02. Definitions and word usage, ARTICLE II Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses, Part 204 Additional Regulations for Specific Uses; ARTICLE IV Agricultural and Residential Districts, Part 401 Rural Areas District §165-401.3 Conditional Uses; to include a new definition for Boat Repair Shop, supplemental use regulations for Boat Repair Shops, and permit Boat Repair Shops in the RA (Rural Areas) Zoning District with a Conditional Use Permit. Passed this 14th day of April 2021 by the following recorded vote: Charles S. DeHaven, Jr., Chairman David D. Stegmaier J. Douglas McCarthy Judith McCann-Slaughter Robert W. Wells Blaine P. Dunn Shawn L. Graber A COPY ATTEST ______________________________ Kris C. Tierney, Frederick County Administrator PDRes #09-21 75 76 MASTER DEVELOPMENT PLAN #01-21 Hackwoods-Shenandoah Valley Westminster Canterbury (SVWC) Staff Report for the Board of Supervisors Prepared: March 18, 2021 Staff Contact: M. Tyler Klein, AICP, Senior Planner This report is prepared by the Frederick County Planning and Development Staff to provide information to the Planning Commission and the Board of Supervisors to assist in the review of this application. It may also be useful to others interested in this zoning matter. Reviewed Action Planning Commission: 03/17/21 Reviewed Board of Supervisors: 04/14/21 Pending PROPOSAL: To develop 58 multi-family units on 11.50+/- acres (approximately 5 dwelling units/acre) of land in Frederick County zoned RP (Residential Performance) Zoning District. The project site includes 9.81-acres +/- of land within the City of Winchester Corporate limits for a total of 21.31-acres +/- and a total of 97 units. LOCATION: The subject property is located on the east side of Fox Drive (Route 767) and generally west of Westminster Canterbury Drive, north and adjacent to the City of Winchester corporate limits. MAGISTERIAL DISTRICT: Stonewall PROPERTY ID NUMBER: 53-A-64 PROPERTY ZONING & PRESENT USE: Zoned: RP (Residential Performance) Use: Multi-Family Residential ZONING & PRESENT USE OF ADJOINING PROPERTIES: North: RP (Residential Performance) Use: Residential South: City of Winchester Use: Residential East: RP (Residential Performance) Use: Residential (Westminster Canterbury) West: RP (Residential Performance) Use: Residential STAFF CONCLUSIONS FOR THE 04/14/21 BOARD OF SUPERVISORS MEETING: The Master Development Plan for Hackwoods-Shenandoah Valley Westminster Canterbury (SVWC) depicts appropriate land uses and appears to be consistent with the requirements of Article VIII, Master Development Plan, of the Frederick County Zoning Ordinance and is in a form that is administratively approvable. All issues brought forth by the Board of Supervisors should be appropriately addressed by the Applicant. It appears that the application meets all requirements. Following presentation of the application to the Planning Commission and the Board of Supervisors, and the incorporation of your comments, staff is prepared to move forward and approve the MDP. 77 MDP #01-21,Hackwoods-SVWC March 18, 2021 Page 2 REVIEW EVALUATIONS: Virginia Department of Transportation :VDOT has reviewed the Hackwoods-SVWC-Master Development Plan dated October 15, 2020. Based on the review of the drawings, we have the following comments: 1.Both entrances to the development appear to be within the jurisdiction of the City of Winchester. 2.The roadways shown, in the submittal, extending into Frederick County are labeled as private. This office has no further comments. Please see attachedemail datedNovember 17, 2020. Frederick County Fire Marshal: Approved Please see attached letter datedOctober 20, 2020. Frederick County Inspections :No comments. Comments will be made at site plan submittal. Please see attached letter dated October 30,2020. Frederick County Public Works: A comprehensive review shall be performed at time of site plan submission. Please see attachedletterdatedOctober 23,2020. Frederick Water: No comment. Please see attached letterdatedOctober 22, 2020. Frederick County Park & Recreation: Plan appears to meet Parks and Recreation requirements. Please see attached letterOctober 27, 2020. Frederick County Public Schools: We understand that this is an age restricted development. As such, we offer no comment. Please see attached letter dated October 29,2020. City of Winchester: No comments. Please see attached letter dated February 3, 2021. Frederick County GIS: No Comment. Please see attached letter dated December 31, 2020. 78 MDP #01-21, Hackwoods-SVWC March 18, 2021 Page 3 Planning & Zoning: A) Master Development Plan Requirement A Master Development Plan is required prior to the development of this property. Before an MDP can be approved, it must be reviewed by the Planning Commission, Board of Supervisors and all relevant review agencies. Approval may only be granted if the MDP conforms to all requirements of the Frederick County Zoning and Subdivision Ordinances. The purpose of a MDP is to promote orderly and planned development of the property within Frederick County that suits the characteristics of the land, is harmonious with adjoining property and is in the best interest of the general public. B) Site History This property was not part of a rezoning or other legislative application. The original Frederick County Zoning Map (U.S.G.S. Winchester Quadrangle) depicts the zoning for the subject parcel R3 (Residential Limited) District. The R3 District was changed to RP (Residential Performance) District on September 28, 1983 when the R1, R2, R3, and R6 zoning districts were reclassified. There are no previously approved plans for the subject property. The Westminster Canterbury campus was originally approved in 1985 and has expanded/developed incrementally since. C) Site Suitability & Project Scope Comprehensive Plan: 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 contained in Appendix I of the 2035 Comprehensive Plan, are the primary implementation tool and will be instrumental to the future planning efforts of the County. Land Use Compatibility: The proposed development is in the vicinity of Sunnyside. The Eastern Frederick County Long Range Land Use Plan (EFLRLUP) shows this area with a residential land use designation; the site is also located in a future neighborhood village. A mixture of residential and commercial uses exists near the subject parcel. The existing Westminster Canterbury community adjoins the subject parcel, single-family detached residential dwellings exist to the north and across Fox Drive (Route 767). The City of Winchester adjoins the property to the south and is primarily developed with single-family detached residential. The current RP (Residential Performance) District zoning of the site and the proposed development (multifamily residential) is supported by the Comprehensive Plan for this area of the County (neighborhood village). 79 MDP #01-21, Hackwoods-SVWC March 18, 2021 Page 4 Site Access and Transportation: Access to the multifamily residential development will be provided via a gated entrance from Fox Drive (Route 767) on the City of Winchester portion of the project and from an internal private road from Westminster Canterbury Drive/main campus on the Frederick County portion of the project. A private loop road will serve as access to the multifamily buildings, providing circulation on both the City and County portion of the project. A third point-of-r portion portion of the project. Zoning Ordinance: The site is in general conformance with the applicable Zoning Ordinance standards for the RP (Residential Performance) Zoning District. The MDP also addresses the required setbacks (i.e. building restriction lines) and zoning district buffers (Category C Zoning District Buffer with full landscape screen) required by the Code. A site plan for the multifamily buildings within the development will need to be submitted and reviewed by Frederick County prior to the establishment of the particular uses. Staff notes the Applicant is concurrently pursuing approval for the portion of the project within the corporate limits of the City of Winchester in addition to this MDP and subsequent site plan review/approval from Frederick County. PLANNING COMMISSION SUMMARY FOR 03/17/21 MEETING: The Planning Commission received a presentation on the Hackwoods Master Development Plan at th their March 17 and offered no comments. STAFF CONCLUSIONS FOR THE 04/14/21 BOARD OF SUPERVISORS MEETING: The Master Development Plan for Hackwoods-Shenandoah Valley Westminster Canterbury (SVWC) depicts appropriate land uses and appears to be consistent with the requirements of Article VIII, Master Development Plan, of the Frederick County Zoning Ordinance and is in a form that is administratively approvable. All issues brought forth by the Board of Supervisors should be appropriately addressed by the Applicant. It appears that the application meets all requirements. Following presentation of the application to the Planning Commission and the Board of Supervisors, and the incorporation of your comments, staff is prepared to move forward and approve the MDP. 7: MDP # 01 - 21: Hackwoods - Shenandoah Valley TUDOR DR308112RUGBY PL TUDOR DR 223 211 108 TUDOR DR 766 110 TUDOR DR 761 106 TUDOR DR TUDOR DR RUGBY PL FOX DR TUDOR DR FOX DR312 315 RUGBY PL Westminster Canterbury TUDOR DR 314 TUDOR DR 758110 105 TUDOR DR 130 FOX DRRUGBY PL TUDOR DR 110 318 321 146MARGARET LN PIN: 53 - A - 64 112 MARGARET LN TUDOR DR320 TUDOR DR 101 858 MARGARET LN RUGBY PL TUDOR DR TUDOR DR FOX DR 323 Multifamily Residential Development 116113 114 324 TUDOR DR RUGBY PLRUGB RUGBY PL Zoning Map 746TUDOR DR 328 115 401 FOX DR 118 TUDOR DR RUGBY TUDOR DR 330 RUGBY PL 120 TUDOR DR 400 111 405 121 RUGBY PL 123 TUDOR DR MARGARET LN TUDOR DR RUGBY MARGARET LN 402 409122 TUDOR DR 732 TUDOR DRRUGBY PL 129 123 117 FOX DR 408 MARGARET LN 413 RUGBY PL MARGARET LN TUDOR DR TUDOR DR 501 135 410 TUDOR DR MARGARET LN 731 TUDOR DR 505 FOX DR 500 TUDOR DR TUDOR DR 110 502 CLEVENGER CT 511 TUDOR DR 09506 TUDOR DR NGER CTTUDOR DR 510 197 TUDOR DR 697 ELDERBERRY CT 108 512601 FOX DR CLEVENGER CT TUDOR DRTUDOR DR 603 600 TUDOR DR 605 602 TUDOR DR TUDOR DR 106 TUDOR DR 609 CLEVENGER CT 606 TUDOR DR TUDOR DR 613 610 MDP #01-21 TUDOR DR 685 104 TUDOR DR FOX DR CLEVENGER CT 102 53 A 64 CLEVENGER CT 677 FOX DR 197 100 ELDERBERRY CT CLEVENGER CT 671 FOX DR 197 ELDERBERRY CT Winchester £ ¤ 522 ¬ « ¬ « 37 37 CAROL INE ST Application µ Parcels Sewer and Water Service Area RP (Residential Performance District) Frederick County Planning & Development 107 N Kent St Winchester, VA 22601 81 540 - 665 - 5651 0125250500Feet Map Created: February 10, 2021 MDP # 01 - 21: Hackwoods - Shenandoah Valley TUDOR DR308112RUGBY PL TUDOR DR 223 211 108 TUDOR DR 766 110 TUDOR DR 761 106 TUDOR DR TUDOR DR RUGBY PL FOX DR TUDOR DR FOX DR312 315 RUGBY PL Westminster Canterbury TUDOR DR 314 TUDOR DR 758110 105 TUDOR DR 130 FOX DRRUGBY PL TUDOR DR 110 318 321 146MARGARET LN PIN: 53 - A - 64 112 MARGARET LN TUDOR DR320 TUDOR DR 101 858 MARGARET LN RUGBY PL TUDOR DR TUDOR DR FOX DR 323 Multifamily Residential Development 116113 114 324 TUDOR DR RUGBY PLRUGB RUGBY PL Location Map 746TUDOR DR 328 115 401 FOX DR 118 TUDOR DR RUGBY TUDOR DR 330 RUGBY PL 120 TUDOR DR 400 111 405 121 RUGBY PL 123 TUDOR DR MARGARET LN TUDOR DR RUGBY MARGARET LN 402 409122 TUDOR DR 732 TUDOR DRRUGBY PL 129 123 117 FOX DR 408 MARGARET LN 413 RUGBY PL MARGARET LN TUDOR DR TUDOR DR 501 135 410 TUDOR DR MARGARET LN 731 TUDOR DR 505 FOX DR 500 TUDOR DR TUDOR DR 110 502 CLEVENGER CT 511 TUDOR DR 09506 TUDOR DR NGER CTTUDOR DR 510 197 TUDOR DR 697 ELDERBERRY CT 108 512601 FOX DR CLEVENGER CT TUDOR DRTUDOR DR 603 600 TUDOR DR 605 602 TUDOR DR TUDOR DR 106 TUDOR DR 609 CLEVENGER CT 606 TUDOR DR TUDOR DR 613 610 MDP #01-21 TUDOR DR 685 104 TUDOR DR FOX DR CLEVENGER CT 102 53 A 64 CLEVENGER CT 677 FOX DR 197 100 ELDERBERRY CT CLEVENGER CT 671 FOX DR 197 ELDERBERRY CT Winchester £ ¤ 522 ¬ « ¬ « 37 37 CAROL INE ST µ Application Parcels Sewer and Water Service Area Frederick County Planning & Development 107 N Kent St Winchester, VA 22601 82 540 - 665 - 5651 0125250500Feet Map Created: February 10, 2021 83 84 85 86 87 93 94 95 96 97 98 99 9: :1 :2 :3 :4 :5