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Home My WebLink AboutApril 28 2021 Board_Agenda_PacketAGENDA BOARD OF SUPERVISORS WEDNESDAY, APRIL 28, 2021 5:30 PM and 7:00 PM BOARD MEETING ROOM 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601 5:30 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 of Interim County Administrator. 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.Roll Call Vote Required 6.A. Minutes of Closed Session and Regular Meetingsof April 14, 2021 BOS04-28-21Minutes14April2021.pdf 6.B. Human Resources Committee Report of March 12, 2021 BOS04-28-21HRCommitteeReport9April2021.pdf 6.C. Public Safety Committee Report of April 15, 2021 BOS04-28-21PublicSafetyCommReport15April2021.pdf 6.D. Finance Committee Report of April 21, 2021 BOS04-21-21FinanceCommitteeReport21April2021.pdf 2 Board of Supervisors Regular Meeting AgendaPage 2 April 28, 2021 Consent Agenda ,continued 6.E. Request from the Commissioner of the Revenue for Refunds and Supplemental Appropriations 1.NVR, Inc. (Ryan Homes) –$9,020.62 2.Vanguard Emergency Management –$12,881.96 BOS04-28-21Refunds.pdf 6.F.Road Resolution for Additions to Secondary System of State Highways: Old Dominion Greens –Phases 1, 2, & 3 BOS04-28-21RoadResolutionOldDominionGreensPhases1-3.pdf 6.G.Revision of Holiday Policy 8.2: The Policy states that the County shall observe all federal and state holidays and other such holidays as may be prescribed by the Board of Supervisors. The Human Resources Committee recommends that the policy be modified to no longer list in the holidays observed by the County. BOS04-28-21HRCommitteeReport9April2021.pdf 6.H.Resolution Honoring Employee of the Month -Jennifer Fost BOS04-28-21EmployeeOfMonthApril2021.pdf 6.I.The Public Safety Committee recommends the Board of Supervisors hold a public hearing on the proposed revision to Chapter 90 of the County Code regarding the powers of the Fire Marshal and Assistant Fire Marshals. BOS04-28-21ProposedRevisionChapter90.pdf Board of Supervisors Comments 7. 3 Board of Supervisors Regular Meeting AgendaPage 3 April 28, 2021 County Officials 8. 8.A. Presentation of Resolution of Appreciation Honoring the Service of Paul G. Anderson, Jr. 8.B. Presentation of Employee of the Month Award to Jennifer Fost 8.C. 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 Kim McDonald. BOS04-28-21K_McDonaldApp_Redacted.pdf 8.D.Appointment of Jay Tibbs to fill the unexpired term of Kris Tierney on the Regional Jail Authority Effective July 1, 2021 8.E.Supervisor Graber Requests Discussion of: Letter of Opposition to Changingthe Name of Lord Fairfax Community College BOS04-28-21GraberProposalReLFCC_NameChange_Redacted.pdf 4 Board of Supervisors Regular Meeting AgendaPage 4 April 28, 2021 Committee Business -Finance Committee 9. BOS04-21-21FinanceCommitteeReport21April2021.pdf 9.A. Finance Committee Action Items: (*) Items 1, 4, 5, 8, 10, 11, 14 and 15 were approved under consent agenda. 1.(*) The Parks and Recreation Director requests a General Fund supplemental appropriation in the amount of $600. This amount represents a donation for a memorial bench at Sherando Park. No local funds required. Approved on committee’s consent agenda. 2.The Director of Elections requests a General Fund supplemental appropriation in the amount of $25,000. This amount represents additional funds necessary to hold the June Primary Election. Local funds are required. The committee recommends approval. 3.The Deputy County Administrator requests a General Fund supplemental appropriation in the amount of $50,000. This amount represents funds required for the design and bid development for the renovation of office space at Sunnyside Plaza for the relocation of the Voter Registrar’s Office. This item has been approved by the Public Works Committee. Local funds are required. The committee recommends approval. 4.(*) The Victim Witness Director request a General Fund budget transfer in the amount of $9,612.14. This amount represents unspent funds budgeted for departmental employee health insurance to be used for a part-time intern and the purchase of IT equipment. County transfer policy requires Board action to transfer out of a fringe benefit line item. The request has been submitted to DCJS. Approved on committee’s consent agenda. 5.(*) The WRA Director requests an Airport Fund supplemental appropriation in the amount of $23,000. This amount represents CRSSA funds awarded to the WRA. No local funds required. Approved on committee’s consent agenda. 6.The WRA Director requests an Airport Capital Fund supplemental appropriation in the amount of $4,546,667 to fund capital projects in FY 2022. This item will require a public hearing. The committee recommends holding the public hearing. 7.The DSS Director requests an FY 2022 General Fund supplemental appropriation in the amount of $156,186 for the addition of two position. No local funds are required for FY 2022, but local funding will be required for a portion beginning in FY 2023. The committee recommends approval. 5 Board of Supervisors Regular Meeting AgendaPage 5 April 28, 2021 Committee Business -Finance Committee ,continued 8.(*) The Sheriff requests a General Fund supplemental appropriation in the amount of $2,524. This amount represents donations to be used for firing range and K9 supplies. No local funds required. Approved on committee’s consent agenda. 9.The Sheriff requests a General Fund supplemental appropriation in the amount of $21,950. This amount represents an insurance claim for a damaged tent and will be used toward the building at the impound lot. The committee recommends approval. 10.(*) The Sheriff requests a General Fund supplemental appropriation in the amount of $5,688.38.This amount represents an insurance claim for damage to a vehicle and will be used for repairs. Approved on committee’s consent agenda. 11.(*) The Sheriff requests a General Fund supplemental appropriation in the amount of $28,412.50. This amount represents insurance claims for the loss of three vehicles and will be used for a replacement. Approved on committee’s consent agenda. 12.Round Hill Fire & Rescue requests a General Fund supplemental appropriation in the amount of $41,652. This amount represents proffer funds toward the purchase of a new rescue engine. This item has been approved by the Public Safety Committee. The committee recommends approval. 13.Clear Brook Fire & Rescue requests a General Fund supplemental appropriation in the amount of $539,147.66. This amount represents proffer funds toward the fire station building addition. This item has been approved by the Public Safety Committee. The committee recommends approval. 14.(*) The Fire & Rescue Chief requests $182,000 to purchase two used fire apparatus to serve as reserve units for the entire system. Funds are available in the capital contingency fund. This item has been approved by the Public Safety Committee. Approved on committee’s consent agenda. 15.(*) The Sheriff requests $859,500 to purchase 15 vehicles and associated equipment. Funds are available in the capital contingency fund. Depending on timing, funds may be carried forward to FY 2022. This item has been approved by the Public Safety Committee. Approved on committee’s consent agenda. Public Hearings (Non Planning Issues) 10.-None Planning Commission Business -Public Hearings 11.-None 6 Board of Supervisors Regular Meeting AgendaPage 6 April 28, 2021 Planning Commission Business -Other Planning Business 12. 12.A. REZ #06-19 -Winchester Medical Center 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 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, November and December of 2020 and January of 2021. BOS04-28-21REZ06-19WMC_Redacted.pdf Board Liaison Reports 13. Citizen Comments 14. Board of Supervisors Comments 15. Adjourn 16. 7 8 MINUTES CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY,APRIL 14,2021 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;Tyler Klein, Senior Planner; Steve Majchrzak, Fire Chief; Cheryl Shiffler, Director of Finance; Jennifer Place, Risk Manager/Budget Analyst; Missi Neal, Purchasing Manager; Scott Varner, Director of Information Technologies; Tamara Perez, Director of Public Safety Communications;andAnnW. 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 that the Board of Supervisors of Frederick County 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 ofpublic 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. Supervisor McCarthy seconded the motion which carried ona voice vote. At 6:48p.m., the Board members being assembled within the designated meeting place in Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 1 9 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 Dunnand 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 meetingwere heard, discussed, or considered by the Board. Supervisor Slaughterseconded 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 6:50p.m., Chairman DeHaven recessedthe 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 ChairmanWells led the Pledge of Allegiance. ADOPTION OF AGENDA –APPROVED Upon motion of SupervisorSlaughter,seconded by Supervisor McCarthy,the agenda was adopted on a voice vote. CITIZEN COMMENTS-None Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 2 : 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 Closed Session and Regular Meeting of March 24, 2021 - CONSENT AGENDA APPROVAL -Public Works Committee Report of March30, 2021- CONSENT AGENDA APPROVAL, Appendix 1 -Meeting Schedule Adjustment Cancelling the Second Regular Meeting in June, July and August 2021 + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Supervisor McCarthy encouraged participation in the upcoming Apple Blossom Festival activities. Supervisor Stegmaier said he visited six schools in his district and was impressed with the staff and the respectful atmospheres in the schools. He noted that the schools are able to stay away from the political agenda of the Deep Equity initiative while focusing on enrichment opportunities. Supervisor Graber said that in talking with parents and school staff he has learned the Deep Equity program is worse than he had thought and urged the Board to follow uponthe program in the schools. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 3 21 COUNTY OFFICIALS THOMAS ROYSTON APPOINTED TO SERVE IN THE GRIEVANCE PANEL POOL – APPROVED Vice Chairman Wells moved to appoint Thomas Royston to serve in the Grievance Panel Pool. Supervisor McCarthy seconded the motion which carried on a voice vote. ADOPTION OF FISCAL YEAR 2021-2022 BUDGET–APPROVED County Administrator Tierney reviewed the proposed budget resolution noting that if adopted, the resolution sets the funding for the listed categories and specifies the various County tax rates. Supervisor Slaughter moved for adoption of the proposed budget resolution, option A for non-categorical school funding,and tax rates. Supervisor Stegmaier seconded the motion. Supervisor Dunn moved to amend themotion to include categorical funding. Supervisor McCarthy seconded the motion which failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Supervisor Dunn moved to amend themotion to include funding for four new firefighter positions. Supervisor McCarthy seconded the motion. The Board discussed the firefighter manpower shortage. Chairman DeHaven noted a new firefighter recruit class of 19 recruits has just begun andthegraduates will be ready for employment by the end of the year. The motion carried on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierAye Shawn L. GraberAyeRobert W. WellsAye J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterAye Supervisor Dunn moved to amend themotion to include $151,000 in funding for insurance premiums for the volunteer fire and rescue stations to allow the volunteer companies to focus on Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 4 22 purchasing replacement equipment. Supervisor McCarthy seconded the motion. The Board discussed coordinating purchase of new equipment across the county. The motion failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Supervisor Dunn moved to amend themotion to include $3500 to cover staff costs so the Board members can hold town hall meetings with constituents in evenings or on Saturdays. Supervisor McCarthy seconded the motion. The Board discussed the value of town hall meetings and the lack of facilities suitable for such gatherings. The motion failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Supervisor Dunn moved to amend themotion to include $1500 to cover staff costs for meetings with interest groups such as rural landowners inthe evening or on a weekend. The Board discussed the need for using building facilities after hours, the desire for additional information on the topic, and the possibility of discussing the topic at a work session. The motion failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Supervisor Dunn moved to amend themotion to include $20,000 to cover costs for Freedom of Information Act requests initiated by at least two Board members for information necessary to provide oversight on County expenditures. Supervisor Graber seconded the motion. The Board discussed the requirement of only two Board members desiring the information as being too open ended.The motion failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 5 23 Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyNoCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Supervisor Graber moved to amend the motion to designate a maximum allocation $40 million to the schools until such time asa line-item budget is provided and a joint meeting of the Board of Supervisors and the School Board is held. Supervisor McCarthy seconded the motion which failed on a recorded vote as follows: Blaine P. DunnNoDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Supervisor Dunn moved to amend themotion to include a maximum of $1,300 reimbursement from the contingency fund to each Board member who has expended personal funds for Freedom of Information Act request fees. Supervisor Graber seconded the motion. The Board discussed the potential for funds being spent by one Board member rather than by the whole Board by consensus. The motion failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberNoRobert W. WellsNo J. Douglas McCarthyNoCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo SupervisorSlaughter’s main motion for adoptionof the proposed budget, seconded by Supervisor Stegmaier,carried on a recorded vote as follows: Blaine P. DunnNoDavid D. StegmaierAye Shawn L. GraberNoRobert W. WellsAye J. Douglas McCarthyNoCharles S. DeHaven, Jr.Aye Judith McCann-SlaughterAye 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. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 6 24 BE IT FURTHER RESOLVED that the County of Frederick budget for the 2021-2022 fiscal year be adopted and the funds appropriated as follows: General Operating Fund $209,706,798 Regional Jail Fund 25,643,264 Landfill Fund 11,263,660 Division of Court Services Fund473,935 Shawneeland Sanitary District Fund 981,768 Airport Operating Fund 2,023,033 Lake Holiday Sanitary District Fund 779,998 EMS Revenue Recovery Fund 1,984,041 Economic Development Authority Fund647,926 School Operating Fund 195,177,494 School Debt Service Fund18,695,816 School Capital Projects Fund1,000,000 School Nutrition Services Fund7,827,466 NREP Textbook Fund20,000 Consolidated Services/Maintenance Fund3,600,000 School Private Purpose Funds 550,000 School Textbook Fund 2,749,321 NREP Operating Fund 6,214,217 BE IT FURTHER RESOLVED that the Board of Supervisors of the County of Frederick, Virginia, does herein adopt the tax 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 business $4.86 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 $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. On apportioned percentage of book values to be $2.00 applied to Contract Classified Vehicles and equipment Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 7 25 Computer Equipment & Peripherals used in a Data Center. The declining values are 50% for year one, $1.25 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 and $0.36 per $100 of gross receipts 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 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 $17 Per ton for Miscellaneous Rubble Debris Shawneeland Sanitary District Taxes $190Unimproved Lots $660Improved Lots Lake Holiday Sanitary District Taxes $678 Buildable Lots $264Unbuildable Lots Lots owned by Lake Holiday Country Club, Inc. $0 Buildable Lots and Unbuildable Lots Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 8 26 Star Fort Subdivision Taxes/Fees $60 Per Lot Street Light Fees Oakdale Crossing $40 annually Fredericktowne $42.50 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, 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. + + + + + + + + + + + + + + MOTIONSTO AMEND THE RADIO SYSTEM PROCUREMENT PROCESS –DENIED Supervisor Dunn moved that the Board reconsider the radio tower decision not to terminate the current radio tower RFP and to not consideradding a third vendor or obtaininga second opinion and evaluation on the current RFP.Supervisor Graber seconded the motion. Supervisor Graber moved to amend the motion to include closing the current Request for Proposalsand re-starting the procurement process. Supervisor McCarthy seconded the motion. Chairman DeHaven noted that the committee is nearly finished with answering the questions as charged by the Board. The motion to amend failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyAyeCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 9 27 The Board discussed the procurementprocess.Supervisor Dunn’s main motion failed on a recorded vote as follows: Blaine P. DunnAyeDavid D. StegmaierNo Shawn L. GraberAyeRobert W. WellsNo J. Douglas McCarthyNoCharles S. DeHaven, Jr.No Judith McCann-SlaughterNo + + + + + ++ + + + + + + + COMMITTEE BUSINESS-None PUBLIC HEARINGS (NON-PLANNINGISSUES)-None + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -PUBLIC HEARINGS ORDINANCE AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 165 ZONING,-REVISION TO THE FREDERICK COUNTY ZONING ORDINANCE TO INCLUDE “BOAT REPAIR SHOP” AS A CONDITIONAL USE IN THE RA (RURAL AREAS) ZONING DISTRICT - APPROVED Senior Planner Tyler Kleinprovided background on the proposed text amendment to Chapter 165 –Zoning Ordinance to include “Boat Repair Shops” as a conditional use in the RA (Rural Areas) Zoning District. He said 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). He explained 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. Chairman DeHaven opened the public hearing. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 10 28 Corey (?) Garrison, Gainesboro District, explained his need for the ability to use an existing building for boat repair. Chairman DeHaven closed the public hearing. Supervisor McCarthy moved for approval of the amendment with removalof the word “completely” from the screening requirement. Vice ChairmanWells secondedthe motion. The Board discussed screening requirements and boat sizes. The motion 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 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 WHEREAS, the Board of Supervisors held a public hearing on this ordinance on April 14, 2021; and Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 11 29 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. + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS MASTER DEVELOPMENT PLAN #01-21, HACKWOODS-SHENANDOAH VALLEY WESTMINSTER CANTERBURY (SVWC) –PRESENTED FOR INFORMATION Senior Planner Tyler Kleinreviewed the Master Development Plan for Hackwoods- Shenandoah Valley Westminster Canterbury (SVWC). He said it 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 isadministratively approvable. The Board discussed the rezoning history of the parcel and the lack of opportunities to obtain proffers. BOARD LIAISON REPORTS-None CITIZEN COMMENTS Tim Regan, Gainesboro District, discussed the lack of a joint meeting between the Board of Supervisors and the School Board. BOARD OF SUPERVISORS COMMENTS Supervisor Dunn discussed the need for a capital cost recovery program to offset Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 12 2: residential growth in the county. SupervisorGraber discussed the lack of a line-item budget from the schools and the lack of a joint meeting. Supervisor Slaughter inquired about directing staff to study adding farm supply coops to the list of conditional usesin the RA zoning district. By consensus,the Board agreed. Supervisor McCarthy offered clarification about the roles of the Board, the SchoolBoard, and theconstitutional officers. Supervisor Slaughter, Chairman DeHaven, and Supervisor Dunn discussed the process for adding items to the agenda. Supervisor Stegmaier said he was encouraged by recent interaction with the School Board and their decision to eliminate the Equity and Diversity Coordinator position and the Title IX position. ADJOURN On motion of Vice Chairman Wells, seconded by Supervisor McCarthy,the meeting was adjourned at 8:50p.m. Frederick County Board of Supervisors Closed Session & Regular Meeting Minutes * April 14, 2021 13 31 32 HUMAN RESOURCES COMMITTEE REPORT TO THE BOARD OF SUPERVISORS Friday, March 12, 2021 9:00 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA A Human Resources Committee meeting was held in the First Floor Boardroom at 107 North Kent Street on Friday, April 9, 2021, at 9:00 a.m. ATTENDEES: Committee Members Present: Bob Wells, Chairman; Dave Stegmaier; Don Butler; Beth Lewin; and Kim McDonald. Staff present: Michael Marciano, Human Resources Director; Kris Tierney, County Administrator; Jay Tibbs, Deputy County Administrator; Rod Williams, County Attorney; Delsie Jobe, Administrative Services Manager, and Mark Sutphin, Horticultural Agent. Community: Josh Janney, Reporter at the Winchester Star ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS 1.The Human Resources Holiday Policy 8.2 states that the County shall observe all federal and state holidays and other such holidays as may be prescribed by the Board of Supervisors. The HR Committee recommends that the policy be modified to no longer list in the holidays observed by the County. Such a change will eliminate the necessity of the HR Committee and the Board needing to make revisions whenever any changes to the federal or state holidays occur. (Exhibit A) 2.Mark Sutphin, Horticultural Agent, submitted a nomination for Employee of the Month for Jennifer Fost (Exhibit B). The committee recommends approval of Jennifer Fost as the April 2021 Employee of the Month. ITEM FOR INFORMATION PURPOSES ONLY N/A Respectfully submitted, HUMAN RESOURCES COMMITTEE Bob Wells, Chairman Don Butler Beth Lewin Doug McCarthy Kim McDonald Dave Stegmaier By Michael J. Marciano, Director of Human Resources 33 County of Frederick Departmentof Human Resources (540) 665-5668 Fax:(540) 665-5669 hr@fcva.us To: Frederick County HR Committee Frederick County Board of Supervisors From: Michael Marciano, Director of Human Resources Date: April 2, 2021 Re: Frederick County Holidays The County’spolicy has been to observeall federal and stateholidays and other such holidays as may be prescribed by the Board of Supervisors.As early as 1974, the Board of Supervisors adopted the policyoffollowing state and federal holidays.This has been reaffirmedover the years and,in 2000, the Board of Supervisorsagreed again to follow the holidays as observed by the state. Continuing to apply this approach makes sense because it provides uniformityforCounty residentsas to when our offices and those of state departments will be closed. Following aschedule other than the state schedule may cause confusion for residents who typically expect our offices to be open orclosed at the same time as other government officessuchas the Department of Social Services, the courts, or the Department of Motor Vehicles. The HR Department recommendsthat we no longer listin the HR Policiesthe holidays observed by the County.Such a changewill eliminate the necessityofthe HR Committee and the Board needing to make revisionswhenever any changesto the federal or state holidays occur. 34 VIII. 7/2+ (/523Ǿ (/,)$!93Ǿ ,%!6% 8.2 Holidays The County shall observe federal and state holidays and other such holidays as may be prescribed by the Board of Supervisors – which currently includes Apple Blossom Friday. When a holiday falls on a Saturday, it shall be observed on the preceding Friday; when the holiday falls on a Sunday, it shall be observed on the following Monday. All full-time employees of the County shall be entitled to holiday benefits. Current holidays observed by the County are: Martin Luther King’s Day Presidents’ Day Apple Blossom Friday Memorial Day Fourth of July Labor Day Columbus Day Election Day Veterans Day Wednesday before Thanksgiving, noon closing Thanksgiving Day Day after Thanksgiving Christmas Eve Day Christmas Day New Year’s Day. Personnel, who are not called upon to work during a holiday, will be paid for the holiday at straight time. If personnel are required to be on duty during a holiday because of the nature of their position, they shall be paid for the holiday plus their hours worked. Holiday pay shall be granted based on the scheduled workday of the employee. If an employee is regularly scheduled to work an 8-, 10- or 12-hour day, he/she will receive 8 hours of holiday pay. Firefighters scheduled to work a 24-hour shift will receive 10 hours of holiday pay. 0®«¨¢¸ Λȁ2 5¯£ ³¤£ȝ!¯¯±®µ¤£Ȁ 9/9/2020 35 36 PUBLIC SAFETY COMMITTEE REPORT to the BOARD OF SUPERVISORS Thursday April 15, 2021 8:30 a.m. 1080 COVERSTONE DRIVE, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Walt Cunningham, Judy McCann-Slaughter, Helen Lake, Dave Stegmaier,Chairman Bob Wells and Denny Linaburg. Staff present:Deputy County Administrator Jay Tibbs, Fire & Rescue Chief Steve Majchrzak, Director of Public Safety Communications Tamara Perez,County Attorney Rod Williams ,Major Steve Hawkins, Volunteer Fire & Rescue President Dan Cunningham,Deputy Director of Emergency Management Chester Lauck, Sheriff Lenny Millholland, Finance Director Cheryl Shiffler, Assistant Finance Director Sharon Kibler, Treasurer Billy Orndoff, Deputy Chief Fire Marshal Mark Showers, Chief 13 Chris Jenkins, Co.15 president Rodney Snapp, Co.13 building committee memberWill Weber, Captain Alex Beeman, Lt. Chris Hockman and Lt. Barry VanMeter. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1.Chapter 90 revision (see attached): County Attorney Rod Williams presented a proposed revision toSection 90-2 of the County Coderegardingthepowers of the Fire Marshaland Assistant Fire Marshals. The reason for the proposed revision is to provide clarity to training agencies that the Fire Marshal and Assistant Fire Marshal have certain law enforcement powers. Mr. Linaburg made a motionto forward the proposed Section 90-2as writtento the Board of Supervisors forpublic hearing with a recommendation of approval. Mrs. Lake seconded the motion and the Committee unanimously approved. ITEMS FOR INFORMATION ONLY: 1.Introduction of new Committee Members: Chairman Wells took a few moments for the Public Safety Committee to introduce themselves as we have a few new members. The new Public Safety Communications Director Tamara Perez, new Fire & Rescue Chief Steve Majchrzak,new citizen member DennyLinaburg and new Board of Supervisors member Dave Stegmaier. 37 2.Fire & Rescue departmental requests(see attached): a)Fire and Rescue request to purchase two reserve apparatus. Chief Majchrzak reviewed therequesttopurchase 2 reserve apparatuses, a rescue engine,and a wagon for use by the entire Fire & Rescue system. They would be stored at Millwood Station and maintenance would be funded through the Fire & Rescue operations budget. The cost needed in total is $182,000. Mrs. McCann-Slaughtermade a motion to forward the request for funding from Capital Funds to the Finance Committee with a recommendation ofapproval.The motion was seconded by Mr. Cunningham. The Committee unanimously approved. b)Proffer Request for Round Hill Community Fire & Rescue Company. Chief Majchrzak reviewed the request forproffer funds in the amount of$41,652 for the purchase of a new rescue engine for Round Hill Fire & RescueCompany. A contract has been signed and a pre-payment has been made. Mr. Cunningham made a motion to forward theproffer requestto the Finance Committee for review with a recommendation ofapproval.The motion was seconded by Mr. Linaburg. The Committee unanimously approved. c)Proffer Request for Clearbrook Volunteer & Rescue Company, Inc. Chief Majchrzak reviewed the request for proffer funds in the amount of$539,147 for the construction of an addition to the existing Clearbrook Fire & Rescue station which is already under way. The funds were paid out of Clear Brook Fire & Rescue and they are seeking reimbursement for the expenses. Mrs. McCann-Slaughter made a motion to forward the proffer request to the Finance Committee with a recommendation ofapproval.The motion was seconded by Mr. Cunningham. The Committee unanimously approved. 3.Sheriff’s Office departmental information(see attached): a)Purchase of replacement vehicles. Sheriff Millholland addressed the current situation regarding the purchasing of new vehicles, equipment installation in the vehicles and vendorswho perform the work. One of the biggest hurdles is the time frame he currently has to work with when ordering at dealerships and the County’s budget timeline. His department needs15 replacement cars, fully outfitted for the road which takes about a week per car to finish. Cheryl Shiffler stated that capital funds request is the appropriate avenue to go to seek funding for the vehicles.She went on to say she would need a dollar amount for the 15 vehicles to include in the Finance Committee agenda. 38 Mrs. McCann-Slaughtermade a motion to forward the request for funding for 15 new fully outfitted vehicles from Capital Funds to the Finance Committee.The motion was seconded by Mr. Stegmaier. The Committee unanimously approved. b)Grant for a new dive truck. The Sheriff also mentioned that they received a $400,000 fully funded grant award for a dive truck. No match is needed by the County. c)Sheriff’s Department Salaries He also mentioned pay increases for his department. Mr. Tibbs advised the Committee that the County is beginning a salary survey with surrounding jurisdictions to envelop all departments. They are looking at starting in May and have a 5-6 month turnaroundbefore it is complete. 4.Other information: Cheryl Shiffler advised that the Finance Committee meeting will be held on st Wednesday April 21at 8:00 a.m. in the boardroom downtown for those with items being addressed then. Respectfully submitted, Public Safety Committee Bob WellsDave StegmaierDenny Linaburg Judy McCann-SlaughterHelen Lake Walt Cunningham 39 3: FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, April 21, 2021 8:00 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA A Finance Committee meeting was held in the Board of Supervisors meeting room at 107 North Kent Street on Wednesday, April 21, 2021 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann-Slaughter, Chairman; Charles DeHaven; Robert Wells; Gary Oates; and Angela Wiseman. Non-voting liaisons: William Orndoff, Treasurer; and Seth Thatcher, Commissioner of the Revenue. Committee Members Absent: Jeffrey Boppe Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director; Kris Tierney, County Administrator; Jay Tibbs, Assistant County Administrator; Rod Williams, County Attorney; Lenny Millholland, Sheriff; Tamara Greene, DSS Director; Rich Venskoske, Director of Elections; and Steve Majchrzak, Fire & Rescue Chief. Others present: Rodney Snapp, Round Hill F&R; and Will Webber, Clear Brook F&R. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: () Items 1, 4, 5, 8, 10, 11, 14 and 15 were approved under consent agenda. 1.() The Parks and Recreation Director requests a General Fund supplemental appropriation in the amount of $600. This amount represents a donation for a memorial bench at Sherando Park. No local funds required. See attached memo, p. 4. 2.The Director of Elections requests a General Fund supplemental appropriation in the amount of $25,000. This amount represents additional funds necessary to hold the June Primary Election. Local funds are required. See attached memo, p. 5 – 6. The committee recommends approval. 3.The Deputy County Administrator requests a General Fund supplemental appropriation in the amount of $50,000. This amount represents funds required for the design and bid development for the renovation of office space at Sunnyside Plaza for the relocation of the Voter Registrar’s Office. This item has been approved by the Public Works Committee. Local funds are required. See attached information, p. 7 – 14. The committee recommends approval. 4.() The Victim Witness Director request a General Fund budget transfer in the amount of $9,612.14. This amount represents unspent funds budgeted for departmental employee health 1 41 insurance to be used for a part-time intern and the purchase of IT equipment. County transfer policy requires Board action to transfer out of a fringe benefit line item. The request has been submitted to DCJS. See attached information, p. 15 – 23. 5.() The WRA Director requests an Airport Fund supplemental appropriation in the amount of $23,000. This amount represents CRSSA funds awarded to the WRA. No local funds required. See attached memo, p. 24 – 28. 6.The WRA Director requests an Airport Capital Fund supplemental appropriation in the amount of $4,546,667 to fund capital projects in FY 2022. This item will require a public hearing. See attached budget request, p. 29 – 31. The committee recommends holding the public hearing. 7.The DSS Director requests an FY 2022 General Fund supplemental appropriation in the amount of $156,186 for the addition of two position. No local funds are required for FY 2022, but local funding will be required for a portion beginning in FY 2023. See attached information, p. 32 – 42. The committee recommends approval. 8.() The Sheriff requests a General Fund supplemental appropriation in the amount of $2,524. This amount represents donations to be used for firing range and K9 supplies. No local funds required. See attached memos, p. 43 – 46. 9.The Sheriff requests a General Fund supplemental appropriation in the amount of $21,950. This amount represents an insurance claim for a damaged tent and will be used toward the building at the impound lot. See attached memo, p. 47 – 50. The committee recommends approval. 10.() The Sheriff requests a General Fund supplemental appropriation in the amount of $5,688.38. This amount represents an insurance claim for damage to a vehicle and will be used for repairs. See attached memo, p. 51 – 52. 11.() The Sheriff requests a General Fund supplemental appropriation in the amount of $28,412.50. This amount represents insurance claims for the loss of three vehicles and will be used for a replacement. See attached memos, p. 53 – 56. 12.Round Hill Fire & Rescue requests a General Fund supplemental appropriation in the amount of $41,652. This amount represents proffer funds toward the purchase of a new rescue engine. 2 42 See attached, p. 57. This item has been approved by the Public Safety Committee. The committee recommends approval. 13.Clear Brook Fire & Rescue requests a General Fund supplemental appropriation in the amount of $539,147.66. This amount represents proffer funds toward the fire station building addition. See attached, p. 58 – 59. This item has been approved by the Public Safety Committee. The committee recommends approval. 14.() The Fire & Rescue Chief requests $182,000 to purchase two used fire apparatus to serve as reserve units for the entire system. Funds are available in the capital contingency fund. See attached memo, p. 60 – 61. This item has been approved by the Public Safety Committee. 15.() The Sheriff requests $859,500 to purchase 15 vehicles and associated equipment. Funds are available in the capital contingency fund. Depending on timing, funds may be carried forward to FY 2022. See attached information, p. 62. This item has been approved by the Public Safety Committee. ITEMS FOR INFORMATION ONLY 1.The Finance Director provides a Fund 10 Transfer Report for March 2021. See attached, p. 63 – 64. 2.The Finance Director provides financial statements ending March 31, 2021. See attached, p. 65 – 75. 3.The Finance Director provides an FY 2021 Fund Balance Report ending April 15, 2021. See attached, p. 76. 4.The Public Safety Committee report is provided. See attached, p. 77 – 79. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter, Chairman Charles DeHaven Gary Oates By Robert Wells Angela Rudolph Cheryl B. Shiffler, Finance Director 3 43 4 44 5 45 6 46 COUNTY of FREDERICK Jay E. Tibbs Deputy County Administrator 540/665-6382 Fax:540/667-0370 E-mail: jtibbs@fcva.us TO: Finance Committee FROM: Jay E. Tibbs., Deputy County Administrator DATE: April 12, 2021 RE: Supplemental Appropriation Request – Renovation of office space at Sunnyside for Voter Registrar This is a request for a General Fund supplemental appropriation in the amount of $50,000. This amount represents funds to be used to perform the design and develop a bid package for the renovation of office space at Sunnyside Plaza to accommodate the relocation of the Voter Registrar’s Office. This item was considered by the Public Works Committee at its March 30, 2021 meeting. The Public Works Committee unanimously recommended approval of this request and forwarded it to the Finance Committee for further consideration and approval. A copy of the Public Works Committee report is attached for your reference. Should you have any questions, please do not hesitate to contact me. 107 North Kent Street Winchester, Virginia 22601 7 47 PUBLIC WORKS COMMITTEE REPORT 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: of office space at Sunnyside PlazaVoter Registrar Office: vation 1-Reno - The committee discussed in detail the information provided in attachment 1 of the agenda 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 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 approve the supplemental appropriation of $50,000.00 to perform Ed Strawsnyder to the design and develop a bid package for the renovation of the office space. The motion was 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. seconded by committee member Fisher. The committee unanimously approved the motion. The request will be forwarded to the Finance Committee for further consideration and The request will beforwarded to the Finance Committee for further consideration and approval. 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 8 48 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 9 49 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 10 4: 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. 11 51 52 Fyjtujoh!ibjs!tbmpo 12 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" 13 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: 53 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 14 54 Date: April 15, 2021 To: Cheryl Shiffler, Finance Director From: Melissa D. Rice, Program Director RE: Transfer from Personnel I have attached the paperwork submitted to DCJS for a Budget Amendment. The following is that I have requested. 22020-2005-000 – Hospital/Medical – transfer $9612.14 to : Part-time – {$7200.00} to cover hiring a part-time/intern employee to work the 1003-000 - months of May and June. 5201-000 – Office Supplies – {$2412.14) – to cover the following. Dymo Labeler - $532.00 o (3) IPad 8 Gen 10.2 - $359.99 x 2 = $1079.97 o (2) Dell Monitors - $301.49 x 2 = $602.98 o (3) Pro Keyboard/Covers = $65.73 x 3 = $197.19 o All purchases have been reviewed and estimates provided by the IT Department of Frederick County. I would like to get this placed on the Finance Committee Meeting for their approval. 15 55 16 56 17 57 18 58 19 59 20 5: 21 61 22 62 23 63 MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: April 14, 2021 RE: Finance Committee Agenda Item | CRSSA Grant The Winchester Regional Airport Authority (WRAA) requests supplemental appropriation for its FY21 $23,000 operating budget totaling . The fundswere awarded to the Authority as a result of the Coronavirus Response and Relief Supplemental Appropriation Act signed into law on December 27, 2020. The funds will be used as reimbursement for eligible operating expenses including payroll and debt service. No local funds required. Expense Code 4- 017 - 081090 - 5413 - 000 - 999 Revenue Code 3- 017 - 018990 0002 We sincerely appreciate the support of Frederick County. Please advise if you have questions or need additional information. Enclosure: Airport Coronavirus Response Grant Program FAQ 24 64 February 12, 2021 Questions on Use of Funds Q-U1:How can an airport sponsor use Airport Coronavirus Response Grant Program funds? A: An airport sponsor may use these funds for costs related to operations, personnel, cleaning, sanitization, janitorial services, combating the spread of pathogens at the airport, and debt service payments.GPolicy and Federal Register 7696 (64 FR 7696), asamended by 79 Federal Register 66282 (79 FR 66282).The Revenue Use Policy document provides guidance regarding permitted and prohibited uses of airport revenue.In addition, while CRRSAlimits the use of funds to certain stated eligible costs, itstatesthat funds may not be used for any purpose not directlyrelated to the airport.Grant recipients also should reviewthe Information for Airport Sponsors Considering COVID-19 Restrictions or Accommodationsforclarifying COVID-19revenue use guidance. Q-U2:CanAirport Coronavirus Response GrantProgramfunds be used to reimburse operational expenses? A: Yes.FAA will reimburse sponsors for operational expenses directly related to the airport incurred on or after January 20, 2020. Operational expenses are those expenses necessary to operate, maintain, and manage an airport. They include expenses such as payroll, utilities, service contracts, and items generally having a limited useful life, including personal protective equipment and cleaning supplies. Q-U3:CanAirport Coronavirus Response Grant Programfunds be used to reimburse debt service payments? A: Yes.FAA will reimburse sponsors for debt service payments directly related to the airport that are due on or after December27, 2020, which is the date of enactment of CRRSA. Q-U4:CanAirport Coronavirus Response Grant Programfunds be used to reimburse monthly payments into a debt service reserve fund? A: Yes.FAA will reimburse sponsors for monthly payments into a debt service reserve fund (also called a debt service sinking fund or similar name), which are directly related to the airport, that are due on or after December 27, 2020, which is the date of enactment of CRRSA.The airport sponsor must ensure that these payments are restricted to only debt service payments. The airport sponsor will submit a detailed invoice summary with its payment request. All documentation of the payment and disbursements must be retained for three years after the grant is closed as required by 2 CFR § 200.334. 6 25 65 February 12, 2021 Q-U5:CanAirport Coronavirus Response Grant Programfunds be used for new airport development on the airport? A: Yes. However, there are limitations on the type of development for which the funding can be used.Any development-related costs must be associated with combating the spread of pathogens at the airport. Examples of eligible development would be replacing or upgrading a heating, ventilation, and air conditioning (HVAC) system;reconfiguring the terminal to accommodate increased social distancing;or reconfiguring terminal space or other facilities to accommodate health screening. A sponsor seekingto use the funds for new airport development or construction should contact its local Airports District Office or Airports Regional Office. That office will ensure that such development is consistent with requirements for airport development. The Airports District Office or Airports Regional Officealso will assist the airport sponsor with executing a Development Addendum for its intended project. Q-U6:CanAirport Coronavirus Response Grant Programfunds be used to prepay long-term contracts (for example, shuttle-bus operators, janitorial services, security services, fire and police services)? A: Yes, provided the prepayment is a bona fidetransaction where the airport sponsor receives the benefit of the prepaid services and receives some value in exchange for committing in advance. Q-U7:CanAirport Coronavirus Response Grant Programfunds be deposited in the general reserve account (or invest them for future use)? A :No.FAA would not be able to ensure a potential future use is a use consistent with CRRSArequirements. Q-U8:Is there a limit on usingAirport Coronavirus Response Grant Programfunds for operational expenses? A: No.An airport sponsor may use all ofits awardedfunds for allowable airport operational expenses or debt service payments. Q-U9:CanAirport Coronavirus Response Grant Programfunds be used to reimburse for a cost associated with an aeronautical service or product provided by the airport sponsor? A: Yes, in certain circumstances. Airport Coronavirus Response Grant Programfunds are available to reimburse the costs associated with aeronautical products or services offered by the airport sponsor but only when the sponsor certifies it is the only provider of the same product or service at the airport.These services include aviation fuels, equipment, parts, supplies, and facilities for aircraft storage or maintenance. Costs associated with flight training or aviation training are not eligible for reimbursement. 7 26 66 February 12, 2021 Q-U10:CanAirport Coronavirus Response Grant Programfunds be used to reimburse depreciation? A: No.Depreciation is not an allowable expense under the Airport Coronavirus Response Grant Program.Although depreciation is an allowable operating expense by both the 2 CFR part 200 and the Revenue Use Policy, it does not impact cash flow because the cash or donation was considered at the acquisition of the asset, and the asset could have been financed by long-term debt, Federal grants, current funds, or donation. Q-U11:Canthe Airport Coronavirus Response Grant Programfunds be used to reimburse charitable contributions or sponsorships? A: No.Charitable contributions and sponsorships are not an allowable expense. All reimbursements made under the Airport Coronavirus Response Grant Programmust states that contributions and donations, including cash, property, and services, are unallowable. Q-U12:CanAirport Coronavirus Response Grant Programfunds be used to reimburse economic development efforts? A: No.UnderCRRSA,funds are available for costs related to operations, personnel, cleaning, sanitization, janitorial services, combating the spread of pathogens at the airport, and debt service payments. Economic development does not fall into these categories of eligible costs. Q-U13:CanAirport Coronavirus Response Grant Programfunds be used to reimburse smaller invoices for items such as groceries for snack rooms or meals for airport personnel? A: As long as the purchases are for purposes eligible under CRRSA(as described in Q- U1)and comply with 2 CFR part 200, including the requirement to document the costsadequately, small purchasesare eligible for reimbursement. However, it can be difficult to document that these items are directly related to airport use. Larger invoices directly related to airport use are easier to review and approve. Q-U14:CanAirport Coronavirus Response Grant Programfunds be used to reimburse debt service payments that are backed by an approved PFC and paid with PFC funds? A: No.If PFC funds are available, the PFC funds must be used on any approved PFC project. Airport Coronavirus Response Grant Programfunds are not available to be deposited into PFC accounts. In accordance with 14 CFR § 158.39, public agencies cannot hold excess PFC funds in reserve for a future use. In addition, the requirements of 14 CFR part 158 apply for any new projects or changes in scope to existing projects. 8 27 67 February 12, 2021 Q-U15:CanAirport Coronavirus Response Grant Programfunds be used to reimburse debt service payments that are backed by an approved PFC? A: Yes.Theairport sponsor may supplement with other airport revenue and submit a request for payment under its grant.The invoice summary should show the amount of debt service paid with PFC collections and the amount paid with non-PFC funds. Theairport sponsor can submit a request for payment under its grantat the same time it submits an amendment to an approved PFC, which decreases the total collection or deletes an approved project, to its local Airports District Office or Airports Regional Office. Q-U16:CanAirport Coronavirus Response Grant Programfunds be used to reimburse the defeasement of debt backed by an approved PFC? A: Yes.The airport sponsor can defease the debt with non-PFC funds and submit a request for payment under its grant.However, the airport sponsor must amend its PFC approval, in accordance with the requirements of 14 CFR §158.37, to reflect the change.A PFC amendment that decreases the total PFC revenue or deletes an approved project does not require airline consultation nor a public comment period. An airport sponsor can submit a request for payment under its grantat the same time it submits an amendment to an approved PFC to its local Airports District Office or Airports Regional Office. 9 28 68 MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: April 14, 2021 RE: Finance Committee Agenda Item | FY 2022 Capital Budget The Winchester Regional Airport Authority (WRAA) requests supplemental appropriation for its FY $4,546,667 2022 capital budget for several key projects totaling . The supported projects are detailed $53,818 in the enclosed spreadsheet. The requested share from Frederick County is . We sincerely appreciate the support of Frederick County. Please advise if you have questions or need additional information. Enclosure: FY 2022 Capital Budget Request 29 69 6: $4,000,000$250,000$166,667$30,000$50,000$25,000$25,000$4,546,667 $17,182 TOTAL 24.2% City $0$0$0$6,000$25,000$25,000$25,000$81,000 County$53,818 LOCAL 75.8% REVENUE SOURCE $0$0$0$24,000$25,000$0$0$49,000 STATE $4,000,000$250,000$166,667$0$0$0$0$4,416,667$0 $5,000$5,000$71,000$81,000 FEDERAL Winchester Regional Airport Authority Total 100% FAA funded this FY (normally 90/8/2 100% FAA funded this FY (normally 90/8/2 100% FAA funded this FY (normally 90/8/2 Local Revenue Frederick County/City of Winchester Total Revenue Local Capital Expenditures Local Capital Equipment Shenandoah County 80/20 State Grant50/50 State Grant FAA/State/Local)FAA/State/Local)FAA/State/Local) Warren County Clarke County April 14, 2021 Description Reconstruct Apron & Rehabilitate Parallel Reconstruct Apron & Rehabilitate Parallel Runway 14 Obstruction Removal - Ph. 2 Non-State Eligible Capital Equipment State Eligible Capital Equipment Local Capital Project Expenditures Taxiway Ph. 2 (Design/Bid) State Eligible Maintenance Taxiway Ph. 1 (Construct) (Design/Bid/Construct) Frederick County Department of Social Services 107 N. Kent Street, Third Floor Winchester, VA 22601 Tamara Green (540) 665-5688 (540) 535-2146 FAX Director Memorandum To: Finance Committee/Cheryl Shiffler From: Tamara Green, Director Date: 4/21/21 Re: Request for new positions (Family Svcs Spec. III, Human Services Assistant III,) The Frederick County Department of Social Services is requesting funding for two additional positions for our FY 2022 budget year. Upon recommendation from our Administrative Board this memo provides justification for the position requests. Attached is also a power point presentation that can offer additional information on this request. The Family First Prevention Services Act (Family First) is a new federal mandate service that provides federal funding for prevention services to families of children who are at imminent risk of entering foster care. The program is authorized under Title IV-E of the Social Security Act and is funded by federal and state matching funds. Even though this program will not require a local match for client services, the mandated administration is required to be handled by the local Department of Social Services staff. The additional staff is needed to absorb the increase in the number of visits per month and the increase the length of time spent with the families during these visits to ensure quality assessments are being conducted. To help with this local impact, the State has allocated Frederick County DSS an additional funding in FY 2022 to be used to hire additional staff. We are requesting a Family Services Specialist III to handle the increase of high/very high-risk cases that require out of home placement to ensure the child/ren’s safety and the on-notice cases where there is a high/very high risk of that child entering the foster care system. We are also requesting a Human Service Assistant III to provide support to the FSS’s and the family by providing transportation to appointments, providing daycare during meetings, supervising visits between parents and children and the fiscal responsibilities to include managing the Family First Funds/Services. These two positions would require a total allocation of $156,186 to be added to our FY 2022 salary and benefit budget lines. There are no local dollars required for the FY 2022 budget year but would require 15.5% match ($24,209) in FY 2023 and beyond. The impact on our budget for FY 2022 for each position is as follows: Family Services Specialist III: total dollar amount of $91,656 ($91,656 Fed/State + $0.00 Local). Human Services Assistant III: total dollar amount of $64,530 ($64,530 Fed/State + $0.00 Local). The impact on our budget for FY 2023 and beyond for each position is as follows: Family Services Specialist III: total dollar amount of $91,656 ($77,449 Fed/State+ $14,207 Local). Human Services Assistant III: total dollar amount of $64,530 ($54,528 Fed/State + $10,002 Local). My sincere appreciation for your time and consideration. Tamara Green, Director 32 72 43 83 44 84 45 85 46 86 47 87 48 88 49 89 50 8: 51 91 52 92 53 93 54 94 55 95 56 96 57 97 Clear Brook Volunteer Fire & Rescue Company, Inc. 1256 Brucetown Road, Clear Brook, Va. 22624 April 14, 2021 Frederick County Finance Committee 107 North Kent Street, 3 rd Floor Winchester, VA 22601 Attention: Ms. Cheryl B. Shiffler Finance Director Request for Proffer Clear Brook Volunteer Fire & Rescue is in the process of building an addition onto the existing Fire Station located at 1256 Brucetown Road, in Clear Brook Virginia. The construction of the addition is under way and is to improve the living conditions for the both the county career staff as well as the volunteers. At this time, we are requesting allocation of the Proffer Funds in the amount of $539,147.66 that has been collected for Clear Brook Volunteer Fire & Rescue as indicated on the County Proffer Funds spreadsheet. Expenses for design and development have have already been paid out of our funds. We are seeking reimbursement for these expenses as as well as cost for construction. Associated costs are outlined on the attached document including invoices, contracts and additional changes that are to be proposed. Sincerely, CLEAR BROOK VOLUNTEER FIRE & RESCUE, INC. Lloyd C. Winters, President 58 98 Clear Brook Volunteer Fire & Rescue Company, Inc. 1256 Brucetown Road, Clear Brook, Va. 22624 Invoices and Estimates for construction. Main Street Architecture $25,700.00 Dice Engineering $5,800.00 H&W Construction $427,816.26 Morrison Excavation (Sewer Line) $21,500.00 Frederick Water (Sewer Tap) $6,576.00 GreenWay Engineering $2,500.00 Southern States (Propane) $1,444.50 H&W (Crane Rental) $560.00 Apparatus Bay Siding $25.000.00 Rock Breaking and Removal $6,790.00 Contingency for unknown expenses $15,460.90 Project total $539,147.66 59 99 60 9: 61 :1 62 :2 Page1 BUDGETTRANSFERSMARCH2021 DATEDEPARTMENT/GENERALFUNDREASONFORTRANSFERFROMTOACCTCODEAMOUNT 3/8/2021BOARDOFSUPERVISORSTOCOVERDEFICITINPROFESSIONALSERVICES11015506000000(1,700.00) OTHER122430020000001,700.00 COUNTYADMINISTRATOR12015506000000(1,900.00) OTHER122430020000001,900.00 3/8/2021INFORMATIONTECHNOLOGYTRANSFERFUNDSFORREFRESH1220540100000455,000.00 TRANSFERS/CONTNGENCY93015890000000(55,000.00) 3/11/2021FIREANDRESCUEPROMOTIONS3/21350510010000118,257.92 FIREANDRESCUE350510010001238,257.92 FIREANDRESCUE350510010000458,257.92 FIREANDRESCUE350510010001178,257.92 FIREANDRESCUE350520010000002,526.92 FIREANDRESCUE350520020000003,788.72 FIREANDRESCUE35052006000000442.60 FIREANDRESCUE350520110000001,780.40 TRANSFERS/CONTNGENCY93015890000000(41,570.32) 3/12/2021REASSESSMENT/BOARDOFASSESSORSBAISOFTWAREUPDATE12103005000000(49.00) REASSESSMENT/BOARDOFASSESSORS1210301000000049.00 3/12/2021FIREANDRESCUECCSPRESENTATIONSYSTEMINSTALLLABORANDEQUIPMENT35055413000000(5,873.68) FIREANDRESCUE350580090000005,873.68 3/12/2021PUBLICSAFETYCOMMUNICATIONMEMBERSHIPFORNENA35065506000000(140.00) PUBLICSAFETYCOMMUNICATION35065801000000140.00 3/15/2021ELECTORALBOARDANDOFFICIALSREGISTRARHARDWAREANDSOFTWARE1301541300000035,376.00 ELECTORALBOARDANDOFFICIALS130154010000005,023.76 TRANSFERS/CONTNGENCY93015890000000(40,399.76) 3/18/2021INFORMATIONTECHNOLOGYTOCOVERINVOICETOONTARIOINVESTMENTS12205413000003(3,580.00) INFORMATIONTECHNOLOGY122054010000043,580.00 3/22/2021ELECTORALBOARDANDOFFICIALSFUNDSTOCOVERDEFICITS13013004000001(500.00) ELECTORALBOARDANDOFFICIALS13013007000000500.00 ELECTORALBOARDANDOFFICIALS13013010000000(1,000.00) ELECTORALBOARDANDOFFICIALS130120010000001,000.00 3/22/2021MANAGEMENTINFORMATIONSYSTEMSTOCOVERCUCMUPGRADE12225401000000(15,000.00) INFORMATIONTECHNOLOGY1222300200000015,000.00 3/25/2021SHERIFFTOCOVERDEFICITAMOUNT31023004000002(11.28) SHERIFF3102530900000011.28 3/25/2021BOARDOFSUPERVISORSTOCOVERDEFICITINCENTRALSTORESCOPIES11015506000000(500.00) BOARDOFSUPERVISORS11014003000001500.00 3/25/2021COUNTYOFFICEBUILDINGS/COURTHOUSETOCOVERDEFICITINPROFESSIONALSERVICES43043010000052(3,500.00) OTHER122430020000003,500.00 3/25/2021CLEARBROOKPARKTOCOVERELECTRICALWORK71093004000002(858.00) CLEARBROOKPARK71093004000003858.00 3/25/2021SHERANDOPARKTOCOVERDEFICIT71109001000000(2,465.00) CLEARBROOKPARK710990010000002,465.00 3/25/2021CLEARBROOKPARKTOCOVERSUPPLIESNEEDEDFORVOLLEYBALLCOURTBORDER71095412000000(8,156.00) CLEARBROOKPARK710954130000008,156.00 3/25/2021INFORMATIONTECHNOLOGYWIRELESSACCESS1220541300000399,123.00 TRANSFERS/CONTINGENCY93015890000000(99,123.00) 3/29/.2021INFORMATIONTECHNOLOGYCYBERSECURITYSOFTWARE1220300500000078,688.42 TRANSFERS/CONTINGENCY93015890000000(78,688.42) 3/31/2021COUNTYOFFICEBUILDINGS/COURTHOUSEADVERTISEMENTFORPARTTIMECUSTODIAN/COUNTYADMINISTRATIONBLDG43045101000000(125.00) COUNTYOFFICEBUILDINGS/COURTHOUSE43043007000000125.00 3/31/2021PUBLICSAFETYCOMMUNICATIONSCOVEROVERTIMEDEFICIT3506100500000035,000.00 PUBLICSAFETYCOMMUNICATIONS35061001000005(20,000.00) PUBLICSAFETYCOMMUNICATIONS35061001000014(4,000.00) PUBLICSAFETYCOMMUNICATIONS35061001000019(8,000.00) PUBLICSAFETYCOMMUNICATIONS35061001000009(3,000.00) 3/31/2021AGRICULTUREFUNDSNEEDEDFORADOBESUBSCRIPTION83013004000001(34.88) AGRICULTURE8301541100000034.88 3/31/2021AGRICULTUREFUNDSNEEDEDFORPOSTAGE83013004000001(333.33) AGRICULTURE83015204000000333.33 AGRICULTURE83015506000000(290.24) AGRICULTURE83015204000000290.24 3/31/2021AGRICULTUREFUNDSNEEDEDFORPROGRAM83015506000000(2,251.26) AGRICULTURE830154010000002,251.26 3/31/2021ELECTORALBOARDANDOFFICIALSFUNDSTOCOVERDEFICITSANDJUNEPRIMARY13011003000000(4,000.00) REGISTRAR130210050000004,000.00 3/31/2021MAINTENANCEADMINISTRATIONINSUFFICIENTFUNDSFOROFFICESUPPLIESCOUNTYADMINISTRATIONBLDG.43015506000000(125.00) MAINTENANCEADMINISTRATION43015401000000125.00 3/31/2021HUMANRESOURCESADVERTISINGFORPOSITIONS120330070000003,000.00 TRANSFERS/CONTINGENCY93015890000000(3,000.00) 3/31/2021SHERIFFPROMOTIONS3/2131021002000022(985.00) SHERIFF31021001000063985.00 PUBLICSAFETYCOMMUNICATIONS35061001000019(292.00) PUBLICSAFETYCOMMUNICATIONS35061001000017292.00 SHERIFF31021002000022(664.00) SHERIFF31021001000046664.00 3/31/2021SHERIFFPROMOTIONS3/2131021002000022(647.00) SHERIFF31021002000056647.00 HUMANRESOURCES12035506000000(1,332.00) HUMANRESOURCES120310010000441,332.00 SHERIFF31021002000055(292.00) PUBLICSAFETYCOMMUNICATIONS35061001000003292.00 63 :3 Page2 BUDGETTRANSFERSMARCH2021 DATEDEPARTMENT/GENERALFUNDREASONFORTRANSFERFROMTOACCTCODEAMOUNT SHERIFF31021002000022(1,247.00) SHERIFF310210020000771,247.00 SHERIFF31021002000022(2,055.00) SHERIFF310210010000612,055.00 FIREANDRESCUE35051007000001(1,167.00) FIREANDRESCUE350510010001431,167.00 SHERIFF31021002000055(307.00) PUBLICSAFETYCOMMUNICATIONS35061001000018307.00 COMMONWEALTH'SATTORNEY22011001000014(1,433.00) COMMONWEALTH'SATTORNEY220110010000211,433.00 PLANNING81015506000000(4,166.00) PLANNING810110010000564,166.00 PLANNING81015506000000(319.00) PLANNING81012001000000319.00 PLANNING81015506000000(478.00) PLANNING81012002000000478.00 PLANNING81015506000000(56.00) PLANNING8101200600000056.00 PLANNING81015506000000(22.00) PLANNING8101200600000022.00 PLANNING81015506000000(4.00) PLANNING810120110000004.00 3/31/2021INFORMATIONTECHNOLOGYTOCOVEROVERTIMEDEFICIT122010050000004,552.84 INFORMATIONTECHNOLOGY12201001000055(4,552.84) RECREATIONCENTERSANDPLAYGROUNDS710410050000007,002.27 RECREATIONCENTERSANDPLAYGROUNDS71041003000000(7,002.27) 3/31/2021INFORMATIONTECHNOLOGYTOPURCHASESERVICES12205413000003(11,806.00) INFORMATIONTECHNOLOGY1220800700000311,806.00 4/1/2021COUNTYOFFICEBUILDINGSMATERIALSNEEDEDTOGETSMITHFIELDREADYFOROCCUPANCY43043006000005(100.00) COUNTYOFFICEBUILDINGS43045400000086100.00 4/6/2021PUBLICSAFETYCOMMUNICATIONSFUNDSALARYDEFICIT35061001000019(8,500.00) PUBLICSAFETYCOMMUNICATIONS350610030000018,500.00 4/6/2021COUNTYOFFICEBUILDINGS/COURTHOUSEINSUFFICIENTFUNDSTOPAYFORWATERSAVERCOMMODES43043004000003(2,000.00) COUNTYOFFICEBUILDINGS/COURTHOUSE430454000000002,000.00 4/6/2021FIREANDRESCUEPURCHASEBODYARMORFORTHERESCUETASKFORCE35055413000000(60,000.00) FIREANDRESCUE3505541000000060,000.00 4/6/2021ANIMALSHELTERSUPPLEMENTLINEITEMFORTHEREMAINDEROFFY2143053002000000(2,500.00) ANIMALSHELTER430530010000002,500.00 ANIMALSHELTER43055413000000(2,500.00) ANIMALSHELTER430530010000002,500.00 4/5/2021COUNTYOFFICEBUILDINGS/COURTHOUSEREPAIRSATSMITHFIELDAVENUE43045101000007(700.00) COUNTYOFFICEBUILDINGS/COURTHOUSE43045400000086700.00 64 :4 County of Frederick General Fund March 31, 2021 ASSETSFY21FY20Increase 3/31/213/31/20(Decrease) Cash and Cash Equivalents23,128,461.9124,206,679.69(1,078,217.78)*A Petty Cash1,555.001,555.000.00 Receivables: Receivable Arrears Pay Deferred432,805.34492,931.69(60,126.35) Taxes, Commonwealth,Reimb.P/P2,123,310.973,249,522.79(1,126,211.82) Streetlights557.37591.36(33.99) Miscellaneous Charges15,138.9119,362.22(4,223.31) Due from Fred. Co. San. Auth.0.00657,083.23(657,083.23) Prepaid Postage2,561.444,806.28(2,244.84) GL controls (est.rev / est. exp)(19,442,449.09)(14,301,747.31)(5,140,701.78)(1) Attached TOTAL ASSETS6,261,941.8514,330,784.95(8,068,843.10) LIABILITIES Accrued Wages Payable1,532,417.871,439,785.2792,632.60 Retainage Payable0.0091,663.30(91,663.30) Performance Bonds Payable827,605.67908,158.55(80,552.88) Taxes Collected in Advance353,440.92243,213.00110,227.92 Deferred Revenue2,138,677.483,269,775.37(1,131,097.89)*B TOTAL LIABILITIES4,852,141.945,952,595.49(1,100,453.55) EQUITY Fund Balance Reserved: Encumbrance General Fund999,117.33736,071.57263,045.76(2) Attached Conservation Easement4,779.854,779.850.00 Peg Grant457,784.03371,751.6086,032.43 Prepaid Items949.63949.630.00 Advances657,083.23657,083.230.00 Courthouse Fees487,960.80453,620.5534,340.25 Animal Shelter1,209,505.421,181,179.0728,326.35 Sheriff's Reserve1,000.001,000.000.00 Proffers4,030,258.386,323,097.26(2,292,838.88)(3) Attached Parks Reserve86,948.9917,174.0669,774.93 E-Summons Funds164,573.4069,760.0894,813.32 VDOT Revenue Sharing436,270.00436,270.000.00 Undesignated Adjusted Fund Balance(7,126,431.15)(1,874,547.44)(5,251,883.71)(4) Attached TOTAL EQUITY1,409,799.918,378,189.46(6,968,389.55) TOTAL LIAB. & EQUITY6,261,941.8514,330,784.95(8,068,843.10) NOTES: *A Cash decrease includes a decrease in expenditures and fund balance and an increase in revenue and transfers (refer to the comparative statement of revenues, expenditures, transfers, and change in fund balance). *BDeferred revenue includes taxes receivable, street lights, misc. charges, dog tags, and motor vehicle registration fees. 65 :5 BALANCE SHEET (1) GL ControlsFY21FY20Inc/(Decrease) Estimated Revenue 198,863,768 190,834,413 8,029,355 Appropriations (102,167,574) (93,604,210) (8,563,364) Est. Transfers to Other Funds (117,210,331)(116,051,677) (1,158,654) Est. Transfers From Other Funds 72,570 3,783,655 (3,711,085) Encumbrances 999,117 736,071 263,046 Total (19,442,449) (14,301,748) (5,140,702) (2) General Fund Purchase Orders 3/31/21 AmountCares Act Funds Indicated by Asterisk* Animal Shelter 30,620.82 2021 Ford Explorer County Office Buildings 7,065.00 Bowman Library BAS Upgrade Control Fire and Rescue 3,692.70 Quarterly Air Testing and Annual Compressor Maintenance 43,994.00 Kappler Gowns 64,053.90 (2) F250 3/4 Ton Pick Up Crew Cab 6,943.44 Training Room Smart System Installation* 77,136.00 LifePak Annual Preventative Maintenance IT 340,837.90 PSB Security Cameras, AS Video Intercom,Round Hill Access Control Cards * 5,901.11 Security Enhancement To Our DMZ Switch For the Entire County. 42,122.80 Upgrades To Wireless Access Points Around The Building 78,688.42 Managed Threat Protection Upgrade To Sophos Our Antivirus Software. 11,806.00 (2) ThinkSystem Backup Servers Parks and Recreation 3,808.75 Ballfield Diamond Mix 10,071.00 Power Pole Relocation for Volleyball Court 13,974.00 Volleyball Sand 15,930.00Rose Hill Park Tar/Chip Trail 11,518.50 Program Uniforms Public Works 29,325.40 2021 Chevrolet Colorado Reassessment 28,912.40 2021 Chevrolet Colorado Registrar 35,376.00 E Poll TAB Software Upgrade Sheriff 2,923.90 Body Armour Vests with Carriers 27,266.69 Emergency Equipment 39,286.95 2020 Chevrolet Tahoe 17,200.00 Install Emergency Equipment 23,839.20 (16) Mobile Car Radios& Antenna Kits Volunteer Fire Departments 5,856.45 Evinrude 30 HP Motor 15,228.00 Gooseneck Car Trailer 5,738.00 30HP Tohatsu Outboard Motor Total999,117.33 Designated (3)Proffer InformationOther SCHOOLSPARKSFIRE & RESCUEProjectsTOTAL 1,039,211.95206,023.70749,574.472,035,448.26 4,030,258.38 Balance 3/31/21 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.Imp.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 Total2,035,448.26 Other Proffers 3/31/21 (4) Fund Balance Adjusted Beginning Balance 3/31/21 40,651,556.53 Revenue 3/21 114,784,448.17 Expenditures 3/21 (63,995,708.79) Transfers 3/21 (98,566,727.06) Ending Balance 3/31/21 (7,126,431.15) 66 :6 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance March 31, 2021 FY21FY20YTD REVENUES:3/31/213/30/20Actual AppropriatedActualActualVariance General Property Taxes135,657,816.0064,741,078.0561,486,889.533,254,188.52 (1) Other local taxes39,705,976.0027,702,008.5426,677,034.031,024,974.51 (2) Permits & Privilege fees2,266,235.001,695,425.061,747,096.99(51,671.93) (3) Revenue from use of money and property1,398,323.97234,166.111,002,680.01(768,513.90) (4) Charges for Services3,498,694.001,714,074.542,163,057.06(448,982.52)*1 Miscellaneous724,254.97427,050.92247,997.08179,053.84 Recovered Costs2,861,945.312,448,295.171,492,573.52955,721.65 (5) Proffers1,284,595.771,379,761.15(95,165.38) (5) Intergovernmental: Commonwealth12,511,475.4414,357,357.2714,678,574.69(321,217.42) (6) Federal164,746.7323,841.7490,048.19(66,206.45) (7) Insurance Recoveries0.009,684.007,703.111,980.89 Transferred from County Capital72,570.0072,570.003,783,654.99(3,711,084.99) *2 Transferred from Cares Act74,301.0074,301.000.00 74,301.00 TOTAL REVENUES198,936,338.42114,784,448.17114,757,070.3527,377.82 EXPENDITURES: General Administration 15,528,318.4210,974,238.7312,903,429.74(1,929,191.01) Judicial Administration3,161,066.742,081,852.292,116,607.15(34,754.86) Public Safety45,237,698.8533,287,634.9032,746,972.43540,662.47 Public Works6,688,587.394,345,296.003,848,907.13496,388.87 Health and Welfare11,271,157.606,909,493.506,754,923.06154,570.44 Education81,308.0060,981.0060,981.000.00 Parks, Recreation, Culture7,949,408.704,595,007.265,490,033.76(895,026.50) Community Development2,234,144.011,741,205.111,117,834.88623,370.23 TOTAL EXPENDITURES92,151,689.7163,995,708.7965,039,689.15(1,043,980.36) (8) OTHER FINANCING SOURCES ( USES): Operating transfers from / to 100,877,848.8798,566,727.0690,901,688.477,665,038.59 (9) Excess (deficiency)of revenues & other sources over expenditures & other uses5,906,799.84(47,777,987.68)(41,184,307.27)6,593,680.41 Fund Balance per General Ledger40,651,556.5339,309,759.831,341,796.70 Fund Balance Adjusted to reflect(7,126,431.15)(1,874,547.44)(5,251,883.71) Income Statement 3/31/21 *1 Decrease in Parks and Recreation Fees. *2 Transferred from the Board of Supervisors Funds' 67 :7 (1)General Property TaxesFY21FY20Increase/Decrease Real Estate Taxes 32,886,752 32,049,139 837,613 Public Services 1,298,170 1,422,152 (123,982) Personal Property 28,862,118 26,590,261 2,271,857 Penalties and Interest 1,249,240 1,049,632 199,608 Credit Card Chgs./Delinq.Advertising 11,875 2,232 9,643 Adm.Fees For Liens&Distress 432,923 373,474 59,449 64,741,078 61,486,890 3,254,188 (2) Other Local Taxes Local Sales Tax 10,598,252.22 9,407,043.34 1,191,208.88 Communications Sales Tax 590,917.78 655,880.30 (64,962.52) Utility Taxes 2,336,967.88 2,474,624.95 (137,657.07) *1 Business Licenses 7,545,388.35 7,689,010.21 (143,621.86) Auto Rental Tax 122,143.14 115,742.48 6,400. 66 Motor Vehicle Licenses Fees 616,151.15 625,617.18 (9,466.03) Recordation Taxes 2,036,259.86 1,540,491.48 495,768.38 Meals Tax 3,347,342.35 3,553,923.99 (206,581.64) Lodging Tax 492,984.39 599,644.31 (106,659.92) Street Lights 11,521.42 11,035.79 485.63 Star Fort Fees 4,080.00 4,020.00 60.00 Total 27,702,008.54 26,677,034.03 1,024,974.51 (3)Permits&Privileges Dog Licenses 34,185.00 36,641.00 (2,456.00) Land Use Application Fees 4,225.00 3,350.00 875.00 Transfer Fees 3,094.65 2,646.00 448.65 Development Review Fees 316,172.50 272,416.80 43,755.70 Building Permits 958,792.63 1,065,136.82 (106,344.19) 2% State Fees 6,080.28 11,282.37 (5,202.09) Electrical Permits 76,145.00 112,321.00 (36,176.00) Plumbing Permits 21,268.00 26,746.00 (5,478.00) Mechanical Permits 80,738.00 82,000.00 (1,262.00) Sign Permits 3,375.00 5,400.00 (2,025.00) Commerical Burning - 150.00 (150. 00) Explosive Storage Permits - 200.00 (200. 00) Blasting Permits 430.00 255.00 175.00 Institutional Inspections Permit 5,150.00 - 5,150. 00 Land Disturbance Permits 183,869.00 126,452.00 57,417.00 Septic Haulers Permit - 300.00 (300. 00) Residential Pump and Haul Fee 200.00 - 200.00 Sewage Installation Fee - 300.00 (300. 00) Transfer Development Rights 1,500.00 1,300.00 200.00 Small Cell Tower Permit 200.00 200.00 - Total 1,695,425.06 1,747,096.99 (51,671.93) (4) Revenue from use of Money 121,964.37 904,451.40 (782,487.03) *2 Property 112,201.74 98,228.61 13,973.13 Total 234,166.11 1,002,680.01 (768,513.90) *1 Timing of the receipt of revenue in the current year. *2 Difference is due to lower interest rates. 68 :8 (5) Recovered CostsFY21FY20Increase/Decrease 3/31/20213/31/2020 Recovered Costs Treasurer's Office - 30,561.00 (30,561.00) Recovered Costs Social Services 50,703.94 30,016.01 20,687.93 Purchasing Card Rebate 180,864.99 216,723.44 (35,858.45) Recovered Costs-IT/GIS 27,261.00 27,261.00 - Recovered Costs-F&R Fee Recovery 344,553.12 319,303.79 25,249.33 Recovered Cost Fire Companies 173,664.17 173,429.97 234.20 Recovered Costs Sheriff 131,845.00 87,737.50 44,107.50 Reimbursement Circuit Court 6,274.71 6,469.63 (194.92) Reimb.Public Works/Planning Clean Up 1,400.00 725.00 675.00 Clarke County Container Fees 52,947.44 44,614.09 8,333.35 City of Winchester Container Fees 46,380.93 32,677.41 13,703.52 Refuse Disposal Fees 100,654.81 85,992.63 14,662.18 Recycling Revenue 16,755.50 19,194.69 (2,439.19) Sheriff Restitution 391.09 346.99 44.10 Container Fees Bowman Library 1,344.34 1,581.08 (236.74) Restitution-Other - 3,359.00 (3,359.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 12,341.50 19,588.74 (7,247.24) Reimb.Task Force 61,850.90 54,301.28 7,549.62 Sign Deposits Planning 440.00 440.00 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 210,997.66 180,239.52 30,758.14 Comcast PEG Grant 65,235.50 67,192.00 (1,956.50) Fire School Programs 10,610.00 10,229.00 381.00 Clerks Reimbursement to County 8,103.10 7,567.80 535.30 Parks Other Grants - 5,000.00 (5,000.00) Equip-Grounds Maint. Fred. Co. Schoolds - 33,500.27 (33,500.27) Reimb. Sheriff 9,961.36 13,447.31 (3,485.95) Cares Act 909,522.31 - 909,522.31 Subtotal Recovered Costs 2,448,295.17 1,492,573.52 955,721.65 Proffer Sovereign Village - 7,317.46 (7,317.46) Proffer Redbud Run - 19,362.00 (19,362.00) Proffer Southern Hills 249,189.33 255,578.80 (6,389.47) Proffer Snowden Bridge 688,010.13 760,934.66 (72,924.53) Proffer Cedar Meadows 68,334.00 151,311.00 (82,977.00) Proffer Madison Village 108,854.40 - 108,854.40 Proffer Freedom Manor 11,250.00 2,750.00 8,500.00 Proffer The Village At Middletown 158,957.91 182,507.23 (23,549.32) Subtotal Proffers 1,284,595.77 1,379,761.15 (95,165.38) Grand Total 3,732,890.94 2,872,334.67 860,556.27 69 :9 (6) Commonwealth RevenueFY21FY20 3/31/20213/31/2020Increase/Decrease Motor Vehicle Carriers Tax 35,394.04 36,457.81 (1,063.77) Mobile Home Titling Tax 55,025.84 82,594.44 (27,568.60) Recordation Taxes - 321,775.14 (321,775.14) *1 P/P State Reimbursement 6,526,528.18 6,526,528.18 - State Noncateforical Funding 40,464.00 - 40,464.00 Shared Expenses Comm.Atty. 370,808.43 384,292.53 (13,484.10) Shared Expenses Sheriff 1,773,474.84 1,744,340.70 29,134.14 Shared Expenses Comm.of Rev. 147,987.74 153,799.03 (5,811.29) Shared Expenses Treasurer 116,681.60 116,510.77 170.83 Shared Expenses Clerk 310,142.81 309,076.20 1,066.61 Public Assistance Grants 3,670,791.40 3,785,579.57 (114,788.17) Litter Control Grants 14,931.00 13,000.00 1,931.00 Other Revenue From The Commonwealth 5.25 - 5.25 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 16,544.42 (7,107.73) Parks State Grants 69,351.58 190,845.50 (121,493.92) State Grant Emergency Services 135,825.46 53,171.20 82,654.26 Sheriff State Grants 37,993.44 89,805.37 (51,811.93) JJC Grant Juvenile Justice 96,269.00 96,269.00 - 020.06) Rent/Lease Payments 160,564.01 199,584.07(39, Spay/Neuter Assistance-State 2,116.12 2,434.04 (317.92) Wireless 911 Grant 186,741.10 180,453.04 6,288.06 State Forfeited Asset Funds 15,998.64 5,379.45 10,619.19 Victim Witness-Commonwealth Office 197,802.66 96,204.23 101,598.43 Total 14,357,357.27 14,678,574.69 (321,217.42) *1 Recordation Taxes will not be distributed from the Commonwealth in FY21. 70 :: County ofFrederick GeneralFund March 31, 2021 (7) Federal Revenue FY21FY20Increase/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 - 41,607.00 (41,607.00) Federal Funds Sheriff 18,491.92 41,461.39 (22,969.47) Total 23,841.74 90,048.19 (66,206.45) (8) Expenditures General Administration Expenditures decreased $1,043,980.36.decreased$1.9millionand Public Safety reflectsthe purchase of Sunnyside Plaza for $2.1 million in the previous year. increased $540,662.47 and includes an increase for the local contribution to the Jailof $449,420 Public Works over the previous year. increased $496,388.87 and includes $380,111.63 for the Parksand Recreation Albin Compactor Site. The decrease of $895,026.50 was impacted by the Clearbrook Park Parking ExpansionProject and the Sherando Park Recreation Access Project in Community Development FY20. increased $623,370.23 and reflects the $614,301.00 budgeted transfer to the Economic Development Authority.The transfers decreased $7,665,038.59. See Chart below: (9) Transfers Increased $7,665,038.59 FY21FY20Increase/Decrease Transfer to School Operating Fund 67,923,350.74 65,407,275.96 2,516,074.78*1 Transfer to Debt Service Schools 12,814,148.25 12,186,225.00 627,923.25 Transfer to Debt Service County 1,802,153.09 1,775,725.57 26,427.52 *2 Transfer to School Operating Capital 3,715,900.00 - 3,715,900.00*3 Operational Transfers 155,938.49 23,991.94 131,946.55*4 Reserve for Merit/COLA Increases 30,361.18 3,950.00 26,411.18 Reserve for Capital 13,004,306.00 11,504,520.00 1,499,786.00 Operational Contingency (879,430.69) - (879,430.69)*5 Total 98,566,727.06 90,901,688.47 7,665,038.59 *1 School Operating FY21 includes $1,397,457.67 C/F Encumbrances and $294,942.57 for FY20 unspent restricted funds. Additionally, $66,230,950.50 for 75% of the School Operating. The FY20 was $225,545.15 C/F encumbrances and $347,857.06 represents restricted grant funds received. Additionally, $64,833,873.75 for $75% 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 School Capital Projects *4 Timing of Insurance Charge Outs *5 Reimburse Contingency for Capital. 71 211 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER March 31, 2021 ASSETSFY21FY20Increase 3/31/213/31/20(Decrease) *1 Cash10,964,134.4312,021,767.79(1,057,633.36) Receivable Arrears Pay Deferred117,989.36131,082.52(13,093.16) Receivables Other0.000.000.00 GL controls(est.rev/est.exp)(2,255,080.62)(2,152,363.61)(102,717.01) TOTAL ASSETS8,827,043.1710,000,486.70(1,173,443.53) LIABILITIES Accrued Wages Payable440,238.90425,780.1514,458.75 Accrued Operating Reserve Costs2,679,115.002,614,497.0064,618.00 TOTAL LIABILITIES3,119,353.903,040,277.1579,076.75 EQUITY Fund Balance Reserved Encumbrances39,256.9422,739.4816,517.46 Undesignated *2 Fund Balance5,668,432.336,937,470.07(1,269,037.74) TOTAL EQUITY5,707,689.276,960,209.55(1,252,520.28) TOTAL LIABILITY & EQUITY8,827,043.1710,000,486.70(1,173,443.53) NOTES: *1 Cash decreased $1,057,633.36. Refer to the following page for comparative statement of revenues expenditures and changes in fund balance. *2 Fund balance decreased $1,269,037.74. The beginning balance was $6,695,415.04 and includes adjusting entries, budget controls FY21($1,441,534.00), ($827,000.00) for unanticipated inmate medical health care, and the year to date revenue less expenditures $1,241,551.29. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing:19,552.43 Compensation Board Reimbursement 3/21493,518.09 Total 513,070.52 72 212 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance March 31, 2021 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21FY20 REVENUES:3/31/213/31/20YTD Actual AppropriatedActualActualVariance Credit Card Probation-394.08347.2346.85 Interest100,000.008,212.0872,435.18(64,223.10) Salvage/Surplus--475.00(475.00) Supervision Fees87,376.0024,341.5033,269.13(8,927.63) Drug Testing Fees1,000.00150.0030.00120.00 Work Release Fees380,000.00156,422.08255,936.45(99,514.37) Prisoner Fees From Other Localities0.00-396.60(396.60) Federal Bureau Of Prisons0.00605.001,485.00(880.00) Local Contributions7,706,061.007,116,797.257,572,537.00(455,739.75) Miscellaneous14,000.0011,394.5211,488.61(94.09) Phone Commissions600,000.00357,316.23441,778.16(84,461.93) Food & Staff Reimbursement82,000.0045,650.0254,051.28(8,401.26) Elec.Monitoring Part.Fees126,000.0049,783.8854,603.89(4,820.01) Recovered Costs Cares Act19,197.2919,197.29 Share of Jail Cost Commonwealth1,275,000.00659,420.00623,172.9936,247.01 Medical & Health Reimb.58,000.0036,768.4233,908.742,859.68 Shared Expenses CFW Jail5,822,125.003,891,327.073,835,428.8455,898.23 State Grants365,050.00158,798.00182,416.00(23,618.00) D.J.C.P. Grant0.000.000.000.00 Local Offender Probation247,933.00138,148.00134,520.003,628.00 Pretrial Expansion Grant161,852.00 Bond Proceeds0.000.001,236,568.99(1,236,568.99) Transfer From General Fund5,520,958.005,520,958.005,071,538.00449,420.00 TOTAL REVENUES22,566,552.2918,195,683.4219,616,387.09(1,439,900.96) EXPENDITURES:24,860,889.8516,954,132.1316,069,266.47884,865.66 Excess(Deficiency)of revenues over expenditures(2,294,337.56)1,241,551.293,547,120.62(2,305,569.33) FUND BALANCE PER GENERAL LEDGER4,426,881.043,390,349.451,036,531.59 Fund Balance Adjusted To Reflect5,668,432.336,937,470.07(1,269,037.74) Income Statement 3/31/21 73 213 County of Frederick Fund 12 Landfill March 31, 2021 FY21FY20Increase ASSETS3/31/213/31/20(Decrease) Cash37,665,438.69 38,034,362.42(368,923.73) Receivables: Accounts Receivable23,500.68 4,664.7818,835.90 *1 Fees856,294.30 642,773.25213,521.05 Receivable Arrears Pay Deferred21,520.06 24,905.02(3,384.96) Allow.Uncollectible Fees(84,000.00) (84,000.00)0.00 Fixed Assets56,682,005.22 52,132,978.404,549,026.82 Accumulated Depreciation(35,591,828.07) (33,332,386.56)(2,259,441.51) GL controls(est.rev/est.exp)(2,665,453.50)(4,190,102.30)1,524,648.80 TOTAL ASSETS56,907,477.3853,233,195.013,674,282.37 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay195,919.35175,948.7519,970.60 Accrued Remediation Costs14,337,949.3613,590,045.91747,903.45*2 Deferred Revenue Misc.Charges23,500.684,664.7818,835.90 57,529.7055,847.621,682.08 Accrued Wages Payable TOTAL LIABILITIES14,614,899.0913,826,507.06786,709.95 EQUITY Fund Balance Reserved: Encumbrances6,244.500.006,244.50*3 Land Acquisition1,048,000.001,048,000.000.00 New Development Costs3,812,000.003,812,000.000.00 Environmental Project Costs1,948,442.001,948,442.000.00 Equipment3,050,000.003,050,000.000.00 Undesignated Fund Balance32,427,891.7929,548,245.952,879,645.84*4 TOTAL EQUITY42,292,578.2939,406,687.952,885,890.34 56,907,477.3853,233,195.013,674,282.37 TOTAL LIABILITY AND EQUITY NOTES: *1 Landfill receivables increased $213,521.05. Landfill fees at 3/21 were $743,509.36 compared to $630,395.37 at 3/20 for an increase of $113,113.99. Delinquent fees at 3/21 were $159,231.38 compared to $57,908.30 at 3/20 for an increase of $101,323.08. *2 Remediation increased $747,903.45 that includes $642,147.00 for post closure and $105,756.45 in interest. *3 The encumbrance balance at 3/31/21 was $6,244.50 for an upgrade to software(Cares Act funds). *4 Fund balance increased $2,879,645.84. 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 $474,531.14 for a year to date revenue less expenses. 74 214 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance March 31, 2021 FUND 12 LANDFILL FY21FY20YTD REVENUES3/31/213/31/20Actual AppropriatedActualActualVariance Credit Card Charges0.007,185.554,824.642,360.91 Interest on Bank Deposits300,000.0025,102.52266,139.53(241,037.01) Salvage and Surplus110,000.00112,413.5087,860.8024,552.70 Sanitary Landfill Fees7,268,650.005,052,776.944,872,259.93180,517.01 Charges to County0.00495,437.85447,090.3748,347.48 Charges to Winchester0.00149,480.40125,733.5523,746.85 Tire Recycling181,640.00223,111.22253,423.19(30,311.97) Reg.Recycling Electronics80,000.0029,380.0036,599.00(7,219.00) Greenhouse Gas Credit Sales10,000.000.003,200.00(3,200.00) Miscellaneous0.008,630.008,750.00(120.00) Recovered Cost Cares Act36,059.3836,059.38 Renewable Energy Credits55,714.006,269.9047,504.30(41,234.40) Landfill Gas To Electricity367,920.00247,587.95192,993.9854,593.97 Insurance Recoveries0.000.0021,597.76(21,597.76) TOTAL REVENUES 8,409,983.386,393,435.216,367,977.05(10,601.22) Operating Expenditures5,840,465.003,128,657.133,101,079.3227,577.81 Capital Expenditures5,205,157.002,790,246.943,325,964.89(535,717.95) TOTAL Expenditures 11,045,622.005,918,904.076,427,044.21(508,140.14) Excess(defiency)of revenue over expenditures(2,635,638.62)474,531.14(59,067.16)533,598.30 Fund Balance Per General Ledger 31,953,360.6529,607,313.112,346,047.54 FUND BALANCE ADJUSTED 32,427,891.7929,548,245.952,879,645.84 75 215 CountyofFrederick,VA ReportonUnreservedFundBalance April16,2021 UnreservedFundBalance,BeginningofYear,July1,202051,749,766 PriorYearFunding&CarryforwardAmounts C/FforfeitedassetfundsSherif(27,262) f C/FforfeitedassetfundsCommAtty(35,508) C/FAlbinconveniencecenter(250,000) C/FFireCompanyCapital(168,999) ReserveF&Rproffer(15,000) C/Funfinishedmaintenanceprojects(51,281) C/FChesapeakeBaygrant(2,495) C/FSheriffinsuranceproceedsforimpoundlotbldg(40,021) C/FOldCharlestownRdpark(152,890) ReduceP&Rretainage31,005 CARESexpenses288,351 Sheriffgrantsreceivedforbudgetedexpenses48,086 ReserveP&RSGEMF(66,669) C/Fschoolrestrictedfunds(294,943) AA:FY20CARESfundspublicsafetysalaries3,861,389 AA:SanitationAuthoritydebtwriteoffperagreement(657,083) 2,466,680 OtherFunding/Adjustments AirportCapitallocalshare(414,376) NoExcuseEarlyVoting(94,577) DHCDgrantInspections(1,650) CORrefundToyotaLeaseTrust(6,627) CORrefunddisabledveteran(5,264) CORrefundArtisanPlumbing(6,254) CORrefundBrianOmpsTowing(3,660) CORref undFernandoVelasco(3,808) CORrefundLeasePlanUSA(25,297) CORrefunddisabledveteran(5,912) CORrefundCABEastLLC(5,945) CORrefundToyotaLeaseTrust(7,638) VDEMSHSPgrant60,000 TransfertoCountyCapitalFund(F/Babove20%)(9,800,000) CORrefundToyotaLeaseTrust(6,068) CORrefunddisabledveteran(10,437) CORrefundARIFleet(7,005) VJCCCAreturnupsentFY20funds(16,065) TransfertoCountyCapitalFund(F/Babove20%)(3,204,306) (13,564,890) FundBalance,April16,2021 40,651,556 76 216 PUBLIC SAFETY COMMITTEE REPORT to the BOARD OF SUPERVISORS Thursday April 15, 2021 8:30 a.m. 1080 COVERSTONE DRIVE, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Walt Cunningham, Judy McCann-Slaughter, Helen Lake, Dave Stegmaier, Chairman Bob Wells and Denny Linaburg. Staff present: Deputy County Administrator Jay Tibbs, Fire & Rescue Chief Steve Majchrzak, Director of Public Safety Communications Tamara Perez, County Attorney Rod Williams , Major Steve Hawkins, Volunteer Fire & Rescue President Dan Cunningham, Deputy Director of Emergency Management Chester Lauck, Sheriff Lenny Millholland, Finance Director Cheryl Shiffler, Assistant Finance Director Sharon Kibler, Treasurer Billy Orndoff, Deputy Chief Fire Marshal Mark Showers, Chief 13 Chris Jenkins, Co.15 president Rodney Snapp, Co.13 building committee member Will Weber, Captain Alex Beeman, Lt. Chris Hockman and Lt. Barry VanMeter. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. Chapter 90 revision (see attached): County Attorney Rod Williams presented a proposed revision to Section 90-2 of the County Code regarding the powers of the Fire Marshal and Assistant Fire Marshals. The reason for the proposed revision is to provide clarity to training agencies that the Fire Marshal and Assistant Fire Marshal have certain law enforcement powers. Mr. Linaburg made a motion to forward the proposed Section 90-2 as written to the Board of Supervisors for public hearing with a recommendation of approval. Mrs. Lake seconded the motion and the Committee unanimously approved. ITEMS FOR INFORMATION ONLY: 1. Introduction of new Committee Members: Chairman Wells took a few moments for the Public Safety Committee to introduce themselves as we have a few new members. The new Public Safety Communications Director Tamara Perez, new Fire & Rescue Chief Steve Majchrzak, new citizen member Denny Linaburg and new Board of Supervisors member Dave Stegmaier. 77 217 2. Fire & Rescue departmental requests(see attached): a) Fire and Rescue request to purchase two reserve apparatus. Chief Majchrzak reviewed the requestto purchase 2 reserve apparatuses, a rescue engine, and a wagon for use by the entire Fire & Rescue system. They would be stored at Millwood Station and maintenance would be funded through the Fire & Rescue operations budget. The cost needed in total is $182,000. Mrs. McCann-Slaughter made a motion to forward the request for funding from Capital Funds to the Finance Committee with a recommendation of approval. The motion was seconded by Mr. Cunningham. The Committee unanimously approved. b) Proffer Request for Round Hill Community Fire & Rescue Company. Chief Majchrzak reviewed the request forproffer funds in the amount of $41,652 for the purchase of a new rescue engine for Round Hill Fire & Rescue Company. A contract has been signed and a pre-payment has been made. Mr. Cunningham made a motion to forward the proffer request to the Finance Committee for review with a recommendation of approval. The motion was seconded my Mr. Linaburg. The Committee unanimously approved. c) Proffer Request for Clearbrook Volunteer & Rescue Company, Inc. Chief Majchrzak reviewed the request for proffer funds in the amount of $539,147 for the construction of an addition to the existing Clearbrook Fire & Rescue station which is already under way. The funds were paid out of Clear Brook Fire & Rescue and they are seeking reimbursement for the expenses. Mrs. McCann-Slaughter made a motion to forward the proffer request to the Finance Committee with a recommendation of approval. The motion was seconded my Mr. Cunningham. The Committee unanimously approved. 3. Sheriff’s Office departmental information (see attached): a) Purchase of replacement vehicles. Sheriff Millholland addressed the current situation regarding the purchasing of new vehicles, equipment installation in the vehicles and vendors who perform the work. One of the biggest hurdles is the time frame he currently has to work with when ordering at dealerships and the County’s budget timeline. His department needs 15 replacement cars, fully outfitted for the road which takes about a week per car to finish. Cheryl Shiffler stated that capital funds request is the appropriate avenue to go to seek funding for the vehicles. She went on to say she would need a dollar amount for the 15 vehicles to include in the Finance Committee agenda. 78 218 Mrs. McCann-Slaughter made a motion to forward the request for funding for 15 new fully outfitted vehicles from Capital Funds to the Finance Committee. The motion was seconded by Mr. Stegmaier. The Committee unanimously approved. b) Grant for a new dive truck. The Sheriff also mentioned that they received a $400,000 fully funded grant award for a dive truck. No match is needed by the County. c) Sheriff’s Department Salaries He also mentioned pay increases for his department. Mr. Tibbs advised the Committee that the County is beginning a salary survey with surrounding jurisdictions to envelop all departments. They are looking at starting in May and have a 5-6 month turnaround before it is complete. 4. Other information: Cheryl Shiffler advised that the Finance Committee meeting will be held on st Wednesday April 21 at 8:00 a.m. in the boardroom downtown for those with items being addressed then. Respectfully submitted, Public Safety Committee Bob Wells Dave Stegmaier Denny Linaburg Judy McCann-Slaughter Helen Lake Walt Cunningham 79 219 21: COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722-8383 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: Tuesday, April 20, 2021 RE: Commissioner of Revenue Refund Requests to authorize the Treasurer to credit the following entities: 1.NVR, Inc. (Ryan Homes) $9,020.62 2.Vanguard Emergency Management $12,881.96 Attachments 221 COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722-8383 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Seth T. Thatcher, Commissioner of the Revenue Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: April 19, 2021 RE: Exoneration NVR, Inc. (Ryan Homes) I , dated March 30, 2021, to authorize the Treasurer to refund NVR, Inc. (Ryan Homes) the amount of $9,020.62, for exoneration of business license taxes for 2021. This refund resulted from this business erroneously reporting its gross receipts for 2020 for homes built in Mountain Valley Estates in Frederick County, which should have been reported to the Town of Stephens City. The amount of business license taxes has been adjusted to reflect this correction, resulting in a refund of the additional amount paid. The Commissioner verified that documentation and details for this refund meet all requirements. Pursuant to the provisions of Section 58.1-3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. The Board of Supervisors will also need to act on the request for approval of a supplemental appropriation, as indicated i memorandum. Attachment 222 223 224 225 Frederick County, Virginia hCCL/9 hC /haaL{{Lhb9w hC I9 w99b 9 107 North Kent Street P.O. Box 552 Winchester VA 22601 Winchester VA 22604-0552 seth.thatcher@fcva.us www.fcva.us/cor SETH T. THATCHER Phone: 540-665-5681 COMMISSIONER Fax: 540-667-6487 - ±¢§ ΐΐǾ ΑΏΑΐ 4/Ȁ 2®£ 7¨««¨ ¬²Ǿ #®´³¸ !³³®±¤¸ #§¤±¸« 3§¨¥¥«¤±Ǿ &¨ ¢¤ $¨±¤¢³®± &±¤£¤±¨¢ª #®´³¸ "® ±£ ®¥ 3´¯¤±µ¨²®±² +±¨² 4¨¤±¤¸Ǿ #®´³¸ !£¬¨¨²³± ³®± &2/-Ȁ 3¤³§ 4ȁ 4§ ³¢§¤±Ǿ #®¬¬¨²²¨®¤± ®¥ ³§¤ 2¤µ¤´¤ 2%Ȁ %·®¤± ³¨® Vanguard Emergency Management ͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑͑ Please approve a refund of $12,881.96 for business license taxes for 2020 in the name of Vanguard Emergency Management. The business license taxes paid for 2020 were based on receipts for 2019. However, this business closed on February 28, 2020. Therefore, the amount of the business license taxes has been adjusted to reflect only two months of 2020, resulting in a refund of the additional amount paid for the business license taxes. To comply with requirements for the Treasurer to apply this refund, Board action is required. Commissioner of the Revenue. Please also approve a supplemental appropriation for the Finance Director on this request. Exoneration is $12,881.96. 226 227 228 COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 Fax: 540/ 665-6395 Memorandum To:Frederick County Board of Supervisors From:Mark R. Cheran, Zoning and Subdivision Administrator Date:April 19, 2021 RE:Old Dominion Greens –Phases 1, 2, & 3 The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainage, as required, is hereby guaranteed: Cedar Mountain Drive –Route 16420.10 miles Chancellorsville Drive –Route 16420.07 miles Bridgewater Drive –Route 16430.10 miles Bridgewater Drive –Route 16470.07 miles Bridgewater Drive –Route 16460.32 miles Bridgewater Drive –Route 7190.05 miles Ladysmith Drive –Route 16420.09 miles Ladysmith Drive –Route 16440.10 miles Ladysmith Drive –Route 16450.12 miles Hume Court –Route 16430.03miles Reedsville Court –Route 16430.08 miles Upperville Drive –Route 16420.12 miles Paris Court –Route 16420.11 miles Radford Court –Route 16420.12 miles Staff is available to answer any questions. MRC/slc 107 North Kent Street, Suite 202Winchester, Virginia 22601-5000 229 RESOLUTION BY THE FREDERICK COUNTY BOARD OF SUPERVISORS The Board of Supervisors of Frederick County, in regular meeting on the 28thday of April, adopted the following: WHEREAS ,the streets described on the attached Form AM-4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk’s Office of the Circuit Court of Frederick County; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirementsestablished by the Subdivision Street Requirementsof the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on June 9,1993, for comprehensive stormwater detentionwhich applies to this request for addition; and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described in the attached Form AM-4.3to the secondary system of state highways, pursuant to33.2-705, Code of Virginia, and the Department’s Subdivision Street Requirements; and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of- way, as described, and any necessary easements for cuts, fills and drainage; and BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Charles S. DeHaven, Jr., ChairmanShawn L. Graber J. Douglas McCarthyRobert W. Wells Blaine P. DunnDavid D. Stegmaier Judith McCann-Slaughter A COPY ATTEST _____________________________ Kris C. Tierney Frederick County Administrator PDRES #11-21 22: 231 232 233 HUMAN RESOURCES COMMITTEE REPORT TO THE BOARD OF SUPERVISORS Friday, March 12, 2021 9:00 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA A Human Resources Committee meeting was held in the First Floor Boardroom at 107 North Kent Street on Friday, April 9, 2021, at 9:00 a.m. ATTENDEES: Committee Members Present: Bob Wells, Chairman; Dave Stegmaier; Don Butler; Beth Lewin; and Kim McDonald. Staff present: Michael Marciano, Human Resources Director; Kris Tierney, County Administrator; Jay Tibbs, Deputy County Administrator; Rod Williams, County Attorney; Delsie Jobe, Administrative Services Manager, and Mark Sutphin, Horticultural Agent. Community: Josh Janney, Reporter at the Winchester Star ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS 1.The Human Resources Holiday Policy 8.2 states that the County shall observe all federal and state holidays and other such holidays as may be prescribed by the Board of Supervisors. The HR Committee recommends that the policy be modified to no longer list in the holidays observed by the County. Such a change will eliminate the necessity of the HR Committee and the Board needing to make revisions whenever any changes to the federal or state holidays occur. (Exhibit A) 2.Mark Sutphin, Horticultural Agent, submitted a nomination for Employee of the Month for Jennifer Fost (Exhibit B). The committee recommends approval of Jennifer Fost as the April 2021 Employee of the Month. ITEM FOR INFORMATION PURPOSES ONLY N/A Respectfully submitted, HUMAN RESOURCES COMMITTEE Bob Wells, Chairman Don Butler Beth Lewin Doug McCarthy Kim McDonald Dave Stegmaier By Michael J. Marciano, Director of Human Resources 234 County of Frederick Departmentof Human Resources (540) 665-5668 Fax:(540) 665-5669 hr@fcva.us To: Frederick County HR Committee Frederick County Board of Supervisors From: Michael Marciano, Director of Human Resources Date: April 2, 2021 Re: Frederick County Holidays The County’spolicy has been to observeall federal and stateholidays and other such holidays as may be prescribed by the Board of Supervisors.As early as 1974, the Board of Supervisors adopted the policyoffollowing state and federal holidays.This has been reaffirmedover the years and,in 2000, the Board of Supervisorsagreed again to follow the holidays as observed by the state. Continuing to apply this approach makes sense because it provides uniformityforCounty residentsas to when our offices and those of state departments will be closed. Following aschedule other than the state schedule may cause confusion for residents who typically expect our offices to be open orclosed at the same time as other government officessuchas the Department of Social Services, the courts, or the Department of Motor Vehicles. The HR Department recommendsthat we no longer listin the HR Policiesthe holidays observed by the County.Such a changewill eliminate the necessityofthe HR Committee and the Board needing to make revisionswhenever any changesto the federal or state holidays occur. 235 VIII. 7/2+ (/523Ǿ (/,)$!93Ǿ ,%!6% 8.2 Holidays The County shall observe federal and state holidays and other such holidays as may be prescribed by the Board of Supervisors – which currently includes Apple Blossom Friday. When a holiday falls on a Saturday, it shall be observed on the preceding Friday; when the holiday falls on a Sunday, it shall be observed on the following Monday. All full-time employees of the County shall be entitled to holiday benefits. Current holidays observed by the County are: Martin Luther King’s Day Presidents’ Day Apple Blossom Friday Memorial Day Fourth of July Labor Day Columbus Day Election Day Veterans Day Wednesday before Thanksgiving, noon closing Thanksgiving Day Day after Thanksgiving Christmas Eve Day Christmas Day New Year’s Day. Personnel, who are not called upon to work during a holiday, will be paid for the holiday at straight time. If personnel are required to be on duty during a holiday because of the nature of their position, they shall be paid for the holiday plus their hours worked. Holiday pay shall be granted based on the scheduled workday of the employee. If an employee is regularly scheduled to work an 8-, 10- or 12-hour day, he/she will receive 8 hours of holiday pay. Firefighters scheduled to work a 24-hour shift will receive 10 hours of holiday pay. 0®«¨¢¸ Λȁ2 5¯£ ³¤£ȝ!¯¯±®µ¤£Ȁ 9/9/2020 236 237 Employee of the Month Resolution !¶ ±£¤£ ³®Ȁ *¤¨¥¤± &®²³ 7(%2%!3Ǿ ³§¤ &±¤£¤±¨¢ª #®´³¸ "® ±£ ®¥ 3´¯¤±µ¨²®±² ±¤¢®¦¨¹¤² ³§ ³ ³§¤ #®´³¸͒² ¤¬¯«®¸¤¤² ±¤ ¬®²³ ¨¬¯®±³ ³ ±¤²®´±¢¤ǿ £ ® 3¤¯³¤¬¡¤± ΘǾ ΐΘΘΑǾ ³§¤ "® ±£ ®¥ 3´¯¤±µ¨²®±² ¯¯±®µ¤£ ±¤²®«´³¨® ¶§¨¢§ ¤²³ ¡«¨²§¤£ ³§¤ %¬¯«®¸¤¤ ®¥ ³§¤ -®³§ ¶ ±£ £ ¢ £¨£ ³¤² ¥®± ³he ¶ ±£ ¬ ¸ ¡¤ ®¬¨ ³¤£ ¡¸ ¸ #®´³¸ ¤¬¯«®¸¤¤ǿ £ 7(%2%!3Ǿ ³§¤ "® ±£ ®¥ 3´¯¤±µ¨²®±² ´¯® ±¤¢®¬¬¤£ ³¨® ¡¸ ³§¤ (´¬ 2¤²®´±¢¤² Committee ²¤«¤¢³² on¤ ¤¬¯«®¸¤¤ ¥±®¬ ³§®²¤ ®¬¨ ³¤£ǿ £ WHEREAS, J¤¨¥¤± &®²³ § ² ¡¤¤ ³§¤ Γ-( 3¤¢±¤³ ±¸ £ 2¤¢¤¯³¨®¨²³ ¥®± ³§¤ &±¤£¤±¨¢ª #®´³¸ %·³¤²¨® /¥¥¨¢¤ ¥®± ΑΔ ¸¤ ±² £ ¨² ¤·¢¤¯³¨® « ¤¬¯«®¸¤¤ ¶§® ¨² µ¤±¸ ¢®¬¬¨³³¤£ ³® ³§¤ %·³¤²¨® ¢®¬¬´¨³¸ £ ³® ³§¤ ¯¤®¯«¤ ®¥ &±¤£¤±¨¢ª #®´³¸ǿ £ 7(%2%!3Ǿ *¤¨¥¤± ¨² ª®¶ ¥®± provid¨¦ ¤·¢¤««¤³ ²´¯¯®±³ £ ²¤±µ¨¢¤ ³® %·³¤²¨® ²³ ¥¥Ǿ 4-( µ®«´³¤¤±²Ǿ Γ-( ¸®´³§ ¬¤¬¡¤±²Ǿ £ ³§¤ ¦¤¤± « ¯´¡«¨¢ ² ¶¤«« ² ¥®± §¤± ¢§¤¤±¥´« ¯¤±²® «¨³¸, ¤¥¥¨¢¨¤³ £ ±¤²®´±¢¤¥´« ¢´²³®¬¤± ²¤±µ¨¢¤Ǿ ¢®²¨£¤± ³¤ ³´±¤Ǿ ³³¤³¨® ³® £¤³ ¨«Ǿ £ «®¸ «³¸ǿ £ WHEREASǾ £´±¨¦ ³§¤ « ²³ ¥¨µ¤ ¬®³§² *¤¨¥¤± § ² ¬ ²³¤±¤£ £ ²´¢¢¤²²¥´««¸ ¨¬¯«¤¬¤³¤£ ³§¤ ¤¶ Γ-( /«¨¤ ±¤¦¨²³± ³¨®/¤±®««¬¤³ ²¸²³¤¬Ǿ ¶®±ª¨¦ ¢«®²¤«¸ ¶¨³§ ³§¤ ²³ ³¤ Γ-( ®¥¥¨¢¤ ³® ¨¬¯«¤¬¤³ ³§¤ ¤¶ ¯±®¦± ¬ ¯±®µ¨£¤£ ¡¸ 6¨±¦¨¨ 4¤¢§Ǿ £, ¶¨³§ µ¤±¸ «¨³³«¤ ¨²³±´¢³¨®, ´²¤£ §¤± ¤·¢¤««¤³ ¯±®¡«¤¬ ²®«µ¨¦ ²ª¨««² ³® ¬ ª¤ ³§¤ ²¸²³¤¬ ² ´²¤± ¥±¨¤£«¸ ² ¯®²²¨¡«¤Ǿ £ ³§¨² ¶ ² «« ¢¢®¬¯«¨²§¤£ ¶§¨«¤ ¶®±ª¨¦ ¶¨³§ ®´± ¢®¬¬´¨³¸ ¯±®µ¨£¨¦ ²²¨²³ ¢¤ by §¤«¯¨¦ ¢¨³¨¹¤² ¤±®«« themselves, ³§¤¨± ¥ ¬¨«¸Ǿ ®± ³§¤¨± ¢«´¡Ǿ £ make ¯±®©¤¢³ ²¤«¤¢³¨®sǿ £ 7(%2%!3Ǿ ¡¸ £¤¬®²³± ³¨¦ £¤£¨¢ ³¨® ³® §¤± ©®¡Ǿ &±¤£¤±¨¢ª Γ-(Ǿ 6¨±¦¨¨ #®®¯¤± ³¨µ¤ %·³¤²¨®Ǿ £ ³§¤ ±¤²¨£¤³² ®¥ &±¤£¤±¨¢ª #®´³¸ ² ²§¤ ¤²´±¤£ ³§¤ 6#%-&±¤£¤±¨¢ª ®¥¥¨¢¤ ¶ ² ¢®²¨²³¤³«¸ µ ¨« ¡«¤ ¡¸ ¯§®¤Ǿ ¯¯®¨³¬¤³Ǿ ®± £±®¯-®¥¥ ³§±®´¦§®´³ ³§¤ ¤³¨±¤ #/6)$ ¯ £¤¬¨¢ *¤¨¥¤± ¤·¤¬¯«¨¥¨¤² ¶§ ³ ¨³ ¬¤ ² ³® ¡¤ ²³¤«« ± ¤¬¯«®¸¤¤ǿ £ ./7Ǿ 4(%2%&/2% "% )4 2%3/,6%$ ¡¸ ³§¤ &±¤£¤±¨¢ª #®´³¸ "® ±£ ®¥ 3´¯¤±µ¨²®±² ³§¨² 28th £ ¸ ®¥ !¯±¨« 2021Ǿ ³§ ³ *¤¨¥¤± &®²³ is §¤±¤¡¸ ±¤¢®¦¨¹¤£ ² ³§¤ &±¤£¤±¨¢ª #®´³¸ %¬¯«®¸¤¤ ®¥ ³§¤ -®³§ ¥®± !¯±¨« 2021ǿ £ "% )4 &524(%2 2%3/,6%$ ³§ ³ ³§¤ "® ±£ ®¥ 3´¯¤±µ¨²®±² ¤·³¤£² ¦± ³¨³´£¤ ³® *¤¨¥¤± for h¤± ®´³²³ £¨¦ ¯¤±¥®±¬ ¢¤ £ £¤£¨¢ ³¤£ ²¤±µ¨¢¤ £ ¶¨²§¤² §er ¢®³¨´¤£ ²´¢¢¤²² ¨ ¥´³´±¤ ¤£¤ µ®±²ǿ £ "% )4 &).!,,9 2%3/,6%$ ³§ ³ *¤¨¥¤± &®²³ is §¤±¤¡¸ ¤³¨³«¤£ ³® «« ®¥ ³§¤ ±¨¦§³² £ ¯±¨µ¨«¤¦¤² ²²®¢¨ ³¤£ ¶¨³§ ³§¨² ¶ ±£ȁ "® ±£ ®¥ 3´¯¤±µ¨²®±² #®´³¸ ®¥ &±¤£¤±¨¢ªǾ 6¨±¦¨¨ ______________________________ #§ ±«¤² 3ȁ $¤( µ¤Ǿ *±ȁǾ #§ ¨±¬ 238 239 COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722-8383 Fax 540/667-0370 E-mailrwillia@fcva.us MEMORANDUM TO:Public Safety Committee FROM:Roderick B. Williams,County Attorney DATE:March 30, 2021 RE:County Code Chapter 90 –Proposed Amendment to Clarify Law Enforcement Authority of Fire Marshal and AssistantFire Marshals Attached please find a proposed revision to Section 90-2 of the County Code, regarding the powers of the Fire Marshal and AssistantFire Marshals. The reason for the proposed revision is to provideclarity to training agenciesthattheFire Marshal and AssistantFire Marshalshave certain law enforcement powers.Varioustraining agencies require that individuals seeking training have law enforcement powersand, by Frederick County having an ordinance that explicitly makes such provision, we avoid any concerns by such agencies.At present, the County Code does not do so, resulting in some training agencies raising questions regarding the eligibility of the Fire Marshal and AssistantFire Marshalsto participate in their programs.State law, however, makes clear the allowance for the Fire Marshal and Assistant Fire Marshals having such powers, as set forth in Virginia Code Sections 27-34.2and 27-34.2:1 (copies attached).A favorable recommendationon the revisionis requested. Attachments cc:Steven A. Majchrzak, Fire Chief S. Mark Showers, Fire Marshal 107 North Kent Street • Winchester, Virginia 22601 23: Dpef!pg!Wjshjojb! 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Jo!beejujpo-!gjsf!nbstibmt!xjui!qpmjdf!qpxfst!tibmm!dpoujovf!up!fyfsdjtf!uiptf!qpxfst!pomz!vqpo tbujtgbdupsz!qbsujdjqbujpo!jo!jo.tfswjdf!boe!bewbodfe!dpvstft!boe!qsphsbnt!eftjhofe!cz!uif Efqbsunfou!pg!Gjsf!Qsphsbnt!jo!dppqfsbujpo!xjui!uif!Efqbsunfou!pg!Dsjnjobm!Kvtujdf!Tfswjdft- xijdi!dpvstft!tibmm!cf!bqqspwfe!cz!uif!Wjshjojb!Gjsf!Tfswjdft!Cpbse/ ¡! 2:88-!d/!31:<!2:8:-!d/!557<!2:95-!d/!88:<!2:97-!d/!71<!2:99-!d/!76<!3111-!dd/!4:-!4:1/ ¡! Uif!dibqufst!pg!uif!bdut!pg!bttfncmz!sfgfsfodfe!jo!uif!ijtupsjdbm!djubujpo!bu!uif!foe!pg!uijt tfdujpo)t*!nbz!opu!dpotujuvuf!b!dpnqsfifotjwf!mjtu!pg!tvdi!dibqufst!boe!nbz!fydmvef!dibqufst xiptf!qspwjtjpot!ibwf!fyqjsfe/ ¡! 2403203132!23;11;11!BN 242 ORDINANCE _____, 2021 The Board of Supervisors of Frederick County, Virginia hereby ordains that Section 90-2 (Administration, enforcement, and appointment of Fire Marshal; interpretation; applicability; appeals) of Article I (General Standards)ofChapter 90(Fire Prevention and Protection)ofthe Code of Frederick County, Virginia be, and the same bold underline hereby is, amended as follows (additions are shown in ): ARTICLE IGENERAL STANDARDS § 90-2 Administration, enforcement, and appointment of Fire Marshal; interpretation; applicability; appeals. A.There is hereby established in and for the County the position of Fire Marshal, who shall be responsible for the administration and enforcement of this chapter and, in addition, such official shall have the powers outlined in § 27-98.1 of the Code of Virginia. The Board of Supervisors authorizes the appointment of such Fire Marshal as designated by the System Chief of the Frederick County Department of Fire and Rescue. The investigation into the origin and cause of every fire and explosion occurring within the limits for which he/she is appointed, investigation and prosecution of all offenses involving hazardous materials, fires, fire bombings, bombings, attempts or threats to commit such offenses, false alarms relating to such offenses, possession and manufacture of explosive devices, substances, and fire bombs, and environmental crimes shall be the The Fire responsibility of the Fire Marshal and/or a designated representative. Marshal and his designated representative(s)shall have the power to arrest, to procure and serve warrants of arrest, and to issue summonses in the manner authorized by general law in connection with the violation of fire prevention and fire safety laws and related ordinances, all as provided in § 27-34.2 of the Code of Virginia. The Fire Marshal and his designated representative(s)shall further have the same police powers as a sheriff, police officer, or law enforcement officer, as provided in § 27-34.2:1 of the Code of Virginia. B.The requirements in this chapter shall be administered and enforced by the Frederick County Fire Marshal or adesignated representative as referred to as the “Authority Having Jurisdiction.” 243 C.Subject to the provisions of Subsection E, the Fire Marshal or adesignated representative shall interpret this section, where necessary, and that interpretation shall be binding and final. D.This chapter shall apply to all matters affecting or relating to structures, processes and premises as set forth in Sections 101 and 102 of the FCFPC, except that this chapter shall not apply within the boundaries of any incorporated town in the County that has a duly appointed Fire Code Official. E.Appeals concerning the administration, enforcement, interpretation, and/or application of this chapter by the Fire Marshal or adesignated representative shall first lie to the County Board of Building Code Appeals created under § 52-8 of this Code and then to the State Building Code Technical Review Board. Appeals hereunder to the County Board of Building Code Appeals shall be subject to the payment of the same fees as apply to appeals of matters involving the Virginia Uniform Statewide Building Code. Appeals from the application of the VSFPC by the State Fire Marshal shall be made directly to the State Building Code Technical Review Board as provided in § 36-108 et seq. of the Code of Virginia (1950, as amended),and as may be subsequently amended. Enacted this _____ day of _________, 2021. Charles S. DeHaven, Jr., Chairman____Shawn L. Graber____ J. Douglas McCarthy____Robert W. Wells____ Blaine P.Dunn____David D. Stegmaier____ Judith McCann-Slaughter____ A COPY ATTEST ________________________________ Kris C. 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Nfncfst!pg!pvs!dpnnvojuz!ibwf!sfbdufe!tuspohmz!up!uif!efdjtjpo!up!bcboepo!MGDD!obnf/!!Bt!gvsuifs! dpoufyu!gps!uijt!mfuufs-!J!btl!uibu!zpv!ublf!b!gfx!njovuft!up!sfwjfx!csjfgmz!uif!wjefp!sfdpsejoh!pg!pvs! gspn!pvs!cpbse/!!Uif!wjefp!sfdpsejoh!pg!pvs!cpbse!nffujoh!dbo!cf!bddfttfe!ifsf/! ! Uibol!zpv!jo!bewbodf!gps!zpvs!buufoujpo!up!uijt!jnqpsubou!nbuufs/!!Qmfbtf!dpoubdu!nf!jg!zpv!ibwf!boz! rvftujpot!ps!offe!beejujpobm!jogpsnbujpo/! ! Sftqfdugvmmz!zpvst-! Efccjf!Q/!Epofifz! Dibjs! ! Dd;!Tubuf!Cpbse!gps!Dpnnvojuz!Dpmmfhft! !Es/!Ljncfsmz!Cmpttfs-!Qsftjefou-!MGDD! !MGDD!Bewjtpsz!Cpbse! !Tfobups!Nbsl!E/!Pcfotibjo-!Wjshjojb!Tubuf!Tfobuf! !Efmfhbuf!Njdibfm!K/!Xfcfsu-!Wjshjojb!Ipvtf!pg!Efmfhbuft! 254 255 256 257 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, April 21, 2021 8:00 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA A Finance Committee meeting was held in the Board of Supervisors meeting room at 107 North Kent Street on Wednesday, April 21, 2021 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann-Slaughter, Chairman; Charles DeHaven; Robert Wells; Gary Oates; and Angela Wiseman. Non-voting liaisons: William Orndoff, Treasurer; and Seth Thatcher, Commissioner of the Revenue. Committee Members Absent: Jeffrey Boppe Staff present: Cheryl Shiffler, Finance Director; Sharon Kibler, Assistant Finance Director; Kris Tierney, County Administrator; Jay Tibbs, Assistant County Administrator; Rod Williams, County Attorney; Lenny Millholland, Sheriff; Tamara Greene, DSS Director; Rich Venskoske, Director of Elections; and Steve Majchrzak, Fire & Rescue Chief. Others present: Rodney Snapp, Round Hill F&R; and Will Webber, Clear Brook F&R. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: () Items 1, 4, 5, 8, 10, 11, 14 and 15 were approved under consent agenda. 1.() The Parks and Recreation Director requests a General Fund supplemental appropriation in the amount of $600. This amount represents a donation for a memorial bench at Sherando Park. No local funds required. See attached memo, p. 4. 2.The Director of Elections requests a General Fund supplemental appropriation in the amount of $25,000. This amount represents additional funds necessary to hold the June Primary Election. Local funds are required. See attached memo, p. 5 – 6. The committee recommends approval. 3.The Deputy County Administrator requests a General Fund supplemental appropriation in the amount of $50,000. This amount represents funds required for the design and bid development for the renovation of office space at Sunnyside Plaza for the relocation of the Voter Registrar’s Office. This item has been approved by the Public Works Committee. Local funds are required. See attached information, p. 7 – 14. The committee recommends approval. 4.() The Victim Witness Director request a General Fund budget transfer in the amount of $9,612.14. This amount represents unspent funds budgeted for departmental employee health 1 258 insurance to be used for a part-time intern and the purchase of IT equipment. County transfer policy requires Board action to transfer out of a fringe benefit line item. The request has been submitted to DCJS. See attached information, p. 15 – 23. 5.() The WRA Director requests an Airport Fund supplemental appropriation in the amount of $23,000. This amount represents CRSSA funds awarded to the WRA. No local funds required. See attached memo, p. 24 – 28. 6.The WRA Director requests an Airport Capital Fund supplemental appropriation in the amount of $4,546,667 to fund capital projects in FY 2022. This item will require a public hearing. See attached budget request, p. 29 – 31. The committee recommends holding the public hearing. 7.The DSS Director requests an FY 2022 General Fund supplemental appropriation in the amount of $156,186 for the addition of two position. No local funds are required for FY 2022, but local funding will be required for a portion beginning in FY 2023. See attached information, p. 32 – 42. The committee recommends approval. 8.() The Sheriff requests a General Fund supplemental appropriation in the amount of $2,524. This amount represents donations to be used for firing range and K9 supplies. No local funds required. See attached memos, p. 43 – 46. 9.The Sheriff requests a General Fund supplemental appropriation in the amount of $21,950. This amount represents an insurance claim for a damaged tent and will be used toward the building at the impound lot. See attached memo, p. 47 – 50. The committee recommends approval. 10.() The Sheriff requests a General Fund supplemental appropriation in the amount of $5,688.38. This amount represents an insurance claim for damage to a vehicle and will be used for repairs. See attached memo, p. 51 – 52. 11.() The Sheriff requests a General Fund supplemental appropriation in the amount of $28,412.50. This amount represents insurance claims for the loss of three vehicles and will be used for a replacement. See attached memos, p. 53 – 56. 12.Round Hill Fire & Rescue requests a General Fund supplemental appropriation in the amount of $41,652. This amount represents proffer funds toward the purchase of a new rescue engine. 2 259 See attached, p. 57. This item has been approved by the Public Safety Committee. The committee recommends approval. 13.Clear Brook Fire & Rescue requests a General Fund supplemental appropriation in the amount of $539,147.66. This amount represents proffer funds toward the fire station building addition. See attached, p. 58 – 59. This item has been approved by the Public Safety Committee. The committee recommends approval. 14.() The Fire & Rescue Chief requests $182,000 to purchase two used fire apparatus to serve as reserve units for the entire system. Funds are available in the capital contingency fund. See attached memo, p. 60 – 61. This item has been approved by the Public Safety Committee. 15.() The Sheriff requests $859,500 to purchase 15 vehicles and associated equipment. Funds are available in the capital contingency fund. Depending on timing, funds may be carried forward to FY 2022. See attached information, p. 62. This item has been approved by the Public Safety Committee. ITEMS FOR INFORMATION ONLY 1.The Finance Director provides a Fund 10 Transfer Report for March 2021. See attached, p. 63 – 64. 2.The Finance Director provides financial statements ending March 31, 2021. See attached, p. 65 – 75. 3.The Finance Director provides an FY 2021 Fund Balance Report ending April 15, 2021. See attached, p. 76. 4.The Public Safety Committee report is provided. See attached, p. 77 – 79. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter, Chairman Charles DeHaven Gary Oates By Robert Wells Angela Rudolph Cheryl B. Shiffler, Finance Director 3 25: 4 261 5 262 6 263 COUNTY of FREDERICK Jay E. Tibbs Deputy County Administrator 540/665-6382 Fax:540/667-0370 E-mail: jtibbs@fcva.us TO: Finance Committee FROM: Jay E. Tibbs., Deputy County Administrator DATE: April 12, 2021 RE: Supplemental Appropriation Request – Renovation of office space at Sunnyside for Voter Registrar This is a request for a General Fund supplemental appropriation in the amount of $50,000. This amount represents funds to be used to perform the design and develop a bid package for the renovation of office space at Sunnyside Plaza to accommodate the relocation of the Voter Registrar’s Office. This item was considered by the Public Works Committee at its March 30, 2021 meeting. The Public Works Committee unanimously recommended approval of this request and forwarded it to the Finance Committee for further consideration and approval. A copy of the Public Works Committee report is attached for your reference. Should you have any questions, please do not hesitate to contact me. 107 North Kent Street Winchester, Virginia 22601 7 264 PUBLIC WORKS COMMITTEE REPORT 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: of office space at Sunnyside PlazaVoter Registrar Office: vation 1-Reno - The committee discussed in detail the information provided in attachment 1 of the agenda 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 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 approve the supplemental appropriation of $50,000.00 to perform Ed Strawsnyder to the design and develop a bid package for the renovation of the office space. The motion was 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. seconded by committee member Fisher. The committee unanimously approved the motion. The request will be forwarded to the Finance Committee for further consideration and The request will beforwarded to the Finance Committee for further consideration and approval. 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 8 265 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 9 266 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 10 267 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. 11 268 269 Fyjtujoh!ibjs!tbmpo 12 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" 13 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: 26: 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 14 271 Date: April 15, 2021 To: Cheryl Shiffler, Finance Director From: Melissa D. Rice, Program Director RE: Transfer from Personnel I have attached the paperwork submitted to DCJS for a Budget Amendment. The following is that I have requested. 22020-2005-000 – Hospital/Medical – transfer $9612.14 to : Part-time – {$7200.00} to cover hiring a part-time/intern employee to work the 1003-000 - months of May and June. 5201-000 – Office Supplies – {$2412.14) – to cover the following. Dymo Labeler - $532.00 o (3) IPad 8 Gen 10.2 - $359.99 x 2 = $1079.97 o (2) Dell Monitors - $301.49 x 2 = $602.98 o (3) Pro Keyboard/Covers = $65.73 x 3 = $197.19 o All purchases have been reviewed and estimates provided by the IT Department of Frederick County. I would like to get this placed on the Finance Committee Meeting for their approval. 15 272 16 273 17 274 18 275 19 276 20 277 21 278 22 279 23 27: MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: April 14, 2021 RE: Finance Committee Agenda Item | CRSSA Grant The Winchester Regional Airport Authority (WRAA) requests supplemental appropriation for its FY21 $23,000 operating budget totaling . The fundswere awarded to the Authority as a result of the Coronavirus Response and Relief Supplemental Appropriation Act signed into law on December 27, 2020. The funds will be used as reimbursement for eligible operating expenses including payroll and debt service. No local funds required. Expense Code 4- 017 - 081090 - 5413 - 000 - 999 Revenue Code 3- 017 - 018990 0002 We sincerely appreciate the support of Frederick County. Please advise if you have questions or need additional information. Enclosure: Airport Coronavirus Response Grant Program FAQ 24 281 February 12, 2021 Questions on Use of Funds Q-U1:How can an airport sponsor use Airport Coronavirus Response Grant Program funds? A: An airport sponsor may use these funds for costs related to operations, personnel, cleaning, sanitization, janitorial services, combating the spread of pathogens at the airport, and debt service payments.GPolicy and Federal Register 7696 (64 FR 7696), asamended by 79 Federal Register 66282 (79 FR 66282).The Revenue Use Policy document provides guidance regarding permitted and prohibited uses of airport revenue.In addition, while CRRSAlimits the use of funds to certain stated eligible costs, itstatesthat funds may not be used for any purpose not directlyrelated to the airport.Grant recipients also should reviewthe Information for Airport Sponsors Considering COVID-19 Restrictions or Accommodationsforclarifying COVID-19revenue use guidance. Q-U2:CanAirport Coronavirus Response GrantProgramfunds be used to reimburse operational expenses? A: Yes.FAA will reimburse sponsors for operational expenses directly related to the airport incurred on or after January 20, 2020. Operational expenses are those expenses necessary to operate, maintain, and manage an airport. They include expenses such as payroll, utilities, service contracts, and items generally having a limited useful life, including personal protective equipment and cleaning supplies. Q-U3:CanAirport Coronavirus Response Grant Programfunds be used to reimburse debt service payments? A: Yes.FAA will reimburse sponsors for debt service payments directly related to the airport that are due on or after December27, 2020, which is the date of enactment of CRRSA. Q-U4:CanAirport Coronavirus Response Grant Programfunds be used to reimburse monthly payments into a debt service reserve fund? A: Yes.FAA will reimburse sponsors for monthly payments into a debt service reserve fund (also called a debt service sinking fund or similar name), which are directly related to the airport, that are due on or after December 27, 2020, which is the date of enactment of CRRSA.The airport sponsor must ensure that these payments are restricted to only debt service payments. The airport sponsor will submit a detailed invoice summary with its payment request. All documentation of the payment and disbursements must be retained for three years after the grant is closed as required by 2 CFR § 200.334. 6 25 282 February 12, 2021 Q-U5:CanAirport Coronavirus Response Grant Programfunds be used for new airport development on the airport? A: Yes. However, there are limitations on the type of development for which the funding can be used.Any development-related costs must be associated with combating the spread of pathogens at the airport. Examples of eligible development would be replacing or upgrading a heating, ventilation, and air conditioning (HVAC) system;reconfiguring the terminal to accommodate increased social distancing;or reconfiguring terminal space or other facilities to accommodate health screening. A sponsor seekingto use the funds for new airport development or construction should contact its local Airports District Office or Airports Regional Office. That office will ensure that such development is consistent with requirements for airport development. The Airports District Office or Airports Regional Officealso will assist the airport sponsor with executing a Development Addendum for its intended project. Q-U6:CanAirport Coronavirus Response Grant Programfunds be used to prepay long-term contracts (for example, shuttle-bus operators, janitorial services, security services, fire and police services)? A: Yes, provided the prepayment is a bona fidetransaction where the airport sponsor receives the benefit of the prepaid services and receives some value in exchange for committing in advance. Q-U7:CanAirport Coronavirus Response Grant Programfunds be deposited in the general reserve account (or invest them for future use)? A :No.FAA would not be able to ensure a potential future use is a use consistent with CRRSArequirements. Q-U8:Is there a limit on usingAirport Coronavirus Response Grant Programfunds for operational expenses? A: No.An airport sponsor may use all ofits awardedfunds for allowable airport operational expenses or debt service payments. Q-U9:CanAirport Coronavirus Response Grant Programfunds be used to reimburse for a cost associated with an aeronautical service or product provided by the airport sponsor? A: Yes, in certain circumstances. Airport Coronavirus Response Grant Programfunds are available to reimburse the costs associated with aeronautical products or services offered by the airport sponsor but only when the sponsor certifies it is the only provider of the same product or service at the airport.These services include aviation fuels, equipment, parts, supplies, and facilities for aircraft storage or maintenance. Costs associated with flight training or aviation training are not eligible for reimbursement. 7 26 283 February 12, 2021 Q-U10:CanAirport Coronavirus Response Grant Programfunds be used to reimburse depreciation? A: No.Depreciation is not an allowable expense under the Airport Coronavirus Response Grant Program.Although depreciation is an allowable operating expense by both the 2 CFR part 200 and the Revenue Use Policy, it does not impact cash flow because the cash or donation was considered at the acquisition of the asset, and the asset could have been financed by long-term debt, Federal grants, current funds, or donation. Q-U11:Canthe Airport Coronavirus Response Grant Programfunds be used to reimburse charitable contributions or sponsorships? A: No.Charitable contributions and sponsorships are not an allowable expense. All reimbursements made under the Airport Coronavirus Response Grant Programmust states that contributions and donations, including cash, property, and services, are unallowable. Q-U12:CanAirport Coronavirus Response Grant Programfunds be used to reimburse economic development efforts? A: No.UnderCRRSA,funds are available for costs related to operations, personnel, cleaning, sanitization, janitorial services, combating the spread of pathogens at the airport, and debt service payments. Economic development does not fall into these categories of eligible costs. Q-U13:CanAirport Coronavirus Response Grant Programfunds be used to reimburse smaller invoices for items such as groceries for snack rooms or meals for airport personnel? A: As long as the purchases are for purposes eligible under CRRSA(as described in Q- U1)and comply with 2 CFR part 200, including the requirement to document the costsadequately, small purchasesare eligible for reimbursement. However, it can be difficult to document that these items are directly related to airport use. Larger invoices directly related to airport use are easier to review and approve. Q-U14:CanAirport Coronavirus Response Grant Programfunds be used to reimburse debt service payments that are backed by an approved PFC and paid with PFC funds? A: No.If PFC funds are available, the PFC funds must be used on any approved PFC project. Airport Coronavirus Response Grant Programfunds are not available to be deposited into PFC accounts. In accordance with 14 CFR § 158.39, public agencies cannot hold excess PFC funds in reserve for a future use. In addition, the requirements of 14 CFR part 158 apply for any new projects or changes in scope to existing projects. 8 27 284 February 12, 2021 Q-U15:CanAirport Coronavirus Response Grant Programfunds be used to reimburse debt service payments that are backed by an approved PFC? A: Yes.Theairport sponsor may supplement with other airport revenue and submit a request for payment under its grant.The invoice summary should show the amount of debt service paid with PFC collections and the amount paid with non-PFC funds. Theairport sponsor can submit a request for payment under its grantat the same time it submits an amendment to an approved PFC, which decreases the total collection or deletes an approved project, to its local Airports District Office or Airports Regional Office. Q-U16:CanAirport Coronavirus Response Grant Programfunds be used to reimburse the defeasement of debt backed by an approved PFC? A: Yes.The airport sponsor can defease the debt with non-PFC funds and submit a request for payment under its grant.However, the airport sponsor must amend its PFC approval, in accordance with the requirements of 14 CFR §158.37, to reflect the change.A PFC amendment that decreases the total PFC revenue or deletes an approved project does not require airline consultation nor a public comment period. An airport sponsor can submit a request for payment under its grantat the same time it submits an amendment to an approved PFC to its local Airports District Office or Airports Regional Office. 9 28 285 MEMORANDUM To: Cheryl Shiffler, Frederick County Finance Director From: Nick Sabo, Winchester Regional Airport Authority Executive Director Date: April 14, 2021 RE: Finance Committee Agenda Item | FY 2022 Capital Budget The Winchester Regional Airport Authority (WRAA) requests supplemental appropriation for its FY $4,546,667 2022 capital budget for several key projects totaling . The supported projects are detailed $53,818 in the enclosed spreadsheet. The requested share from Frederick County is . We sincerely appreciate the support of Frederick County. Please advise if you have questions or need additional information. Enclosure: FY 2022 Capital Budget Request 29 286 287 $4,000,000$250,000$166,667$30,000$50,000$25,000$25,000$4,546,667 $17,182 TOTAL 24.2% City $0$0$0$6,000$25,000$25,000$25,000$81,000 County$53,818 LOCAL 75.8% REVENUE SOURCE $0$0$0$24,000$25,000$0$0$49,000 STATE $4,000,000$250,000$166,667$0$0$0$0$4,416,667$0 $5,000$5,000$71,000$81,000 FEDERAL Winchester Regional Airport Authority Total 100% FAA funded this FY (normally 90/8/2 100% FAA funded this FY (normally 90/8/2 100% FAA funded this FY (normally 90/8/2 Local Revenue Frederick County/City of Winchester Total Revenue Local Capital Expenditures Local Capital Equipment Shenandoah County 80/20 State Grant50/50 State Grant FAA/State/Local)FAA/State/Local)FAA/State/Local) Warren County Clarke County April 14, 2021 Description Reconstruct Apron & Rehabilitate Parallel Reconstruct Apron & Rehabilitate Parallel Runway 14 Obstruction Removal - Ph. 2 Non-State Eligible Capital Equipment State Eligible Capital Equipment Local Capital Project Expenditures Taxiway Ph. 2 (Design/Bid) State Eligible Maintenance Taxiway Ph. 1 (Construct) (Design/Bid/Construct) Frederick County Department of Social Services 107 N. Kent Street, Third Floor Winchester, VA 22601 Tamara Green (540) 665-5688 (540) 535-2146 FAX Director Memorandum To: Finance Committee/Cheryl Shiffler From: Tamara Green, Director Date: 4/21/21 Re: Request for new positions (Family Svcs Spec. III, Human Services Assistant III,) The Frederick County Department of Social Services is requesting funding for two additional positions for our FY 2022 budget year. Upon recommendation from our Administrative Board this memo provides justification for the position requests. Attached is also a power point presentation that can offer additional information on this request. The Family First Prevention Services Act (Family First) is a new federal mandate service that provides federal funding for prevention services to families of children who are at imminent risk of entering foster care. The program is authorized under Title IV-E of the Social Security Act and is funded by federal and state matching funds. Even though this program will not require a local match for client services, the mandated administration is required to be handled by the local Department of Social Services staff. The additional staff is needed to absorb the increase in the number of visits per month and the increase the length of time spent with the families during these visits to ensure quality assessments are being conducted. To help with this local impact, the State has allocated Frederick County DSS an additional funding in FY 2022 to be used to hire additional staff. We are requesting a Family Services Specialist III to handle the increase of high/very high-risk cases that require out of home placement to ensure the child/ren’s safety and the on-notice cases where there is a high/very high risk of that child entering the foster care system. We are also requesting a Human Service Assistant III to provide support to the FSS’s and the family by providing transportation to appointments, providing daycare during meetings, supervising visits between parents and children and the fiscal responsibilities to include managing the Family First Funds/Services. These two positions would require a total allocation of $156,186 to be added to our FY 2022 salary and benefit budget lines. There are no local dollars required for the FY 2022 budget year but would require 15.5% match ($24,209) in FY 2023 and beyond. The impact on our budget for FY 2022 for each position is as follows: Family Services Specialist III: total dollar amount of $91,656 ($91,656 Fed/State + $0.00 Local). Human Services Assistant III: total dollar amount of $64,530 ($64,530 Fed/State + $0.00 Local). The impact on our budget for FY 2023 and beyond for each position is as follows: Family Services Specialist III: total dollar amount of $91,656 ($77,449 Fed/State+ $14,207 Local). Human Services Assistant III: total dollar amount of $64,530 ($54,528 Fed/State + $10,002 Local). My sincere appreciation for your time and consideration. Tamara Green, Director 32 289 43 29: 44 2:1 45 2:2 46 2:3 47 2:4 48 2:5 49 2:6 50 2:7 51 2:8 52 2:9 53 2:: 54 311 55 312 56 313 57 314 Clear Brook Volunteer Fire & Rescue Company, Inc. 1256 Brucetown Road, Clear Brook, Va. 22624 April 14, 2021 Frederick County Finance Committee 107 North Kent Street, 3 rd Floor Winchester, VA 22601 Attention: Ms. Cheryl B. Shiffler Finance Director Request for Proffer Clear Brook Volunteer Fire & Rescue is in the process of building an addition onto the existing Fire Station located at 1256 Brucetown Road, in Clear Brook Virginia. The construction of the addition is under way and is to improve the living conditions for the both the county career staff as well as the volunteers. At this time, we are requesting allocation of the Proffer Funds in the amount of $539,147.66 that has been collected for Clear Brook Volunteer Fire & Rescue as indicated on the County Proffer Funds spreadsheet. Expenses for design and development have have already been paid out of our funds. We are seeking reimbursement for these expenses as as well as cost for construction. Associated costs are outlined on the attached document including invoices, contracts and additional changes that are to be proposed. Sincerely, CLEAR BROOK VOLUNTEER FIRE & RESCUE, INC. Lloyd C. Winters, President 58 315 Clear Brook Volunteer Fire & Rescue Company, Inc. 1256 Brucetown Road, Clear Brook, Va. 22624 Invoices and Estimates for construction. Main Street Architecture $25,700.00 Dice Engineering $5,800.00 H&W Construction $427,816.26 Morrison Excavation (Sewer Line) $21,500.00 Frederick Water (Sewer Tap) $6,576.00 GreenWay Engineering $2,500.00 Southern States (Propane) $1,444.50 H&W (Crane Rental) $560.00 Apparatus Bay Siding $25.000.00 Rock Breaking and Removal $6,790.00 Contingency for unknown expenses $15,460.90 Project total $539,147.66 59 316 60 317 61 318 62 319 Page1 BUDGETTRANSFERSMARCH2021 DATEDEPARTMENT/GENERALFUNDREASONFORTRANSFERFROMTOACCTCODEAMOUNT 3/8/2021BOARDOFSUPERVISORSTOCOVERDEFICITINPROFESSIONALSERVICES11015506000000(1,700.00) OTHER122430020000001,700.00 COUNTYADMINISTRATOR12015506000000(1,900.00) OTHER122430020000001,900.00 3/8/2021INFORMATIONTECHNOLOGYTRANSFERFUNDSFORREFRESH1220540100000455,000.00 TRANSFERS/CONTNGENCY93015890000000(55,000.00) 3/11/2021FIREANDRESCUEPROMOTIONS3/21350510010000118,257.92 FIREANDRESCUE350510010001238,257.92 FIREANDRESCUE350510010000458,257.92 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4/5/2021COUNTYOFFICEBUILDINGS/COURTHOUSEREPAIRSATSMITHFIELDAVENUE43045101000007(700.00) COUNTYOFFICEBUILDINGS/COURTHOUSE43045400000086700.00 64 321 County of Frederick General Fund March 31, 2021 ASSETSFY21FY20Increase 3/31/213/31/20(Decrease) Cash and Cash Equivalents23,128,461.9124,206,679.69(1,078,217.78)*A Petty Cash1,555.001,555.000.00 Receivables: Receivable Arrears Pay Deferred432,805.34492,931.69(60,126.35) Taxes, Commonwealth,Reimb.P/P2,123,310.973,249,522.79(1,126,211.82) Streetlights557.37591.36(33.99) Miscellaneous Charges15,138.9119,362.22(4,223.31) Due from Fred. Co. San. Auth.0.00657,083.23(657,083.23) Prepaid Postage2,561.444,806.28(2,244.84) GL controls (est.rev / est. exp)(19,442,449.09)(14,301,747.31)(5,140,701.78)(1) Attached TOTAL ASSETS6,261,941.8514,330,784.95(8,068,843.10) LIABILITIES Accrued Wages Payable1,532,417.871,439,785.2792,632.60 Retainage Payable0.0091,663.30(91,663.30) Performance Bonds Payable827,605.67908,158.55(80,552.88) Taxes Collected in Advance353,440.92243,213.00110,227.92 Deferred Revenue2,138,677.483,269,775.37(1,131,097.89)*B TOTAL LIABILITIES4,852,141.945,952,595.49(1,100,453.55) EQUITY Fund Balance Reserved: Encumbrance General Fund999,117.33736,071.57263,045.76(2) Attached Conservation Easement4,779.854,779.850.00 Peg Grant457,784.03371,751.6086,032.43 Prepaid Items949.63949.630.00 Advances657,083.23657,083.230.00 Courthouse Fees487,960.80453,620.5534,340.25 Animal Shelter1,209,505.421,181,179.0728,326.35 Sheriff's Reserve1,000.001,000.000.00 Proffers4,030,258.386,323,097.26(2,292,838.88)(3) Attached Parks Reserve86,948.9917,174.0669,774.93 E-Summons Funds164,573.4069,760.0894,813.32 VDOT Revenue Sharing436,270.00436,270.000.00 Undesignated Adjusted Fund Balance(7,126,431.15)(1,874,547.44)(5,251,883.71)(4) Attached TOTAL EQUITY1,409,799.918,378,189.46(6,968,389.55) TOTAL LIAB. & EQUITY6,261,941.8514,330,784.95(8,068,843.10) NOTES: *A Cash decrease includes a decrease in expenditures and fund balance and an increase in revenue and transfers (refer to the comparative statement of revenues, expenditures, transfers, and change in fund balance). *BDeferred revenue includes taxes receivable, street lights, misc. charges, dog tags, and motor vehicle registration fees. 65 322 BALANCE SHEET (1) GL ControlsFY21FY20Inc/(Decrease) Estimated Revenue 198,863,768 190,834,413 8,029,355 Appropriations (102,167,574) (93,604,210) (8,563,364) Est. Transfers to Other Funds (117,210,331)(116,051,677) (1,158,654) Est. Transfers From Other Funds 72,570 3,783,655 (3,711,085) Encumbrances 999,117 736,071 263,046 Total (19,442,449) (14,301,748) (5,140,702) (2) General Fund Purchase Orders 3/31/21 AmountCares Act Funds Indicated by Asterisk* Animal Shelter 30,620.82 2021 Ford Explorer County Office Buildings 7,065.00 Bowman Library BAS Upgrade Control Fire and Rescue 3,692.70 Quarterly Air Testing and Annual Compressor Maintenance 43,994.00 Kappler Gowns 64,053.90 (2) F250 3/4 Ton Pick Up Crew Cab 6,943.44 Training Room Smart System Installation* 77,136.00 LifePak Annual Preventative Maintenance IT 340,837.90 PSB Security Cameras, AS Video Intercom,Round Hill Access Control Cards * 5,901.11 Security Enhancement To Our DMZ Switch For the Entire County. 42,122.80 Upgrades To Wireless Access Points Around The Building 78,688.42 Managed Threat Protection Upgrade To Sophos Our Antivirus Software. 11,806.00 (2) ThinkSystem Backup Servers Parks and Recreation 3,808.75 Ballfield Diamond Mix 10,071.00 Power Pole Relocation for Volleyball Court 13,974.00 Volleyball Sand 15,930.00Rose Hill Park Tar/Chip Trail 11,518.50 Program Uniforms Public Works 29,325.40 2021 Chevrolet Colorado Reassessment 28,912.40 2021 Chevrolet Colorado Registrar 35,376.00 E Poll TAB Software Upgrade Sheriff 2,923.90 Body Armour Vests with Carriers 27,266.69 Emergency Equipment 39,286.95 2020 Chevrolet Tahoe 17,200.00 Install Emergency Equipment 23,839.20 (16) Mobile Car Radios& Antenna Kits Volunteer Fire Departments 5,856.45 Evinrude 30 HP Motor 15,228.00 Gooseneck Car Trailer 5,738.00 30HP Tohatsu Outboard Motor Total999,117.33 Designated (3)Proffer InformationOther SCHOOLSPARKSFIRE & RESCUEProjectsTOTAL 1,039,211.95206,023.70749,574.472,035,448.26 4,030,258.38 Balance 3/31/21 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.Imp.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 Total2,035,448.26 Other Proffers 3/31/21 (4) Fund Balance Adjusted Beginning Balance 3/31/21 40,651,556.53 Revenue 3/21 114,784,448.17 Expenditures 3/21 (63,995,708.79) Transfers 3/21 (98,566,727.06) Ending Balance 3/31/21 (7,126,431.15) 66 323 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance March 31, 2021 FY21FY20YTD REVENUES:3/31/213/30/20Actual AppropriatedActualActualVariance General Property Taxes135,657,816.0064,741,078.0561,486,889.533,254,188.52 (1) Other local taxes39,705,976.0027,702,008.5426,677,034.031,024,974.51 (2) Permits & Privilege fees2,266,235.001,695,425.061,747,096.99(51,671.93) (3) Revenue from use of money and property1,398,323.97234,166.111,002,680.01(768,513.90) (4) Charges for Services3,498,694.001,714,074.542,163,057.06(448,982.52)*1 Miscellaneous724,254.97427,050.92247,997.08179,053.84 Recovered Costs2,861,945.312,448,295.171,492,573.52955,721.65 (5) Proffers1,284,595.771,379,761.15(95,165.38) (5) Intergovernmental: Commonwealth12,511,475.4414,357,357.2714,678,574.69(321,217.42) (6) Federal164,746.7323,841.7490,048.19(66,206.45) (7) Insurance Recoveries0.009,684.007,703.111,980.89 Transferred from County Capital72,570.0072,570.003,783,654.99(3,711,084.99) *2 Transferred from Cares Act74,301.0074,301.000.00 74,301.00 TOTAL REVENUES198,936,338.42114,784,448.17114,757,070.3527,377.82 EXPENDITURES: General Administration 15,528,318.4210,974,238.7312,903,429.74(1,929,191.01) Judicial Administration3,161,066.742,081,852.292,116,607.15(34,754.86) Public Safety45,237,698.8533,287,634.9032,746,972.43540,662.47 Public Works6,688,587.394,345,296.003,848,907.13496,388.87 Health and Welfare11,271,157.606,909,493.506,754,923.06154,570.44 Education81,308.0060,981.0060,981.000.00 Parks, Recreation, Culture7,949,408.704,595,007.265,490,033.76(895,026.50) Community Development2,234,144.011,741,205.111,117,834.88623,370.23 TOTAL EXPENDITURES92,151,689.7163,995,708.7965,039,689.15(1,043,980.36) (8) OTHER FINANCING SOURCES ( USES): Operating transfers from / to 100,877,848.8798,566,727.0690,901,688.477,665,038.59 (9) Excess (deficiency)of revenues & other sources over expenditures & other uses5,906,799.84(47,777,987.68)(41,184,307.27)6,593,680.41 Fund Balance per General Ledger40,651,556.5339,309,759.831,341,796.70 Fund Balance Adjusted to reflect(7,126,431.15)(1,874,547.44)(5,251,883.71) Income Statement 3/31/21 *1 Decrease in Parks and Recreation Fees. *2 Transferred from the Board of Supervisors Funds' 67 324 (1)General Property TaxesFY21FY20Increase/Decrease Real Estate Taxes 32,886,752 32,049,139 837,613 Public Services 1,298,170 1,422,152 (123,982) Personal Property 28,862,118 26,590,261 2,271,857 Penalties and Interest 1,249,240 1,049,632 199,608 Credit Card Chgs./Delinq.Advertising 11,875 2,232 9,643 Adm.Fees For Liens&Distress 432,923 373,474 59,449 64,741,078 61,486,890 3,254,188 (2) Other Local Taxes Local Sales Tax 10,598,252.22 9,407,043.34 1,191,208.88 Communications Sales Tax 590,917.78 655,880.30 (64,962.52) Utility Taxes 2,336,967.88 2,474,624.95 (137,657.07) *1 Business Licenses 7,545,388.35 7,689,010.21 (143,621.86) Auto Rental Tax 122,143.14 115,742.48 6,400. 66 Motor Vehicle Licenses Fees 616,151.15 625,617.18 (9,466.03) Recordation Taxes 2,036,259.86 1,540,491.48 495,768.38 Meals Tax 3,347,342.35 3,553,923.99 (206,581.64) Lodging Tax 492,984.39 599,644.31 (106,659.92) Street Lights 11,521.42 11,035.79 485.63 Star Fort Fees 4,080.00 4,020.00 60.00 Total 27,702,008.54 26,677,034.03 1,024,974.51 (3)Permits&Privileges Dog Licenses 34,185.00 36,641.00 (2,456.00) Land Use Application Fees 4,225.00 3,350.00 875.00 Transfer Fees 3,094.65 2,646.00 448.65 Development Review Fees 316,172.50 272,416.80 43,755.70 Building Permits 958,792.63 1,065,136.82 (106,344.19) 2% State Fees 6,080.28 11,282.37 (5,202.09) Electrical Permits 76,145.00 112,321.00 (36,176.00) Plumbing Permits 21,268.00 26,746.00 (5,478.00) Mechanical Permits 80,738.00 82,000.00 (1,262.00) Sign Permits 3,375.00 5,400.00 (2,025.00) Commerical Burning - 150.00 (150. 00) Explosive Storage Permits - 200.00 (200. 00) Blasting Permits 430.00 255.00 175.00 Institutional Inspections Permit 5,150.00 - 5,150. 00 Land Disturbance Permits 183,869.00 126,452.00 57,417.00 Septic Haulers Permit - 300.00 (300. 00) Residential Pump and Haul Fee 200.00 - 200.00 Sewage Installation Fee - 300.00 (300. 00) Transfer Development Rights 1,500.00 1,300.00 200.00 Small Cell Tower Permit 200.00 200.00 - Total 1,695,425.06 1,747,096.99 (51,671.93) (4) Revenue from use of Money 121,964.37 904,451.40 (782,487.03) *2 Property 112,201.74 98,228.61 13,973.13 Total 234,166.11 1,002,680.01 (768,513.90) *1 Timing of the receipt of revenue in the current year. *2 Difference is due to lower interest rates. 68 325 (5) Recovered CostsFY21FY20Increase/Decrease 3/31/20213/31/2020 Recovered Costs Treasurer's Office - 30,561.00 (30,561.00) Recovered Costs Social Services 50,703.94 30,016.01 20,687.93 Purchasing Card Rebate 180,864.99 216,723.44 (35,858.45) Recovered Costs-IT/GIS 27,261.00 27,261.00 - Recovered Costs-F&R Fee Recovery 344,553.12 319,303.79 25,249.33 Recovered Cost Fire Companies 173,664.17 173,429.97 234.20 Recovered Costs Sheriff 131,845.00 87,737.50 44,107.50 Reimbursement Circuit Court 6,274.71 6,469.63 (194.92) Reimb.Public Works/Planning Clean Up 1,400.00 725.00 675.00 Clarke County Container Fees 52,947.44 44,614.09 8,333.35 City of Winchester Container Fees 46,380.93 32,677.41 13,703.52 Refuse Disposal Fees 100,654.81 85,992.63 14,662.18 Recycling Revenue 16,755.50 19,194.69 (2,439.19) Sheriff Restitution 391.09 346.99 44.10 Container Fees Bowman Library 1,344.34 1,581.08 (236.74) Restitution-Other - 3,359.00 (3,359.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 12,341.50 19,588.74 (7,247.24) Reimb.Task Force 61,850.90 54,301.28 7,549.62 Sign Deposits Planning 440.00 440.00 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 210,997.66 180,239.52 30,758.14 Comcast PEG Grant 65,235.50 67,192.00 (1,956.50) Fire School Programs 10,610.00 10,229.00 381.00 Clerks Reimbursement to County 8,103.10 7,567.80 535.30 Parks Other Grants - 5,000.00 (5,000.00) Equip-Grounds Maint. Fred. Co. Schoolds - 33,500.27 (33,500.27) Reimb. Sheriff 9,961.36 13,447.31 (3,485.95) Cares Act 909,522.31 - 909,522.31 Subtotal Recovered Costs 2,448,295.17 1,492,573.52 955,721.65 Proffer Sovereign Village - 7,317.46 (7,317.46) Proffer Redbud Run - 19,362.00 (19,362.00) Proffer Southern Hills 249,189.33 255,578.80 (6,389.47) Proffer Snowden Bridge 688,010.13 760,934.66 (72,924.53) Proffer Cedar Meadows 68,334.00 151,311.00 (82,977.00) Proffer Madison Village 108,854.40 - 108,854.40 Proffer Freedom Manor 11,250.00 2,750.00 8,500.00 Proffer The Village At Middletown 158,957.91 182,507.23 (23,549.32) Subtotal Proffers 1,284,595.77 1,379,761.15 (95,165.38) Grand Total 3,732,890.94 2,872,334.67 860,556.27 69 326 (6) Commonwealth RevenueFY21FY20 3/31/20213/31/2020Increase/Decrease Motor Vehicle Carriers Tax 35,394.04 36,457.81 (1,063.77) Mobile Home Titling Tax 55,025.84 82,594.44 (27,568.60) Recordation Taxes - 321,775.14 (321,775.14) *1 P/P State Reimbursement 6,526,528.18 6,526,528.18 - State Noncateforical Funding 40,464.00 - 40,464.00 Shared Expenses Comm.Atty. 370,808.43 384,292.53 (13,484.10) Shared Expenses Sheriff 1,773,474.84 1,744,340.70 29,134.14 Shared Expenses Comm.of Rev. 147,987.74 153,799.03 (5,811.29) Shared Expenses Treasurer 116,681.60 116,510.77 170.83 Shared Expenses Clerk 310,142.81 309,076.20 1,066.61 Public Assistance Grants 3,670,791.40 3,785,579.57 (114,788.17) Litter Control Grants 14,931.00 13,000.00 1,931.00 Other Revenue From The Commonwealth 5.25 - 5.25 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 16,544.42 (7,107.73) Parks State Grants 69,351.58 190,845.50 (121,493.92) State Grant Emergency Services 135,825.46 53,171.20 82,654.26 Sheriff State Grants 37,993.44 89,805.37 (51,811.93) JJC Grant Juvenile Justice 96,269.00 96,269.00 - 020.06) Rent/Lease Payments 160,564.01 199,584.07(39, Spay/Neuter Assistance-State 2,116.12 2,434.04 (317.92) Wireless 911 Grant 186,741.10 180,453.04 6,288.06 State Forfeited Asset Funds 15,998.64 5,379.45 10,619.19 Victim Witness-Commonwealth Office 197,802.66 96,204.23 101,598.43 Total 14,357,357.27 14,678,574.69 (321,217.42) *1 Recordation Taxes will not be distributed from the Commonwealth in FY21. 70 327 County ofFrederick GeneralFund March 31, 2021 (7) Federal Revenue FY21FY20Increase/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 - 41,607.00 (41,607.00) Federal Funds Sheriff 18,491.92 41,461.39 (22,969.47) Total 23,841.74 90,048.19 (66,206.45) (8) Expenditures General Administration Expenditures decreased $1,043,980.36.decreased$1.9millionand Public Safety reflectsthe purchase of Sunnyside Plaza for $2.1 million in the previous year. increased $540,662.47 and includes an increase for the local contribution to the Jailof $449,420 Public Works over the previous year. increased $496,388.87 and includes $380,111.63 for the Parksand Recreation Albin Compactor Site. The decrease of $895,026.50 was impacted by the Clearbrook Park Parking ExpansionProject and the Sherando Park Recreation Access Project in Community Development FY20. increased $623,370.23 and reflects the $614,301.00 budgeted transfer to the Economic Development Authority.The transfers decreased $7,665,038.59. See Chart below: (9) Transfers Increased $7,665,038.59 FY21FY20Increase/Decrease Transfer to School Operating Fund 67,923,350.74 65,407,275.96 2,516,074.78*1 Transfer to Debt Service Schools 12,814,148.25 12,186,225.00 627,923.25 Transfer to Debt Service County 1,802,153.09 1,775,725.57 26,427.52 *2 Transfer to School Operating Capital 3,715,900.00 - 3,715,900.00*3 Operational Transfers 155,938.49 23,991.94 131,946.55*4 Reserve for Merit/COLA Increases 30,361.18 3,950.00 26,411.18 Reserve for Capital 13,004,306.00 11,504,520.00 1,499,786.00 Operational Contingency (879,430.69) - (879,430.69)*5 Total 98,566,727.06 90,901,688.47 7,665,038.59 *1 School Operating FY21 includes $1,397,457.67 C/F Encumbrances and $294,942.57 for FY20 unspent restricted funds. Additionally, $66,230,950.50 for 75% of the School Operating. The FY20 was $225,545.15 C/F encumbrances and $347,857.06 represents restricted grant funds received. Additionally, $64,833,873.75 for $75% 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 School Capital Projects *4 Timing of Insurance Charge Outs *5 Reimburse Contingency for Capital. 71 328 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER March 31, 2021 ASSETSFY21FY20Increase 3/31/213/31/20(Decrease) *1 Cash10,964,134.4312,021,767.79(1,057,633.36) Receivable Arrears Pay Deferred117,989.36131,082.52(13,093.16) Receivables Other0.000.000.00 GL controls(est.rev/est.exp)(2,255,080.62)(2,152,363.61)(102,717.01) TOTAL ASSETS8,827,043.1710,000,486.70(1,173,443.53) LIABILITIES Accrued Wages Payable440,238.90425,780.1514,458.75 Accrued Operating Reserve Costs2,679,115.002,614,497.0064,618.00 TOTAL LIABILITIES3,119,353.903,040,277.1579,076.75 EQUITY Fund Balance Reserved Encumbrances39,256.9422,739.4816,517.46 Undesignated *2 Fund Balance5,668,432.336,937,470.07(1,269,037.74) TOTAL EQUITY5,707,689.276,960,209.55(1,252,520.28) TOTAL LIABILITY & EQUITY8,827,043.1710,000,486.70(1,173,443.53) NOTES: *1 Cash decreased $1,057,633.36. Refer to the following page for comparative statement of revenues expenditures and changes in fund balance. *2 Fund balance decreased $1,269,037.74. The beginning balance was $6,695,415.04 and includes adjusting entries, budget controls FY21($1,441,534.00), ($827,000.00) for unanticipated inmate medical health care, and the year to date revenue less expenditures $1,241,551.29. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing:19,552.43 Compensation Board Reimbursement 3/21493,518.09 Total 513,070.52 72 329 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance March 31, 2021 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21FY20 REVENUES:3/31/213/31/20YTD Actual AppropriatedActualActualVariance Credit Card Probation-394.08347.2346.85 Interest100,000.008,212.0872,435.18(64,223.10) Salvage/Surplus--475.00(475.00) Supervision Fees87,376.0024,341.5033,269.13(8,927.63) Drug Testing Fees1,000.00150.0030.00120.00 Work Release Fees380,000.00156,422.08255,936.45(99,514.37) Prisoner Fees From Other Localities0.00-396.60(396.60) Federal Bureau Of Prisons0.00605.001,485.00(880.00) Local Contributions7,706,061.007,116,797.257,572,537.00(455,739.75) Miscellaneous14,000.0011,394.5211,488.61(94.09) Phone Commissions600,000.00357,316.23441,778.16(84,461.93) Food & Staff Reimbursement82,000.0045,650.0254,051.28(8,401.26) Elec.Monitoring Part.Fees126,000.0049,783.8854,603.89(4,820.01) Recovered Costs Cares Act19,197.2919,197.29 Share of Jail Cost Commonwealth1,275,000.00659,420.00623,172.9936,247.01 Medical & Health Reimb.58,000.0036,768.4233,908.742,859.68 Shared Expenses CFW Jail5,822,125.003,891,327.073,835,428.8455,898.23 State Grants365,050.00158,798.00182,416.00(23,618.00) D.J.C.P. Grant0.000.000.000.00 Local Offender Probation247,933.00138,148.00134,520.003,628.00 Pretrial Expansion Grant161,852.00 Bond Proceeds0.000.001,236,568.99(1,236,568.99) Transfer From General Fund5,520,958.005,520,958.005,071,538.00449,420.00 TOTAL REVENUES22,566,552.2918,195,683.4219,616,387.09(1,439,900.96) EXPENDITURES:24,860,889.8516,954,132.1316,069,266.47884,865.66 Excess(Deficiency)of revenues over expenditures(2,294,337.56)1,241,551.293,547,120.62(2,305,569.33) FUND BALANCE PER GENERAL LEDGER4,426,881.043,390,349.451,036,531.59 Fund Balance Adjusted To Reflect5,668,432.336,937,470.07(1,269,037.74) Income Statement 3/31/21 73 32: County of Frederick Fund 12 Landfill March 31, 2021 FY21FY20Increase ASSETS3/31/213/31/20(Decrease) Cash37,665,438.69 38,034,362.42(368,923.73) Receivables: Accounts Receivable23,500.68 4,664.7818,835.90 *1 Fees856,294.30 642,773.25213,521.05 Receivable Arrears Pay Deferred21,520.06 24,905.02(3,384.96) Allow.Uncollectible Fees(84,000.00) (84,000.00)0.00 Fixed Assets56,682,005.22 52,132,978.404,549,026.82 Accumulated Depreciation(35,591,828.07) (33,332,386.56)(2,259,441.51) GL controls(est.rev/est.exp)(2,665,453.50)(4,190,102.30)1,524,648.80 TOTAL ASSETS56,907,477.3853,233,195.013,674,282.37 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay195,919.35175,948.7519,970.60 Accrued Remediation Costs14,337,949.3613,590,045.91747,903.45*2 Deferred Revenue Misc.Charges23,500.684,664.7818,835.90 57,529.7055,847.621,682.08 Accrued Wages Payable TOTAL LIABILITIES14,614,899.0913,826,507.06786,709.95 EQUITY Fund Balance Reserved: Encumbrances6,244.500.006,244.50*3 Land Acquisition1,048,000.001,048,000.000.00 New Development Costs3,812,000.003,812,000.000.00 Environmental Project Costs1,948,442.001,948,442.000.00 Equipment3,050,000.003,050,000.000.00 Undesignated Fund Balance32,427,891.7929,548,245.952,879,645.84*4 TOTAL EQUITY42,292,578.2939,406,687.952,885,890.34 56,907,477.3853,233,195.013,674,282.37 TOTAL LIABILITY AND EQUITY NOTES: *1 Landfill receivables increased $213,521.05. Landfill fees at 3/21 were $743,509.36 compared to $630,395.37 at 3/20 for an increase of $113,113.99. Delinquent fees at 3/21 were $159,231.38 compared to $57,908.30 at 3/20 for an increase of $101,323.08. *2 Remediation increased $747,903.45 that includes $642,147.00 for post closure and $105,756.45 in interest. *3 The encumbrance balance at 3/31/21 was $6,244.50 for an upgrade to software(Cares Act funds). *4 Fund balance increased $2,879,645.84. 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 $474,531.14 for a year to date revenue less expenses. 74 331 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance March 31, 2021 FUND 12 LANDFILL FY21FY20YTD REVENUES3/31/213/31/20Actual AppropriatedActualActualVariance Credit Card Charges0.007,185.554,824.642,360.91 Interest on Bank Deposits300,000.0025,102.52266,139.53(241,037.01) Salvage and Surplus110,000.00112,413.5087,860.8024,552.70 Sanitary Landfill Fees7,268,650.005,052,776.944,872,259.93180,517.01 Charges to County0.00495,437.85447,090.3748,347.48 Charges to Winchester0.00149,480.40125,733.5523,746.85 Tire Recycling181,640.00223,111.22253,423.19(30,311.97) Reg.Recycling Electronics80,000.0029,380.0036,599.00(7,219.00) Greenhouse Gas Credit Sales10,000.000.003,200.00(3,200.00) Miscellaneous0.008,630.008,750.00(120.00) Recovered Cost Cares Act36,059.3836,059.38 Renewable Energy Credits55,714.006,269.9047,504.30(41,234.40) Landfill Gas To Electricity367,920.00247,587.95192,993.9854,593.97 Insurance Recoveries0.000.0021,597.76(21,597.76) TOTAL REVENUES 8,409,983.386,393,435.216,367,977.05(10,601.22) Operating Expenditures5,840,465.003,128,657.133,101,079.3227,577.81 Capital Expenditures5,205,157.002,790,246.943,325,964.89(535,717.95) TOTAL Expenditures 11,045,622.005,918,904.076,427,044.21(508,140.14) Excess(defiency)of revenue over expenditures(2,635,638.62)474,531.14(59,067.16)533,598.30 Fund Balance Per General Ledger 31,953,360.6529,607,313.112,346,047.54 FUND BALANCE ADJUSTED 32,427,891.7929,548,245.952,879,645.84 75 332 CountyofFrederick,VA ReportonUnreservedFundBalance April16,2021 UnreservedFundBalance,BeginningofYear,July1,202051,749,766 PriorYearFunding&CarryforwardAmounts C/FforfeitedassetfundsSherif(27,262) f C/FforfeitedassetfundsCommAtty(35,508) C/FAlbinconveniencecenter(250,000) C/FFireCompanyCapital(168,999) ReserveF&Rproffer(15,000) C/Funfinishedmaintenanceprojects(51,281) C/FChesapeakeBaygrant(2,495) C/FSheriffinsuranceproceedsforimpoundlotbldg(40,021) C/FOldCharlestownRdpark(152,890) ReduceP&Rretainage31,005 CARESexpenses288,351 Sheriffgrantsreceivedforbudgetedexpenses48,086 ReserveP&RSGEMF(66,669) C/Fschoolrestrictedfunds(294,943) AA:FY20CARESfundspublicsafetysalaries3,861,389 AA:SanitationAuthoritydebtwriteoffperagreement(657,083) 2,466,680 OtherFunding/Adjustments AirportCapitallocalshare(414,376) NoExcuseEarlyVoting(94,577) DHCDgrantInspections(1,650) CORrefundToyotaLeaseTrust(6,627) CORrefunddisabledveteran(5,264) CORrefundArtisanPlumbing(6,254) CORrefundBrianOmpsTowing(3,660) CORref undFernandoVelasco(3,808) CORrefundLeasePlanUSA(25,297) CORrefunddisabledveteran(5,912) CORrefundCABEastLLC(5,945) CORrefundToyotaLeaseTrust(7,638) VDEMSHSPgrant60,000 TransfertoCountyCapitalFund(F/Babove20%)(9,800,000) CORrefundToyotaLeaseTrust(6,068) CORrefunddisabledveteran(10,437) CORrefundARIFleet(7,005) VJCCCAreturnupsentFY20funds(16,065) TransfertoCountyCapitalFund(F/Babove20%)(3,204,306) (13,564,890) FundBalance,April16,2021 40,651,556 76 333 PUBLIC SAFETY COMMITTEE REPORT to the BOARD OF SUPERVISORS Thursday April 15, 2021 8:30 a.m. 1080 COVERSTONE DRIVE, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Walt Cunningham, Judy McCann-Slaughter, Helen Lake, Dave Stegmaier, Chairman Bob Wells and Denny Linaburg. Staff present: Deputy County Administrator Jay Tibbs, Fire & Rescue Chief Steve Majchrzak, Director of Public Safety Communications Tamara Perez, County Attorney Rod Williams , Major Steve Hawkins, Volunteer Fire & Rescue President Dan Cunningham, Deputy Director of Emergency Management Chester Lauck, Sheriff Lenny Millholland, Finance Director Cheryl Shiffler, Assistant Finance Director Sharon Kibler, Treasurer Billy Orndoff, Deputy Chief Fire Marshal Mark Showers, Chief 13 Chris Jenkins, Co.15 president Rodney Snapp, Co.13 building committee member Will Weber, Captain Alex Beeman, Lt. Chris Hockman and Lt. Barry VanMeter. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. Chapter 90 revision (see attached): County Attorney Rod Williams presented a proposed revision to Section 90-2 of the County Code regarding the powers of the Fire Marshal and Assistant Fire Marshals. The reason for the proposed revision is to provide clarity to training agencies that the Fire Marshal and Assistant Fire Marshal have certain law enforcement powers. Mr. Linaburg made a motion to forward the proposed Section 90-2 as written to the Board of Supervisors for public hearing with a recommendation of approval. Mrs. Lake seconded the motion and the Committee unanimously approved. ITEMS FOR INFORMATION ONLY: 1. Introduction of new Committee Members: Chairman Wells took a few moments for the Public Safety Committee to introduce themselves as we have a few new members. The new Public Safety Communications Director Tamara Perez, new Fire & Rescue Chief Steve Majchrzak, new citizen member Denny Linaburg and new Board of Supervisors member Dave Stegmaier. 77 334 2. Fire & Rescue departmental requests(see attached): a) Fire and Rescue request to purchase two reserve apparatus. Chief Majchrzak reviewed the requestto purchase 2 reserve apparatuses, a rescue engine, and a wagon for use by the entire Fire & Rescue system. They would be stored at Millwood Station and maintenance would be funded through the Fire & Rescue operations budget. The cost needed in total is $182,000. Mrs. McCann-Slaughter made a motion to forward the request for funding from Capital Funds to the Finance Committee with a recommendation of approval. The motion was seconded by Mr. Cunningham. The Committee unanimously approved. b) Proffer Request for Round Hill Community Fire & Rescue Company. Chief Majchrzak reviewed the request forproffer funds in the amount of $41,652 for the purchase of a new rescue engine for Round Hill Fire & Rescue Company. A contract has been signed and a pre-payment has been made. Mr. Cunningham made a motion to forward the proffer request to the Finance Committee for review with a recommendation of approval. The motion was seconded my Mr. Linaburg. The Committee unanimously approved. c) Proffer Request for Clearbrook Volunteer & Rescue Company, Inc. Chief Majchrzak reviewed the request for proffer funds in the amount of $539,147 for the construction of an addition to the existing Clearbrook Fire & Rescue station which is already under way. The funds were paid out of Clear Brook Fire & Rescue and they are seeking reimbursement for the expenses. Mrs. McCann-Slaughter made a motion to forward the proffer request to the Finance Committee with a recommendation of approval. The motion was seconded my Mr. Cunningham. The Committee unanimously approved. 3. Sheriff’s Office departmental information (see attached): a) Purchase of replacement vehicles. Sheriff Millholland addressed the current situation regarding the purchasing of new vehicles, equipment installation in the vehicles and vendors who perform the work. One of the biggest hurdles is the time frame he currently has to work with when ordering at dealerships and the County’s budget timeline. His department needs 15 replacement cars, fully outfitted for the road which takes about a week per car to finish. Cheryl Shiffler stated that capital funds request is the appropriate avenue to go to seek funding for the vehicles. She went on to say she would need a dollar amount for the 15 vehicles to include in the Finance Committee agenda. 78 335 Mrs. McCann-Slaughter made a motion to forward the request for funding for 15 new fully outfitted vehicles from Capital Funds to the Finance Committee. The motion was seconded by Mr. Stegmaier. The Committee unanimously approved. b) Grant for a new dive truck. The Sheriff also mentioned that they received a $400,000 fully funded grant award for a dive truck. No match is needed by the County. c) Sheriff’s Department Salaries He also mentioned pay increases for his department. Mr. Tibbs advised the Committee that the County is beginning a salary survey with surrounding jurisdictions to envelop all departments. They are looking at starting in May and have a 5-6 month turnaround before it is complete. 4. Other information: Cheryl Shiffler advised that the Finance Committee meeting will be held on st Wednesday April 21 at 8:00 a.m. in the boardroom downtown for those with items being addressed then. Respectfully submitted, Public Safety Committee Bob Wells Dave Stegmaier Denny Linaburg Judy McCann-Slaughter Helen Lake Walt Cunningham 79 336 337 REZONING APPLICATION #06-19 WINCHESTER MEDICAL CENTER, INC. Staff Report for the Board of Supervisors Prepared: April 20, 2021 Staff Contact: Candice Perkins, AICP, Assistant Director Reviewed Action Planning Commission: 12/18/19Recommended Approval Board of Supervisors: 01/08/20Postponed Board of Supervisors: 01/22/20Postponed Board of Supervisors: 02/26/20Postponed Board of Supervisors: 03/11/20Denied Board of Supervisors: 04/08/20Denial Rescinded Board of Supervisors: 09/23/20 Postponed Board of Supervisors: 11/12/20Postponed Board of Supervisors: 12/09/20Postponed Board of Supervisors: 01/27/21Postponed Board of Supervisors: 04/28/21Pending PROPOSAL:This is a proposed proffer amendment forrevisions to the approved Generalized Development Plan (GDP) and text associated with Rezoning #02-03 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 zonedMS (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. 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 04/28/21 BOARD OF SUPERVISORS MEETING: 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 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, November and December of 2020 and January of 2021. On April 16, 2021, the Applicant submitted a proffer and a GDP with a revision date of March 9, 2021. The proffer and GDP incorporate the following text (Staff would note that the proffer statement remains unchanged from the version submitted when the application was postponed on December 9, 2020): 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 of fifty feet (50’). Should the owner(s) of the properties west of Botanical Blvd. require any additional propertyfrom theOwner, 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 338 Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 2021 Page 3 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. On January 26, 2021, the Applicant requested that the rezoning be postponed to a future meeting. On April 16, 2021, the Applicant submitted a revised proffer and Generalized Development Plan with a revision date of March 9, 2021. Staff would note that the proffer statement remains unchanged from the application postponed on December 9, 2020. Following the public meeting, a decision rezoning 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. 33: Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 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: 01/27/21 Postponed Board of Supervisors: 04/28/21 Pending PROPOSAL: This is a proposed proffer amendment for revisions to the approved Generalized Development Plan (GDP) and text associated with Rezoning #02-03 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. LOCATION: The subject property is on the northern side of Route 50West 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 B2 (General Business) Vacant 341 Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 2021 Page 5 REVIEW EVALUATIONS: VirginiaDept. 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: Please see email dated April 19, 2021. Planning & Zoning: 1)Site History The original Frederick County zoning map (U.S.G.S. WinchesterCity Quadrangle) identified the site as being zoned A-2 (Agricultural General). The County’s agricultural zoning districts were subsequently combined to form the RA (Rural Areas) District upon adoption of an amendment to the Frederick County Zoning Ordinance on May 10, 1989. On February 12, 1997, the Board of Supervisors approved Rezoning #06-96 which rezoned 51.054 acres of the site from the RA (Rural Areas) District to the B2 (General Business) District.On April 9, 2003, Rezoning #02-03 was approved which rezoned 102.0216 acres from the RA and B2 Districts to the B2 and MS (Medical Support) Districts with proffers (the area approved with Rezoning #06-97 was included with Rezoning #02-03). 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 342 Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 2021 Page 6 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. 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 Boardof Supervisors then rescindedthis 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, November and December of 2020 and January of 2021. On April 16, 2021, the Applicant submitted a revised proffer and a GDP with a revision date of March 9, 2021. The revised proffer and GDP incorporate the following text (Staff would note that the proffer statement remains unchanged from version submitted for the December 2020 agenda): 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 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 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 profferare 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. 343 Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 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 #02-03 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 of the 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 #06-19 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 #02-03 for 37.5424+/- acres zoned B2 (General Business) District and 51.8675+/- acres zoned MS (Medical Support) District. Staff then provided an overview of the 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 ANDACTION FROM THE 02/26/20 MEETING: Postponed to the March 11, 2020 Board of Supervisors meeting. BOARD OF SUPERVISORS SUMMARY ANDACTION 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 344 Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 2021 Page 8 application would be reconsidered at a future meeting. 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. BOARD OF SUPERVISORS SUMMARY AND ACTION FROM THE 01/27/21 MEETING: Postponed to a future meeting date as requested by the Application. Following the public meeting, a decision regardingthis 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. 345 448 REZ # 06 - 19: Winchester Medical Center, Inc. THWAITE LN 925 956 ECHO LN 343 POORHOUSE RD PIN: 53 - A - 68 MARGARET LN 925 ECHO LN Rezoning from B2 to MS Zoning Map 377 ECHO LN 377 ECHO LN REZ #06-19 ¬ « 37 2106 NORTHWESTERN 53 A 68 PIKE WINCHESTER MEDICAL CENTER Subdivision 501 501 WALMART DR WALMART DR Winchester 174 194 BOTANICAL 230 ECHO LN BLVD CROCK 501 WELLS MILL WALMART DR 150 CROCK 300 WELLS MILL 180MARRIOT 2054 DRIVE CROCK WELLS NORTHWESTERN £ ¤ MILL 50 PIKE 2131 2035 LN ET GAR MAR NORTHWESTERN 2051 NORTHWESTERN 2161 PIKE NORTHWESTERNPIKE NORTHWESTERN 1983 PIKE PIKE 113 NORTHWESTERN 107 STONEWALL DR PIKE WARD 409 1954 AVE 1997 WESTSIDE KATHY CT 122 NORTHWESTERN 419 STATION 108 WARD PIKE WESTSIDE 121 STONEWALL DR 416 1961 AVE STATION 2093WARD AVE WESTSIDE Round Hill ¬ « KATHY CT ¬ « NORTHWESTERN 37 301 125 427 STATION 37 PIKE 134 COLIN CT WARD AVE WESTSIDE MILLER WARD AVE 219135307 STATION 200432 Application 304 165 ROUND HILL RDWARDCOLIN CT STECK WARD AVEWESTSIDE COLIN CT WARD Parcels AVE µ B2 (General Business District) MS (Medical Support District) RP (Residential Performance District) Frederick County Planning & Development 107 N Kent St Winchester, VA 22601 346 540 - 665 - 5651 04559101,820Feet Map Created: October 29, 2019 448 REZ # 06 - 19: Winchester Medical Center, Inc. THWAITE LN 925 956 ECHO LN 343 POORHOUSE RD PIN: 53 - A - 68 MARGARET LN 925 ECHO LN Rezoning from B2 to MS Location Map 377 ECHO LN 377 ECHO LN REZ #06-19 ¬ « 37 2106 NORTHWESTERN 53 A 68 PIKE WINCHESTER MEDICAL CENTER Subdivision 501 501 WALMART DR WALMART DR Winchester 174 194 BOTANICAL 230 ECHO LN BLVD CROCK 501 WELLS MILL WALMART DR 150 CROCK 300 WELLS MILL 180MARRIOT 2054 DRIVE CROCK WELLS NORTHWESTERN £ ¤ MILL 50 PIKE 2131 2035 LN ET GAR MAR NORTHWESTERN 2051 NORTHWESTERN 2161 PIKE NORTHWESTERNPIKE NORTHWESTERN 1983 PIKE PIKE 113 NORTHWESTERN 107 STONEWALL DR PIKE WARD 409 1954 AVE 1997 WESTSIDE KATHY CT 122 NORTHWESTERN 419 STATION 108 WARD PIKE WESTSIDE 121 STONEWALL DR 416 1961 AVE STATION 2093WARD AVE WESTSIDE Round Hill ¬ « KATHY CT ¬ « NORTHWESTERN 37 301 125 427 STATION 37 PIKE 134 COLIN CT WARD AVE WESTSIDE MILLER WARD AVE 219135307 STATION 200432 304 165 ROUND HILL RDWARDCOLIN CT STECK WARD AVEWESTSIDE COLIN CT WARD AVE µ Application Parcels Frederick County Planning & Development 107 N Kent St Winchester, VA 22601 347 540 - 665 - 5651 04559101,820Feet Map Created: October 29, 2019 448 REZ # 06 - 19: Winchester Medical Center, Inc. THWAITE LN 925 ECHO LN PIN: 53 - A - 68 925 Rezoning from B2 to MS 956 ECHO LN POORHOUSE RD Long Range Land Use Map 400 CLOCKTOWER RIDGE 377 ECHO LN 377 ECHO LN 400 CLOCKTOWER RIDGE Application REZ #06-19 2106 Parcels NORTHWESTERN Long Range Land Use 53 A 68 PIKE Residential Neighborhood Village Urban Center ¬ « Mobile Home Community 37 WINCHESTER 2178 MEDICAL CENTER Business NORTHWESTERN Subdivision PIKE Highway Commercial Mixed-Use Mixed Use Commercial/Office Mixed Use Industrial/Office 501 501 WALMART DR Industrial WALMART DR 174 Warehouse Winchester 194 BOTANICAL 230 Heavy Industrial ECHO LN BLVD 501 CROCK Extractive Mining WALMART DR WELLS MILL Commercial Rec 110 180 Rural Community Center CROCK 150 CROCK 300 WELLS MILL Fire & Rescue CROCK WELLS MILL MARRIOT 2054 WELLS MILL DRIVE Sensitive Natural Areas NORTHWESTERN£ ¤ 50 PIKE Institutional 2275 Planned Unit Development NORTHWESTERN 2255 2161 PIKE Park NORTHWESTERN NORTHWESTERN2131 LN ET 2051 GAR MAR PIKE PIKE NORTHWESTERN Recreation NORTHWESTERN PIKE 2035 PIKE School 137 NORTHWESTERN 113 ROUND HILL RD Employment PIKE 1983 STONEWALL DR 409 113 Airport Support Area NORTHWESTERN 1954 108 WESTSIDE WARD AVE PIKE 183 KATHY CT 104STONEWALL DR 122 116 STATION B2 / B3 419 ROUND STONEWALL DR WARD STONEWALL DR WESTSIDE 121 Residential, 4 u/a 112 1997 HILL RD AVE 2093STATION WARD AVE STONEWALL DR NORTHWESTERN1953 Round Hill ¬ « High-Density Residential, 6 u/a 420 NORTHWESTERN ¬ 132301« 37 125427 PIKE KATHY CT 37 PIKEWESTSIDE WARDCOLIN CT WARD AVEWESTSIDE High-Density Residential, 12-16 u/a 219 200 STATION AVE 307 STATION ROUND 365 135 136 304 WARD AVE Rural Area 165 COLIN CT HILL RD ROCK WARD AVE WARD AVE COLIN CT WARD Interstate Buffer µ Landfill Support Area Natural Resources & Recreation Environmental & Recreational Resources Frederick County Planning & Development 107 N Kent St Winchester, VA 22601 348 540 - 665 - 5651 04509001,800Feet Map Created: October 29, 2019 349 34: 351 352 353 355 356 PCTPMFUF 357 PCTPMFUF PCTPMFUF 358 359 PCTPMFUF 35: Rezoning #06-19 WINCHESTER MEDICAL CENTER, INC. April 20, 2021 Page 2 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 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. Application History: The Planning Commission recommendedapproval of the application at their December 18, 2019meeting. The Board of Supervisorsdiscussed this item on January 8, 2020. At this meeting, questions arose about Botanical Boulevard and access by adjoining properties that was 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. th Following the January 8 meeting, the Applicant removed all references on the GDP for o access for the adjacent property to Botanical Boulevard. nd The Board of Supervisors at their January 22 meeting postponed the application tothe th February 26 meeting. th The Board of Supervisors at their February 26meeting postponed the application to the March th 11 meeting. The Board of Supervisors denied the rezoning at the March 11, 2020 meeting. The Board of Supervisors rescindedthevote for denial at the April 8, 2020 meetingand the rezoning applicationwould bereconsidered atafuture meeting. The Applicantsubmitted revised proffers with a final signature date ofApril 17, 2020for consideration. The text of the proffers dated April 17, 2020 remained fundamentally unchanged from the originalapplication the Board of Supervisors postponed on January 8, 2020. The April proffer statement and the proffered GDP (dated October 19, 2019, revised April 9, 2020) bothcontainedthe followingtext“Entrance to Botanical Blvd –Entrance to residential use areas shall be granted by Winchester Medical Center after future rezoning petition, transportation impact analysisand proffersfor these areas are approvedby VDOT and Frederick County”. Also, the properties referenced in this note are no longer residential zonedareas(they were rezonedwithRezoning#08-08 (Botanical Square),subject to proffers), though they presently remain in residential use. The Board of Supervisors at theirSeptember 23, 2020 meeting postponed the application. On November 12, 2020, the Applicantsubmitted revised proffers with a final signature date of November 11, 2020. The Board of Supervisors at their November 12, 2020 meeting postponed the application. 362 363 364 365 366 367 368 369 36: 371 372 373 374 375 376 377 378 379 37: 381 382 383 ORDINANCE 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 Postponed BOARD OF SUPERVISORS January 27, 2021 Postponed BOARD OF SUPERVISORS April 28, 2021 Pending ORDINANCE AMENDING THE ZONING DISTRICT MAP REZONING #06-19 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 #02-03 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 March 9, 2021.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, 2019meeting 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, November 12, 2020, December 9, 2020 and January 27, 2021 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 ComprehensivePlan; 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 toremove the labeled PDRes#49-20 384 uses shown on the proffered GDP, and remove the landscape design features and landscaped roundabout, all as shown on the proffer statement bearing signature date March 9, 2021. The conditions voluntarily proffered in writing by the Applicant and the Property Owner are attached. th This ordinance shall be in effect on the date of adoption. Passed this 28day of April2021 by the following recorded vote: Charles S. DeHaven, Jr., ChairmanShawn L. Graber J. Douglas McCarthy Robert W. Wells David D. StegmaierJudith McCann-Slaughter Blaine P. Dunn A COPY ATTEST __________________________ Kris C. Tierney Frederick County Administrator PDRes#49-20 385