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HomeMy WebLinkAboutApril 28 2021 Closed Session and Regular Meeting Minutes 338 MINUTES CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY,APRIL 28, 2021 5:30 P.M.AND 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: Charles S. DeHaven, Jr,, Chairman; Robert W. Wells, Vice Chairman; Blaine P. Dunn; Shawn L. Graber;Judith McCann-Slaughter; J. Douglas McCarthy; and David D. Stegmaier were present. Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Roderick B. Williams, County Attorney; Candice Perkins, Assistant Director of Planning; Steve Majchrzak, Fire Chief; Michael Marciano, Director of Human Resources; Clay Corbin, Superintendent of the Northwestern Regional Adult Detention Facility; Nick Sabo, Director of the Regional Airport Authority; Seth Thatcher, Commissioner of the Revenue; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO QRQ Chairman DeHaven called the meeting to order at 5:30 p.m, $ `MjgN 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 of public funds, specifically regarding the award of a contract for consulting services related to the retention of a County Administrator, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. Supervisor McCarthy seconded the motion which carried on a voice vote, At 6:40 p.m., the Board members being assembled within the designated meeting place in Minute Book 46 ^ Board of Supervisors dosed Session and Regular Meeting of April 28,2021 County of Frederick, Virginia 339 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 Slaughter and carrying on a voice vote. Vice Chairman Wells moved that the Board of Supervisors of Frederick County certify that, to the best of each member's knowledge, (1) only public business matters lawfully exempted i from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered by the Board, Supervisor Graber seconded the motion which carried as follows on a recorded vote: Blaine P. Dunn Aye David D. Stegmaler Aye Shawn L. Graber Aye Robert W.Wells Aye l J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye RECESS At 6:41 p,m., Chairman DeHaven recessed the meeting, CALL TO ORDER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION i Supervisor Bunn delivered the invocation. PLEDGE OF ALLEGIANCE ANC Vice Chairman Wells led the Pledge of Allegiance. 1 ADOPTION GP AGENDA—APPROVED Upon motion of Supervisor Slaughter, seconded by Vice Chairman Wells,the agenda was adopted on a voice vote, CITIZEN COMMENTS Eds Coleman, Gainesboro District, commented on Rezoning #06-19 for Winchester ;1Jnuto Book 4ai l - - Board of Supervisors Closed Session and Regular Meeting of April 28,2021 County of Frederick, Virginia i 340 i i Medical Center saying the Medical Center has reached an agreement with neighboring property owners, whom he represents, and all are now in favor of the Rezoning. ADOPTION OF CONSENT AGENDA—APPROVED Supervisor Slaughter moved for adoption of the consent agenda as presented. The motion was seconded by Vice Chairman Wells and carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber No Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr, Aye Judith McCann-Slaughter Aye - Minutes of Closed Session and Regular Meeting of April 14 2021 -CONSENT AGENDA APPROVAL - Human Resources Committee Report of March 12 2021 -CONSENT AGENDA APPROVAL Appendix I - Public Safety Committee Re ort of Aril 15 2021 -CONSENT AGENDAAPPROVAL Appendix 22 - Finance Committee Report of April 21 2021 -CONSENT AGENDA APPROVAL Appendix 3 - Request from the Commissioner of the Revenue for Refund and Supplemental Appropriation: NVR Inc. (Ryan Homes --$9,020,62; and Vanguard Emergency Management—$12,881,96—CONSENT AGENDA APPROVAL Revision of Holiday Policy 8.2 as recommended by the Human Resources_Committee on March 12 2021 -CONSENT AGENDA APPROVAL -Set public hearing on proposed revision to Chapter 90 of the Coun!y Code regarding the powers of the Fire Marshal and Assistant Fire Marshals-CONSENT AGENDA APPROVAL - Road Resolution for Additions to Seconda System of State Highways: Old Dominion Greens—Phases 1 2 &3- CONSENT AGENDA APPROVAL WHEREAS,the streets described on the attached Form AM-4.3,hilly 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 requirements established by the Subdivision Street Requirements of 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 detention which 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 Fonri AM-4.3 to the secondary system of state highways, f Minute Book 46 Board of Supervisors dosed Session and Regular Meeting of April 28, 2021 County of Frederick, Virginia 341 pursuant to 33.2-705,Code of Virginia,and the Departments 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. - Employee of the Month Resolution Honoring Jennifer Fost-CONSENT AGENDA APPROVAL Employee of the Month Resolution Awarded to; i Jennifer Fost WHEREAS,the Frederick County board of Supervisors recognizes that the County's employees are a most important resource;and on September 9, 1992,the Board of Supervisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee;and WHEREAS,the Board of Supervisors upon recommendation by the Human Resources Committee selects one employee from those nominated;and WHEREAS,Jennifer Fost has been the 4-H Secretary and Receptionist for the Frederick County Extension Office for 25 years and is an exceptional employee who is very committed to the Extension community and to the people of Frederick County; and WHEREAS,Jennifer is known for providing excellent support and service to Extension staff,4-H volunteers,4-H youth members,and the general public as well as for her cheerful personality,efficient and resourceful customer service,considerate nature,attention to detail,and loyalty; and WHEREAS, during the last five months Jennifer has mastered and successfully implemented the new 4-H Online registration/enrollment system,working closely with the state 4-H office to implement the new program provided by Virginia Tech, and,with very little instruction,used her excellent problem solving skills to make the system as user friendly as possible,and this was all accomplished while working with our community providing assistance by helping citizens enroll themselves,their family,or their club, and make project selections;and WHEREAS, by demonstrating dedication to ber job,Frederick 4-H, Virginia Cooperative Extension,and the residents of Frederick County as she ensured the VCE-Frederick office was consistently available by phone,appointment,or drop-off throughout the entire COVID pandemic Jennifer exemplifies what it means to be a stellar employee;and NOW,THEREFORE BE 1T RESOLVED by the Frederick County Board of Supervisors this 28th day of April 2021,that Jennifer Fast is hereby recognized as the Frederick County Employee of the Month for April 2021;and BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude to Jennifer for her outstanding performance and dedicated service and wishes her continued success in fixture endeavors;and BE IT FINALLY RESOLVED that Jennifer Fost is hereby entitled to all of the rights and privileges associated with this award. . . t + . t . . . . . .. . Minute Book 46 Board of o f Supervisors Closed Session and Regular Meeting of April 28, 2021 County of Frederick, Virginia 342 BOARD OF SUPERVISORS COMMENTS Supervisor Stegmaier commented on his opposition to the State Department of Education's efforts to eliminate accelerated math programs. COUNTY OFFICIALS PRESENTATION OF RESOLUTION OF APPRECIATION HONORING THE SERVICE OF PAUL G. ANDERSON, JR. Chairman DeHaven and Vice Chairman Wells presented a framed copy to Paul Anderson of the resolution honoring his service on the Winchester Regional Airport Authority that had been adopted by the Board of Supervisors on October 28, 2020. PRESENTATION OF EMPLOYEE OF THE MONTH RESOLUTION HONORING JENNIFER FOST Chairman DeHaven and Vice Chairman Wells presented the April 2021 Employee of the Month Award to Jennifer Fost, KIM MCDONALD APPOINTED TO SERVE IN THE GRIEVANCE PANEL POOL—APPROVED Supervisor Slaughter moved to appoint Kim McDonald to serve on the Grievance Panel Pool. Supervisor McCarthy seconded the motion which carried on a voice vote, JAY TIBBS APPOINTED TO FILL UNEXPIRED TERM ON THE REGIONAL JAIL AUTHORITY —APPROVED Supervisor Slaughter moved to appoint Jay Tibbs to fill the unexpired term of Kris Tierney on the Regional Jail Authority effective July 1, 2021, in light of Mr, Tierney's retirement which is effective June 30, 2021, Supervisor Gunn seconded the motion which carried on a voice vote. Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28, 2021 County of Frederick, Virginia 343 f AUTHORIZATION FOR STAFF TO PREPARE A LETTER OPPOSING THE CHANGING OF THE NAME OF LORD FAIRFAX COMMUNITY COLLEGE—APPROVED The Board discussed the efforts to change the name of Lord Fairfax Community College, the costs associated with a name change, and the possibility of the County withholding funds from the college should the name be changed, Supervisor Graber moved that the Hoard authorize staff to send a letter opposing the name change to the Chancellor of the Virginia Community College System, Supervisor Bunn seconded the motion. Vice Chairman Wells stated his intention to abstain from voting on the matter, The motion carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaler Aye Shawn L, Graber Aye Robert W.Wells Abstain J. Douglas McCarthy Aye Charles S. DeHaven,Jr. No Judith McCann-Slaughter Aye . . . . . .... . . + COMMITTEE BUSINESS— FINANCE COMMITTEE Supervisor Slaughter moved for approval of the following: 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; The Victim Witness Director requests 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;The WRA Director requests an Airport Fund supplemental appropriation in the amount of $23,000. This amount represents CRSSA funds awarded to the WRA; 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; 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; 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; The Fire & Rescue Chief requests$182,000 to purchase two used fire apparatus to serve as reserve units for Minute!look 46 Board of Supervisors Closed Session and Regular Meeting of April 28, 2021 County of Frederick, Virginia 344 the entire system; and The Sheriff requests $859,500 to purchase 15 vehicles and associated equipment.Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L.Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven,Jr. Aye Judith McCann-Slaughter Aye Supervisor Slaughter moved for approval of the following: The Director of Flections requests a General Fund supplemental appropriation in the amount of $25,000, This amount represents additional funds necessary to hold the June Primary Flection, Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaler Aye Shawn L. Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye Supervisor Slaughter moved for approval of the following: 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. Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D.Stegmaier Aye Shawn L. Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye Supervisor Slaughter moved for approval of setting a public hearing on the request by the WRA Director for an Airport Capital Fund supplemental appropriation in the amount of$4,546,667 to fund capital projects in FY 2022. Supervisor McCarthy seconded the motion which carried on a voice vote. Supervisor Slaughter moved for approval of the following: The DSS Director requests an FY 2022 General Fund supplemental appropriation in the amount of$156,186 for the addition of two positions. Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28, 2021 County of Frederick, Virginia 345 Blaine P. Gunn Aye David D. Stegmaler Aye Shawn L. Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven,Jr. Aye Judith McCann-Slaughter Aye Supervisor Slaughter moved for approval of the following: The Sheriff requests a General Fund supplemental appropriation in the amount of$21,950. This amount represents an insurance E claim for a damaged tent and will be used toward the building at the Impound lot. Supervisor Stegmaler seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaler Aye Shawn L Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven,Jr. Aye Judith McCann-Slaughter Aye Supervisor Slaughter moved for approval of the following: Round Full 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, Supervisor McCarthy seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr, Aye Judith McCann-Slaughter Aye Supervisor Slaughter moved for approval of the following: 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. Supervisor McCarthy seconded i the motion, Vice Chairman Wells recused himself from the vote because of his company's involvement in the construction project. The motion carried on a recorded vote as follows: Blaine P, Dunn Aye David D, Stegmaler Aye Shawn L. Graber Aye Robert W.Wells Abstain J. Douglas McCarthy Aye Charles S. DeHaven,Jr. Aye Judith McCann-Slaughter Aye i + . + + . + . .. . .} . .. Minute Bork 96 Board of Supervisors dosed Session and Regular Meeting of April 28,2021 County of Frederick, Virginia 646 PUBLIC HEARINGS NON-PLANNING ISSUES - None + f + + + . + + + + + * + PLANNING COMMISSION BUSINESS - PUBLIC HEARINGS- None f . + + + + + + + + + + + + PLANNING COMMISSION BUSINESS - OTHER PLANNING BUSINESS REZ#06-19 -WINCHESTER MEDICAL CENTER— APPROVED Assistant Planning Director Candice Perkins reviewed the 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. She said the site consists of 37.5424+1-acres zoned B2(General Business) District and 51.8675+I-acres zoned MS (Medical Support) District and the approved GDP labeled individual land bays with specific uses. She said the Applicant proposes to remove the uses shown on the proffered GDP to allow for potential alternative development and is also proposing to remove proffer 3 from the landscape design features which required a landscaped roundabout, Ty Lawson, representing the Applicant, confirmed the earlier remarks from Eds Coleman regarding an agreement having been reached between the Applicant and the neighboring property owners. Supervisor McCarthy moved for approval of Rezoning #06-19 for Winchester Medical Center. Supervisor Graber second motion which carried on a recorded vote as follows; Blaine P. Dunn Aye David D, Stegmaler Aye Shawn L, Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye + + . + + + + + + + + + + . Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April Zia,2021 County of Frederick, Virginia 347 BOARD LIAISON REPORTS- None CITIZEN COMMENTS- done BOARD OF SUPERVISORS COMMENTS Supervisor Graber noted his discussion with County employees about out-of-area residents using citizen convenience centers to dispose of their trash and proposed returning to the use of windshield stickers to identify County residents. By consensus,the matter was referred to the Public Works Committee. Supervisor Dunn noted the budget work session scheduled for May 12 saying he would like the matter of funding insurance premiums for volunteer fire companies to be discussed. Supervisor Dunn noted the Juneteenth holiday saying that it commemorates a Texas holiday rather than the actual date when slaves in Virginia were freed. ADJOURN On motion of Vice Chairman Wells, seconded by Supervisor McCarthy, the meeting was i adjourned at 7;38 p,m. Charles S, DeHaven, Jr. Kris C. Tierney Chairman, Board of Supervisors Clerk, Board of Supervisors Minutes Prepared By: Ann W. Phillips Deputy Clerk, Board of Supervisors Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28,202 l County of Frederick, Virginia 348 Board of Supervisors Meeting Minutes of April 28 - Appendix 1 HUMAN RESOURCES COMMITTEE REPORT TOTHE 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 Minute Book 46 W Board of Supervisors Closed Session and Regular Meeting of April 28,202 County of Frederick, Virginia 349 Board of Supervisors Meeting Minutes of April 28 - Appendix 2 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.l3 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 INFORMA'T'ION 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, Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28,2021 County of Frederick, Virginia 35 2. Fire& Rescue departmental requests see attached): a) Fire and Rescue request to purchase two reserve apparatus. Chief Majchrzak reviewed the request to 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 for proffer 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 by Mr. Linaburg. The Committee unanimously approved. e) 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 by Mr. Cunningham. The Committee unanimously approved. 3. Sheriffs 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. Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28,2011 County of Frederick, Virginia 351 Mrs. McCann-Slaughter made a motion to forward the request for funding for 15 new fully ou�fltted vehicles from Capital Funds to the Finance Committee. The i 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 watch 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: 1 Cheryl Shiffler advised that the Finance Committee meeting will be held on Wednesday April 21St at 8:00 a.m. in the boardroom downtown for those with items being addressed then. Respectfully submitted, Public Safety Committee Bob Wells Dave Stegmaler Denny Linaburg Judy McCann-Slaughter Helen Lake Wait Cunningham Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 18, 2021 County of Frederick, Virginia 352 Board of Supervisors Meeting Minutes of April 28 - Appendix 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 Wdliams, 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 RE UIRING ACTION BY BOARD OF SUPERVISORS: { ) Items 1,4, 5,8, 10, 11, 14 and 15 were approved under consent agenda. 1. O 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 Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28,2021 County of Frederick, Virginia 353 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 DGS. See attached information, p. 15--23. 5. { )The WRA Director requests an Airport Fund suRplemental 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. (0)The Sheriff requests a General f=und su lemental 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 X21'950 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 . 53�-56. P , p 12. Round Hill Fire& Rescue requests a General Fund.sup.12lemental appropriation in the amount of $41,652, This amount represents proffer funds toward the purchase of a new rescue engine. Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 28,2021 County of Frederick, Virginia 354 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 Robert Wells By (l/ Angela Rudolph Cheryl B.Shiffler, Finance Director Minute Book 46 Board of Supervisors Closed Session and Regular Meeting of April 18, 1021 County of Frederick, Virginia