The URL can be used to link to this page

May 26 2021 Board_Agenda_Packet 7 f AGENDA BOARD OF SUPERVISORS WEDNESDAY, MAY 26, 2021 7:00 PM BOARD MEETING ROOM 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601 1 . Call to Order 2. Invocation 3. Pledge of Allegiance 4. Adoption of Agenda 5. Citizen Comments — For agenda items that are not the subject of a Public Hearing 6. Consent Agenda Roll Call Vote Required 6.A. Approval of Minutes of Budget Work Session of May 12, 2021 BOS05-26-21 MinutesWorkSession12May2021.pdf 6.B. Approval of Minutes of Regular Meeting of May 12, 2021 BOS05-26-21 MinutesRegMeeting12May2021.pdf 6.C. Acceptance of Parks and Recreation Commission Report of May 11 , 2021 BOS05-26-21 ParksRecCommission Report 11 May2021.pdf 6.D. Acceptance of Human Resources Committee Report of May 14, 2021 BOS05-26-21 HRCommitteeReport14May2021.pdf 6.E. Acceptance of Finance Committee Report of May 19, 2021 BOS05-26-21 FinanceCommitteeReportl9May2021.pdf 1 Board of Supervisors Regular Meeting Agenda Page 2 May 26, 2021 Consent Agenda, continued 6.F. Request from the Commissioner of the Revenue for Refunds and Supplemental Appropriations 1. Southland Industries of Virginia — $5,340.24 2. Undisclosed Taxpayer— Disabled Veteran's Relief— $8,317.68 BOS05-26-21 RefundsSentToBOS.pdf 7. Board of Supervisors Comments 8. County Officials 8.A. Committee Appointments Planning Commission 4-year term of Rhodes Marston, Back Creek District Rep. expires 6/12/21 Mr. Marston does not wish to be reappointed. See attached application of Betsy Brumback. 4-year term of Roger L. Thomas, Opequon District Rep. expires 6/14/21 Mr. Thomas is eligible and willing to serve another term. Social Services Board 4-year term of Alan L. Morrison, Gainesboro District Rep. expires 6/30/21 Mr. Morrison is eligible and willing to serve another term. BOS05-26-21 BoardCommitteeAppts.pdf 8.B. For the Board's Information: The Chairman has appointed the following two Board Members as Liaisons to the Committee Reviewing Vendors for Project Management Support of the Public Safety Radio System Implementation.- J. mplementation:J. Douglas McCarthy Charles S. DeHa ven, Jr. 2 Board of Supervisors Regular Meeting Agenda Page 3 May 26, 2021 9. Committee Business - Human Resources Committee 9.A. Request for New Positions: 1 . County Administration — Maintenance Cost Analyst (Range 8) 2. Northwestern Regional Adult Detention Center— Medical Clinic Administrative Assistant (Range 6) By consensus, the members agreed to recommend the creation of the two new positions. BOS05-26-21 HRCommitteeReport14May2021.pdf 10. Committee Business - Finance Committee 10.A. (*) Items 1, 4, 5, 6 and 13 were approved under the Finance Committee's consent agenda. 1. (*) The Treasurer requests a General Fund supplemental appropriation in the amount of $50,000 for the increased cost of DMV registration withholdings. No local funds required. Approved on the committee's consent agenda. 2. The Treasurer requests an FY22 General Fund supplemental appropriation not to exceed $49,408. This amount represents a carry forward of unspent FY21 funds for legal fees for real estate tax sales and implementation of the cigarette tax. The committee recommends approval. 3. The Clerk of Court requests an FY22 General Fund supplemental appropriation in the amount of$53,886. This amount represents salary and fringes for a Records Clerk. The position has been funded by the VA Compensation Board in the amount of$34,352; however, there is a local cost of$19,533. The committee recommends approval. 4. (*) The Sheriff requests a General Fund supplemental appropriation in the amount of $5,027.29. This amount represents an auto insurance claim. No local funds required. Approved on the committee's consent agenda. 5. (*) The Sheriff requests a General Fund supplemental appropriation not to exceed $9,769.23. This amount represents reimbursements from the DEA. No local funds required. Approved on the committee's consent agenda. 3 Board of Supervisors Regular Meeting Agenda Page 4 May 26, 2021 Committee Business - Finance Committee, continued 6. (*) The Sheriff requests a General Fund supplemental appropriation not to exceed $54,840. This amount represents traffic control reimbursements. No local funds required. Approved on the committee's consent agenda. 7. The Director of Elections requests an FY22 General Fund supplemental appropriation not to exceed $3,600. This amount represents a carry forward of unspent FY21 funds to replace the Assistant Registrar. The committee recommends approval. 8. The NRADC Superintendent requests an FY22 Jail Fund supplemental appropriation not to exceed $66,150. This amount represents a carry forward of unspent FY21 funds for the completion of the HVAC control system project. The committee recommends approval. 9. The IT Director and the NRADC requests an FY22 Jail Fund supplemental appropriation not to exceed $148,517. This amount represents a carry forward of unspent FY21 funds for the completion of the network upgrade project. The committee recommends approval. 10. The IT Director requests a budget transfer in the amount of $10,722 from a personnel line item to cover an unbudgeted expense related to the Sheriff's laptop lease. Policy requires Board action to transfer out of a personnel line item. The committee recommends approval. 11. The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of $20,000. This amount represents proffer funds for the design of the Abrams Creek Trail entrance and parking lot. The Parks& Recreation Commission has approved the request. The committee recommends approval. 12. The Public Works Director requests an FY22 General Fund supplemental appropriation not to exceed $108,188. This amount represents a carry forward of unspent FY21 funds for the construction of a storage building at the Stephenson Citizen Convenience Site. The committee recommends approval. 13. (*) The EMS Billing Manager requests an EMS Expense Recovery Fund supplemental appropriation in the amount of$275,000. This amount represents anticipated revenue in excess of budgeted revenue. No local funds required. Approved on the committee's consent agenda. BOS05-26-21 FinanceCommitteeReport19May2021.pdf 4 Board of Supervisors Regular Meeting Agenda Page 5 May 26, 2021 11. Public Hearings (Non Planning Issues) 11.A. Proposed Ordinance — Salaries of the Board of Supervisors (FY 2021-2022) — Pursuant to Section 15.2- 1414.3 of the Code of Virginia, 1950, as Amended, the Board of Supervisors Will Hold a Public Hearing to Fix the Annual Salaries of the Board of Supervisors as Follows: Chairman, $10,800; Vice Chairman, $10,200; and Each Other Member of the Board of Supervisors at $9,000. BOS05-26-21 Board SalaryFY2021-2022.pdf 11.13. Ordinance to Amend the Frederick County Code, Chapter 90 Fire Protection and Prevention, Article I General Standards, §90-2 Administration, Enforcement, and Appointment of Fire Marshal; Interpretation; Applicability; Appeals. The Proposed Ordinance Revision is to Provide Clarity to Training Agencies that the Fire Marshal and Assistant Fire Marshals have Certain Law Enforcement Powers. BOS05-26-21 Proposed Revision Cha pter90.pdf 11.C. Proposed Amendment to the Lease Agreement between the County of Frederick, Virginia and H&R Block Eastern Enterprises, Inc. This is a proposed amendment (Lease Amendment 8) to the lease agreement between the County of Frederick, Virginia and H&R Block Eastern Enterprises, Inc. for H&R Block's office space located at 223 Sunnyside Plaza Drive and more particularly described as certain real property containing approximately 1,440 square feet said property being part of that parcel identified as Parcel Number 53-A-52E in the Stonewall Magisterial District. The proposed amendment would extend the existing lease for an additional period of two years commencing on May 1, 2021 and expiring on April 30, 2023. The base rent would be $1,000.00 per month. BOS05-26-21 HRBlockLeaseAmendmentAndMemoFINAL.pdf 5 Board of Supervisors Regular Meeting Agenda Page 6 May 26, 2021 12. Planning Commission Business - Public Hearings 12.A. Ordinance to Amend 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; Article IV Agricultural and Residential Districts, Part 401 RA Rural Areas District. Revisions to the Frederick County Zoning Ordinance to Add Agricultural Supply Cooperatives as a Conditional Use in the RA (Rural Areas) Zoning District. BOS05-26-21 OrdAmendAGCoop.pdf 13. Planning Commission Business - Other Planning Business 14. Board Liaison Reports 15. Citizen Comments 16. Board of Supervisors Comments 17. Adjourn 6 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 ��GrN Agenda Section: Consent Agenda Title: Approval of Minutes of Budget Work Session of May 12, 2021 Attachments: BOS05-26-21 MinutesWorkSession12May2021.pdf 7 MINUTES BUDGET WORK SESSION FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, MAY 12, 2021 6:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: Charles S. DeHaven, Jr., Chairman; Blaine P. Dunn; Shawn L. Graber; Judith McCann-Slaughter; J. Douglas McCarthy; David D. Stegmaier; and Robert W. Wells were present. County Administration Staff present: Kris C. Tierney, County Administrator; Jay E. Tibbs, Deputy County Administrator; Rodd Williams; County Attorney; Cheryl Shiffler, Director of Finance; Jennifer Place, Risk Manager/Budget Analyst; Sharon Kibler, Assistant Director of Finance; Bill Orndoff, Treasurer; Seth Thatcher, Commissioner of the Revenue; Sheriff; Steve Majchrzak, Fire Chief; Karen Vacchio, Public Information Officer;and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman DeHaven called the meeting to order at 6:00 p.m. DISCUSSION The Board discussed the proposal to fund premiums for property and casualty insurance for the volunteer fire and rescue companies, the move to standardization of equipment, a need for a uniform policy for purchases, the need to gain support for these measures among the volunteer companies, the advantages of a county-wide volunteer system, and volunteer recruitment. Chief Majchrzak said the County is moving in the right direction toward standardization. He noted funding the premiums would allow the volunteer companies to address critical needs. By consensus, the Board agreed with funding the insurance premiums. The Board discussed a funding request to address salaries from the Handley Regional Library. 8 Supervisor Dunn reiterated his request that the Board fund town hall meetings for Board members and fund the use of the Board meeting room by Board members for constituent meetings. ADJOURN At 6:45 p.m., Chairman DeHaven adjourned the meeting. 9 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 ��GrN Agenda Section: Consent Agenda Title: Approval of Minutes of Regular Meeting of May 12, 2021 Attachments: BOS05-26-21 MinutesRegMeeting 12May2021.pdf 10 MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, MAY 12, 2021 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; Wyatt Pearson, Planning Director; Candice Perkins,Assistant Director of Planning; John Bishop,Assistant Director of Planning-Transportation; Tyler Klein, Senior Planner; Mark Cheran, Zoning & Subdivision Administrator; Steve Majchrzak, Fire Chief; Cheryl Shiffler, Finance Director; Joe Wilder, Director of Public Works; Lenny Millholland, Sheriff; Nick Sabo, Director of the Regional Airport Authority; Missi Neal, Purchasing Manager; Bill Orndoff, Treasurer; Seth Thatcher, Commissioner of the Revenue; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman DeHaven called the meeting to order at 7:00 p.m. INVOCATION Vice Chairman Wells delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chairman Wells led the Pledge of Allegiance. ADOPTION OF AGENDA—APPROVED Upon motion of Supervisor Slaughter, seconded by Supervisor McCarthy,the agenda was adopted on a voice vote. Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 1 11 CITIZEN COMMENTS Jeremy Thomas, representing Motorola Solutions, asked the Board to reconsider the recommendation on the agenda to authorize the County Administrator to execute a contract with E F Johnson for a new public safety radio system. Wayne Duff, representing L3 Harris, said he shared the same concerns as the previous speaker. ADOPTION OF CONSENT AGENDA—APPROVED Supervisor Slaughter moved for adoption of the consent agenda as presented. The motion was seconded by Supervisor McCarthy and 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 - Minutes of Closed Session and Regular Meetings of April 28, 2021 - CONSENT AGENDA APPROVAL -Transportation Committee Report of March 12, 2021 - CONSENT AGENDA APPROVAL, Appendix 1 - Resolution Authorizing the Purchase of 2.36-Acre Parcel Adjacent to the Landfill — CONSENT AGENDA APPROVAL, RESOLUTION AUTHORIZING PURCHASE OF 2.360 ACRES,MORE OR LESS, FOR USE BY THE FREDERICK COUNTY LANDFILL WHEREAS,the County has identified a benefit in acquiring certain land,adjacent to land currently used as part of the Frederick County Landfill,to serve as an additional buffer for the Landfill; and WHEREAS,the owner of Tax Parcel Number 77-A-77D has agreed to sell to the County a 2.360-acre portion of that parcel,the portion being adjacent to land currently used as part of the Frederick County Landfill. NOW,THEREFORE,BE TT RESOLVED,that the Board of Supervisors authorizes the purchase of a 2.360-acre portion of Tax Parcel Number 77-A-77D,and authorizes staff to execute such documents as may be necessary to do so. + + + + + + + + + + + + + + Frederick County Board of Supervisors Regular Meeting Minutes *May 12,2021 2 12 Resolution requesting that the Commonwealth Transportation Board reconsider SmartScale applications submitted for projects in Frederick County, prior to adoption of the Draft Six Year Improvement Program—CONSENT AGENDA APPROVAL A RESOLUTION FOR THE BOARD OF SUPERVISORS OF THE COUNTY OF FREDERICK, VIRGINIA TO COMMENT ON THE DRAFT SIX YEAR IMPROVEMENT PROGRAM WHEREAS, The Board appreciates the efforts of VDOT staff and the Commonwealth Transportation Board;and, WHEREAS,The ongoing partnership with VDOT is very important to the Board;and WHEREAS, No SmartScale applications for projects located in Frederick County are currently recommended for funding in the draft SYIP;and, WHEREAS,All of the applications submitted for projects in Frederick County,and particularly those for I-81 Exit 317,represent significant needs;and WHEREAS,the Exit 317 area is a critical node for transportation in Frederick County and a key connection for relief when there are incidents on I-81;and WHEREAS, Even when there are not incidents on I-81 the Exit 317 interchange experiences significant congestion and safety concerns;and WHEREAS, The I-81 Exit 317 Applications have been through multiple rounds of consideration by the CTB,study,and refinement in keeping with the stated purposes and intent of the SmartScale program;and WHEREAS,The applications submitted for I-81 Exit 317 scored 13 and 14 among nearly 400 applications but had their economic development scores depressed by the scale of the top scoring application for economic development in the state,leading to an inaccurate reflection of the value of these projects in that scoring category; and NOW,THEREFORE,BE IT RESOLVED,that the Board of Supervisors of the County of Frederick hereby submits this resolution to request that the Commonwealth Transportation Board reconsider the SmartScale applications submitted for projects in Frederick County,particularly I-81 Exit 317,prior to adoption of the Draft Six Year Improvement Program. + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS - None COUNTY OFFICIALS APPOINTMENT OF MARY BETH PRICE AS INTERIM COUNTY ADMINISTRATOR EFFECTIVE JULY 2, 2021 -APPROVED Supervisor Graber moved to appoint Mary Beth Price as Interim County Administrator Frederick County Board of Supervisors Regular Meeting Minutes *May 12,2021 3 13 effective July 2, 2021, following the retirement of Kris Tierney which is effective July 1, 2021. Supervisor Dunn 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 APPOINTING INTERIM COUNTY ADMINISTRATOR WHEREAS,Kris C. Tierney has announced his retirement as County Administrator, effective at the close of July 1,2021; NOW,THEREFORE,BE IT RESOLVED,that the Board appoints Mary Beth Price to serve as Interim County Administrator, beginning on July 2,2021, and until such time as the Board appoints a County Administrator to serve on an ongoing basis or the Board otherwise appoints her replacement. + + + + + + + + + + + + + + COMMITTEE APPOINTMENTS JOHN LAMANNA REAPPONTED TO SOCIAL SERVICES BOARD—APPROVED Supervisor Slaughter moved to reappoint John Lamanna as the Member At-Large on the Social Services Board. Supervisor Stegmaier seconded the motion which carried on a voice vote. DEVELOPMENT IMPACT MODEL OVERSIGHT COMMITTEE APPOINTMENTS—APPROVED Supervisor McCarthy moved to appoint the following to one-year terms on the Development Impact Model Oversight Committee: Jay E. Tibbs -County Administration Representative Charles S. DeHaven, Jr. -Board of Supervisors Representative Judith McCann-Slaughter-Board of Supervisors and EDA Representative Christopher Mohn -Planning Commission Representative John Jewell -Planning Commission Representative Stephen Pettler-Top of Virginia Building Assoc. Rep. Rob Frogale -Top of Virginia Building Assoc. Rep. Frank E. Wright(appointed as the School Board's Representative in Jan. 2021) The motion, seconded by Supervisor Dunn, carried on a voice vote. Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 4 14 PLANNING DIRECTOR WYATT PEARSON APPOINTED TO UNEXIRED TERMS -APPROVED Supervisor McCarthy moved to appoint Wyatt Pearson to fill the unexpired terms of his predecessor as follows: Northern Shenandoah Valley Regional Commission, Alternate Member; Winchester-Frederick Metropolitan Planning Organization (MPO), Alternate Member; Winchester- Frederick Metropolitan Planning Organization Technical Advisory Committee (MPO-TAC), Member. Supervisor Dunn seconded the motion which carried on a voice vote. PUBLIC SAFETY RADIO SYSTEM CONTRACT AWARD -APPROVED Vice Chairman Wells moved that the Board authorize the following: for staff to issue a Notice of Intent to award a contract to EF Johnson for a new public safety radio system; for the County Administrator to execute a contract with EF Johnson for a not to exceed amount of $20,007,471, pending final legal review; and for a project contingency budget with a not to exceed amount of$1,500,000. Supervisor Slaughter seconded the motion. The Board discussed the recommendation for awarding a contract for a new public safety radio system. Supervisors Graber, McCarthy, and Dunn expressed concerns about the procurement process and a desire to have a new procurement effort. Supervisor Stegmaier spoke in favor of the motion to authorize awarding of the contract. The motion carried on a recorded vote as follows: Blaine P. Dunn No David D. Stegmaier Aye Shawn L. Graber No Robert W. Wells Aye J. Douglas McCarthy No Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye PUBLIC RADIO SYSTEM PROJECT MANAGEMENT CONTRACT PROCUREMENT - AUTHORIZED Supervisor McCarthy moved that staff be authorized to seek candidates other than the current project management vendor and that two Board members be designated to sit on the interview panel when the prospective vendors are vetted. Supervisor Graber seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W. Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 5 15 Judith McCann-Slaughter Aye + + + + + + + + + + + + + + COMMITTEE BUSINESS —None + + + + + + + + + + + + + + PUBLIC HEARINGS (NON-PLANNING ISSUES) PROPOSED ORDINANCE—SALARIES OF THE BOARD OF SUPERVISORS (FY 2021-2022) —PUBLIC HEARING CONTINUED The Board discussed the matter of Board salaries noting there had been no increase for 20 years. Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven continued the public hearing until a later date. + + + + + + + + + + + + + + AMENDMENT TO THE 2021 -2022 FISCAL YEAR BUDGET -APPROVED Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor Graber for approval to amend the Fiscal Year 2021-2022 Budget to reflect an Airport Capital Fund supplemental appropriation in the amount of $4,546,667 representing the Airport Capital Budget for FY 2022. 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 Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 6 16 + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS - PUBLIC HEARINGS SOUTH FREDERICK AGRICULTURAL AND FORESTAL DISTRICT - REQUEST TO ADD ONE PARCEL—APPROVED Senior Planner Tyler Klein reviewed the request from Walter Nelson and Barbara Snapp Nelson to add a portion of one parcel, totaling 27.26+1- acres, to the South Frederick Agricultural and Forestal District. He said the property is identified by Property Identification Number(PIN): 61- A-46A, currently totals 72+1- acres, and due to consolidation, 27.26+1- acres of this consolidated parcel is not in the District. Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor Graber moved for approval to add the 27.26+1-Acres into the South Frederick Agricultural and Forestal District. 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 ADDITION TO THE SOUTH FREDERICK AGRICULTURAL&FORESTAL DISTRICT WHEREAS,Frederick County received a request to include 27.26+/-acres of the parcel identified by Property Identification Number 61-A-46A into the South Frederick Agricultural & Forestal District. This District is located within the Back Creek Magisterial District and currently contains 6,694.42+/-acres. It is generally located along Cedar Creek Grade (Route 622), Middle Road(Route 628), Marlboro Road (Route 63 1) and Hites Road(Route 625); and WHEREAS, The Agricultural District Advisory Committee (ADAC) discussed this request at their meeting on March 31,2021 and recommended approval; and WHEREAS, the Planning Commission held a public hearing for this request at their meeting on April 21,2021 and recommended approval; WHEREAS, the Board of Supervisors held a public hearing for this request at their regularly scheduled meeting on May 12,2021; and WHEREAS, the Frederick County Board of Supervisors finds the addition of 27.26+/- acres of the parcel identified by Property Identification Number 61-A-46A into the South Frederick Agricultural and Forestal District contributes to the conservation and preservation of agricultural and forestal land in Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 7 17 Frederick County. NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors as follows: The Frederick County Board of Supervisors hereby includes 27.26+/- acres of Property Identification Number(PIN)61-A-46A into the South Frederick Agricultural&Forestal District,with an expiration and renewal date of September 9, 2025. This addition increases the size of the South Frederick Agricultural and Forestal District to 6,921.68+/- acres. This Agricultural & Forestal District is as described on the attached map. + + + + + + + + + + + + + + UPDATE OF THE 2021-2022 FREDERICK COUNTY INTERSTATE, PRIMARY, AND SECONDARY ROAD PLANS—APPROVED John Bishop, Assistant Director of Planning-Transportation, introduced the draft update of the 2021-2022 Frederick County Primary and Interstate and Secondary Road Improvement Plans. Chairman DeHaven opened the public hearing. No one spoke. Chairman DeHaven closed the public hearing. Supervisor Slaughter moved to adopt the resolutions for the Interstate and Primary and Secondary plans as presented. Supervisor Graber seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye David D. Stegmaier Aye Shawn L. Graber Aye Robert W.Wells Aye J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter Aye RESOLUTION 2021-2022 INTERSTATE ROAD IMPROVEMENT PLAN WHEREAS,the Frederick County Transportation Committee recommended approval of this plan on April 26,2021; and, WHEREAS,the Frederick County Planning Commission held a public hearing and recommended approval of this plan at their meeting on May 5,2021; and, WHEREAS,the Frederick County Board of Supervisors had previously agreed to assist in the preparation of this plan in accordance with the Virginia Department of Transportation's policies and procedures and participated in a public hearing on the proposed Plan, after being duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan and Priority List; and, WHEREAS, a representative of the Virginia Department of Transportation appeared before the Board during the public hearing and recommended approval of the 2021 — 2022 Interstate Road Improvement Plan and the Construction Priority List; and, Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 8 18 WHEREAS, the Frederick County Board of Supervisors support the priorities of the interstate road improvement projects for programming by the Commonwealth Transportation Board and the Virginia Department of Transportation; NOW,THEREFORE,BE TT RESOLVED by the Frederick County Board of Supervisors as follows: The 2021-2022 Interstate Road Improvement Plan appears to be in the best interest of the citizen of Frederick County and the Interstate Road System in Frederick County;and therefore,the Frederick County Board of Supervisors hereby approves the 2021-2022 Interstate Road Improvement Plan and Construction Priority List for Frederick County,Virginia as presented at the public hearing held on May 12,2021. RESOLUTION 2021-2022 PRIMARY ROAD IMPROVEMENT PLAN WHEREAS,the Frederick County Transportation Committee recommended approval of this plan on April 26,2021;and, WHEREAS,the Frederick County Planning Commission held a public hearing and recommended approval of this plan at their meeting on May 5,2021;and, WHEREAS,the Frederick County Board of Supervisors had previously agreed to assist in the preparation of this plan in accordance with the Virginia Department of Transportation's policies and procedures and participated in a public hearing on the proposed Plan,after being duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan and Priority List;and, WHEREAS, a representative of the Virginia Department of Transportation appeared before the Board during the public hearing and recommended approval of the 2021 —2022 Primary Road Improvement Plan and the Construction Priority List;and, WHEREAS, the Frederick County Board of Supervisors support the priorities of the primary road improvement projects for programming by the Commonwealth Transportation Board and the Virginia Department of Transportation; NOW,THEREFORE,BE TT RESOLVED by the Frederick County Board of Supervisors as follows: The 2021-2022 Primary Road Improvement Plan appears to be in the best interest of the citizen of Frederick County and the Primary Road System in Frederick County; and therefore,the Frederick County Board of Supervisors hereby approves the 2021-2022 Primary Road Improvement Plan and Construction Priority List for Frederick County,Virginia as presented at the public hearing held on May 12,2021. RESOLUTION 2021-2022 SECONDARY ROAD IMPROVEMENT PLAN WHEREAS,Section 33.2-331 of the 1950 Code of Virginia,as amended,provides the opportunity for each county to work with the Virginia Department of Transportation in developing a Six-Year Road Plan;and, WHEREAS,the Frederick County Transportation Committee recommended approval of this plan on April 26,2021;and, WHEREAS,the Frederick County Planning Commission held a public hearing and recommended approval of this plan at their meeting on May 5,2021;and, WHEREAS,the Frederick County Board of Supervisors had previously agreed to assist in the preparation of this plan in accordance with the Virginia Department of Transportation's policies and procedures and participated in a public hearing on the proposed Plan,after being duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan and Priority List;and, Frederick County Board of Supervisors Regular Meeting Minutes *May 12,2021 9 19 WHEREAS, a representative of the Virginia Department of Transportation appeared before the Board during the public hearing and recommended approval of the 2201 —2022 Secondary Road Improvement Plan and the Construction Priority List; and, WHEREAS, the Frederick County Board of Supervisors support the priorities of the secondary road improvement projects for programming by the Commonwealth Transportation Board and the Virginia Department of Transportation; NOW,THEREFORE,BE IT RESOLVED by the Frederick County Board of Supervisors as follows: The 2021-2022 Secondary Road Improvement Plan appears to be in the best interest of the citizens of Frederick County and the Secondary Road System in Frederick County;and therefore,the Frederick County Board of Supervisors hereby approves the 2021-2022 Secondary Road Improvement Plan and Construction Priority List for Frederick County,Virginia as presented at the public hearing held on May 12,2021. + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS DISCUSSION: ORDINANCE AMENDMENT - OPAQUE FENCING REQUIREMENTS— RETURNED TO PLANNING COMMISSION Senior Planner Tyler Klein reviewed the proposed text amendment to Chapter 165—Zoning Ordinance to modify the definition (§165-101.02)for"opaque fence"to allow a chain link fence with plastic slats to satisfy the screening requirements for certain types of buffers and outdoor storage areas. He said the proposed amendment also modifies§165-201.1 (Outdoor storage and process) removing the prohibition for chain link fencing with slats for screening of outdoor storage areas and modifies §165-203.02 (Buffer and screening requirements) to further specify the type of fencing allowed only for road efficiency buffers. He said staff was seeking direction from the Board of Supervisors on the appropriateness of this request and whether the item is ready to be sent forward for public hearing. The Board and staff discussed the proposed amendment, fence and buffer maintenance issues, the districts included in the proposal, the quality of fence construction materials, and the origin of the requested amendment. Supervisor McCarthy moved that the Board decline to send the proposed amendment forward to public hearing. Supervisor Dunn 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 No J. Douglas McCarthy Aye Charles S. DeHaven, Jr. Aye Judith McCann-Slaughter No Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 10 20 The Board and staff discussed options such as variances or waivers rather than amending the ordinance to address the opaque fencing options. By consensus, the proposal was returned to the Development Review and Regulations Committee for revision including the addition of a waiver option. DISCUSSION: ORDINANCE AMENDMENT -AGRICULTURAL SUPPLY COOPERATIVES—SENT FORWARD TO PUBLIC HEARNG WITH AMENDMENTS Mark Cheran, Zoning & Subdivision Administrator, reviewed the proposed amendment to the Zoning Ordinance to add "Agricultural Supply Cooperatives" as a conditional use in the RA (Rural Areas) Zoning District. He said Staff has prepared a text amendment for three areas of the Zoning Ordinance and these include: 1)a new definition for Agricultural Supply Cooperatives, 2)supplemental use regulations pertaining to this use, and 3) the inclusion of Agricultural Supply Cooperatives as a conditional use in the RA District. He said staff was seeking direction from the Board of Supervisors on the appropriateness of this request and whether the item is ready to be sent forward for public hearing. The Board and staff discussed the origin of the requested amendment, defining primary and accessory uses, fuel sales as an allowed use, and the definition of a cooperative. Supervisor McCarthy moved to forward the proposal to public hearing with the following amendments: defining the word `cooperative'and limiting diesel and gasoline sales to off-site while allowing propane sales on-site. Supervisor Graber seconded the motion which carried on a voice vote. SENSENY VILLAGE MASTER DEVELOPMENT PLAN #03-21 - PRESENTED FOR INFORMATION Senior Planner Tyler Klein presented the Master Development Plan for Senseny Village saying it is in conformance with the requirements of Article VIII, Master Development Plan, of the Frederick County Zoning Ordinance, and that the MDP is in a form that is administratively approvable. He said the MDP is also in conformance with the proffers approved for Senseny Village (Rezoning #13-06). Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 11 21 Supervisor Dunn noted this was not an approval of new lots and that the current Board could not collect any new proffers to offset the expected traffic increase. + + + + + + + + + + + + + + BOARD LIAISON REPORTS - None CITIZEN COMMENTS - None BOARD OF SUPERVISORS COMMENTS Vice Chairman Wells asked for clarification of the Board's discussion at the work session earlier in the evening regarding a request from the Handley Regional Library for additional funds in the new fiscal year. Supervisor Dunn refenced the just-discussed Senseny Village Master Development Plan saying the Board needs an escalation factor in proffer dollar amounts to account for inflation. Supervisor McCarthy congratulated the graduates of 2021. ADJOURN On motion of Vice Chairman Wells, seconded by Supervisor Graber, the meeting was adjourned at 9:14 p.m. Frederick County Board of Supervisors Regular Meeting Minutes *May 12, 2021 12 22 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 ��GrN Agenda Section: Consent Agenda Title: Acceptance of Parks and Recreation Commission Report of May 11, 2021 Attachments: BOS05-26-21 ParksRecCommission Report 11 May202l.pdf 23 PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS Wednesday May 26,2021 7:00 p.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA To: Jay Tibbs, Deputy County Administrator for Human Services From: Jason L. Robertson, Director, Parks & Recreation Dept. Date: May 14, 2021 Subject: Parks and Recreation Commission Action The Parks and Recreation Commission met on May 11, 2021. Members present were: Gary Longerbeam,Amy Strosnider, Natalie Gerometta, Randy Carter, Charles Sandy,Jr., Dennis Grubbs. Non-voting Board Liaison, Mr. Robert Wells. Members absent were: Guss Morrison, Ronald Madagan ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. None ITEMS SUBMITTED FOR INFORMATION ONLY 1. The Building and Grounds Committee made a motion to accept the Old Charlestown Road Park((ORCP) Master Plan as presented, seconded by Mr. Sandy, carried unanimously (6-0). (Attachment 1). 2. The Building and Grounds Committee made a motion to request proffer funds in the amount of$20,000 for the design associated with the Abrams Creek Trail trailhead entrance and parking lot, seconded by Mr. Sandy, carried unanimously (6-0). This recommendation will be forwarded to the Finance Committee prior to requiring Board of Supervisor action. Cc: Gary Longerbeam, Chairman Robert Wells, Board of Supervisors' Non-Voting Liaison 24 so Pb '133N ON AV9 ffiN _ Iz 01 1. o UP 2 Kj 01 ,,,„,:qaM -r z vn'uNnoa�aiaaaaa� a rs�me li�xej ew ogo� o Sto9 i0E la>sY a�ve ~ zw Euz �`e� � az FL°9L eiuf3�in'esngsue�lsii4J =: NH1d H31SVIN i ieaASP�4veN 09zL _ >{2�Vd GVON NMO1S31�J`dHO 410 m y axxxvie axvi y xaxn �R z 'JN) 133N ONVAV§ sg g N f r' y,. i f � i V ' �t t � r'- 1 �\k •fir�l, .-�� .i � �..E., ,M� \t his °, , �°� \1 _,.�'si',! ��a�,►�r a gga� � x� rte' e _ d 4� Lif I — i FF iIT��ll �ml'�m €�� f I 'z s�� m f !� r •�� - � `epi��I�� i�l I i s r J 26 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 ��GrN Agenda Section: Consent Agenda Title: Acceptance of Human Resources Committee Report of May 14, 2021 Attachments: BOS05-26-21 HRCommitteeReport14May2021.pdf 27 HUMAN RESOURCES COMMITTEE REPORT TO THE BOARD OF SUPERVISORS Friday, May 14,2021 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, May 14,2021,at 9:00 a.m. ATTENDEES: Committee Members Present: Bob Wells,Chairman; Dave Stegmaier;and Don Butler. Staff present: Kris Tierney,County Administrator;Jay Tibbs, Deputy County Administrator; Rod Williams,County Attorney; Michael Marciano, Human Resources Director; DeLois Blevins, HR Manager; Delsie Jobe,Administrative Services Manager; Clay Corbin, NRADC Superintendent; Tana Jones, NRADC Captain;Allena Kovak, Nursing Director;and Seth Thatcher,Commissioner of Revenue. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS 1. Jay Tibbs, Deputy County Administrator,sought approval to reclassify an existing Administrative Assistant position (Range 6)to a newly created Maintenance Cost Analyst position (Range 8) (Exhibit A). 2. Clay Corbin, NRADC Superintendent,sought approval to reclassify an existing Records Clerk position (Range 3)to a newly created Medical Clinic Administrative Assistant position (Range 6) (Exhibit B). The consensus of the members of the HR Committee present is to forward these items along to the Board of Supervisors for approval. 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 L' Michael J. Marciano, Director of Human Resources 28 Exhibit A Request to Reclassify an Administrative Assistant Position to a Newly Created Maintenance Cost Analyst Position by County Administration May 14, 2021 HR Committee Meeting 29 1 County of Frederick ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,............................. f 1 Department of 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: May 7, 2021 Re: County Administration Request for New Position County Administration is requesting that a Maintenance Cost Analyst be added to Frederick County Salary Administration Program (SAP). The Human Resources Department has reviewed the job description submitted for the position, studied the positions listed in the County's SAP, considered the desire of the County Administration to add this position, and analyzed the salaries of other counties/entities throughout the region. It is the recommendation of the Director of Human Resources that the Human Resources Committee, and, subsequently the Board of Supervisors, approve the creation of a Maintenance Cost Analyst. 30 7 COUNTY of FREDERICK Office of the County Administrator ��gGlhy Tel: 540.665.6382 Fax: 540.667.0370 MEMORANDUM To: Human Resources Committee From: Jay E. Tibbs, Deputy County Administrator Date: April 29, 2021 Re: Creation of Maintenance Cost Analyst Position This is a request to reclassify an existing Administrative Assistant position, salary range 6 ($43,516 to $69,582), to a newly created Maintenance Cost Analyst, salary range 8 ($53,964 to $86,278). This request resulted from a thorough review and update of existing job descriptions. The duties for this position were originally those of a traditional administrative assistant (e.g., typing, filing, scheduling meetings, etc.). In addition to the duties previously enumerated, this position also assisted with the building maintenance, as this function is housed in County Administration. Over the past 15 years, the maintenance focus of this position has grown exponentially while the traditional administrative assistant duties have declined. When this position was first hired, the County had a handful of custodial staff, a maintenance supervisor, and was responsible for the repair and upkeep of two buildings (i.e., 107 N. Kent complex and the Public Safety Building) totaling approximately 133,000 square feet. Over the ensuing 15 years, the Maintenance Department has grown to a staff of 14 to include an Assistant Maintenance Supervisor, Maintenance Specialist, Maintenance Worker, and a custodial staff of 10. In addition to experiencing a growth in staffing, the department has experienced a growth in the area it services; it is now responsible for approximately 273,000 square feet of property, which includes 2 fire stations, Sunnyside Plaza, Smithfield Avenue facility, and Esther Boyd Animal Shelter. The budgetary responsibility and oversight for the Maintenance Department have also grown. In 2007, the department's budget was a combined $924,000. In 2021, the combined budget was $2.1 million. As the County's needs changed, this position was tasked more and more with handling maintenance program scheduling, contract oversight, and procurement. To track our 31 maintenance work orders, the position utilizes the Micromain Facility Management program. A new job description for this position is attached (Exhibit A), along with the existing job description for Administrative Assistant (Exhibit 6). In addition, we have included a marked-up job description which accurately depicts the current role and responsibilities of this position (Exhibit Q. Significant research into similar positions in other localities was conducted and informed the construction of this job description. A file of comparative job descriptions is attached for the HR Committee's review (Exhibit D). Finally, the below table illustrates some of the localities and private sector salary information used for comparison purposes. Locality Position Title Salary Range Frederick County, VA Range 8 $53,964 - $86,278 City of Roanoke, VA Facilities Manager $61.041.76 - $97,666.92 Franklin County, VA Director of General Properties $63,820 - $102,112 Richmond, VA Maintenance Cost Analyst $60-000 - $65,000 Clarke County, VA Office Manager Maintenance $44-497 - $71,195 Madison County, VA Facilities Maintenance Manager $43,338 - $69,340 Gloucester County, VA Facilities Management Director $66-652 - $96,645 City of Winchester, VA Administrative Programs Assistant $39,520 - $61,207.80 City of Winchester, VA Accounting Analyst $39,520 - $61,207.80 City of Winchester, VA Administrative Services Coordinator $43,576 - $67,489.66 City of Winchester, VA Assistant Facilities Manager $57,740.80 - $89,427.82 City of Winchester, VA Administrative Services Manager $50,440 - $78,120.49 *Roanoke VA Area Office Manager $53,356 - $96,919 *Richmond, VA Area Office Manager $57,586 - $104,602 * - Information obtained from Salary.com Staff is seeking approval of the creation of this new position. 107 North Kent Street•Winchester, Virginia 22601 32 v 33 County of Frederick Job Title: Maintenance Cost Analyst DATE: 3/26/2021 PREPARED BY: A Phillips/J Tibbs HR APPROVAL: Click or tap here to enter text. HR APPROVAL DATE: Click drop down to enter date. SALARY RANGE: 8 DEPARTMENT: County Administrator's Office REPORTS TO: Deputy County Administrator Essential Exempt Non-Essential f: Non-Exempt JOB PURPOSE SUMMARY: Oversees the budgeting, scheduling, and record keeping systems of the maintenance division of the County Administration department. Performs superior professional, administrative, and clerical work pertinent to the administration of the department's function to provide efficient maintenance and upkeep of facilities. Acts independently in the absence of the Department Director or his/her designee. ESSENTIAL FUNCTIONS ESSENTIAL DUTIES AND RESPONSIBILITIES: The requirements for this position include, but are not limited to, those outlined below. All job functions, education and experience, general knowledge and abilities, and physical requirements are subject to possible modification to reasonably accommodate individuals with disabilities to enable them to perform the essential functions of the job. This document does not create an employment contract, implied or otherwise. It is the employer's discretion to add or change the duties or requirements of this position at any time. • Coordinates with the Maintenance Supervisor and supports County Administrative staff as directed; assists Head Custodian with prioritization of tasks in the absence of the Maintenance Supervisor • Assists the Deputy County Administrator in all matters regarding the Maintenance and Grounds Department; pays all department bills pertaining to multiple specified county-owned or county-maintained properties. • Completes technical tasks relative to facility maintenance such as: Develops building maintenance schedules and maintenance item spreadsheets including cost, labor and time estimates. ;preadsheets, Monitors and manages all incoming invoices including entering data into Maintenance Dept. Codes all invoices and allocate purchases in the Works System. • Track all utility bills and prepare invoices and utility bills for payment for multiple specified county-owned or county-maintained properties • Creates and tracks internal work orders for multiple specified county-owned or county- maintained properties utilizing Micromain Facility Management; prepares annual report on number and types of repairs. • Manages the work order system in such a manner as to provide useful information on costs, updates and future budget needs. 34 • Serves as point of contact for maintenance workorders at the County Administration building. • Assists in preparation of complex correspondence for the Maintenance Supervisor. • Prepares annual budgets for the Maintenance Department including operating and capital budgets for multiple specified county-owned or county-maintained properties. • Assists Maintenance Supervisor in monitoring, review, and renewal of all maintenance contracts and other contractual services for County-owned or county-maintained properties in coordination with the County Attorney and the Procurement Manager. • Assists Maintenance Supervisor in preparation of documents for equipment procurement in coordination with the County Attorney and the Procurement Manager. • Maintains vendor files and correspondence • Maintains vehicle titles for all County public use vehicles. • Assists with overseeing Maintenance division vehicle fleet, maintenance to vehicles, and purchasing new vehicles • Assists Maintenance Supervisor with maintaining preventive maintenance schedules and records. • Assists Head Custodian with ordering supplies. • Assists Maintenance Supervisor in developing specifications and soliciting commercial contracts for good and services and follows procurement policies in acquiring equipment and materials in coordination with the County Attorney and the Procurement Manager. • Monitors reservation and use of County Administration conference rooms and directs room setup • Prepares and distributes monthly meeting, building maintenance, and department appointment/vacation calendars. • Communicates with maintenance staff to promote teamwork, cooperation, and excellence. • Maintains confidentiality of departmental issues and documentation. • Prepares special projects as assigned. JOB REQUIREMENTS EDUCATION: BA or Associates Degree with concentration in accounting, or minimum of 2 years business/manufacturing experience with financial responsibilities, or work experience sufficient to thoroughly understand the diverse objectives and requirements of the position and demonstrate proficiency in essential duties. EXPERIENCE: 2+ years analyst and/or admin role in maintenance dept., 2+ years financial analyst exp or equivalent experience (proficient in use of spreadsheets and account payable software); experience in maintenance program management software is preferred OTHER KNOWLEDGE, SKILLS AND ABILITIES: Strong business analysis and forecasting skills, Demonstrated ability to work effectively with individuals at all levels of the organization, Demonstrated ability to use influencing skills to accomplish goals and objectives, Able to manage multiple priorities, Demonstrated ability to work in a team environment, Strong computer skills. Superior knowledge and use of standard office practices and procedures. Possess exceptional organizational skills. Ability to maintain schedules, disburse, monitor and prioritize workload. Possess strong communication. Ability to work independently with little supervision. Superior knowledge and use of business English, spelling and mathematics. Possess superior computer skills, using various programs. Ability to compose complex correspondence and other materials independently or from marginal notes or drafts. Ability to follow complex oral and written 35 instruction and the ability to produce, maintain, and file complex records and reports. Proficient in the use of standard office equipment. Ability to serve as liaison with other departments, agencies, and the general public. Attends meetings and reports and disseminates information from such meetings as needed. Ability to maintain a high level of confidentiality. Ability to establish and maintain professional and effective working relationships with co-workers, agencies, officials, and the general public and possess professional telephone etiquette. CERTIFICATES, LICENSES AND/OR REGISTRATIONS: Click or tap here to enter text. PHYSICAL AND ENVIRONMENTAL CONDITIONS Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 lbs. (boxes, files, etc.); work long periods at a desk. ENVIRONMENTAL CONDITIONS: Click or tap here to enter text. ACKNOWLEDGMENT OF JOB DESCRIPTION I understand that it is my responsibility to comply with all of the policies and procedures of the County and that such may be changed by the County at any time. I recognize that this job description is not intended to be all-inclusive, and I may be asked to perform other reasonably-related job responsibilities as assigned and required by management. I also realize that this job description, or other oral or written statements, do not constitute an expressed or implied employment contract, and such are not intended to bind the County of Frederick contractually. All employees are employed "at will' and either the employee or the County may terminate employment at any time, for any or no reason, with or without notice. have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Employee Name 36 37 � • HO!- o - Positione: Administrative Assistant Date Position Created: Depart : County Administrator's Office Reports To: Assistant County Administrator ❑ Exempt ® Non-Exempt Date Prepared: 8/30/2013 Prepared By: Assistant County Administrator Range: 06 Step: D - F Salary: $42,737.08 - $47,702.79 G/L Line Item: 4-010-012010-1001-000-036 Job Purpose: Performs superior professional, administrative, and clerical work pertinent to the administration of the department's function to insure efficient office management. Acts independently in the absence of the Department Director or his/her designee • Directly supports the Assistant County Administrator and provides support to the Maintenance Supervisor, Head Custodian, and County Administrator, as directed. • Assists the Assistant County Administrator in all matters regarding the Maintenance and Grounds Department; pays all department bills pertaining to County Administration, Board of Supervisors, Public Safety Building, Bowman Library, and the Old Civil War Museum. • Code all invoices and allocate purchases in the Works System. • Serves as point of contact between the County and Frederick County Public Schools in the administration of the Consolidated Maintenance Agreement and use of the on-line work order scheduling program administered by FCPS Buildings and Grounds Department. • Create and track internal work orders for County Administration Building, Public Safety Building, Esther Boyd Animal Shelter, Bowman Library, and the Old Courthouse Civil War Museum utilizing Micromain Facility Management; prepare annual report on number and types of repairs. • Plans, assigns, and directs work related to building maintenance. • Prepares complex correspondence from dictation or written notes for the Assistant County Administrator and Maintenance Supervisor. • Schedules appointments, meetings, and travel for the Assistant County Administrator. • Prepares annual budgets for the Board of Supervisors, County Administration, and Maintenance Department. • Responsible for review and renewal of all maintenance contracts and other contractual services for County owned properties. • Track all utility bills for County owned properties. • Track receipts of all lease payments for Old Courthouse Civil War Museum, Sheriff's Impound Lot, and Frederick-Winchester Service Authority. • Maintains vehicle titles for all County public use vehicles. • Prepares and distributes monthly meeting, building maintenance, department appointment/vacation, and safe file calendars. • Maintains confidentiality of departmental issues and documentation. • Prepares special projects as assigned. Education: Graduation from Junior College supplement by extensive office management experience. Experience: Considerable clerical and computer experience performed in a similar, professional environment. Knowledge/Skills: Superior knowledge and use of standard office practices and procedures. Possess exceptional organizational skills. Ability to maintain schedules, disburse, monitor and prioritize work load. Possess strong communication, leadership and supervisory skills. Ability to effectively supervise and evaluate the work of subordinate personnel. Ability to work independently with little supervision. Superior knowledge and use of business English, spelling and mathematics. Possess superior computer skills, using various programs. Ability to take and transcribe minutes or dictation and the ability to compose complex correspondence and other materials independently or from marginal notes or drafts. Ability to follow complex oral and written instruction and the ability to produce, maintain, and file complex records and reports. Proficient in the use of standard office equipment. Ability to serve as liaison with other 38 departments, agencies and the general public. Attends meetings and reports and disseminates information from such meetings. Ability to maintain a high level of confidentiality. Ability to establish and maintain professional and effective working relationships with co-workers, agencies, officials and the general public and possess professional telephone etiquette. Workina Conditions: Physical Demands: Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 lbs. (boxes, files, etc.); work long periods at a desk. • - . • - Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 Revision: 08/30/2013 Department Director: Date: 8/30/2013 HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: 39 40 � • HO!- o - Positione: Administrative Assistant Date Position Created: Depart : County Administrator's Office Reports To: Assistant County Administrator ❑ Exempt ® Non-Exempt Date Prepared: 8/30/2013 Prepared By: Assistant County Administrator Range: 06 Step: D - F Salary: $42,737.08 - $47,702.79 G/L Line Item: 4-010-012010-1001-000-036 Job Purpose: Oversees the budgeting, scheduling, and record keeping systems of the maintenance division of the County Administration department. Performs superior professional, administrative, and clerical work pertinent to the administration of the department's function to provide efficient maintenance and upkeep of facilities.te OnsHFe effo ment effo .,. .,.,ana J,,m, ,� Acts independently in the absence of the De artment Director or his/her designee • Directly supports the Maintenance Supervisor and County Administrative Staff and pFevides suppeFt te the Plaintenanee SupeFviseF, Head Gustedian, and . assists Head Custodian with prioritization of tasks in the absence of the Maintenance Supervisor • Assists the Aunt Deputy County Administrator in all matters regarding the Maintenance and Grounds Department; pays all department bills pertaining to GeHnty Adn9inistFatien, . multiple specified county-owned or county-maintained properties. • Completes technical tasks relative to facility maintenance such as: Develops building maintenance schedules and maintenance item spreadsheets including cost, labor and time estimates. • Monitors and manages all incoming invoices including entering data into Maintenance Dept. Spreadsheets, Codes all invoices and allocate purchases in the Works System • Track all utility bills and prepare invoices and utility bills for payment for multiple specified county- owned or county-maintained properties . • SeFves-as-pe+nt e€eentaet between the • Create and track internal work orders for multiple specified county-owned or county-maintained properties utilizing Micromain Facility Management; prepare annual report on number and types of repairs. • Manages the work order system in such a manner as to provide useful information on costs, updates and future budget needs. • Serves as point of contact for maintenance workorders at the County Administration building. • . • Assists in preparation of complex correspondence for the Maintenance Supervisor. PFepaFes • Prepares annual budgets for the BeaFd ef SHpeFviseFs, GeHnty Adn9inistFatien, apd Maintenance Department. including operating and capital budgets for multiple specified county-owned or county-maintained properties Assists (Maintenance Supervisor) in monitoring, review, and renewal of all maintenance contracts and other contractual services for County-owned or county-maintained properties in coordination with the County Attorney and the Procurement Manager. , • Assists Maintenance Supervisor in preparation of documents for equipment procurement in coordination with the County Attorney and the Procurement Manager. • Maintains vendor files and correspondence 41 • Maintains vehicle titles for all County public use vehicles. • Assists with overseeing Maintenance division vehicle fleet, maintenance to vehicles, and purchasing new vehicles • Assists Maintenance Supervisor with maintaining preventive maintenance schedules and records. • Assists Head Custodian with ordering supplies. • Assists Maintenance Supervisor in developing specifications and soliciting commercial contracts for Good and services and follows procurement policies in acquiring equipment and materials in coordination with the County Attorney and the Procurement Manager. • Monitors reservation and use of County Administration conference rooms and directs room setup • Prepares and distributes monthly meeting, building maintenance, and department appointment/vacation, and safe file calendars. • Communicates with maintenance staff to promote teamwork, cooperation, and excellence. • Maintains confidentiality of departmental issues and documentation. • Prepares special projects as assigned. • . - . - - tE.d.ucation: _._.__._._._.. .._... __..._. __.._,_ __pp._..._.._ extensive _...__ ..._.._,_..._.._ _._r_. ._..__. or Associates Degree with concentration in accounting, or minimum of 2 years business/manufacturing experience with financial responsibilities, or work experience sufficient to thoroughly understand the diverse obiectives and requirements of the 2g5-[tion and demonstrate proficiency in essential duties. Experience: , nt 2+ years analyst and/or admin role in maintenance dept. or 2+ years financial analyst experience or equivalent experience (proficient in use of spreadsheets and account pavable software). Experience in a maintenance program management software system is preferred. Knowledge/Skills: Strong business analysis and forecasting skills, Demonstrated ability to work effectively with individuals at all levels of the organization, Demonstrated ability to use influencing skills to accomplish goals and obiectives, Able to manage multiple priorities, Demonstrated ability to work in a team environment, Strong computer skills. Superior knowledge and use of standard office practices and procedures. Possess exceptional organizational skills. Ability to maintain schedules, disburse, monitor and prioritize workload. Possess strong communication, leadership and supervisory skills. Ability to work independently with little supervision. Superior knowledge and use of business English, spelling and mathematics. Possess superior computer skills, using various programs. Ability to take aREl compose complex correspondence and other materials independently or from marginal notes or drafts. Ability to follow complex oral and written instruction and the ability to produce, maintain, and file complex records and reports. Proficient in the use of standard office equipment. Ability to serve as liaison with other 42 departments, agencies, and the general public. Attends meetings and reports and disseminates information from such meetings as needed. Ability to maintain a high level of confidentiality. Ability to establish and maintain professional and effective working relationships with co-workers, agencies, officials and the general public and possess professional telephone etiquette. Physical Demands: Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 lbs. (boxes, files, etc.); work long periods at a desk. Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 Revision: 08/30/2013 Department Director: Date: 8/30/2013 HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: 43 44 Clarke County, Virginia Grade Level 17 (Option B) Revision Date November 2014 FLSA Status: Non-Exempt Office Manager Maintenance General Definition of Work Under the direction of the Director of Maintenance, performs complex administrative and supervisory work within the County, Animal Shelter and Public Schools maintenance department. Manages day-to- day office operations, as well as oversees department personnel in the absence of the Director. Provides technical tasks relative to facility maintenance and provides technical assistance to the Director. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Essential Functions - Plan, prioritize, assign, supervise, review, and participate in the work of staff responsible for County, Animal Shelter and Public Schools facility maintenance. - Assist in the supervision of department personnel; process employee concerns and problems; directs work; completes performance appraisals and trains employees. - Assist in the preparation of the department operation and capital budgets for the County, Animal Shelter and Public Schools. - Establish schedules and methods for providing facility maintenance services; identify resources needed; review needs with appropriate management staff; allocate resources accordingly. - Assist with inspecting the work performance of the facility department employees and sub- contracted work. - Monitor and control supplies and equipment; order supplies and tools as necessary; prepare documents for equipment procurement; prepare specification and contracts for contract services. - Prepares invoices and utility bills for payment; maintains vendor files and correspondence: authorized to approve payments in the absent of the director. - Collects and compiles statistical data for reports and comparison studies. - Assist in the preparation of various contracts, requests for proposals, and reports. - Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of facility maintenance; incorporate new developments as appropriate into programs. - Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary. - Assist with State Required Facility Inspections (monthly, quarterly, and annually) - Work with work order software (Maintenance Direct) on a daily basis and maintains continuous online training . - Maintains scheduling of energy management in the absent of the Maintenance Director. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ® springsted 1 45 Clarke County, Virginia Grade Level 17 (Option B) Revision Date November 2014 FLSA Status: Non-Exempt Office Manager Maintenance - Assists with overseeing vehicle fleet, maintenance to vehicles, purchasing and vehicle assignment. - Oversees records of road signs; orders new signs or replacement signs. - Maintain preventive maintenance schedules and records; orders supplies accordingly. - Performs related tasks as required. Knowledge, Skills and Abilities Broad knowledge of such fields as advanced accounting, marketing, business administration, finance, etc. Comprehensive knowledge of the principles, practices, equipment and techniques of office management; comprehensive knowledge of department objectives, procedures and organization; thorough knowledge of the Public Procurement Act; Principles of supervision, training, and performance evaluation; knowledge of equipment, tools and materials used in facility maintenance activities; knowledge in construction and project management principles; knowledge of principles and practices in safety management; thorough knowledge of office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets, and various databases. Ability to organize, implement and direct facility maintenance operations and activities; Supervise, train and evaluate assigned staff; Interpret and explain pertinent department policies and procedures; Develop cost estimates for supplies and equipment; Demonstrate tact and diplomacy with the public; Communicate clearly and concisely, both orally and written; Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience High school diploma or OED; Extensive experience in personnel supervision, office management, administration and support. Physical Requirements This work requires the regular exertion of up to 100 pounds of force; work regularly requires standing, walking, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms, pushing or pulling and repetitive motions, frequently requires stooping, kneeling, crouching or crawling and lifting and occasionally requires tasting or smelling; work has no special vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). Special Requirements - Possession of an appropriate driver's license valid in the Commonwealth of Virginia. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ® springsted 2 46 Facilities Manager Class Code: Bargaining Unit: 0539 FAIRE CITY OF ROANOKE, VIRGINIA SALARY RANGE $61,041.76 - $97,666.92 Annually DESCRIPTION: Looking for a challenge as a dynamic forward-thinking leader in the Facilities Management field? Are you ready to have significant influence on the pace of change in creating more energy efficient facilities? Are you excited by the possibility of operating in a high performance and green focused environment? Do you have the experience to create and maintain a sustainable facility management program on a large scale? If you can answer yes to all of these questions, then the City of Roanoke is looking for you now. The successful professional that will fill this vital role should have a bachelor's degree from a four-year college or university with a major in business, civil engineering, public administration, property management or related field; ten or more years related experience in building construction and maintenance; and considerable managerial experience and/or training. May be required to wear some type of respiratory protection in the performance of their duties. An equivalent combination of education and experience may be considered. The Facilities Manager must be a City resident or secure residence within the City limits within 12 months of employment. He/She will have a generous total compensation package that will be in accordance with the knowledge, skills and abilities that are brought to the table. Package includes a generous paid leave program, defined benefit retirement plan, employer matched 457 and FSA programs, tuition assistance, top of the line medical and dental insurance programs and many more items too numerous to mention. EXAMPLES OF DUTIES: SUMMARY Directs, plans and coordinates the operation of the division of Facilities Management engaged in building maintenance, repair, renovation and retrofitting projects and custodial services activities. Responsibilities entail customer service, productivity measurement, process improvements, planning, strategic management, communications and performance effectiveness that take into account life cycle costing so as to ensure that projects are completed with sustainability in mind. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Implements sustainable programs and policies that bring a higher level of energy and environmental awareness to City employees in conjunction with the City's Energy Program Identifies efficiency improvement opportunities and put in place sustainable policies for facilities in need of significant system and operational improvements Promotes the transformation to sustainable building and operating practices through the use of cleaner materials and the reduction of material waste and chemical contamination Minimizes the use of energy, water and environmentally unfriendly building materials in accordance 47 with LEED recommendations for operations and maintenance best practices Initiates and executes preventive maintenance programs for properties and equipment Initiates contracts and supervises maintenance contractual services pertinent to City facilities and equipment Establishes objectives, revises divisional strategic business plan, develops measurements, evaluates operations and the overall effectiveness of the division's services Prepares spending analysis, capital maintenance, financial estimates and division reports as required Develops and implements divisional operational and personnel policies and recommends new or revised policies to the Director Prepares the divisions operating and capital budgets, and monitors and/or approves expenditures Coordinates and oversees the completion of work of staff engaged in general building maintenance involving electrical, heating, air conditioning, water system, carpentry, painting, mechanical, plumbing, and custodial Monitors the work of staff for conformance with city and division policies and practices and provides assistance when problems arise Prepares long-range plans for the division that include financial analysis and project review Recommends and implements energy reducing and sustainability programs Coordinates with applicable departments and divisions on budgetary problems, projects, plans and specifications Plans, budgets, and schedules facility modifications including cost estimates, bid sheets, layouts, and contracts for construction with sustainability in mind Manages the work order system in such a manner as to provide useful information on costs, customer updates as well as current and future budget needs Knowledge of pertinent rules and regulations, guidelines, safety orders, departmental operating procedures and safety regulations sufficient to insure that work is performed in compliance with applicable law. Develops and maintains a preventive maintenance schedule program for equipment and machinery. Ensures required OSHA and other mandated training and certifications are completed by assigned staff. Enforces sound safety and housekeeping practices. Ability to establish a culture of safety for employees and ensure that work processes are free from safety and health hazards, employees are properly trained and programs are in place to ensure safety. May be required to wear some type of respiratory protection in the performance of their duties. SUPERVISORY RESPONSIBILITIES Supervises approximately 60 employees in the Building Maintenance and Custodial Services. Is responsible for the overall direction, coordination, and evaluation of this unit. Carries out supervisory 48 responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. TYPICAL QUALIFICATIONS: QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's degree from four-year college or university with major in business, public administration, civil, structural or mechanical engineering or related field; ten years related managerial experience in construction, fleet operations, purchasing or related field and knowledge of and experience in dealing with LEED certified renovations or new projects; or equivalent combination of education and experience. SPECIAL REQUIREMENTS Must be a City resident or secure residence within the City limits within 12 months of employment. SUPPLEMENTAL INFORMATION: LANGUAGE SKILLS Ability to read, analyze, and interpret technical journals, financial reports, and legal documents. Ability to respond to inquiries or complaints from citizens, regulatory agencies, or members of the business community orally and in writing. Ability to effectively present information to management, public groups, and/or boards of directors. Ability to negotiate and resolve conflicts. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and deal with an extensive variety of variables. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS One of the following certifications is preferred: Certified Facility Manager (CFM), Certified Professional Property Specialist (CPPS), Certified Professional Property Administrator (CPPA), Certified Professional Property Manager (CPPM), Certified Residential/Commercial Property Manager (CRPM), Facilities Management Administrator (FMA), Systems Maintenance Administrator (SMA) or Professional Engineer (PE). Must possess a valid appropriate driver's permit issued by the Commonwealth of Virginia. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 49 While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and outside weather conditions. The noise level in the work environment is usually moderate. This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification. 50 070 Franklin County DIRECTOR OF GENERAL PROPERTIES ANaturaLSeningfurOpportunity GENERAL DEFINITION Performs difficult professional and administrative work providing general management and supervision of maintenance functions for all County property. Oversees County property operations and project management and administration. ORGANIZATIONAL RELATIONSHIP This position reports directly to the County Administrator or his/her designee. The position supervises maintenance personnel,custodial personnel,as well as several jail trustees at any given time. The position is responsible for coordinating projects between all county departments and oversees selection and work of outside vendors. TYPICAL TASKS • Directs, manages and supervises all aspects of County buildings and grounds, including grounds maintenance, custodial services, building maintenance and repair, skilled trades,renovation projects, new construction,and contract administration; • Responsible for management of the County vehicle fleet, including review of all requests for vehicle purchases,as well as vehicle maintenance and record retention; • Performs facilities planning and coordinates with mechanical, electrical, engineering and architectural consultants; • Oversees operations and maintenance functions, planning and budgeting, construction inspection, and relevant communications; • Assures compliance with Building and Fire Codes and other State and Federal regulatory requirements; • Serves as Americans with Disabilities Act coordinator for County properties and buildings; • Coordinates with County Department Heads, Town Officials, and others as needed on capital plans and improvements or other projects as needed; • Responsible for managing inventory and the disposal of all surplus vehicles, equipment, furniture, etc.,including public auctions; • Provides recommendations for enhancements to all areas regarding the County's property maintenance and related activities; • Responsible for maintaining the County's street sign program; • Performs other duties as may be assigned. ESSENTIAL KNOWLEDGES, SKILLS AND ABILITIES Thorough knowledge of modern construction practices, materials, methods, and equipment; ability to read plans, blueprints, and other construction documents and determine impact; thorough knowledge of general maintenance and equipment,project administration; ability to exercise independent judgment and initiative in determining operating conditions; ability to plan and supervise work of subordinates; ability to work with contractual agreements, contractors, engineering consultants and the general public; strong administrative ability to include budgeting, planning work schedules and personnel management; ability to read and interpret complex architectural and engineering drawings. Knowledge of building codes and construction standards; good oral and written communication skills; good interpersonal skills; ability to utilize office software and email. 51 TRAINING, EDUCATION AND EXPERIENCE Any combination of education and experience equivalent to graduation from a community or four year college. Minimum of three years experience in property management or construction management field. SPECIAL REQUIREMENTS AND RELATED OBLIGATIONS Licenses and Certificates — None. Position may require evening, weekend, holiday or irregular work schedule due to the nature of the job requirements. The successful applicant will possess and maintain a valid Virginia Motor Vehicle Operator's License. Note: Applicant must have and maintain a driving record acceptable to Franklin County and its insurance carrier(s). PHYSICAL DEMANDS This position requires occasional physical exertion as it applies to accessing roofs, etc. for the purpose of carrying out the job functions which may include climbing ladders, bending, stooping, and walking. Requires occasional lifting of 50 lbs. WORK ENVIRONMENT Some of the functions of the position are office related. However, ongoing projects (construction related environments)require frequent site visits. May require outside activities including snow removal. AMERICANS WITH DISABILITIES ACT COMPLIANCE Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given. (Last Updated 07/03/2007,10/26/17)(Rev Intranet 4/19) FLSA Status: X Exempt Non-Exempt Pay Grade From Grade 29 to Grade 30 7/1/16 Grade 30 Min$63,820,Mid $82,966, Max$102,112 2 52 01 Franklin County LEAD SENIOR MAINTENANCE TECHNICIAN-GENERAL PROPERTIES DEPARTMENT GENERAL DEFINITION Performs skilled work maintaining County Facilities and infrastructure. Works to ensure compliance with all regulatory agencies and assures that all County properties are safe and accessible. Responsibilities include supervising routine maintenance and cleaning activities;project management of improvements completed by in-house staff and outside contractors. ORGANIZATIONAL RELATIONSHIP Work is performed under the general supervision of the Director of General Properties. TYPICAL TASKS • Schedules and sets priorities for maintenance and repair work on County buildings,vehicles and equipment. Plans, implements and evaluates all divisional programs and activities; • Performs buildings and grounds repair and maintenance jobs as required such as painting,carpentry,electrical,equipment maintenance and repair,masonry or refinishing jobs; • Assigns,schedules and directs the work of subordinates engaged in the maintenance of public buildings and grounds; • Checks and repairs infrastructure including maintenance equipment and other equipment; • Schedules ongoing,preventative maintenance for all County facilities; • Coordinates records,writes necessary reports and memoranda,coordinates maintenance and repair work with other departments and divisions in conformity to safety requirements; • Coordinates use of vendors for buildings,vehicles and equipment repair work; • Provides technical assistance in the development of service contracts and performs administration of contracts; • Orders maintenance supplies and materials with a great deal of independence; • Responsible for stocking of janitorial chemicals,paper products and general janitorial supplies; • Responsible for bi-annual air filter orders and general maintenance for all County facilities; • Responsible for maintaining specialized industry certifications,such as pesticide,asbestos and/or forklift; • Makes regular inspections of buildings and grounds to insure safe public use; • May require occasional mowing of grass,yardwork and seasonal snow removal; • Assists in more difficult tasks,and personally performs skilled repair work; • Responsible for the maintenance of all maintenance equipment and schedule regular repair and maintenance schedule for mechanical items; • Provides support at special events including site preparation,set-up and take-down,and repair of facilities due to heavy public use; • Reviews construction and project plans and sites;provides technical advice on installation and maintenance aspects of construction projects;interpret and explain standards;makes corrections;takes and recommends alternative courses of action; • Provides input on new projects and improvement plans;plans,coordinates and supervises smaller renovation projects;meets with contractors;provides direction,coordination and assistance to various departments,outside agencies and community groups;assists in preparing specification,selecting contractors and supervising larger projects; • Performs other duties as assigned. ESSENTIAL KNOWLEDGES,SKILLS AND ABILITIES Thorough knowledge of property maintenance and the equipment and tasks related to maintenance of public buildings;thorough knowledge of building codes and fire code and the occupational hazards and safety precautions of the work;ability to exercise independent judgment in determining operation conditions;ability to plan,schedule and supervise the work of maintenance staff; 53 thorough knowledge of plumbing,electrical,building and turf management,and ability to establish and maintain accurate records. Thorough knowledge of modern construction practices,materials,methods and equipment;ability to read plans,blueprints and other construction documents. Ability to interpret and work from drawings,specifications and other technical materials. Ability to produce good oral and written communication skills;excellent interpersonal skills required. TRAINING,EDUCATION AND EXPERIENCE Any combination of education and experience equivalent to graduation from high school or vocation school and extensive experience including some experience in building maintenance work and project coordination. SPECIAL REQUIREMENTS AND RELATED OBLIGATIONS Certification in one or more of building trades may be required. May be required to obtain specialized certifications as necessary. Position may require evening,weekend,holiday or irregular work schedule. Possession of a valid driver's license issued by the Commonwealth of Virginia. Note:Applicant must have and maintain a driving record acceptable to Franklin County and its insurance carrier(s). PHYSICAL DEMANDS Involves frequent walking and occasionally over rough or uneven terrain;lifting and carrying objects weighing 15-50 pounds,with occasional lifting of items weighing over 100 pounds. Involves climbing ladders,stooping and crawling in confined spaces. Frequent operation of vehicles,shop and hand tools,requiring manipulative skills and hand-eye coordination. WORK ENVIRONMENT In general,the job is performed in a climate-controlled office setting. However,outdoor visits to sites with various terrain and in varying weather conditions may occur during all seasons of the year. AMERICANS WITH DISABILITIES ACT COMPLIANCE Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance maybe required of such employees or be used to limit the nature and extent of assignments such an individual may be given. (Developed 05121119) Grade 16 FLSA: Non-Exempt Grade 16 Min $32,233;Mid $41,903;Max$51,573 Recommended by: Dept.Head Date Reviewed by: Human Resources Date Approved: County Administrator Date 54 w 11 � YL 11' OF �i 1777 VI32a Ri11� Facilities and Grounds Manager Position # : PWD 1206 Public Works FLSA: Exempt Grade: 24 JOB SUMMARY This position is responsible for the management and maintenance of county buildings and facilities. MAJOR DUTIES • Hires,trains, assigns, directs, schedules, supervises, evaluates and disciplines personnel. • Manages and directs the maintenance of county facilities and grounds. • Manages set-up operations for meetings and special events. • Develops budget proposals and administers approved fiends. • Manages services contracts and the work of external contractors. • Develops building maintenance schedules and maintenance item spreadsheets, including cost, labor and time estimates. • Assists in the procurement of goods and services. • Manages capital projects. • Oversees snow removal operations. • Coordinates safety training for assigned personnel. • Performs related duties. KNOWLEDGE REQUIRED BY THE POSITION • Knowledge of local, state and federal codes, acts and policies concerning electrical, building, plumbing and HVAC, and the installation, maintenance and repair of same. • Knowledge of the practices, processes, materials and equipment used in the maintenance, repair construction and improvement of public buildings and grounds. 55 Facilities and Grounds Manager, Public Works Page 2 • Knowledge of county and department policies and procedures. • Knowledge of construction practices and industry standards. • Construction management experience or equivalent certification. • Knowledge of contract development, negotiation, and administration. • Knowledge of budget management principles and budget preparation. • Knowledge of project management principles. • Knowledge of public administration,public accounting and public procurement. • Knowledge of OSHA regulations and safe work principles. • Skill in problem solving,planning, scheduling, organization and decision making. • Skill in interpersonal relations. • Skill in operating computers and job related software programs. • Skill in reading, understanding, and interpreting plans, blueprints, schematics and construction drawings. • Skill in oral and written communication. SUPERVISORY CONTROLS The Public Works Director assigns work in terms of very general instructions. The supervisor spot- checks completed work for compliance with procedures and the nature and propriety of the final results. GUIDELINES I Guidelines include building codes, safety rules, and department and county policies and procedures. These guidelines require judgment, selection, and interpretation in application. COMPLEXITY/SCOPE OF WORK • The work consists of varied building and grounds maintenance and management duties. The variety of tasks to be performed contributes to the complexity of the position. • The purpose of this position is to manage the maintenance of county buildings, grounds and facilities. Successful performance helps contribute to the provision of safe and well-maintained facilities. CONTACTS • Contacts are typically with coworkers, vendors, contractors, and members of the general public. 56 Facilities and Grounds Manager, Public Works Page 3 • Contacts are typically to exchange information, motivate persons, negotiate matters, resolve problems, and provide services. PHYSICAL DEMANDS/WORK ENVIRONMENT • The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light and heavy obj ects. • The work is typically performed in an office and outdoors, occasionally in cold or inclement weather. The employee may be exposed to noise, dust, dirt, grease, and machinery with moving parts. Work requires the use of protective devices such as masks, goggles, gloves, etc. SUPERVISORY AND MANAGEMENT RESPONSIBILITY This position has direct supervision over Facilities Supervisor (1), Grounds Supervisor (1) and other assigned personnel. MINIMUM QUALIFICATIONS • Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field. • Experience sufficient to thoroughly understand the diverse objectives and functions of the subunits in the division/department in order to direct and coordinate work within the division/department, usually interpreted to require at least five (5) years of related supervisory and/or management experience. • Construction management certification or five (5) to seven (7) years of direct project management experience. • Possession of or ability to readily obtain a valid driver's license issued by the State of Virginia for the type of vehicle or equipment operated. 57 51 ER Gloucester County Job Description POSITION: Facilities Management Director DEPARTMENT: Facilities Management JOB CODE: 216 FLSA: Exempt GENERAL STATEMENT OF JOB: Under general direction, performs supervisory and administrative work coordinating repair and maintenance operations of County buildings and grounds; managing custodial services; fleet vehicles and all phases of the County's Mosquito Control program. Employee must exercise considerable initiative and independent judgment in all phases of work. Employee must also exercise tact and courtesy in contact with public officials, developers, contractors, and the public. Reports to the Deputy County Administrator. ESSENTIAL JOB FUNCTIONS: 1. Establishes and implements operating procedures, policies, work plans and priorities of the Facilities Management Department; develops operational plans for various County services. Prepares correspondence, communications and prepared reports on departmental activities using a variety of formats; assumes responsibility for correctness of spelling, punctuation, and grammar. 2. Inspects and evaluates general physical condition and appearance of County property. Plans, organizes and directs cost effective and timely repair and maintenance activities to ensure service of current and anticipated needs of County; ensures compliance with State and federal regulations; projects manpower and staffing requirements to meet current and anticipated needs; confers with County departments and outside agencies as required. 3. Directs, through subordinate supervisors, the work of skilled and semi-skilled personnel engaged in building and grounds maintenance and repair activities in the areas of electrical, plumbing, HVAC,custodial, landscape, carpentry, and general maintenance. 4. Supervises all administrative matters in the Facilities Management Department, including budget administration, capital improvement plans, accounts payable, general ledger monitoring, scheduling, and personnel matters. 5. Receives and investigates complaints, requests or inquiries from the public and other county department officials pertaining to departmental services or programs, conferring with those affected and addressing as appropriate; receives and investigates inquiries and complaints pertaining to personnel matters and addresses as appropriate. 6. Manages the Mosquito Control program; determines effective treatments in the development of an Integrated Pesticide Management program and serves as liaison to the Mosquito Control Commission. 7. Plans and supervises small-scale construction and renovation projects performed by buildings and grounds staff; drafts and designs small-scale architectural projects and produces construction plans, material lists, and budgets. 8. Develops specifications and solicits commercial contracts for goods and services; follows procurement policies in the acquisition of equipment and materials; supervises and monitors work of contractors. 9. Facilitates training for employees on workplace safety measures; leads meetings and seminars on safety issues. 10. Maintains records of asbestos and lead reports on all County buildings collecting samples for testing where necessary. Facilities Management Director: December 2018 1 58 11. Monitors maintenance contracts for various equipment and systems in all County facilities. 12. Performs other duties as assigned. EMPLOYEE UTILIZATION IN ADVERSE WEATHER AND EMERGENCY CONDITIONS All Gloucester County employees are subject to being assigned to specific positions and tasks during a "Declared Emergency" as support personnel, by the County Administrator, the Emergency Management Director, or the Emergency Operations Plan (EOP). Once assigned, this would be the same as a regular work assignment and all policies and procedures for duty assignments apply. (Please see Gloucester County Administrative Policy 101.1 - Employee Utilization in Adverse Weather and Emergency Conditions.) JOB LOCATION AND CONDITIONS: Duties are performed in an office environment and occasionally outdoors in all types of weather. Operates variety of office equipment: computer, copier, fax, and calculator. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of the administrative practices and procedures relative to landscape maintenance and management. Thorough knowledge of the principles and practices of facility management as applied to the design, construction and maintenance of a wide variety of municipal facilities. Thorough knowledge of the occupational hazards and proper safety precautions utilized in construction and maintenance work. Broad knowledge of the principles and practices of supervision, organization and public administration. Broad knowledge of the current literature, trends and developments in the field of facility management and maintenance. General knowledge of personal computers and commonly used Microsoft Office software products to include Outlook, Word, and Excel; specialized programs and the internet. Ability to plan, assign and coordinate the work of a large technical staff. Ability to prepare correspondence, reports, forms, budgets, studies, purchase orders, etc., using prescribed formats and conforming to rules of punctuation, grammar, diction, and style. Ability to speak before groups of people with poise, voice control and confidence. Ability to communicate effectively and efficiently in a variety of technical or professional languages including engineering terminology. Ability to coordinate hands and eyes rapidly and accurately in using office equipment. Ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination. Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress. Facilities Management Director: December 2018 2 59 EDUCATION AND EXPERIENCE: Associate's Degree in Engineering, Construction Technology, Business Administration, Public Administration or a related field. Five (5) to seven (7) years of progressively responsible supervisory and management experience in building and facilities maintenance and administration of building services. Any equivalent combination of education training and experience that provides the required knowledge, skills and abilities. NECESSARY SPECIAL QUALIFICATIONS: Possession of a valid driver's license; possess and maintain a driving record that meets established Gloucester County Driving Standards. Possession of a valid Pesticide Applicator Certificate issued by the Commonwealth of Virginia. Possession of Asbestos Supervisor License issued by the Commonwealth of Virginia preferred. Facilities Management Director: December 2018 3 60 COUNTY OF MADISON POSITION DESCRIPTION JOB TITLE: LOCATION: Facilities and Maintenance Facilities Maintenance Manager STATUS: Full-Time F - -r IMMEDIATE SUPERVISOR: PAYGRADE: 13 County Administrator IFLSA STATUS: Non-Exempt GENERAL DEFINITION OF WORK: Performs responsible skilled work in the repair and installation of building systems and equipment; performs turf management; does related work as required. Supervision over semi-skilled and unskilled workers. On call 24 hours a day, seven days a week for emergency situations. This position is designated as Essential Personnel, which requires that employees report to their job site during emergency situations, such as snow or weather related conditions, as determined by the County Administrator ESSENTIAL FUNCTIONS: • In cooperation with the County Administrator, plans all electrical and mechanical projects for local government including design, material procurement, allocation of manpower, scheduling, contract management and evaluation of completed work; • Assigns duties to maintenance and grounds mechanic for local government facilities; • Assigns duties to custodians; • Assigns duties to "seasonal" staff; • Provides on the job training for maintenance mechanics; • Coordinates the preventative maintenance program for electrical and mechanical equipment, and systems; • Communicates with maintenance staff to promote teamwork, cooperation and excellence; • Evaluation of new employees and the annual evaluation of maintenance staff; • Performs skilled work and coordinates maintenance repairs, modifications, installations, and construction related to local government facilities; • Ensures that inspection contracts are performed as mandated and as specified; • Ensures that maintenance contracts are performed as specified; 61 • Prepares budgets for Facilities and Maintenance and any portion related to field maintenance for Parks and Recreations and manages expenditures for both budgets; • Responds to heating and cooling requests; • Evaluates maintenance staff work order performance; • Maintains records of work and provides written and oral reports; • Establishes appropriate safety practices for maintenance staff; • Assists in providing cost estimates for repairs, installations and preventive maintenance; • Performs routine maintenance for local government facilities as evaluated against budget and schedule constraints; • Engages contract services for local government facilities as evaluated against budget and schedule constraints; • Performs landscaping and turf management; • Performs related tasks as required. KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of the methods, materials, tools and equipment used in maintenance, minor renovations, general construction and turf management; thorough knowledge of installing and repairing building systems and equipment; ability to coordinate contractors and maintenance staff in the repairing or enhancement of building systems and grounds; ability to follow oral and written instructions. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to completion of high school or vocational school. Minimum five (5) years experience as a maintenance mechanic, or equivalent position. SPECIAL REQUIREMENTS: Possession of a valid driver's permit issued by the Commonwealth of Virginia. PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS: Performance of more strenuous physical tasks, such as a) walking over rough or uneven surfaces; b) bending or stooping; c) working in confined spaces; d) lifting and carrying items weighing 20-50 pounds, and e) exposure to potentially disabling injuries or illness. Cooperative in nature, with most conflicts resolved at this level. Regular contacts made with individuals from a) other internal organization units; b) outside organization; and c) the general public for the purpose of achieving organization goals and missions. Good communication skills required. 62 Approved as presented on August 14, 2012 on motion of Supervisor Lackey, seconded by Supervisor Weakley. Aye: Allen, Lackey, Butler, Elliott, Weakley Nay: (0) 63 4/9/2021 Job-Maintenance Cost Analyst Maintenance Cost Analyst - Richmond, Virginia United States - 8866 This closed position was filled. Check out our Jobs Search Page(/job-seekers-unreg/job-search/)for our current open positions similar to this one. JOB DESCRIPTION Job#: 8866 Title: Maintenance Cost Analyst Job Location: Richmond, Virginia-United States Employment Type: Salary: $60,000.00-$65,000.00-US Dollars-Yearly Employer Will Recruit From: Regional Relocation Paid?: Negotiable WHY IS THIS A GREAT OPPORTUNITY? Maintenance Cost Analyst Our client is positioned at the beginning of their growth phase having successfully spun off, implementing the foundations for the business success with very knowledge and technical leadership in place from day 1, and ready for rapid company growth offering a great career opportunity for great people. If you believe in driving results in a friendly environment that is open to creative ideas and diverse perspectives,then this is the place for you. They are built on a rich history of teamwork, innovation, and customer focus and that has a fun, entrepreneurial mindset. JOB DESCRIPTION Responsibilities: • Responsible for supporting Maintenance department for tracking and planning of Work Orders, Requisitions and PO's to provide accurate forecasting of work being performed and to be performed. • Responsible for supporting the Contract Administrator in the area of contractor/vendor cost and time keeping • Responsible for reporting the Maintenance budget status, monthly accruals to the Senior Cost Analyst • Responsible for maintenance procedure updates and distributes • Provides backup support for the Maintenance Timekeeper • Other duties as required QUALIFICATIONS Work experience Requirements: 2+years analyst and or administrative role in maintenance department in a manufacturing environment 2+year financial analyst experience or equivalent • SAP experience(Maintenance Module/Purchasing and Accounts Payable) • Time and Attendance experience(preferably KRONOS) Education Requirements: BA or Associates Degree with concentration in Accounting or minimum of 2 years Business/Manufacturing experience with financial responsibilities https://searchnpaworldwidejobs.com/index.cfm/job-seekers-unreg/job-search/job-details/?Jobld=8866 1/64 4/9/2021 Job-Maintenance Cost Analyst Knowledge,Skills,and Abilities Requirements: • Strong business analysis and forecasting skills • Strong written and verbal communication skills • Demonstrated ability to work effectively with individuals at all levels of an organization • Demonstrated ability to use influencing skills to accomplish goals and objectives • Able to manage multiple priorities • Demonstrated ability to work in a team environment • Strong computer skills(SAP proficiency) Education: University-Associate's Degree/Graduate Diploma/2 Years Matchmaker(https://npa-match maker.com) NPA Central (https://admin.membernova.com/305566/User/Login)Job Board (https://searchnpaworldwidejobs.com/)Privacy Policy(https://npa- match maker.com/privacy-policy/) https:Hsearchnpaworldwidejobs.com/index.cfm/job-seekers-unreg/job-search/job-details/?Jobld=8866 2/65 inchp.-qter, ® Administrative Programs Assistant Social Services Department NON-EXEMPT JOB CODE: 102 SALARY LEVEL: Grade 10 DATE: 07/01/2018 SUMMARY: Employees perform responsible administrative and technical work acting as assistants for program professionals having responsibilities in support of agency program planning, management, evaluation and execution activities or responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain satisfactory attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may also be assigned. • Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action; • Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities; • Oversees or Performs fiscal duties such as accounts payable, Special Welfare, reporting and reconciling financial data, and/or participating in audits; Performs compliance assurance, records management, scheduling, data collection and analysis; • Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports; Processes purchase orders, invoices, and account payments; Maintains accurate financial records; • Reports financial and administrative expenditures; -„� Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments; • Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence; ,�• Prepares and disburses vendor payments; • pyataUed-pay-red -reper#s-and-documer ; • ,makesstp-Wl-badances<and<-accowata-ior funds=Feeei , • Prepares and supervises the preparation of bills for payment and verifies coding; Prepares a wide variety of accounting fiscal, statistical and similar reports; •'� Posts receipts and disbursements to major accounts and prepares reports of fees received; •"? Oversees/Performs information systems technical support and systems security functions; • er kr�agercy-andre-V-ifgieia-�De} art nt-of-Sloci-aI-S°erviees4nfar- atiOunites • Sets up hardware or loads software under carefully controlled parameters; • Serves as administrative assistant to the Advisory Board, coordinates meetings and materials including preparation and distribution of agendas, scheduling of meetings, transcribing and editing of minutes of meetings; • Communicates program and/or agency policies, regulations, & practices to staff, vendors and the public; • Monitors accounts and expenditures; • Performs financial duties related to the Comprehensive Services Act as assigned; • Provides administrative and logistical support to the Community Policy and Management Team and Family Assessment and Planning Team as assigned; • Assists agency in ensuring FOIA compliance by maintaining FOIA tracking log and assisting in the preparation of FOIA responses; • Assists in agency's compliance to record retention schedule by performing filing and purging of records; 66 • Maintains and updates agency's policies and procedures such as financial policies, emergency procedures, etc.; • Maintains vendor records and ensures their compliances to City and state standards; • Maintains collaborative relationships with vendors of services; • Organizes materials for brochures, publicity, and other public relations activities; • Assists in budget preparation and compilation; • Analyzes budget and management reports; • Special events and projects as assigned; • Performs back up duties to other Administrative Program Assistants and Administrative Services Manager and may serve as a leader for other clerical or administrative employees providing training and guidance; • Provides administrative support to members of the agency's management team; • Process background checks; • Maintains agency, Advisory Board and Community Policy and Management Team webpages; r, Works assigned shift(s) to set up and staff emergency shelter should the City of Winchester declare it necessary. QUALIFICATION REQUIREMENTS: Education and/or Experience: High School diploma or General Education Degree (GED) required. An Associate's Degree is preferred. Certificates, Licenses, Registrations: Possession of a valid and appropriate driver's license. Language Skills: Ability to read and comprehend. Ability to write using proper grammar, punctuation, and spelling. Ability to speak and communicate effectively using correct English. Other Knowledge, Skills and Abilities: Considerable knowledge of: general clerical and administrative practices and procedures; of modern office practices, procedures and equipment; bookkeeping and budget preparation; and word processing, spreadsheet and data base and graphic software packages. Some knowledge of: basic techniques in conducting planning, research, evaluative and statistical work; effective supervisory principles; and policies, practices and procedures of the assigned program areas. Demonstrated ability to: effectively use common business and agency software packages; research, interpret, understand, apply and communicate agency program and service information; provide operational and administrative support to professionals in assigned agency programs and services; assist with the measurement of program performance against goals and objectives; systematically compile data, interpret and report monitoring and evaluation findings; communicate effectively both orally and in writing; work effectively with other employees, professionals, and with the public; and exercise discretion and make sound decisions relative to assigned program area. Comprehensive knowledge of bookkeeping terminology and methods, routine accounting principles and practices. Thorough knowledge of standard office procedures, practices and equipment. Ability to maintain complex financial records and to prepare financial reports accurately. Ability to understand and follow complex oral and written instructions. Ability to establish and maintain effective working relationships with other employees and the general public. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Requires light physical effort working almost exclusively with light weight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, crawling and gripping. Vision Requirements: Minimum requirements set by the Division of Motor Vehicles. 21 Page Administrative Programs Assistant Social Services 67 Environmental Conditions: Work is conducted indoors under controlled temperatures. Some travel may be required. EQUIPMENT ESSENTIAL TO DO THE JOB: Telephone, computer, copy machine, calculator, typewriter, fax machine, shredder, printer and switchboard. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. In accordance with §15.2-1507 of the Code of Virginia, this position is excluded from the City's grievance process. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 31 Page Administrative Programs Assistant Social Services 68 Y in hQ-qter Accounting Analyst Finance Department NON-EXEMPT JOB CODE: F-01 SALARY LEVEL: 10 DATE:7/1/2018 SUMMARY. Under the regular supervision of the Assistant Finance Director, and in accordance with generally accepted accounting principles (GAAP), performs difficult technical and paraprofessional work including a wide variety of accounting and budgetary responsibilities in all functional areas of the City's financial management. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may also be assigned. • esese-atid-Ye.rifyr T-Feasufer%-,dail— ,h-report ani Crpdate-to-general-ledger; • Provides accounting support in maintaining accounting and financial records for specific work areas (i.e. AA, /4 , i)a 4l dget,aeceunts-pble;and-c o`Onts re-ceivabie) and maintains corresponding records; • Reviews automated financial reports for accuracy, completion and propriety; • Handles correspondence and prepares a wide variety of administrative repof-ts on departmental activities as requested; • <-Reeeeives-e 4e"n+interr eHngeriries-ef-wrnoeints-and--resolves saran • Assists with preparation of the annual budget; • S Curren �,thccoand s � utory cha that affect the accounting and reporting requirements of the • en#=-prioA#es�as=asst d, • Assists with risk management daily tasks. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a High School diploma or General Education Degree (GED) is required. A Bachelor's Degree in finance or a related field is preferred. Language Skills: Ability to read, analyze and interpret complex financial reports. Ability to interpret accounting-related policies and procedures. Ability to analyze revenues and expenses. Ability to write, speak and communicate effectively with co-workers and the general public using correct English. Ability to produce written documents, reports and other correspondence using proper grammar, punctuation and spelling. Other Knowledges. Skills,and Abilities: Comprehensive knowledge of accounting theories, bookkeeping, public budgeting, and financial management. General knowledge of the laws and regulations governing municipal financials. Ability to establish and maintain effective relationships with other city officials, employees, and the general public. Comprehensive knowledge of Microsoft Office for Professionals is essential. PHYSICAL AND ENVIRONMENTAL CHARACTERISTIC'S: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required_Physical Activities: Requires light physical effort working almost exclusively with light weight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, crawling and gripping. Vision Requirements: Minimum requirements set by the Division of Motor Vehicles. Environmental Conditions: Work is conducted indoors under controlled temperatures. 11 Page Accounting Analyst finance Department 69 EQUIPMENT ESSENTIAL TO DO THE JOB: Computer, Printer, Calculator, Telephone, Fax Machine, Typewriter, Copy Machine, and Shredder. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Accounting Analyst Finance Department 70 WQgtepAdministrative Services Coordinator Innovation & Information Services Department NON-EXEMPT JOB CODE: 116 SALARY LEVEL: Grade 12 07/01/2018 SUMMARY.• Responsible for planning, directing or coordinating supportive services such as office support services, finance, customer service operations, and contract administration; Performs difficult paraprofessional, skilled clerical and administrative work in the operation of the department. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain satisfactory attendance. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Plans and coordinates administrative and office support activities such as recordkeeping, mail distribution, and all support services; • Helps develop, has oversight and reconciles the department's budgets; • Manages various budgetary, fiscal, administrative, clerical and technical functions such as purchasing, mechanical and building maintenance; • Provides information and answers questions relating to audits and/or financial records; • Verifies and approves invoices for payments to vendors, verifies that expenditures are reported to correct program and funding stream for reimbursement; • Develops and maintains administrative procedures and assures that assigned areas of responsibility are performed within budget; • Consults with assigned staff, assists with complex problem situations and provides technical expertise; • Monitors various services contracts; • Supports the Director in preparation of reports and presentations to the public or City Manager; • Provides training in administrative responsibilities; • Assists the Director in the maintenance of all electronic information signage inside City Hall and other City locations; • Serves as primary point of contact for all City wireless device users and acts as liaison between the City and its wireless services vendor; • Assists in the development of departmental policies and procedures related to the technological assets for the department; • Assists in the gathering of information and materials for grants, meetings, etc.; • Develop and coordinate training/orientation campaigns for all City technology applications QUALIFICATION REQUIREMENTS: Education and/or Experience: Bachelor's degree in business administration, accounting or related field supplemented with related experience or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Academic experience can be substituted by extensive experience providing administrative services in a professional office-based environment. Certificates, Licenses, Registrations: Possession of a valid and appropriate driver's license. Language Skills: Ability to read and comprehend. Ability to write using proper grammar, punctuation, and spelling. Ability to speak and communicate effectively using correct English. Other Knowledge, Skills and Abilities: Thorough knowledge of the operation, procedures and services of the department. Thorough knowledge of the principles and practices of office management. General knowledge of methods, equipment, materials and practices employed in the conduct of a major departmental program. Ability to be precise and detail oriented within a complex regulatory and professional environment. Ability to type accurately and quickly. Ability to plan and organize programs. Ability to write and speak clearly and effectively. Ability to establish and maintain working relationships with co-workers, city officials and the 71 general public. Ability to maintain complex records, prepare detailed reports from such records and maintain confidentiality of materials, if required. Ability to make decisions in accordance with established policies and procedures. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Requires light physical effort working almost exclusively with light weight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, reaching and gripping. Vision Re uirements: Minimum requirements set by the Division of Motor Vehicles. Environmental Conditions: Work is conducted indoors under controlled temperatures. Some travel may be required. EQUIPMENT ESSENTIAL TO DO THE JOB: Telephone, copy machine, calculator, computer, typewriter, fax machine shredder and printer. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. In accordance with §15.2-1507 of the Code of Virginia, this position is excluded from the City's grievance process. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Administrative Services Coordinator Innovation&Information Services Department 72 'f Assistant Facilities Manager WiLnelip.q. ter Facilities Maintenance Division Public Services Department EXEMPT JOB CODE: PS-29 SALARY LEVEL: Grade 17 DATE: 07/01/2018 SUMMARY: Performs difficult technical and administrative work overseeing the comprehensive program of Maintenance, Parking, and Custodial Services to provide and maintain, in an efficient and economical manner, the facilities, Parking Garages, Grounds, Equipment, and furnishings of the City of Winchester so that all staff, the public, citizens; business owners, visitors, and tourists are assured of a clean, safe, attractive, and healthy place in which to work, live and visit. Supervises the performance of difficult technical and administrative work, with an emphasis on customer service for our internal and external clients, overseeing the operation, construction, maintenance and repair of City of Winchester buildings, parking garages, facilities, grounds, and the Loudoun Street Mail. Work is performed under the direction of the Facilities Maintenance& Parking Division Manager. Limited supervision is exercised over a small to medium size group of personnel. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Assists as the direct supervisor of the Facilities Maintenance, Parking Garage, and Custodial Services; • Assists in leading, organizing, managing, supervising and scheduling all maintenance, custodial operations, of the City of Winchester, Virginia in compliance with all applicable federal, state, and local laws and City-specific regulations and established policies and procedures; • Assist in development and implementation of the fiscal year comprehensive maintenance plan that is both corrective and preventive for the upkeep of all facilities, parking garages, grounds, Loudoun Street Walking Mall, and the major facilities systems (HVAC, mechanical, plumbing, electrical, structural, along with specialized equipment(i.e. fountains and splash pad) of the City of Winchester; • Provide and maintain an efficient work order system for repairs of facilities and equipment that ensures that all maintenance, repairs and special event set-ups/take-downs are completed in a timely fashion, and provide.regular work order status reports as requested; • Provides recommendations for facility improvements and modernizations to improve the systems, equipment and facilities of the City of Winchester; • Develop a custodial services plan for each building that outlines the tasks of and expectations for custodial employees, indicating.a detailed daily and periodic schedule for cleaning and simple repairs of the facilities; • Assist in supervising the personnel management program for the Facilities Maintenance & Parking Division that includes recruitment-selection process, a written evaluation process and recommends the continued employment, discipline or dismissal of all Facilities Maintenance & Parking Division Personnel; • Monitor and approve time records of all Facilities Maintenance & Parking Division personnel and approve all overtime using established procedures and budgets; • Provide and monitor a system of regular building, equipment, parking garages, grounds and Loudoun Street Mall inspections to meet all federal, state and local requirements; • Conduct regular inspections of all facilities, parking garages, grounds, equipment, and the Loudoun Street Mall to ensure that high standards for cleanliness, attractiveness and safety are maintained. Recommend any improvements needed; • Monitor and recommend systems and procedures to ensure the security of all facilities; • Recommend and offer input on the Facilities Maintenance& Parking Authority Budget including operations, capital projects-needs and personnel; • Maintain current drawings .and engineering records describing all City of Winchester facilities, parking garages, equipment, grounds and the Loudoun Street Mall; • Approve the specifications and recommend contractors to-perform maintenance and repair services, using established City of Winchester procedures, Supervise and inspect the work performed and recommend payment upon satisfactory completion of work; • Supervise removal of snow and ice so that safe conditions exist in and around all City facilities including (but not limited to)walkways, sidewalks, parking garages, and the Loudoun Street Mali; 73 • Assist in development, implementation and monitoring of an energy conservation program, making recommendations for efficiency and reduction of costs of operating the facilities; • Develop and implement in-service programs and activities for staff members; • Maintain effective communications with staff, clients, customers, various user groups to elicit support and to seek perceptions and ideas for improvement of the facilities; • Attend required meetings and serve, as appropriate on staff committees (i.e. Special Events, Shenandoah Valley Apple Blossom, Winchester Parking Authority); • Notify and assist the administration and appropriate emergency personnel of any emergency and potentially dangerous or unusual situations following established City of Winchester Emergency Management procedures; • Contributes to a positive work environment and assures other staff members do as well; • Understand and communicate current developments in the repair, maintenance, custodial, and special event areas through reading, participation in appropriate workshops or meetings or involvement in professional organizations. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a high school diploma or General Education Diploma (GED) is required. An Associate Degree is preferred. Certificates, Licenses, Registrations: Possession of a valid and appropriate driver's license. Appropriate NIMS trainings: ICS.700, IGS 100, ICS 200 (or ability to obtain within fi months of hire). Aquatic Facility Operator's license (or ability to obtain with 12 months of hire). Lanquaae Skills: Ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to effectively present information to top management, public groups and/or boards of directors. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS; The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Ability to perform manual labor for extended periods of time, often under unfavorable weather conditions; Requires light physical effort working almost exclusively with lightweight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, reaching and gripping. Vision Re uirements: Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Environmental Conditions: Work is conducted indoors; frequently works near moving mechanical parts and is frequently exposed to toxic or caustic chemicals. Occasionally works in outside weather conditions and is exposed to wet and/or humid conditions. EQUIPMENT ESSENTIAL TO DO THE JOB: Telephone, computer, copier, fax machine, calculator and analytical equipment utilized in a water/wastewater treatment facility. 21 Page Assistant Facilities Manager Public Services Department 74 } Wineli� Administrative Services Manager lSocial Services Department EXEMPT JOB CODE: 177 SALARY LEVEL: Grade 15 DATE: 07/01/2018 SUMMARY: Responsible for planning, directing or coordinating supportive services such as office support services, finance, computer operations, facility management and contract administration; Provides overall supervision of the Administrative Unit; Performs difficult paraprofessional, skilled clerical and administrative work in the operation of the department. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain satisfactory attendance. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Provides supervision to administrative and financial staff; • Plans and coordinates administrative and office support activities such as recordkeeping, mail distribution, and all support services; • Recommends hiring, disciplinary actions, transfer, promotion, and termination of personnel within the limits of appropriate statutes, rules and regulations and policies, developing performance standards and preparing corrective action plans; • Helps develop, has oversight and reconciles both the Local and State agency budgets; • Manages various budgetary, fiscal, administrative, clerical and technical functions such as purchasing, mechanical and building maintenance; • Answers questions and provides instruction for state and local finance departments; • Provides information and answers questions relating to audits, financial records or activities; coordinates state/local computer technology; • Works as fiscal liaison to Virginia Department of Social Services, maintains and departmental personnel records in LETS, and departmental financial records in LASER; as well as in City applications HTE etc.; • Performs and oversees fiscal functions of the Comprehensive Services Act activities; • Verifies and approves invoices for payments to vendors, verifies that expenditures are reported to correct program and funding stream for reimbursement; • Develops and maintains administrative procedures and assures that assigned areas of responsibility are performed within budget; • Supervises and evaluates assigned staff, employee concerns and problems, directing work and completing employee performance evaluations; • Consults with assigned staff, assists with complex problem situations and provides technical expertise; • Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures. Initiates any actions necessary to correct deviations or violations; • Monitors various services contracts; • Supports the Director and Assistant Director in preparation of reports and presentations to the public; • Provides training in administrative responsibilities; • May serve as secretary to Advisory Board; • Assists in the development of office procedures; • Assists in the gathering of information and materials for grants, meetings, etc.; • Works assigned shift(s) to set up and staff emergency shelters should Winchester declare a state of emergency. QUALIFICATION REQUIREMENTS: /Education and/or Experience: Bachelor's degree in business administration, accounting or related field supplemented with related experience or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Certificates, Licenses, Ret ristraEtions: Possession of a valid and appropriate driver's license. 75 Exhibit 6 Request to Reclassify a Records Clerk Position to a Newly Created Medical Administrative Assistant Position by NRADC May 14, 2021 HR Committee Meeting 76 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,C o u n ty of Frederick I Department of 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: May 7, 2021 Re: Northwestern Regional Adult Detention Center(NRADC) Request for New Position NRADC is requesting that a Medical Clinic Administrative Assistant be added to Frederick County Salary Administration Program (SAP). The Human Resources Department has reviewed the job description submitted for the position, studied the positions listed in the County's SAP, considered the desire of the NRADC to add this position, and analyzed the salaries of other counties/entities throughout the region. It is the recommendation of the Director of Human Resources that the Human Resources Committee, and, subsequently the Board of Supervisors, approve the creation of a Medical Clinic Administrative Assistant. 77 Northwestern Regional Adult Detention Center Division Commanders �t�S� SGT Main Facility-141 Fort Collier Rd.-Winchester,VA 22603 Captain Patty Barr,Administrative Services Phone: (540)665-6374 Fax: (540)665-1615 Captain Tana Jones,Support Services Captain Heath Custer,Security&Operations Community Captain Shawn McQuaid,Community Corrections Corrections-147 Fort Collier Rd.-Winchester,VA 22603 Phone: (540)665-6380 Fax: (540)678-1339 TO: Robert Wells, Human Resources Committee COPY: Michael Marciano, Human Resource Director FROM: Captain Tana Jones, Support Services Division SUBJECT: Creation of Medical Clinic Administrative Assistant Position DATE: May 3, 2021 The purpose of this memorandum is to reclassify an existing Records Clerk positions, salary range 3 ($31,775 to $50,733),to a newly created Medical Clinic Administrative Assistant, salary range 6 ($43,516 to $69,582). This request is based upon a thorough review and update of existing job descriptions as requested by the HR Director, Michael Marciano, on February 19, 2021. In his email, Mr. Marciano addressed the subject of"Compensation." Compensation: It is important that employees are competitively compensated, and job descriptions are an integral part of that objective. The job description should provide detailed information that enables a person to receive an appropriate compensation and avoid"salary compression"issues. Salary compression is the situation that occurs when there is only a small difference in pay between employees regardless of their skills or experience. It can occur when the minimum salary level for a position is increased for competitive reasons,without a corresponding adjustment to salaries for existing employees with more than entry or lower-level experience. (Attachment 1) Northwestern Regional Adult Detention Center(NRADC)reviewed the job description for the Medical/Records Clerk Typist III with the Nursing Director, Allena Kovak, and it was determined that the current job description (Attachment 2), did not reflect the totality of the job duties that are being performed by the employee in this position. The duties for this position were originally those of a Records Clerk(e.g.,record-keeping, managing forms and information) While the objectives and goals of the personnel assigned to this position have always been to aid in the smooth operations of the medical department and to assist the Director of Nursing in the everyday functionality of the department, the job description of a Records Clerk does not do justice to the totality of the work performed. Research was performed by Superintendent Corbin 'NRADC refers to this Records Clerk role as a"Medical/Records Clerk Typist III." 78 for those who work in the medical field and are tasked with the job responsibilities that are comparable to that of NRADC's Records Clerk in our medical department. He obtained job descriptions from a physician's office and from a correctional facility (Attachment 3). Upon close review, the Medical Clinic Administrative Assistant job description somewhat mirrors the duties and responsibilities of the role performed at NRADC. The revised job description details an accurate account of the responsibilities of this position, and our review of this position is unique within the County (Attachment 4). In order to ensure a fair comparison of the job duties performed by NRADC's Records Clerk, additional online research and inquiries were also made to various localities. Our search revealed that no comparable job descriptions exist that meet the level of involvement performed by NRADC's Records Clerk in our medical department. To ascertain an appropriate compensation for the Medical Clinic Administrative Assistant, we looked at similar positions at NRADC. The closest one is that of NRADC's Administrative Assistant in the Administrative Division. This position pays a salary of range 6 ($43,516 to $69,582). Since the Medical Clinic Administrative Assistant performs many of the same duties outlined in the Administrative Assistant job description (Attachment 5) as well as performs duties particular to the support of NRADC's medical clinic,we believe a range 6 compensation is appropriate. Attached is a table that illustrates some of the salary information used for comparison purposes. (Attachment 6) Locality Position Title Sample Range Middle River Regional Jail Medical Secretary $36,242.00-$40,000.00 Prince William Regional Jail Medical Department Support Staff $20.43/hr. - $42.14/hr. RSW Regional Jail Records Clerk $30,976.00-$47,133.00 City of Winchester Police Dept. Records Clerk $34,132.80- $52,864.21 City of Winchester Police Dept. Records Management Coordinator $39,520.00- $61,207.80 City of Harrisonburg Administrative Assistant $27,580.80- $46,384.00 City of Harrisonburg Administrative Specialist $29,244.80- $49,129.60 Frederick County Virginia Range 6 $43,516.00-$69,582.00 Thank you in advance for your time, as NRADC seeks approval to create this new position. 79 Attachment # 1 From: Michael Marciano<michael.marciano@fcva.us> Sent: Friday, February 19, 20214:00 PM To: Department Heads<DepartmentHeads@fcva.us>; Department Assistants <DepartmentAssistants@fcva.us> Subject:Job Description Creation/Update Assistance Hello, Department Heads, It is time to update our job descriptions at Frederick County. Due to longevity many of us have had in a position, in some cases,job descriptions have not been updated in many years or do not exist at all. HR experts recommend that job descriptions be reviewed and updated once a year at a minimum. If nothing significant happens throughout the year, this analysis can be performed when annual performance reviews are conducted. There are several benefits in having detailed job descriptions for each position at Frederick County. • Recruitment: Having a detailed job description will indicate what knowledge, skills, and abilities are necessary for a position and what you should look for in a qualified candidate. Further, it highlights the key duties associated with each position. By having this information at the beginning of the recruitment process, you can create a custom job posting that clearly communicates the expectations of the position. • Orientation: Job descriptions are a useful tool during the onboarding process. Supervisors can use the job description to map out an orientation plan to set employee expectations and ensure that the new hire is properly trained to perform all job duties. • Compensation: It is important that employees are competitively compensated, and job descriptions are an integral part of that objective. The job description should provide detailed information that enables a person to receive an appropriate compensation and avoid "salary compression"u issues. • Performance: An updated job description can help supervisors complete the annual performance evaluation. If an employee is exhibiting sub-par performance, the job description can be a useful communication tool to explain exactly what tasks should be performed. The annual appraisal is also a great time to sit down and review the job description with the employee to see if the job changed over the past year. If so, the manager and employee should update the job description and route the updated draft to the HR Department for review and approval. • Compliance: Having detailed job descriptions can also help the County comply with federal and state employment laws. For example, a job description can be used to help determine if accommodations can be made for an employee under the Americans with Disabilities Act. It can also be helpful in determining if an employee can be released to full duty following a leave of absence under the FMLA. Is your employee exempt from overtime?The job description should be an integral part of performing a Fair Labor Standards Act analysis. 81 By next Monday, March 1, please identify who on your team can work with Ericka Kerns, x8375, to update the job descriptions for your department. I appreciate your support on this important project. Many thanks, Mike L'I Salary compression is the situation that occurs when there is only a small difference in pay between employees regardless of their skills or experience. It can occur when the minimum salary level for a position is increased for competitive reasons,without a corresponding adjustment to salaries for existing employees with more than entry or lower-level experience. 82 Attachment #2 NORTHWESTERN REGIONAL ADULT DETENTION CENTER Position Title: Medical/Records Clerk Typist 111 (032921) Reports To: Assistant Director of Nursing,Director of Nursing Purpose of Grade: Medical/Records Clerk Typist is responsible for answering all incoming calls pertaining to medical. The Medical/Records Clerk Typist will perform work consistent to the SOP of the Northwestern Regional Adult Detention Center. The Medical/Records Clerk Typist will perform all duties as assigned for the nursing supervisor. Examples of Tasks Performed Within Grade: This position description may not include all of the tasks performed, nor do the examples necessarily include all tasks performed. Primary Tasks: Maintaining all medical files/scanning documents to current files. Filing/scanning medical documents. Archived files maintained to determine when medical records can be destroyed. Researching all medical bills to verify the payment and includes computer inquiry and contacting health care providers. Maintaining state inmate medical expense reimbursements. Researching state inmate's medical bills and filing them with the State Compensation Board for reimbursement. Responsible for typing memos, faxing paperwork, typing requisition forms, and merging old files. Maintain/troubleshoot computers in medical. Facility Administrator for CorEMR medical computer generated filing system. Proficient with excel/word programs. Can assist with crystal reports, access and power point. Enter inmate charges into OMS. Answer requests regarding inmate inquiries about medical charges. Prepare presentation packets and research information for quarterly meetings. Keeping medical stocked with necessary documents and supplies. Prepare purchase requisitions for medical supply items. Schedule outside appointments for inmates. Create tasks for Facility Sick Calls in CorEMR. Help with the care of inmates housed in medical. Maintain an effective working relationship with all disciplines involved in caring for inmate's in-house and other involved health care providers. Equipment Operated: Computer, calculator, phone, scanner, fax machine, and printer. Working Conditions: Working in an area where inmates with medical needs are housed. May involve increased exposure to communicable diseases. Working under varying stressful environment. Knowledte, Skills, and Abilities: Working knowledge of the Detention Center's SOP. Ability to follow oral and written instructions, perform mathematical calculations, maintain accurate records, ability to organize work and perform job duties with limited supervision. Positive inner-personal skills applied with all disciplines involved in caring for the inmates. Knowledge of medical terminology. Ability to 84 think and respond appropriately in all types of situations. Experience: Two (2)years' experience in medical office work. Education: Graduation from high school or high school equivalency and supplemented by courses in typing. Good basic understanding in operation of computer programs excel and word. Equivalent: Special Requirements: Possession of a valid driver's license. Must maintain a telephone in residence or cell phone on person for emergency contact. 85 Attachment #3 a AMT American Medical Technologists Certifying Excellence in AIIIea Health Medical Administrative Specialist A Medical Administrative Specialist serves a key role in medical office, clinic and hospital settings.This multi-skilled practitioner is competent in medical records management, insurance processing,coding and billing, management of practice finances, information processing, and fundamental office management tasks.A Medical Administrative Specialist is very familiar with clinical and technical concepts required to coordinate administrative office functions in the healthcare setting. Nature of the Work Medical A Medical Administrative Specialist must have a sincere desire to help people and a willingness to learn the complexities of the health care industry. Medical Administrative Specialists work most of their time in the "front" office of a physician office, clinic or hospital. A medical administrative specialist must be outgoing, patient, and have an attention to detail. Also,this individual must be willing to learn new procedures, laws and insurance filing forms. Some of the duties performed by a Medical Administrative Specialist include: • Set appointment times • Greet patients • File and pull charts • Handle insurance information • Assist new patients with paperwork • .Know word processing • Know bookkeeping • Type medical correspondence • Transcribe medical dictation • Understand and know insurance coding information • Scheduling hospital admissions • Types case histories • Fill out and submit insurance medical forms • Collects and records payments Must know medical terminology American Medical Technologists 10700 West Higgins Road,Suite 150 Rosemont, IL 60018 Phone:847.823.5169- Fax:847.823.0458 87 a .r.r„^r. nri�-in.v.nrl+n�h nrrs Education and Training A Medical Administrative Specialist must have a high school diploma or G.E.D.with acceptable training. Many colleges, career schools and technical schools offer Medical Administrative Assistant, Medical Office Assistant, or Medical Secretary Programs. Graduates from these programs will receive either a certificate or diploma depending on the program. Graduation from a school that is accredited makes it easier to apply for certification. Certification/Licensing:Each individual state decides the scope of practice for Medical Administrative Specialists. Most states do not have licensure laws, but many states do have a scope of practice for Medical Administrative Specialists or Medical Assistants. Certification by a recognized organization enables Medical Administrative Specialists to be promoted faster,earn a higher pay and great respect. Employers prefer to hire experienced workers and many prefer certified applicants who have passed a national examination, indicating that the Medical Administrative Specialist meets certain standards of competence. Employment Medical administrative specialists held about 525,600 jobs in 2012. Employment is projected to grow 36 percent from 2012 to 2022, much faster than the average for all occupations. Federal health legislation will expand the number of patients who have access to health insurance, increasing patient access to medical care. In addition,the aging population will have increased demand for medical services. As a result, medical secretaries will be needed to handle administrative tasks related to billing and insurance processing. Salary The Earnings vary depending on experience, education and skill level. Median annual wages for medical administrative specialists in May 2012 was $31,350.The lowest 10 percent earned less than $21,910, and the top 10 percent earned more than $57,750. Profession Source: US Bureau of Labor Statistics: http://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative,-assistants htm#tab-1 88 Medical Clinic Administrative Assistant Location:Anoka, MN Department:Anoka Type:Full Time Min.Experience:Entry Level Looking to join a rapidly growing company?MEnD Correctional Care has a new contract with Anoka County and we are seeking a Medical Clinic Administrative Assistant to join the team and our organization! Candidates must enjoy working with an underserved population and be willing to work in a county correctional%cifity where patient and staff safety is of high importance.As a company,we pride ourselves on providing high quality care to the patients we serve.The Medical Clinic Administrative Assistant will provide assistance to the medical staff under the direction and supervision of the Supervisory Nurse, Nursing Director, and Medical Provider. This opportunity will be located at the Anoka Countyjail. Position Type: •Full-Time Monday-Friday, Day Shift job Duties: •Maintains jail inmate files according to current regulations.This may include the creation of new inmate files, retention of current files,and destruction of old files. •Files inmate paperwork in a timely fashion. •Coordinates the release of information (ROIs)to other facilities under the direction of the Supervisory Nurse. •Scheduling of appointments •Ensures all current copies of MEnD forms are being used and the appropriate copies are available to the nursing and health tech staff. •Enters inmate charges for medical services and OTC items if requested to enter by facility. •Distributes and posts all relevant memos for MEnD staffs information. •Helps to coordinate the collection of quarterly stats for the facility and forwards these items to Corporate Office under direction of Supervisory Nurse. •Ensures operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories;evaluating new equipment and techniques. •Maintains jail office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;verifying receipt of supplies. •Maintains professional and technical knowledge by attending educational workshops, reviewing professional publication, establishing personal networks,and participating in professional societies. •Maintains a professional appearance. •Contributes to team effort by accomplishing related tasks, being a member of the MEnD team, assisting with expansion of the MEnD jail health philosophy, and going"above and beyond"typical job duties. •Other various duties as assigned by MEnD Correctional Care within the scope of the position.This may include travel to various trade shows, conferences,and other jails managed by MEnD,etc. 89 job Skills: •Professionally answer phone calls, emails, and in person inquiries. •Maintain paper and electronic filing systems for records and messages. •Route and distributing incoming postal mail and email. •Uses correct spelling and grammar to ensure accurateness. •Operate fax machines, copiers,videoconferencing and phone systems,and other office tools. •Use computer for spreadsheets,word processing, database management,and additional applications. Required Education/License/Certifications: •High school diploma or GED equivalent required. •Two year post-secondary degree preferred. •At least 2 years of experience in same or similar setting (i.e. county jail, prison,juvenile correctional facility, hospital, home care, urgent care, ER, etc.) •Knowledge of medical terminology and clinic&laboratory procedures •Ability to multi-task, meet deadlines, and be a self-starter. •Proficient with MS Office Suite preferred. Salary,Benefits and Other: •Competitive salary. •Excellent opportunity for professional growth •Comprehensive Benefit Package(Medical, Dental,401 K,Vision,Vol Life, and more) htitpsWirnendca re.com/employment/ 90 Attachment #4 NORTHWESTERN REGIONAL ADULT DETENTION CENTER Position Title: Medical Clinic Administrative Assistant Reports To: Assistant Director of Nursing, Director of Nursing Purpose of Grade: Medie,,''Reee-ds G'^r'k Typi *Medical Administrative Assistant is responsible for answering all incoming calls pertaining to medical. The Medicals Glefk TypiAAdministrative Assistant will perform work consistent to the SOP of the Northwestern Regional Adult Detention Center. The Medical'Reeefds P^r' TypistAdministrative Assistant will perform all duties as assigned for the nursing supervisor. Examples of Tasks Performed Within Grade: This position description may not include all of the tasks performed, nor do the examples necessarily include all tasks performed. Primary Tasks: Responsible for typing memos, faxing paperwork, typing requisition forms and merging old Piles. Maintaining all medical files/scanning documents to current files. Complete medical record requests from outside agencies, attorney Fili g/se,nni - m^1. ' leetments. Manage Afehived archived files in accordance with the Virginia Records Retention and Disposition schedule.41es 44-a-ine,a to dete,mine when., edi6a! efds ^ r be ,aes4eye a. Researchi*g all medical invoices b4ls-to verify the payment and payment responsibility which i includes computer inquiriesy and contacting health care providers and the insurance companies. Maintaining state inmate medical expense reimbursements. Researching state inmate's medical bills and filing them with the State Compensation Board for reimbursement. Responsible �^r files. Working with hospitals to assist patients with Medicaid coverage for in-patient charges. Assist inmates in applying for Medicaid while they are incarcerated, to include CoverVA and submitting applications. Maintain/troubleshoot computers in medical. Research and supply quotes for equipment in medical. Facility Administrator for CorEMR medical computer-generated filing system. Create tasks for Facility Sick Calls in CorEMR. Pfefieientwith ^ ee1L.:.^,-,a pfegfa Can assist with crystal reports, access and power point. Enter inmate charges into OMS. Answer requests regarding inmate inquiries about medical charges. Prepare presentation packets and research information for quarterly meetings. Keeping medical stocked with necessary documents and supplies. Prepare purchase requisitions for medical and dental supply items. Manage dental equipment inventor3L Order special supplies outside the normal stock inventory supplies. Schedule outside appointments for inmates to include forwarding all necessary documentation, referrals and orders- . Help with the care of inmates housed in medical. Maintain an effective working relationship with all disciplines involved in caring for inmate's in-house and other involved health care providers. Maintain a schedule for the Transportation Department with all medical apl2ointments to include surgical procedures. Coordinate with Mobile Xray on scheduling times and assisting with inmate 92 traffic while Mobile Xray is onsite. Assist with supplying DOC documentation for accreditation. Assisting with maintaining statistics on the Z-Drive. Attend Quarterly Pharmacy meetings and contributing cost information when necessary. Assist with departmental yearly inventory of equipment and maintaining the inventory numbering system. Assisting with the creation of the yearly budget for medical, completing necessary forms and supplying supporting documentation when required. Assisting with the procurement process for services provided to the Medical Department. When necessary, assisting with the return of medications for credit or destruction. When necessary, go to stores,pharmacies, etc. to pick up items or prescriptions when needed urgently. Coordinate with the Director of Nursing and the Department of Corrections to secure medical beds for inmates that otherwise cannotog to regular intake facilities due to special needs and/or conditions. Equipment Operated: Proficient with excel/word programs, cC—omputer, calculator,phone, scanner, fax machine, and printer. Working Conditions: Working in an area where inmates with medical needs are housed. May involve increased exposure to communicable diseases. Working under varying stressful environment. Knowledte, Skills, and Abilities: Working knowledge of the Detention Center's SOP. Ability to follow oral and written instructions, perform mathematical calculations,maintain accurate records, ability to organize work and perform job duties with limited supervision. Positive inner-personal skills applied with all disciplines involved in caring for the inmates. Knowledge of medical terminology. Ability to think and respond appropriately in all types of situations. Experience: Two (2)years' experience in medical office work. Education: Graduation from high school or high school equivalency and supplemented by courses in typing. Good basic understanding in operation of computer programs excel and word. Equivalent: Special Requirements: Possession of a valid driver's license. Must maintain a telephone in residence or cell phone on person for emergency contact. 93 List of Job Duties Wendi Ingram Appointments: Schedule appointments for the inmates and coordinate with Transportation and/or Security. This included triaging according to acuity. Prepare and send all pertinent paperwork required for each appointment, including orders for tests, insurance information. Arrange all testing, labs, records that are necessary for the appointment, procedure, test, etc. Schedule tasks for the nursing staff to complete labs, prep for testing, keep pt. NPO if necessary. Tele-health: Schedule and arranged various types of tele-health appointments during the pandemic. Set up an iPad with appropriate apps, software, etc. necessary to conduct each appt. Arrange to have inmates brought to medical and make the connection necessary for the appointment to be completed. CorEMR: Handle all issues with CorEMR. If unable to fix, I will contact CorEMR or IT. This would include creating forms, making changes to existing forms,flow sheets, adding alerts, etc. Merge charts, delete or move entry errors. Manage all users, add new employees, and deactivate past employees. Attended user's group in Utah. Purchasing: Complete purchase requisitions, research pricing for all medical equipment, supplies, etc. Request quotes if necessary. Request W-9's from new venders. Submit tax exempt forms. Pay for items with P- card. Billing: Manage all medical bills for medical. Pay most with P-card and provide Finance with the appropriate documentation. Manage all hospital bills. Determine whether we will be responsible for the payment. Notify the hospital and give insurance information for the ones for which we are taking responsibility. Maintain a spreadsheet for statistical purposes. Anthem: Use data monthly to create an invoice for claims paid by Anthem. Submit to finance for payment. Request a retraction for anything on the invoice for which we were should not have paid. Budget: Assist D.O.N.with creating the yearly budget.This includes researching prices for items requested and creating the request forms for yearly expenses. Use prior cost analysis to project what will be necessary for the upcoming fiscal year. Complete all requests and submit to finance for approval. Inventory: • Stock-inventory storage room and order necessary supplies for nursing staff. • Dental-inventory dental equipment. Re-order supplies as needed. • Yearly Capital Inventory-maintain an inventory of all equipment in the three buildings. Add inventory numbers to any equipment purchased throughout the year. Keep a spreadsheet with all items, inventory numbers, purchase dates, purchase amounts. Remove items when moved to another department or put out for destruction. Submit list to finance yearly. Charges: Review monthly pharmacy invoice. Create a billing statement with inmate's charge amounts based on actual cost of the medications. This include reviewing each inmate's prescribed medications and removing any charges for medications ordered on multiple cards, or anything ordered and returned. I, Stephanie, or the front desk clerk will enter each charge on the inmate's canteen account. Pg. 1 94 List of Job Duties Wendi Ingram Itemized Statements: Prepare itemized statements for inmates requesting explanations for their charges. Request Forms: Answer request forms from inmates regarding all hospital billing, Medicaid, pharmacy charges. Records: Answer all incoming requests for inmate records. Copy and fax or mail the requested records. Scanning: Scan all incoming paperwork, forms created in-house, request forms, etc. into the inmate's EMR. Maintenance: Maintain all equipment in medical. This would include dental equipment, i.e. autoclave, dental chair/light, x-ray equipment, pro-cart. Clean autoclave according to manual. Arrange a technician if anything needs repair. Coordinate with security to obtain clearance for tech to enter the facility. RFPs ITBs: Assist D.O.N. with creating the requests, reviewing, answering questions from venders. Sit in on some interviews with venders. Staff Interviews: Assist D.O.N. with interviewing candidates for hire when necessary. Medication Returns: Process all medications to be returned for credit. Complete all paperwork, package, and place up front for pick-up Medication Destruction: Process all medications that have been opened, came from another facility, or personal medications brought in by patients or families. Verify inmates has been gone from the facility for 30 days. Count all medications, record all information, package, and return to the pharmacy for destruction. Medicaid: Keep up to date with current processes by attending training either virtual or in-person. Keep a notebook of all processes and contact information. Assist inmates with completing applications by phone. Provide MeclAssist at WMC with Medicaid information when available for patients admitted to the hospital. Send communications forms to Cover Virginia (CVIU)form inmates upon release or transfer. Notify when moved to WR or HEM. Employee Health: Pre-order Flu vaccine yearly. Process all unused vaccine to be returned for credit. Create a yearly list of all staff for annual PPDs. Order syringes and PPD solution. Keep record of any positive employees. Coordinate with Amherst Family Practice to have CXRs and appointment available for all necessary staff. Maintain records. Mobile X-ray: Schedule mobile x-ray to come in when needed. Create the list and have all inmates brought down to complete the x-ray. Pay invoice and submit to finance. Statistics: Formulate statistical reports when requested from Administration. Research and supply reports regarding numerous issues, including cost analysis, medical problems, appointments, purchasing, etc. DOC Documentation: When necessary,gather all documentation required by accreditation for audits. Prepare auditor's notes, answer auditor's questions during audits. Errands: Go to retail stores, pharmacies, medical suppliers, etc. to pick up items for the facility or inmates. pg. 2 05 List of Job Duties Wendi Ingram Quarterly Meetings: For many years, I was responsible for the Quarterly Medical meeting,which included manually compiling statistics to present to the D.O.N.,A.D.O.N., Superintendent, doctors, pharmacists, Free Medical Clinic, Mental Health staff, and NWCS. Reports were created for several different points of interest. This included total cost, expensive inmates, grievances, percentages of various subjects, costs of non-formulary medications, total outside appointments, etc. Invitations were sent, the Roll Call room was set up, a Power Point presentation was created, and I presented the information with the Superintendent. All questions were directed to me for answering. When we acquired a new Supt., the meetings changed. I could continue this process if directed. Phones: Answering numerous phone calls for medical and answering questions regarding a variety of subjects or taking messages when appropriate. Various Tasks: Issues arise daily that need researching to provide adequate care for the inmates. These issues are varied, to include locating special medical equipment, finding sources for special medications, finding information from different locations of previous treatment to provide continuity of care, all requiring problem solving skills and connections. These issues are case by case and are becoming more frequent with the higher acuity of individuals being incarcerated. COVID: When the pandemic started, I was tasked with locating many of the supplies necessary to provide to staff and inmates. This required much research because supplies were extremely difficult to find anywhere. I was also asked to keep record of all costs involved. Later I was asked to collect all invoices from other staff which were related to COVID. I was told to keep record of their invoices as well. I was then asked to provide all information to Finance along with explanations of their relation to COVID. Dental Call: When necessary, assist with dental call. Take notes, have the inmates brought down, etc. I have provided the list to transportation and security prior to the appointed time. I maintain the inventory with the help of the current dental assistant. pg. 3 96 Attachment #5 Northwestern Regional Adult Detention Center Position Title: ADMINISTRATIVE ASSISTANT(5/3/2021) Reports To: Director of Staff Development Purpose of Grade: This is responsible work involving complex clerical and technical skills that involve routine administrative and human resource functions. Primary Tasks: Manages the acquisition,distribution and accounts payable function for staff uniforms and equipment including keys,lockers,ID cards and telephone access.Completes the intake,retention and departure process for staff including the arrangement of ceremonies during periods of promotion,recognition or resignation. Serves as Secretary to the Jail Authority in organizing meeting schedules,setting up board rooms,distributing agendas, minutes and other material. Serves as liaison to Frederick County Human Resources and complies with all regulations regarding intake,retention and departure of personnel including employee payroll,timekeeping,benefits and evaluations. Serves as liaison to the County in processing employee workers' compensation claims and recognition programs.Answers ALL incoming calls for the Superintendent and refers those not requiring the Superintendent's attention to the appropriate Division Commander for action. Directs cleaning instructions to the Inmate Work Force attendant. Orders office supplies including stationary;manages inmate telephone accounts and responding to service complaints,arranges outgoing shipments with UPS/FedEx;Announces positions available for internal transfer. Manages the acquisition,distribution and accounts payable function for staff cell phones. Manages the Detention Center's automated forms system. Equipment Operated: Personal computer hardware and software(WordPerfect 8,Windows '00 Microsoft Works Office Pro '00-Word, Excel,Power Point,Access,Excel and Publisher)calculator,typewriter,telecopier,photocopier,postal meter and switchboard. Working Conditions: Involves adjusting to stress produced by working in an adult detention center setting. May at times have contact with inmates. Knowledge,Skills and Abilities: Thorough knowledge of standard office procedures,practices,equipment and secretarial techniques;Comprehensive knowledge of human resources functions,and associated principles,practices and procedures;knowledge of employment and EEOC laws guidelines,knowledge of FLSA and ADA rules and regulations,ability to handle tasks that cross organizational lines;ability to review and follow Standard Operating Procedures as it relates to Administrative Services and the organization;comprehensive knowledge of business English and spelling;ability to organize and maintain files,logs and reports where confidentiality is essential;work under limited supervision; ability to type proficiently detailed documents,complex forms,tables and reports;ability to formulate information into typeset material that is camera ready for publication and printing;ability to effectively deal with other employees and the public through strong interpersonal,oral and written communication skills;Comprehensive knowledge of computer hardware and software as listed;ability to follow emergency plans;ability to manage multiple and complex projects at one time;ability to compose correspondence. Experience: Three(3)years office experience as a secretary in a public or private agency having performed human resource functions. Education: Graduation from high school or certification of high school equivalency,supplemented by training or education in secretarial,business and human resources related courses. Special Requirements:None 98 Attachment #6 Tana Jones From: Jeanne Colvin <jcolvin@co.augusta.va.us> Sent Wednesday,April 21,2021 9:21 AM To: Tana Jones Subject: '[External]'pay information Ms.Jones Major Eric Young asked me to reply to your request for pay information for medical secretary and maintenance staff. Based on a 5%pay increase July 1,2021: Medical Secretary: we have two positions, pay range: $36,242-$40,000 Maintenance Staff: we have four maintenance positions: pay range: $42,000-$48,890, Supervisor of Maintenance: $68,379- Let me know if I can provide any further information, Jeanne R. Colvin Director of Finance Middle River Regional Jail 245-5420, ext 1 162 tcolvin@co.augusta_va.us This e-mail transmission may contain information that is proprietary, privileged and/or confidential and is intended exclusively for the person(s)to whom it is addressed. Any use, copying, retention or disclosure by any person other than the intended recipient or the intended recipient's designees is strictly prohibited. If you are not the intended recipient or their designee, please notify the sender immediately by return e-mail and delete all copies. Thank you. County of Augusta. ***VIRGINIA FREEDOM OF INFORMATION NOTICE*** This e-mail and any of its attachments may constitute a public record under the Virginia Freedom of Information Act. Accordingly,the sender and/or recipient listed above may be required to produce this e-mail and any of its attachments to any requester unless certain limited and very specific exemptions are applicable. 1 100 PRINCE WILLIAM-MANASSAS REGIONAL ADULT DETENTION CENTER Medical Department Support Staff Total Support Staff 1 Administrative Technician 1 Salary Range for position $20.43 -$42.14 hourly(FLSA:Non-exempt) Typical starting salary range $20.43 -$25.86 101 Prince William County Government-Class Specification Bulletin Page 1 of 4 Administrative ,.� Class Code: ` Technician / B21 RI 12 PRINCE WILLIAM COUNTY GOVERNMENT Established Date: Aug 21, 2019 SALARY RANGE $20.43 - $42.14 Hourly FLSA: Non-Exempt INTRODUCTION: NATURE OF WORK This class is part of the Administrative Services Job Family. Incumbents support for internal or external customers following standard procedures for routine and non-routine tasks. Responsibilities may include performing data review and report compilation activities; preparing specific documentation and correspondence; conducting research to identify and compile related information; and answering phone, email, and in-person inquiries. Distinguishing Characteristics This position is dedicated to performing both routine and non-routine office and administrative support functions requiring knowledge of assigned work area(s). TYPICAL CLASS RESPONSIBILITIES (These responsibilities are a representative sample; position assignments may vary.) 1. Performs routine or non-routine administrative support duties,which include: responding to inquiries from employees, other department staff, and the public; scheduling and coordinating appointments, meetings, activities or events; maintaining and ordering office supplies; tracking and allocating financial or related transactions. 2. Processes, prepares, and records paperwork, databases, spreadsheets, applications, https://agency.govemmentj obs.com/pwcgov/default.cfin?action=specbulletin&ClassSpecI... 4/14/2021 102 Prince William County Government-Class Specification Bulletin Page 2 of 4 certifications, licenses, permits, and other documents, forms, reports, and/or confidential information related to assigned area of responsibility; maintains related records. 3. Conducts research to gather information on current permits, plans, cases, certifications, subpoenas, or other items related to area of assignment; provides and/or explains available information to custorpers. 4. Files documents alphabetically, numerically, or by other prescribed methods in established filing systems; makes photocopies; and faxes documents. 5. Receives, sorts, and distributes a variety of correspondence, deliveries, and mail. 6. Performs other duties of a similar nature or level. KNOWLEDGE Customer service principles; Modern office procedures and equipment; Policies, procedures, and programs in assigned area; Time management and organizational principles; Recordkeeping principles; Mathematical concepts; Document review techniques; Filing systems; Computers and related software applications. SKILLS Providing customer service; Maintaining records and files; Time management; Reviewing calendars and scheduling meetings; Using computers and related software applications; Performing data entry; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. https://agency.governmentj obs.com/pwcgov/default.cfm?action=specbulletin&ClassSpecI... 4/14/2021 103 Prince William County Government- Class Specification Bulletin Page 3 of 4 �I DISCIPLINE SPECIFIC RESPONSIBILITIES Discipline specific responsibilities do not apply to this classification. I, LEVEL OF DECISIONS Responsibilities typically require adaptation of procedures, processes, tools, equipment and techniques to meet the specialized requirements of the position. DIRECTION RECEIVED Incumbents apply procedures and standards to specific situations, and work under general supervision. DIRECTION PROVIDED Incumbents may assign/delegate work assignments to temporary employees, and/or regular employees; troubleshoot problems and issues commensurate with relevant experience. • I MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS High school diploma or G.E.D. and 1 year of related experience. SPECIAL REQUIREMENTS None. PHYSICAL REQUIREMENTS Positions in this class typically require: reaching, standing, walking, pushing, pulling, fingering, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. NOTE The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the https://agency.governmentj obs.com/pwcgov/default.cfm?action=specbulletin&ClassSpecI... 4/14/2021 104 Prince William County Government-Class Specification Bulletin Page 4 of 4 requirements of the job change. Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer https://agency.governmentj obs.com/pwcgov/default.cfin?action=specbulletin&C1assSpecI... 4/14/2021 105 N O O IMCJ O n mm M m t0 W Mj N V r N r OD[ND Of t0 N I� M m A N 00[ND A corm 0 W M dppE �1� mm�m CG ISM -GO [G pOmy Cc C'IM aMm R' N c�irnw MND V N� aON1�in t'�� Ng N w A�A A W WO1N ONi(m0_O_QZ_0a N_ 4_ CV vi N w e N�rj yy�rj <y w N I uj _,6 N,6 y O� 7 w w w w w w w H N w K w N N r N mmy y pM r pM O O� V N N _W M M p N m m N M CO O O Q r M V r m 8� ttpp O CN 10 oop c0 oD[D 1p O mW�N p�(7� �Oi f0(pOH V M N VA c i.5�M cd mW m Nr Om r N�O GD r a []m N l`3�w V W V W�1 A N m��1ntr0 t 0 K r rn SMA m 0 D W m V QI N l O O ID T W N N M H t 7 N c6 N a w N N e -,6 "6 w r w m W b y W w w w w w ww y w w pow N pN� yN m rO.m[ONtDm tND 104r] e O mN r mm 16 Cil+l m IL I�i li+� in.nri oin � Nw �w I°'clmw macMn �Ncc �c� min vw 6 o�6as� w d N wM vi w f9 rof N� w� w � wai w w ww wwn+1(N�I yy--��pw w pppp pwpp w H (nm rC1 Im OWDrV 1W !9 12 V �(D� pnT Mm0 04� W 2 tMpN��lV rI. v fq r �ymg� q �n W O O N r N�A V I� 2 N Oi a� �N u N y� p } N R N .�{yy� C] Mow f M H-6 H�o W� m m uN9�O�MH O m a M �M a o c�0.��W la� `°N wl.j wM wcj � wv wln mN wro Wn Wr m of �CyyH pw�1 wcp Twp mm w �p(wn N pNp H (�Hn Nwm pNN 2ppe 00<V OWO6c6 W Orom OmMLL rNln <M7 r a MOpg q pMm 6 �W I�[p] O mN NMS trn6 Z Ill Oy f�� O O 2 Q N 2 N (Wp a N O N N fV N-W N m 0 t&1,M�(1�W�gyp O W C'1 Cq MCw NNw alnw V Ww InrN tO NH mrw 1-6 m Ww W tgNO V w�ci {N+1 N wN wM WM WM NV Hm NLL'J Ht0 Nw wI, -yw p W wp wpp �y w w mH N pppp Hyy w WW H ow Hn7 pp mw INS� ANO N O q mN our O mrC N rmA O [l N 0r r N p p m m� Om A NM N r� cK I/i aoi cc m m m o a_o�y 6 ngg Mo�V m.=y� ale of ml� 1Ovn 'tI��y p r m RL6w �q o N Y]NN r rO'1 arM �mM 01 m�V m[710 o M tp N A m H M V w a V w m H N w w t0 N m m w r pa m r w m V f9 W N f9 O O N N m p W yN��(p mw pN N m H ^w N (wV �+J mw w N V3 pw�tp 2E pCO(O �nO tpO� 6N�O L6� aW0 c6Om6 " On 't I 6 O N � Nrw tnOH O c+)w 111�j�Wy- NyMm �tG OD mM� fN�V V -MOD�1n3y --:,4(U oNO J 10 W O I- IONwN I�WN m V�rc! W q rNN mON Omw N N N w N M w M M 'o V w w t n w t p N f 0 A w m m 011(1[7 Om A yr mt+1 InNO r N� c0 V V Ir0 f�10 Mm -no OmN p M r r ORppN (� pp (O NOD W Nm V mO N Ill i Otnm Y O Op NME mO : fWn�N(m(77�DH INONN m2m m aO p Yw Iltt''11Wr «IVVV ra mO]I[) N N M r w Q In W I D NM N W H N V Mw I' OM1 m vw O fD w N w N W N N f'1 w(") WW f`� w a w Y w I n w h w t D t` w h O D (N7� N mWNn w (�y+ H��pp ONS1 s{ aM�n w H�pmw w yN w N K 3e O� N M l0 f00) 100 10^O I�cD W In in oNO Nmwr NQO Al- rm t0C I� 00(V yy pp 1100 tp m�{pn p 1�p�+1 tG O�t"pJ tp0 pp1 W fy M l0" 'cn m N W V N pOp N N f`vfVi N O M OD fn M N Mw M� W tND O(7 N N Q' Mw cON 4 WH NNw w NN row W NNw W l� N N w lV N N N M M a � In In t0 l0 A m f�pp lWpp N H wHyy p p Iwo� pp��yy��pp pw aa N lwy w w lN�V w IA mw W N O r ill �O� 0t0m O1�N 1000 t0 NOIM Terry OM V Wf70 OOMO OMI M AN V O tCo1(V M Oi If) M pj m r LL"i m O 1 mO O V 100 O fD Nm O N m10 ui m M�y-N N L6 i,: In m cOD O�Ir0] r��mnm g Ww a p N to H th 10 w V! IA LL N 10.1 N i.wN wN wM M w a w� wln In wt0 wfG w I� wm C7 It II �vN11 p lw7 N p1 wp N lwy En Op pN y fA a pw cp w �p w V] �(pM�p(11 th tD IMO �pnn O��oNp to� oON V m t7 Ori�6 c6mpgO Ir001m��m Ip W V O fn lMO p[88'JO N_MyW CJ t7O G A Ntnw f0 m,;;In Nf9 MOw Q C6(6 r7{9 m ON ION N01�VtOOaw rOH n tOW mN69 W N Cd S$ = Iqi WWW YYii M N O r t 0 I n N w(V N fV w M CM w 7 N w a 10 w t0 w 10 w A N r mN (HV c p w w cp ID p q ry W c i m 4 C OWp m N m m a is O'1' N In n OI O COM NOD In f�f� m f_1� V M M nI O1 Ih Ws{t]O N t(1 N W W m W N D Abp C. m ln W In W O to N� N INS�In sa a� Y 0... U p maw Oi r- to n� Nm�MND O o IOA �W Nw tO t7.Or cmq rin MN C00�OM1 r� a 'F NCYN N Vw Vi a c4 we wN Ncd wnj w wa I[j wtN NlD wA Nn `'Qw'' w fA'�O` w N f9 N w cwp 01� 4 p�C �Q r W O m N m N N m O m N Q LL N t0 r• (O�- In N N m O N �-W N tC N N W In a0 to N M o p�c; H N N w Nw N w MW N N/wM N w m H M w N w NW a w[O�V I mW N w"'15 �w_,6 �N Ww f O w f�ynA pp N 6a9 lN7 w Op H tp w w p� 3e m f�[n Ilr1 N N aMD lmV. W N 4 ^N O �m f7 N.N- Ill m Ir0 m 2 N m m� V f'�O OMi 001, OMi f� O t0 pp N N yy M O a W f0 m OD m 1[j N(O . N�a{(O prp Ittpnp W m N In I11C��7n W mW lG CV W O N V- mN��m� y A '- o.N pmN InON [pONN(mOlrn mM r vt W nmw CB<� -:- N Mw MInM mN M.-N V mN 1O wN 1O m1A W N W N W N W,4 w lh m c6 w y w a w'i -6 "g w, N 1� N w N m mN H a w w aN1 pw��p IO p w pN e [NO Ipnppp O m N L pN O�O it 1�O QI m l0 rm V y�In ONi O 1�In tN')O>to IA 1p0�10 C0'1 O W 1t(V1 n O m� r Ort�in z Vl M A� m/z N N N Of m N[[0nn cj 6(n0i N In M N M N N NNw me w In ON rw Ow lO w In w mOw r Ww r10w-O Nf9 r w ni w Oj N 0j w w rj �Cj 1�H N H N O1 lHy w f1�9 w W fpA pN 1p f�p9 Nn l�I 2E t NN m'm 2 N V OWi.RI^�(CO�VpN w M m m IO OWi� maO �N I2�m Vp t00, Ctf�77 t0 0000 n I�f` O ej lrn'- w mt�OO� INO� [n 0>N ,i NOw wN ONO ONON m(")w NmN r�wMO U O NO NNw N QN Mrw VVV!!! 10 w N w N N N w N N N w m 01 N 7 w w In w In w 6 A I H N H N H N w w N N w w °pry �mcc+ cqL6cj 0 NcS cSc v:cjc5 n�v mr maami mc_ 'oA q,6.3 N m o I� �Wp R tp mm M O cNOpp� m 10 10q N mN N mH9 N V i7w fnOH V N�mm W InN�10 N W w��mtWOW r Nmw mmaMn n j w w nj NNW w nj w nj W w o w w �1 OH w H N H m � 1w. (HV 1� � w pN fA pN hto� OMM t0 my� 13i 'i qAA mM OWD�A{p�M1 to Ia�m 1p0�m c01�O 1er�D om�p V n o [p l�tOyOO�mN N for a ,CMV H N w N to w CJ N N f+1 m w V V w O 1�W r N Ip 10 N t00 t0 I(]w r w t0 m W (7 w�w w yy fA IA w N w<D m U tr. a 3LID ci g N a H a o w a 106 RSW Regional Jail FLSA Status: Non-E Position Number: C004; C009; CO 16; C119 Grade 3 Records Clerk Revision Date: 2/24/2014 GENERAL DEFINITION AND CONDITIONS OF WORK: Performs complex clerical and data entry work;to ensure RSW facility maintains compliance with all Federal,State and Local laws.Work is performed under the general supervision of the Classification and Records Sergeant or the Chief Financial/Personnel Manager ESSENTIAL FUNCTIONS/TYPICAL TASKS: Performs clerical and manual work needed to effectively maintain the RSW operations in compliance with all applicable procedures. • Organize,file and retrieve information regarding RSW's records and accounts; • Ensure records are kept up to date,make necessary changes or additions in a timely manner; • Performs data entry • Integrates data,physical paperwork and receipts into a consistent filing system; • Answer inquires by searching and retrieving files; • Process all incoming and outgoing correspondence; • Prepares routine correspondence to various courts, counties, police agencies, medical facilities and correctional institutions; • Coordinate with the Accounts Clerk and Medical staff to ensure full documentation is received for transfer; • Prepare required reports,as directed by Supervisor or designee; • Conduct random file audits to ensure completeness and accuracy; • Be proactive in identifying and correcting potential problems; • Backup to Receptionist when on breaks; • Performs all duties in accordance with RSW Policy and Procedures,Virginia Department of Corrections standards,PREA standards and all regulations as directed; • Performs all duties in compliance with all Federal,State,and Local Laws; • Perform all additional duties as directed by Supervisor or designee. KNOWLEDGE.SKILLS AND ABILITIES: Thorough knowledge and experience in conducting day to day operation as Records Clerk. Thorough knowledge of the principles, practices and operations of a modern Adult Detention Center; Ability to perform standard office practices, procedures, use of office equipment; thorough knowledge of business English, spelling and arithmetic; working and to prepare accurate reports from file sources;ability to perform and organize work independently;ability to prepare effective correspondence;ability to establish and maintain effective working relationships with associates and the general public; ability to communicate effectively both orally and in writing in a highly interactive team oriented work environment. Ability to establish and maintain First Aid,CPR and AED certifications. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from high school; experience working in a modern correctional facility; experience in general office skills and record keeping, ability to effectively work with senior staff personnel; ability to effectively communicate with internal and external agencies using the English language,hand writing and a computer. PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects,and some light work requiring the exertion of up to 20 pounds of force occasionally,up to 10 pounds of force frequently,and a negligible amount of force constantly to move objects;work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word'hearing is required to perceive information at normal spoken word levels;visual acuity is required for preparing and analyzing written or computer data, operation of machines,and determining the accuracy and thoroughness of work;the worker is not subject to adverse environmental conditions. 107 RSW Regional Jail FLSA Status: Non-E Position Number: C004; C009; CO 16; C 119 Grade 3 Records Clerk Revision Date: 2/24/2014 This is a class description and not an individualized job specification. The class description defines the general character and scope of duties, responsibilities,and requirements of all positions in one job classification,but is not all inclusive or totally restrictive. Reasonably related duties and responsibilities may be assigned as necessary at the discretion of management. Employees will be immediately notified of any changes. Reasonable accommodations will be made to enable qualified individuals with a disability to perform the essential functions. 108 t� fnCb Aster-) Records Clerk Police Department NON-EXEMPT JOB CODE: 173 SALARY LEVEL: Grade 7 DATE: 07/01/2018 SUMMARY: Performs responsible administrative, clerical, and protective work in the department and does related work as required. Work is performed under regular supervision. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Answer telephone, meet the public, and provide routine information, direction, and service; • Operate the standard office equipment; • Assist the shift supervisors with clerical, compilation, statistical record keeping; • Take, complete, disseminate, direct, and file reports and forms; • Proficient in Microsoft Word, and Excel; • Receive, document, and secure property and evidence using authorized actions; • Assist with expungements; • Assist with processing sex offender registry paperwork; • Assist with audits and retention/destruction of records; and • Other related duties assigned by a supervisor. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a High School Diploma or General Education Degree (GED) is required. Certificates. Licenses, Registrations: Possession of a valid and appropriate driver's license. Must be certified in the operation and use of department equipment used by the position. Language Skills: Ability to read and understand policies and laws. Ability to write documents using proper grammar, punctuation, and spelling. Ability to speak, communicate, and present information effectively using correct English. Other Knowledge, Skills and Abilities: Knowledge of police methods, practices, and procedures. Knowledge of the geography, history, and government of the City. Thorough knowledge of the general orders, procedures, and guidelines of the department. Ability to understand and carry out oral and written instructions. Ability to establish and maintain effective working relationship with other employees and the general public. Skilled in the use of department equipment, and knowledge of safety rules. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Climbing, flexing, balancing, stooping, kneeling, crouching, walking, jumping, crawling, and lifting. Physical Characteristics of Work: The physical activities are required in order to carry out the functions of the position. These functions are various, unpredictable, and demanding. The job requires that the employee be a non-tobacco user. Vision Requirements: 20/40 uncorrected, 20/20 corrected. Environmental Conditions: Work is performed inside with few exceptions. 109 EQUIPMENT ESSENTIAL TO DO THE JOB: Computer, audio-visual, camera, files and copiers. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Records Clerk Police Department 110 14' WlnePster ,, Records Management Coordinator Police Department NON-EXEMPT JOB CODE: PD-02 SALARY LEVEL: Grade 10 DATE: 7/1/2018 SUMMARY: Maintains manuals, automated police records, and other law enforcement paperwork collected by the police department. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Answer telephone, meet the public, and provide routine information, direction, and service; • Aids in planning, organizing, and maintaining the department's general and case filing system; • Operate the standard office equipment; • Maintains the departments selected Records Management System (RMS) software; • Proficient in Microsoft Word, Excel, and Crystal Reporting • Compiles, submits, and exports weekly, monthly and yearly statistics • Assist the shift supervisors with clerical, compilation, statistical, and record keeping; • Notarizes documents; • Enters police reports, citations, and other RMS information • Classifies, codes, enters and disseminates files and generates criminal and statistical reports; • Submits IBR reports to the State Police; • Handles expungements; • Processes sex offender registry paperwork; • Assists with FOIA requests; • Train new employees on the departments automated police reports and RMS; and • Other related duties assigned by a supervisor. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a High School Diploma or General Education Degree (GED) is required. Associate degree clerical field is preferred Certificates Licenses, Registrations: Possession of a valid and appropriate driver's license. Must be certified in the operation and use of department equipment used by the position. Lanquage Skills: Ability to read and understand policies and laws. Ability to write documents using proper grammar, punctuation, and spelling. Ability to speak, communicate, and present information effectively using correct English. Foreign language skills preferred Other Knowledge, Skills and Abilities: Knowledge of police methods, practices, and procedures. Knowledge of the geography, history, and government of the City. Thorough knowledge of the general orders, procedures, and guidelines of the department. Ability to understand and carry out oral and written instructions. Ability to establish and maintain effective working relationship with other employees and the general public. Skilled in the use of department equipment, and knowledge of safety rules. Working knowledge of computers, Virginia State Code, City Code, and Incident Based Crime Reporting (IBR). Ability to type, work independently and prioritize workloads. The ability to preserve confidentiality. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 111 Required Physical Activities: Climbing, flexing, balancing, stooping, kneeling, crouching, walking, crawling, and lifting. Physical Characteristics of Work: The physical activities are required in order to carry out the functions of the position. These functions are various, unpredictable, and demanding. The job requires that the employee be a non-tobacco user. Vision Requirements: Minimum requirements set by the Division of Motor Vehicles. Environmental Conditions: Work is performed inside with very few exceptions. EQUIPMENT ESSENTIAL TO DO THE JOB: Computer, audio-visual, camera, files, and copiers. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. i I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Records Management Coordinator Police Department 112 4/21/2021 City of Harrisonburg-Class specification Bulletin > Administrative Assistant Class Code: 5151 Bargaining Unit: N/A CITY OF HARRISONBURG Established Date:Jul 1,2014 Revision Date:Jul 10,2014 SALARY RANGE $13.26 - $22.30 Hourly $1,060.80 - $1,784.00 Biweekly $2,298.40 - $3,865.33 Monthly $27,580.80 - $46,384.00 Annually DESCRIPTION: GENERAL DEFINITION OF WORK: Performs difficult administrative support work providing general.administrative support; preparing and.maintaining detailed, complex and/or confidential records and files; preparing reports; assisting the public; does related work as required.Work is performed under limited supervision of an assigned supervisor. PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects;work requires reaching, fingering, grasping, feeling, and repetitive motions; vocal communication is required for conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels;visual acuity Is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions. ESSENTIAL JOB FUNCTIONS: ESSENTIAL JOB FUNCTIONS: -Regular, reliable attendance necessary. -Operates a City vehicle in the performance of the job duties -Types correspondence; answers telephone; greets the public; posts records to accounts; maintains records and files; prepares reports; serves as secretary to boards and commissions; oversees office operations. -Takes and/or transcribes dictation or correspondence, memoranda, reports and other materials from rough draft, copy, marginal notes or verbal instruction. - Prepares agendas, attends meetings,transcribes minutes. httpsJ/agency.govemmegobs.comtharrisonburg/defaultcfm?action=speebul ledn&ClassSpeclD=1012124&headerfooter-0 1/2 113 4/21/2021 City of Harrisonburg-Class Specification Bulletin -Collects and prepares data for records and reports. J - Maintains and prepares payroll time sheets and related payroll records. - Enters a variety of operating and accounting data into computer system. - Prepares technical monthly,quarterly and annual reports. - Maintains department files and records. -Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and policies. -Answers telephone, Interviews visitors and refers to proper authority for disposition. - Undertakes special projects regarding department functions as directed. - Posts and makes entries In accounts and other records. -Composes routine correspondence independently from supervisor's notes. -Operates standard office, word processing and data entry equipment. - Performs related tasks as required. TYPICAL QUALIFICATIONS: KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; ability to type and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to follow oral and written instructions; skill in the operation of standard office, word processing and data entry equipment; ability to establish and maintain effective working relationships with associates and the general public. EDUCATION AND EXPERIENCE: High school diploma or GED with coursework in business or secretarial science and moderate experience in administrative support and office operations, or equivalent combination of education and experience. SPECIAL REQUIREMENTS -Successful applicants for this position will be subject to DMV annual review. SUPPLEMENTAL INFORMATION: This is a.classification specification and not an individualized job description. A class specification defines the general characteristics and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position In a classification. FLSA Status: Non-Exempt WC Code: 8810 Compensation Range: Grade 6 EEO Code: 6 i i https://agency.govemmengobs.com/harrisonburg/defauh.cfm?action=specbullatin&CIassSpec]D=1012124&headerfooter=-0 2/2 I 114 4/29/2021 _ City of Harrisonburg-Class Specification Bulletin a.: Administrative `= Specialist Class Code: ti 4 5152 Bargaining Unit: N%A CITY OF HARRISONBURG Established Date:Jul 1,2014 Revision Date:Jul 10, 2014 SALARY RANGE $14.06 - $23.62 Hourly $1,124.80 - $1,889.60 Biweekly $2,437.07 - $4,094.13 Monthly $29,244.80 - $49,129.60 Annually DESCRIPTION: GENERAL DEFINITION OF WORK: Performs intermediate skilled administrative support work that may be specialized or varied in nature including activities such as purchasing, collecting, licensing, inventory control, accounts receivable/accounts payable or requiring the application of rules and regulations, policies and procedures, directing, scheduling and controlling the activities of a facility that is used by the public, employees or students; does related work as required. Work is performed under limited supervision of an assigned supervisor. PHYSICAL REQUIREMENTS: This is generally sedentary work requiring the exertion of up to 50 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects. Work requires reaching, fingering, grasping, feeling, and repetitive motions;vocal communications Is required for conveying detailed or important instructions to others accurately, loudly,or quickly; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data,visual inspection involving small defects and/or small parts, operation of machines, and determining accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions. ESSENTIAL 308 FUNCTIONS: 'f ESSENTIAL JOB FUNCTIONS: -Regular, reliable attendance necessary. -Operates a City vehicle in the performance of duties. -Performs office support work that emphasizes production, control,general office and administrative support individually or in a team environment;work includes frequent public contact, which requires making decisions based on interpretation and judgment of guidelines and instructions, and a specialized knowledge of office equipment capabilities and operations. httpsJ/agency.govemmangobs.comlhardsonburg/defauf.cftn?acfon=speebulletin&ClassSpeclD=1012125&headerfooter-0 113 115 4/21/2021 City of Harrisonburg-Class Specification Bulletin -Enters and processes larger volumes of normal routine administrative work which may require processing considerable amounts of complex technical reports, manuscripts, and mathematical, scientific, medical and legal documents. -Prepares and formats documents from stored data by inserting variables and manipulating texts;updates databases to store, retrieve, compile, or analyze data information using commercial software to support office program requirements; performs research and documents information obtained from intemet/world wide web sources. - Prepares special reports, tabulations, logs, etc. -Gathers budget data, assists in routine personnel and financial transactions keeping personnel and fiscal records, and processing routine purchases of books, supplies, equipment and services in support of office activities; maintains budget/Inventory records including fees collected, quantity or quality of items purchased,credit or reimbursement due, positions or space needed, and availability of stock. - Prepares and sends correspondence and form letters on general matters where Instructions are explicit and precedence is followed; composes and/or edits documents as instructed; edits and proofreads materials for correct spelling and grammatical form. -Assists with receiving departmental calls and visitors and directing to proper division or personnel. -Work involves frequent internal and external contact with the public,with vendors regarding delegated purchasing responsibilities, with professionals to resolve production and control requirements, and with other units,departments, or other municipalities,state or federal agencies for the exchange of information. -Coordinates and communicates departmental activities and program information intemally and with other City Departments as needed. -Oversees, coordinates and prepares complex reports for payroll processing by compiling data from daily work orders and timesheets. -Organizes, maintains and revises files and forms. - Receives, processes and distributes office mail and other miscellaneous tasks as needed in the absence of other office personnel. f -Assists contractors, vendors, employees and the general public with inquiries or complaints concerning projects, programs or services provided by the department, etc; responds to citizen Inquiries and complaints effectively, courteously and tactfully. -Assists with snow/ice office duties as needed by providing phone and radio support for crews and citizens; may be required to work outside of regular office hours. -Trains and advises other office personnel as needed. -Performs related tasks as required. i TYPICAL QUALIFICATIONS: KNOWLEDGE,SKILLS AND ABILITIES: Considerable knowledge of office practices, procedures and office equipment; thorough knowledge of applicable laws, rules and regulations pertaining to the supported activity; thorough knowledge of a variety of manual and automated filing systems;thorough knowledge of standard English grammar, punctuation, and usage; thorough knowledge of basic computational arithmetic to include fractions, decimals and percentages;thorough knowledge of switchboard operations and of the general services provided by the City; general knowledge of laws, rules, and regulations to process complex certificates, applications, eligibility determinations that result from public contact work; skill in the operation of automated office equipment; ability to interpret and follow oral and written rules and regulations; ability to maintain harmonious working and public relations; ability to learn new practices, procedures,and equipment operations; ability to collect,assemble, and process information; ability to organize work and make independent work processing decisions; ability to work in a team environment and delegate work assignments, as needed; ability to communicate orally and in writing; ability to utilize research methodologies including accessing internet and world wide web search engines; ability to respond to multiple phone https://agency.govemmenqobs.comlharHsonburg/default.cffn?action=speebuiledn&Class8peo[D=1012125&headerfooter=O 2/3 116 4/21/2021 City of Harrisonburg-Class Specification Bulletin lines; ability to establish and maintain effective working relationships with associates and the �! general public. EDUCATION AND EXPERIENCE: High school diploma or GED with coursework in business, bookkeeping, accounting, or related field and moderate experience providing specialized administrative support and office operations, or equivalent combination of education and experience. SPECIAL REQUIREMENTS: -Successful-applicants for this position will be subject to a DMV Motor Vehicle check and must complete a satisfactory credit history and criminal background check and drug screening. SUPPLEMENTAL INFORMATION: This is a classification specification and not an individualized job description. A class specification defines the general characteristics and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification. FLSA Status: Non-Exempt WC Code: 8810 Compensation Range: Grade 7 EEO Code: 6 httpsJ/agency.govemment)obs.comAharrisonburgtdefauft.cfm?action=specbuiletin&classSpeclD=1012125&headerrooter-0 3/3 117 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 ��GrN Agenda Section: Consent Agenda Title: Acceptance of Finance Committee Report of May 19, 2021 Attachments: BOS05-26-21 FinanceCommitteeReport19May2021.pdf 118 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, May 19,2021 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, May 19,2021 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann-Slaughter,Chairman; Charles DeHaven; Robert Wells;Gary Oates; and Jeffrey Boppe. Non-voting liaisons: Seth Thatcher, Commissioner of the Revenue. Committee Members Absent: Angela Wiseman; and non-voting liaison William Orndoff,Treasurer. Staff present: Sharon Kibler,Assistant Finance Director; Kris Tierney,County Administrator;Jay Tibbs,Assistant County Administrator; Rod Williams,County Attorney; Rich Venskoske, Director of Elections; Steve Hawkins,Sheriff Major;Christine Bauserman, EMS Billing Manager; Wayne Corbett, Deputy Treasurer;Jason Robertson, P&R Director;Jon Turkel, P&R Assistant Director; Clay Corbin, NRADC Superintendent;Joe Wilder, Public Works Director;Scott Varner, IT Director;and Kirk Whittle, Deputy Clerk of Court. Others present: none. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: (Q) Items 1,4,5,6 and 13 were approved under consent agenda. 1. (Q)The Treasurer requests a General Fund supplemental appropriation in the amount of $50,000 for the increased cost of DMV registration withholdings. No local funds required. See attached memo, p.4. 2. The Treasurer requests an FY22 General Fund supplemental appropriation not to exceed $49,408. This amount represents a carry forward of unspent FY21 funds for legal fees for real estate tax sales and implementation of the cigarette tax. See attached memo, p.5—6. The committee recommends approval. 3. The Clerk of Court requests an FY22 General Fund supplemental appropriation in the amount of $53,886. This amount represents salary and fringes for a Records Clerk. The position has been funded by the VA Compensation Board in the amount of$34,352; however,there is a local cost of$19,533. See attached information, p.7—8. The committee recommends approval. 1 119 4. (d)The Sheriff requests a General Fund supplemental appropriation in the amount of $5,027.29. This amount represents an auto insurance claim. No local funds required. See attached memo, p.9—10. 5. (Q)The Sheriff requests a General Fund supplemental appropriation not to exceed $9,769.23. This amount represents reimbursements from the DEA. No local funds required. See attached memo, p. 11-13. 6. (Q)The Sheriff requests a General Fund supplemental appropriation not to exceed $54,840. This amount represents traffic control reimbursements. No local funds required. See attached memo, p. 14—15. 7. The Director of Elections requests an FY22 General Fund supplemental appropriation not to exceed$3,600. This amount represents a carry forward of unspent FY21 funds to replace the Assistant Registrar. See attached memo, p. 16. The committee recommends approval. 8. The NRADC Superintendent requests an FY22 Jail Fund supplemental appropriation not to exceed$66,150. This amount represents a carry forward of unspent FY21 funds for the completion of the HVAC control system project. See attached memo, p. 17. The committee recommends approval. 9. The IT Director and the NRADC requests an FY22 Jail Fund supplemental appropriation not to exceed$148,517. This amount represents a carry forward of unspent FY21 funds for the completion of the network upgrade project. See attached memo, p. 18. The committee recommends approval. 10. The IT Director requests a budget transfer in the amount of$10,722 from a personnel line item to cover an unbudgeted expense related to the Sheriff's laptop lease. Policy requires Board action to transfer out of a personnel line item. See attached memo, p. 19. The committee recommends approval. 11. The Parks& Recreation Director requests a General Fund supplemental appropriation in the amount of$20,000. This amount represents proffer funds for the design of the Abrams Creek Trail entrance and parking lot. The Parks& Recreation Commission has approved the request. See attached information, p. 20-22. The committee recommends approval. 2 120 12. The Public Works Director requests an FY22 General Fund supplemental appropriation not to exceed$108,188. This amount represents a carry forward of unspent FY21 funds for the construction of a storage building at the Stephenson Citizen Convenience Site. See attached memo, p.23—24. The committee recommends approval. 13. (121)The EMS Billing Manager requests an EMS Expense Recovery Fund supplemental appropriation in the amount of$275,000. This amount represents anticipated revenue in excess of budgeted revenue. No local funds required. See attached memo, p.25. INFORMATION ONLY 1. The Finance Director provides a Fund 10 Transfer Report for April 2021. See attached, p.26—27. 2. The Finance Director provides financial statements ending April 30,2021. See attached, p.28—38. 3. The Finance Director provides an FY 2021 Fund Balance Report ending May 14,2021. See attached, p.39. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter,Chairman Charles DeHaven Gary Oates Robert Wells Jeffrey Boppe By .5&VZM Assistant Finance Director 3 121 CoG� COUNTY of FREDERICK Office of Treasurer P.O.Box 225 04 Winchester,Virginia 22604-0225 540/665-5607 FAX 540/662-5838 R.Wayne Corbett,MGDT www.fredtax.com Deputy Treasurer Operations C. William Orndoff,Jr.,MGT Angela Fritts Whitacre,MGDT County Treasurer Deputy Treasurer May 7,2021 TO:Cheryl Shiffler, Finance Direc FROM:C. William Orndo r., Tr The Treasurer requests a supplemental appropriation in the amount of$50,000.00 for the increased cost of DMV registration withholdings. The G/L line is 4-010-012130-3002-000-002 (Professional Services, DMV-VRW Stops). No local funds are needed for the request. The offsetting revenue line item is 3-010-011100-001. 107 NORTH KENT STREET • WINCHESTER,VIRGINIA 22601 4 122 cK CO COUNTY of FREDERICK ati �' . Office of Treasurer P.O. Box 225 Winchester,Virginia 22604-0225 .r 540/665-5607 " FAX 540/662-5838 R.Wayne Corbett,MGDT www.fredtax.com Depute Treasurer Operations C. William Orndoff,Jr.,MGT Angela Fritts Whitacre.MGDT County Treasurer Deputy Treasurer MEMORANDUM TO: Cheryl Shiffler, Finance Director FROM: C. William Orndoff ,fr SUBJECT: Carry forward funds,/ DATE: April 21, 2021 Request a General Fund carryforward in the amount of $49,408 for professional services. These funds are needed for legal fees in connection with real estate tax sales and costs that could be associated with the implementation of the cigarette tax. Attached is an email from the county attorney that his office will no longer provide these services in reference to conducting tax sales. FY21 4010-012130-3002-000-000 to FY22 4010-012130-3002-000-000 ba15/12/21 $49,408 107 NORTH KENT STREET o WJANCHESTER,VIRGINIA 22601 123 Rod Williams Mon 1/4/20215:04 PM To: • Bi110rndoff, • Wayne Corbett Copy of real estate tax sale CW02020.xlsx 31 KB Bill and Wayne, I am following up on the latest tax sale property list (attached), which Laura sent to us on December 22. In terms of tax sales for which we have to this point filed papers with the Circuit Court, and the status of each of those matters, they are as follows: • — order entered 12/9/2020, authorizing Mike Bryan to conduct sale �Mm_ same our next step is to file for an order authorizing Mike Bryan to conduct sale status as — So, that reflects the status of what is truly in the pipeline, in terms of filed with the Court. To the extent that we have properties for which we previously ran the initial "30 day" advertisement before filing cases, enough time has passed that we would likely want to include those properties in a new advertisement. With that said, we have the issue of how we proceed going forward. In that regard, I've given a lot of thought to it, in terms of a number of factors, including the potential volume of these cases, the unique nature of these cases, and the amount of particularized work each typically requires (title work, notice mailings to all parties in interest, inclusion of all such parties as parties to the case, with the corresponding service of process requirements). All of this entails practical issues regarding availability of resources and the efficient prosecution of these cases. We also have the issue, with respect to occupied dwellings, of the perception of internal County legal staff pursuing these matters. As you know, over the past two or threeears, we have had two such cases where the circumstances ended up being most unpleasant (a) or, at a minimum, uncomfortable (M). As you further know, the County's legal needs have become increasingly complex in recent years and the demands on the County Attorney's Office are certainly dramatically different than they were in 2008, when I started here as the County's first full-time in-house County Attorney. After having considered all of the above factors, I have come to the conclusion that it may be best, going forward, to outsource new tax sale cases to one (or more) of the firms that specializes in these cases. Jeff Scharfs firm, Taxing Authority Consulting Services, PC, probably comes to mind as perhaps the leading candidate for this type of work. I'm glad to discuss thoughts on this, as I know it represents movement in a different direction. Rod 6 124 Compensation Board-Approved Budget Page 1 of 2 office=773 locality=069 Comq&'%, ensation 13 -�t 3�, i i � 530 � • � � f onsthuti*io�nal Officers Budgets and Salaries <1 3q 35z, + Approved FY22 Budgets 0.0213 1.00 The Constitutional Officer Budgets provided on this site are as approved by the Compensation Board on May 1 for the following fiscal year, effective July 1 through June 30, and do not reflect any amendments, if any, approved by the Compensation Board since May 1. The Compensation Board approved budgets reflect the minimum amount that must be approved by the local government for the Constitutional Officer. Most local governments approve additional funding .for Constitutional Officers than is reflected on the Compensation Board approved budgets. Local governments may approve salary supplements, additional positions and other increased expenses for Constitutional Officers; this information is not available from the Compensation Board or on the approved budgets herein. This information is available from the Constitutional Officer or local government. FY22 Budget For the Frederick Clerk of the Circuit Court's Office HOGAN, Clerk of the Circuit Court Positions/Salaries: Position Class Budgeted Current Estimated Number Code Salary Salary fringe Benefits 00001 CLER 136,541 136,541 9,156 40002 DCIV 39,271 39,271 2,634 00003 DCIII 34 451 34,451 2,310 .00004 SCT 32,193 32 193 2 159 00005 ACCT 45,525 45,525 3,053 . OOOOfi DCI 32,193 32,193 2,159 00007 DCI UNFUNDED 1 00008 DCI 32,193 32,193 2,159 00009 DCI 32193 32193 2159 00010 MDCII 38,966 38,966 2,613 00011 DCI 32,193 32,193 2,159 ��--��,.a �ps��—�� 4 U 5�k�.-,r� ��a�. �r r�-^�c 3 7 125 httns-//www_sch.virorinia_crcv/n1.RRudeet/hudLyetnrintl2.cfm 5/10/2u2l Compensation Board-Approved Budget Page 2 of 2 Total Positions by Class Code: Class Code Number of Positions ACCT 1 CLERK 1 DCI 5 DCIII 1 DCIV 1 MDCII 1 SCT 1 Total Number of Compensation Board Positions: 11 Total Salaries Budgeted: 455,719 Estimated Fringe Benefits*: 30,560 Total Temporary Employees Salaries Budgeted: 28,403 Temporary Employees Estimated Fringe Benefits*: 1,448 Total Office Expense Budgeted: 0 Total Equipment Budgeted: 0 Total May 1 Approved Compensation Board Budget*: 484,122 (based upon budgeted amounts; does not include Fringe Benefits) *Fringe Benefits are not budgeted, but are reimbursed based upon salary paid. Delivery Address (UPS and Fed Ex): Mailing Address Phone: 804.786.07$6 (U.S. Postal): Directions Fax: 804.371.0235 102 Governor Street,Suite 120 P.O. Box 710 to our building Richmond,VA 23219 Contact us Floor Richmond,VA 23218-0710 {This site is best viewed using Internet Explorer 5.0 and above.} Home I Board and Staff DIrgctQry I Restricted Access I Constitutional Officers Budgets and Salaries Calendar and Meetings i Publications and Forms I FAOs I LLD I Policies and Procedures Land Records Technoloov I Links Privacy&Security Policy I Site Mao Send suggestions about this site to the Webmaster. p 2002 Compensation Board, Commonwealth of Virginia 8 126 httns://www.scb.virginia.Lyov/OLBBudfset/budLetorintl2.cfm5/10J RICK COUNTY SHERIFFS g�� FICA 5gC4ERRF1r , �VACK Co i � r V" '3 iai yt��I zsw��t`C+ Sheriff Lenny Millholland ` ° Major Steve A. Hawkins �rRCifN►P 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland DATE : May 11, 2021 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP in the amount of $5,027.29 for auto claim dated March 18, 2021 involving Deputy Fauver.This amount was posted to 3-010-018990-0001 We are requesting this amount to be appropriated to our vehicle maintenance line item 31020- 3004-000-002.This amount will go towards repairs. Thank you, LWM/adc c.s. 4/14/21 9 127 FREDERICK COUNTY APR 12 7071 FINANCE DEPARTMENT VACOR April 5,2021 Frederick'County Attn: Jennifer Place 107 N. Kent Street Winchester,Virginia 22601 Virginia Association of Counties Group Self-Insurance Risk Pool Member: Frederick County Claim Number: 0342021277269 Date of Loss: 03/18/2021 To Frederick County: Enclosed please find.a VACORP property damage check in the amount of$5,027.29 for the damages to the 2015 Ford Taurus VIN#0582. We issued payment of$5,527.29(estimate)— $500.00 (deductible)=$5,027.29 to Frederick County. This repair was determined by S&S Appraisal Services. If you should have any questions regarding this payment, please do not hesitate to contact our office. Sincerely, Corey Reese Claims Associate Enclosed: check Cc: Jennifer Place 1819 Electric Road,Suite C-Roanoke,Virginia 24018 tai rree 888.822,6772 0 rax 877.212.8599 10 128 �R�CK COUNTY SHERIFFS O r'HERfFp EpiGif CO y2,��rw.ryF4G Sheriff Lenny Millholland Major Steve A. Hawkins 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland SUBJECT : DEA Federal Reimbursements DATE : May 11, 2021 Frederick County Sheriff's Office has received reimbursements from the DEA totaling $2,908.80 This amount has been posted to 3-010-033010-0025 We have pending$6,860.43 in reimbursements from the DEA. This amount will be posted to 3- 010-033010-0025 Total amount$9,769.23 We are requesting the total amount to be appropriated in our overtime line item 4-010-031020- 1005-000-000. Thank you LWM c.s. 2/17/21 $999.90 5/11/21 $1045.35 5/4/21 $545.40 4/30/21 $318.15 11 129 OU r Z O � O O a O O O O Z .2 O 3 O .2 •C C C U Ln C C C •C .0 .0 ~ C C N lV N y ,O O O O y OO O O L t t c c a m m 3 M ro m Y Y Y � 0 0 0 0 C) Lr) C,4 o o v v v U Q Q Q Q Ln of Q Q cn Ln to 'fl fA ami O CL a N N N N N N N N CI O O O O O O O O V N N N N N N N N N d -4 L! Ll 0\1 N N n N A a O\1 O O\1 N M M C_ 9 d o O O N O N O N O N N N N N N N N O N O N O N O O O N N O O O O O N Co N \ N \ N N N O O N N N N I- NO CA N M N 0\i M M 1- \ N O \ \ \ \ O N N \ \ \ \ \ \ \ \ \ d n OO 01 01 .i ,-� .-� .-� N M d' It It d' Ln In N O O N + .L o N N O ON N NO l0 O O N N 'A .4 O N ON N N '1 N O N N N O N N N r N O N .L.r O rl N \ C N O ti O M N N 0 N ++ N N 14 .M-� N L M ~ - NOD W Di N O Q N N LLJ Q u N LO 3 Q (A Z ❑ N LL u LL LO 75 �L a a I� N fOY7 N Ln N N N ti .-� ,�-� n 't L '~ -i .-L > > m v u o u a Lo v a a a a U) o z ❑ o U- Ln a a CD m d 00 v OLO a n T Ln v 1 E 0 Ln 01 4 Ln It Q N O In O 01 41 ti ti 001 pNi ti ti 0�i Ln M N 0: tR 10. +P, i/} in- iFf fA H� H} if? a " LU 0 Q Q Ln O O OLn O Ln O O N Q1 O Ln to O O M Iq 'D N Ln Ln N 14a .O O Ln O d' Ln Q1 n M 10 %0 O O C st v; cn O Ln � v O O N N M M •d -4 -4 01 Qi OO *-i '-i at ,--i .•-i N Sifs io. 103- if} iA• iPr if)- fPr iPr i4 ip, if} if)- ifT V} (R Lnto Ln in Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln L!1 Ln Ln In Ln N N Ln N N N N N N N N N N N N N N N N N N L O N N O O O O O O Cl O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O Cl O O O O O O O O O O O Cl O O O O O O .-1 14 .-I 1-1 r1 14 rl rl N .-i H r-I N r-I 1 O O O O O O O O O O O O O O O O O O O O O M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M C o o 0� 0 0 0 0 0 0 0 0 0 0 0 0 o O o 0 0 0� 0 0 0 0 0 0 0 0 0 0c':, 0 0 0 0 0 o a o 0 0 O o o O O O O O O O, o o O O O O O O o O O C ii M M M M M M M M M M M M M M M M M M M M M H d E E O U 'O d « rA O Q a E Z 6 d « 10 O C_ GI 'O C IO s d « m O N w 'O « N N N N N N N O O0. N N N N N N: O O d N NNNNN 0 N R N N N N N N Y Y 3 O 10 10 T IA2 C C a, C CC C C_ _C C CL CL 0 O, V _� L 'O 'O 'd 0 O HC C C C C C CL G IEo �o a a a a a a m CL Io d 2 •Y E O O O 0 O O 0 N N N N N N n n n - n n E VCN rq N N C N N N NN N N 4; to IL « C p « E _ Q G Ln O O O O Ln O N O O M Qt O Ln W M "1 O O O In lOIll to N N d O d' O V cr O N m -t •-, In N Ill In M M O m Q O Ln oIll Qt N It N M l0 10 t0 E C v O A 1 O N m It -4 O N N M M N of 0 ear r . ► esr esr yr vi- yr vi- ior io} -Wo- yr d. .o L CL .01r o 0 0 0 0 OI 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O O O O O O O O O y o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 L o 0 0 o O o 0 0 0 0 o O Oo 0 0 CL J O O O O O O O O O O O O O O O O 0 0 0 0 o O 1 o 0 0 0 0 0 0 0 0 0 fl. , � � � � � � � to � � � � � � � � Owe 0 0 0 Cl 0 0 ;°, 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O 0 O 0 O 0 0 0 0 0 0 DV;RICK COUNTY SHERIFFS OF s L� Sheriff Lenny Millhollandy� ,a�e Major Steve A. Hawkins °RGiN►P 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler, Director of Finance FROM : Sheriff Lenny Millholland SUBJECT :Appropriation of Funds—Recovered costs DATE : May 11, 2021 The Sheriff requests a General Fund supplemental appropriation in the amount of$44,640. This amount has been posted to 3010-019010-0018. This amount represents traffic control and overtime from February 2021-April 2021. Invoices has been sent out to Navy Federal and Fellowship Bible Church. We have pending $10,200.00 in recovered costs that we are expecting to receive by June. Total amount$54,840.00 We are requesting this amount to be appropriated in our overtime line item 4-010-031020-1005- 000-000. Thank you. LWM/adc 14 132 ei ei ei ei ei ti e-I e--I 0 0 0 0 0 0 0 0 N N N N N N N N n O r\-1 .tet lqr O 0) n 1 Y m �V � N M e}M � er O O O O O O O O O - 0 0 0 0 0 0 0 0 0 - u'I o 0 6 0 0 6 0 0 - LO N 00 00 N O 00 O O et Lo W O to n w to CD r-i LD e4 r-� r'1 L6 14 a1 i!? V� 1^ 4-4 V). V) V1, ih 0000080000 0 0 0 0 0 CU 0 0 0 0 N w 00 N O 00 O to N 00 - LO w LO O cD n Lo Lo w Ln LD L ri t\ e-I Ln r-I rn 00 e-1 rl tn. :•� V� tri V� ,�, Vr ,r: v> :�~ m f6 U- i L .0 f6 CL O a OQ- O i i > i .Q i O Co :3 m O U -0 U y a U ay, m Q U a 0 a ,(? w +-r a ¢ a r 1 .0 1 _ � -0 > 1 1 �_ O f`6 m R m U m w 7; L6 E m a a a Q- w � c a s C. o "- 3 LL 3 fO 3 Y LL - 3 > o > o o > > o Q Z LL Z LL LL Q Z Z LaL ri c9 vi ei t-1 ei ri e-1 N N N N N e-i N N ci N O O O O O N O O N O N N N N N O N N O N \ \ \ \ \ N \ \ N N LD Ln Ln to \ N CO \ N ri eN ri e-1 e-1 DO ei eq Cr' ei N N M M -:T V\ d Il Ln 133 4ti�x COGS OFFICE OF VOTER REGISTRATION Richard M.Venskoske Director of Elections + 107 N. Kent Street,Suite 102,Winchester,VA 22601-5039 E-mail: rich.venskoske@fcva.us Telephone: 540-665-5660 To: Frederick County Finance Committee From: Rich Venskoske Subject: Carry Forward Funding Request Date: Thursday, May 13, 2021 The Director of Elections requests to be placed on the Fredrick County Finance Committee Agenda for the Wednesday, May 19, 2021 meeting. The purpose of this request is to request to have funds from 13020-1001-003 carried forward to the next fiscal year. $3,600 is needed to allow for the training of a new Assistant Registrar. I will have an overlap of one month before my current Assistant resigns August 1, 2021. bal 5/12/21 $4,835 16 134 Northwestern Regional Adult Detention Center Clay A, Corkin - tiriperintendentSRN ('1G 141 Fort Collier Road. '4'4'inchester,VA '.2603 (540)667-6374 (540) 665-1615 FAX MEMORANDUM I'o: Ms. Cheryl Shiffler, Director of Finance From: Clay Corbin, Superintendent Date: May 11, 2021 Subject: Request to carry forward funds Request that $66,150 in expenditure code #4-011-033010-3004-000-001, be carried forward into FY22 for payment to Trane for controls migration. Trane has advised Northwestern Regional Adult Detention Center that the work required for the HVAC control system will not be completed prior to July 1, 2021. This project was approved and budgeted for FY21, therefore it is requested to be carried forward to FY22. Thank you for your attention to this matter. bal 5/12/21 $261,452 ,.Serving the Crimil7tistice System Since 1991" 135 �1GK -, cpm w COUNTY OF FREDERICK Information Technologies <•�°,^� (540)665-5614 MEMORANDUM To: Finance Committee From: Scott Varner, IT Director Subject: Request to Carry Forward Funds Date: May 10, 2021 The Information Technology Department and the North Regional Adult Detention Center is requesting to carry forward funds in the amount of$148,516.83 for the NRADC network upgrade project. The bulk of the necessary equipment is not expected to arrive until the first week of August in the new fiscal year (2022) due to issues with the global supply chain for electronic equipment. The amount was approved and budgeted for in the current fiscal precipitating the need to request a carry forward into Fiscal Year 2022. Sincere] , Scott Varner County of Frederick Director of IT bal5/12/21 $261,452 107 North Kent Street,Winchester,Virginia 22601-5039 svamer rufcva.us 18 136 41C r Cp� COUNTY OF FREDERICK Information Technologies a�8f (540)665-5614 MEMORANDUM To: Finance Committee From: Scott Varner, IT Director Subject: Request to Transfer Funds from Personnel Line Item to Operating Line Item Date: May 12, 2021 The Information Technology Department is requesting to transfer $10,721.23 from the personnel budget line item 012200-1001-000-055 (Deputy GIS Manger)to the regular operating budget line item 012200-5401-000-004 (OFFICE SUPPLIES-REFRESH PROGRAM) to cover Personal Property taxes on the Sheriff's Rugged Laptop lease. The lease is a five-year lease and the laptops are subject to Personal Property Taxes. The Fiscal Year 2022 budget has been adjusted to address the taxes moving forward. Sincerely, ycoee tlalclmlc Scott Varner County of Frederick Director of IT 107 North Kent Street,Winchester,Virginia 22601-5039 svarner(&fcva.us 19 137 41G� j CO Ww f COUNTY of FREDERICK Parks and Recreation Department 373 540/665-5678 Fax: 540/665-9687 E-mail: fcprd@fcva.us www.fcprd.net MEMO To: Finance Committee From: Jason Robertson, Director Subj: Proffer Request; Abrams Creek Trailhead Entrance and Parking Design Date: May 13, 2021 The Frederick County Parks and Recreation Commission is requesting$20,000 in Parks and Recreation proffer funds for design work associated with the Abrams Creek Trail trailhead entrance and parking lot. The Abrams Creek Trail project is identified as the top priority on the 2021 Capital Improvements Plan. There are several proffer contributing developments in the service area. The Abrams Creek Trail will address the strong desire for multi-use trail in Frederick County and provide a trail `backbone' with the potential to connect multiple development communities in eastern Frederick County. The Frederick County Proffer Policy is attached(Attachment 1). Phase I development of the trail portion of the Abrams Creek Trail, a one-mile section between Senseny Road and Woodstock Lane, is being funded with $1.1 Million in federal transportation grant funds. Providing a parking lot on County owned property along Abrams Creek will provide trailhead access needed to allow Frederick County residents use of the trail. This current request will fund design work outside the scope of the grant funds. Included, (Attachment 2) is a visual representation of the proposed Phase I trail alignment. Trailhead parking is planned for the lower(southern) terminus of the trail as shown. The approximately 1-acre lot and 7 adjacent downstream lots are County owned and were accepted by the Board of Supervisors as a donation in 2019. The Parks and Recreation Proffer balance is $382,706 as of April 30, 2021. Please feel free to contact me in advance with any questions you may have regarding this request at(540) 722-8294. 107 North Kent Street • 2,onchester, Virginia 22601 138 Frederick County Cash Proffer Policy As approved by the Board of Supervisors on January 28, 2009. Proffered funds received by Frederick County will be held for the use specified by the proffer language. In the case of funds proffered to offset impacts to fire and rescue services,in the absence of other proffered specifications, the funds will be earmarked for the first due company in the area of the subject rezoning at the time the proffered funds are received. All proffered funds will be collected, held, and will accumulate until such time as a capital project funding request is received from a qualifying County department, agency, or volunteer fire and rescue company. Qualifying agency or departmental requests to access proffered funds shall be submitted to the County=s Finance Department for processing. In order to qualify as a capital project, the following criteria must be met: ]) the item or project must have a minimum value offzve thousand dollars ($5,000), and; 2) the item/project must have an anticipated useful life of at least five (5)years. The Finance Department will forward requests to the Finance Committee for a recommendation to the Board of Supervisors on the appropriateness of the use of proffered funds for the requested purpose. To assist the Finance Committee and Board in their deliberations requests to utilize proffered funds should include the following: 1)the amount of funds requested, 2)the total project cost, 3)a detailed description of the desired capital project or purchase including a discussion of how recent or anticipated development contributes to the need for the expenditure, and, 4)indicate whether or not the item or project is listed on the County=s Capital Improvements Plan (CIP). In order to comply with State Code '15.2-2-2298 (A) the Planning staff, working in conjunction with the County Attorney,will attempt to ensure that cash proffers associated with future rezonings are appropriately addressed through inclusion of relevant capital projects in the County=s CIP prior to acceptance of the proffered funds. For the purpose of determining whether a project or item is appropriate for individual listing on the CIP only, a threshold value of$100,000 and useful life of at least five year shall be utilized. (This would not preclude the purchase of capital items valued at less than $100,000 utilizing proffered funds, where other relevant criteria are met and procedures followed.) U:\DOCS\ADMIlV\ADOPTED PROFFER POLICY 128 09.DOCX 21 139 Abrams Creek Trail — Phase I 13 jt 0 Y1 I k J 1 I S3 { r 8 y5 f 4 Trailhead Parking r�# 22 140 4 COUNTY of FREDERICK a' Department of Public Works 540/665-5643 FAX: 540/678-0682 MEMORANDUM TO: Cheryl Shiffler, Director of Finance FROM: Joe C. Wilder, Director of Public Works= SUBJECT: Carry Forward Request DATE: May 12, 2021 At the January 13, 2021 Board of Supervisors meeting, a motion was approved to utilize the $60,000 in leftover funds in the Refuse Collection budget line item 10-4203-8900-00 to construct a 30'x60' storage building at the Stephenson Citizen Convenience Site. (Attachment 1) Since that point, we have performed design work and are currently getting pricing for the building. We have also determined during the design process that some additional modifications are needed to construct the building. We have received estimates on construction and site work that exceeds $60,000.00. We have leftover funds from other line times that would cover the higher cost which we recently transferred into this line item totaling $108,188.00. As you know we are at the end of the fiscal year and we will not be able to complete the building by June 30, 2021. Therefore, we are requesting that all remaining funds in this line item totaling approximately $108,188.00 be carried forward into Fiscal Year 2022 and that it can become effective July 1, 2021. These funds are not encumbered and there is no funding available in the FY2022 budget to build this building. No new local funds are needed for this request. Thank you in advance for considering this request and I will be available during the meeting to answer any questions. JCW/kco Attachments: as stated cc: file 107 North Kent Street, Second Floor, SuP200 9 Winchester, Virginia 22601-5000 141 Attachment 1 4 COUNTY of FREDERICK w Department of Public Works 540/665-5643 FAX: 540/678-0682 MEMORANDUM TO: Board of Supervisors FROM: Joe C. Wilder, Director of Public Works SUBJECT: Request for Use of Funds—New Storage Building DATE: May 12, 2021 At the October 27, 2020 Public Works Committee meeting, a motion was unanimously approved by the committee to spend up to $60,000 of unspent funds from the construction of the Albin Citizens Convenience Center. There has been an on-going need to build a 30'x60' storage building at the Stephenson Convenience Center to store equipment for the Refuse Collection department. As we informed the Public Works Committee, we are using multiple small buildings to house equipment(i.e. mowers, snow blowers, plows, hand tools, etc.) The request for the building has been made in recent budgets but has been cut due to budget saving measures. The leftover funds are in the Refuse Collection Budget line item 10-4203-8900-00 improvements other than building. Currently, the unspent funds will be returned to the general fund. We are requesting that we be allowed to use the unspent funds for the construction of the storage building. We attempted to take this item to the Finance Committee but the November and December meetings have been cancelled. JCW/kco cc: file bal 5/13/21 $108,188 107 North Kent Street, Second Floor S dee 200 9 Winchester, Virginia 22601-5000 142 COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUE DEPARTMENT 73 1080 Coverstone Drive Winchester, VA 22602 Christine Bauserman EMS Billing Manager The EMS Expense Recovery Fund (Fund 30) budgeted estimated revenue in the amount of$1,867,547 for FY21. Through April 30, 2021, revenue has been collected in the amount of 1,743,040. It is estimated that total of$399,178 will be collected for transports for May and June. This puts the total estimated revenue for FY21 at $2,142,218. Since revenues less expenses are split 50-50 between the County and the Volunteer Companies, a supplemental appropriation in the amount of$275,000 is requested. No local funds are required. FY21 —Fund 30 Budgeted revenue 1,867,217 Revenue received through 4/30/21 (1,743,040) Estimated revenue for May & June (399,177) Estimated budgeted revenue& exp S/A (275,000) Thank you. Office (540) 665-5618 cbauserm@fcva.us Fax (540) 678-4739 25 143 BUDGET TRANSFERS APRIL 2021 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 4/1/2021 FIRE AND RESCUE FULLTIME EMERGENCY COORDINATOR 3505 1001 000 164 13,780.00 FIRE AND RESCUE 3505 1003 000 003 (13,780.00) 4/1/2021 FIRE AND RESCUE TRANSFER FUNDS FOR TRUCKS THAT ARE ON REPLACEMENT 3505 8005 000 000 93,300.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (93,300.00) 4/8/2021 COMMISSIONER OF THE REVENUE BIZHUB COPIER 1209 5401 000 000 (8,444.30) 1209 8007 000 000 8,444.30 4/13/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE FUEL FOR GENERATORS AT PUBLIC SAFETY BUILDING 4304 5302 000 005 (530.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5408 000 0001 530.00 4/13/2021 PARKS AND RECREATION ADMINISTRATION NRPA DUES 7101 5413 000 000 (450.00) PARKS AND RECREATION ADMINISTRATION 7101 5801 000 000 450.00 4/13/2021 COMMONWEALTH'S ATTORNEY REPAIR AND MAINTENANCE EQUIPMENT 2201 3006 000 000 (237.49) COMMONWEALTH'S ATTORNEY 2201 3004 000 001 237.49 4/15/2021 DSS ADMINISTRATION ADJUST COUNTY AND STATE BUDGET APPROPRIATION 5317 5811 000 000 (113,000.00) DSS ADMINISTRATION 5317 5812 000 000 113,000.00 DSS ADMINISTRATION 5317 5813 000 000 2,000.00 DSS ADMINISTRATION 5317 5820 000 0001 1,000.00 DSS ADMINISTRATION 5317 5861 000 000 15,000.00 DSS ADMINISTRATION 5317 5862 000 000 17,000.00 DSS ADMINISTRATION 5317 5866 000 000 4,000.00 DSS ADMINISTRATION 5317 5872 000 000 (39,000.00) DSS ADMINISTRATION 5317 2008 000 000 1,000.00 DSS ADMINISTRATION 5316 2005 000 000 (1,000.00) DSS ADMINISTRATION 5316 8005 000 000 31,000.00 DSS ADMINISTRATION 5316 9001 000 0001 2,000.00 DSS ADMINISTRATION 5316 9002 000 000 (33,000.00) 4/19/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE FIRE AND RESCUE TRAINING AT SMITHFIELD 4304 5400 000 086 5,000.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (5,000.00) 4/20/2021 REASSESSMENT/BOARD OF ASSESSORS ADDITIONAL REQUIRED ADVERTISING 1210 3007 000 000 (900.00) COMMISSIONER OF THE REVENUE 1209 3007 000 000 900.00 4/20/2021 REFUSE COLLECTION FUND OTHER OPERATING SUPPLIES 4203 3004 000 001 (600.00) REFUSE COLLECTION 4203 5413 000 000 600.00 4/20/2021 BOARD OF SUPERVISORS COVER DEFICIT IN PROFESSIONAL SERVICES 1101 5401 000 000 (2,800.00) OTHER 1224 0 000 000 2,800.00 BOARD OF SUPERVISORS 1101 0 000 000 (830.00) OTHER 1224 0 000 000 830.00 BOARD OF SUPERVISORS 1101 (1,500.00) OTHER 12241 0 000 000 1,500.00 BOARD OF SUPERVISORS 1101 0 000 000 (1,500.00) OTHER 1224 1,500.00 COUNTY ADMINISTRATOR 1201 0 000 000 (2,000.00) OTHER 1224 0 000 000 2,000.00 4/21/2021 REASSESSMENT/BOARD OF SUPERVISORS ADDITIONAL NEEDED OFFICE SUPPLIES AND FURNITURE 1210 5401 000 000 (4,000.00) COMMISIONER OF THE REVENUE 1209 5401 000 000 4,000.00 4/21/2021 SHERIFF AMMUNITION 3102 5409 000 002 (5,000.00) SHERIFF 3102 5409 000 000 5,000.00 SHERIFF 3102 5506 000 000 (15,000.00) SHERIFF 3102 5409 000 000 15,000.00 SHERIFF 3102 5401 000 000 (17,219.76) SHERIFF 3102 5409 000 000 17,219.76 4/21/2021 MAINTENANCE ADMINISTRATION FUNDS TO COVER OFFICE SUPPLIES COUNTY ADMINISTRATION BUILDING 43015401 000 005 (50.00) MAINTENANCE ADMINISTRATION 4301 5401 000 000 50.00 4/26/2021 AGRICULTURE ADDITIONAL FUNDS TO COVER TRAVEL 8301 5401 000 000 (89.60) AGRICULTURE 8301 5806 000 000 89.60 4/26/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE JANOTORIAL SUPPLIES FOR PUBLIC SERVICE BUILDING 4304 3004 000 006 (2,500.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5405 000 005 2,500.00 4/26/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE PURCHASE FLOOR BURNISHER FOR PUBLIC SERVICE BUILDING 4304 5413 000 006 (1,000.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 005 1,000.00 COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5302 000 005 (558.75) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 005 558.75 COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5302 000 005 (1,555.86) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 005 1,555.86 4/26/2021 ANIMAL SHELTER SUPPLEMENT LINE ITEM FOR THE REMAINDER OF FY21 43053004 000 002 (1,000.00) ANIMAL SHELTER 4305 3004 000 003 1,000.00 ANIMAL SHELTER 4305 54051 0001 000 (3,000.00) ANIMAL SHELTER 4305 3004 000 000 3,000.00 4/28/2021 SHERIFF B.A.4/28/21 REPLACEMENT OF SHERIFF'S VEHICLES 3102 8005 000 000 576,000.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (576,000.00) 4/29/2021 FIRE AND RESCUE APRIL PROMOTIONS 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 035 625.00 SHEIRFF 3102 1002 000 022 (737.00) SHERIFF 3102 1001 000 0291 737.00 COUNTY ADMINISTRATOR 1 1201 5506 000 000 (1,013.00) COUNTY ADMINISTRATOR 1201 1001 000 031 1,013.00 FIRE AND RESCUE 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 037 625.00 26 144 BUDGET TRANSFERS APRIL 2021 Page 2 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT FIRE AND RESCUE APRIL PROMOTIONS 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 106 625.00 FIRE AND RESCUE 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 127 625.00 TREASURER 1213 1001 000 058 (10,486.00) TREASURER 1213 1001 000 062 10,486.00 REFUSE COLLECTION 4203 30041 000 001 (6,600.00) REFUSE COLLECTION 4203 1001 000 0021 6,600.00 5/4/2021 REFUSE COLLECTION CELL PHONES/2 FOR STAFF 4203 5506 000 000 (550.00) REFUSE COLLECTION 4203 5413 000 000 550.00 5/4/2021 REASSESSMENT/BOARD OF ASSESSORS DMV REGISTRATION FEE 1210 3004 000 002 (5.00) COMMISSIONER OF THE REVENUE 12095415 000 000 5.00 5/4/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE HOT WATER HEATER ROUND HILL FIRE&RESCUE 4304 3004 000 008 (5,000.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 3004 000 009 5,000.00 5/4/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE (2)VERSAMATIC VACCUMS FOR COUNTY ADMINISTRATION BUILDING 4304 5401 000 000 (974.96) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 000 974.96 COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5413 000 000 (125.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 000 125.00 5/4/2021 INFORMATION TECHNOLOGY TO COVER INVOICES FOR IT PROJECTS 1220 3005 000 000 (53,266.00) INFORMATION TECHNOLOGY 1220 5413 000 003 53,266.00 5/4/2021 INFORMATION TECHNOLOGY TO PAY INVOICES FOR TRAINING 1220 3005 000 000 (1,420.00) INFORMATION TECHNOLOGY 1220 5506 000 000 1,420.00 5/4/2021 PUBLIC SFETY COMMUNICATIONS COVER INVOICES FY21 3506 5407 000 000 (110.00) PUBLIC SFETY COMMUNICATIONS 35063002 000 000 110.00 PUBLIC SFETY COMMUNICATIONS 3506 5407 000 000 (2,800.00) PUBLIC SFETY COMMUNICATIONS 3506 3005 000 000 2,800.00 5/6/2021 ELECTORAL BOARD AND OFFICIALS FUNDS TO COVER DEFICITS 1301 5204 000 000 (1,000.00) REGISTRAR 1302 5204 000 000 1,000.00 5/6/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE INSUFFICIENT FUNDS JANITORIAL SUPPLIES MILLWOOD FIRE AND RESCUE 4304 5403 000 021 (375.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5405 000 0211 375.00 5/6/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE INSUFFICIENT FUNDS PHONE BILL MILLWOOD FIRE AND RESCUE 4304 5102 000 021 (656.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 434 5204 000 021 656.00 5/6/2021 CLEARBROOK PARK TO COVER A[RIL PURCHASES 7109 5101 000 000 (150.00) CLEARBROOK PARK 7109 5408 000 000 150.00 SHERANDO PARK 7110 5301 000 000 (2,600.00) SHERANDO PARK 7110 5408 000 000 2,600.00 5/6/2021 SHERIFF TO COVER DEFICIT AND YEAR END 3102 1001 000 016 (21,155.75) SHERIFF 3102 1003 000 000 21,155.75 SHERIFF 3102 10011 000 017 (42,544.25) SHERIFF 3102 1003 000 000 42,544.25 5/6/2021 BOARD OF SUPERVISORS ITO COVER DEFICIT IN ADVERTISING 1101 5401 000 000 (1,000.00) BOARD OF SUPERVISORS 1 1101 3007 000 000 1,000.00 5/6/2021 SHERIFF IVEST CARRIERS 3102 5409 000 002 (25,710.00) SHERIFF 1 3102 5410 000 000 25,710.00 27 145 County of Frederick General Fund April 30,2021 ASSETS FY21 FY20 Increase 4/30/21 4/30/20 (Decrease) Cash and Cash Equivalents 26,886,025.88 25,131,938.61 1,754,087.27 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: Receivable Arrears Pay Deferred 427,825.99 486,130.44 (58,304.45) Taxes,Commonwealth,Reimb.P/P 145,783,557.41 131,083,518.40 14,700,039.01 Streetlights 24,417.37 23,737.23 680.14 Miscellaneous Charges 39,840.83 22,997.19 16,843.64 Due from Fred.Co.San.Auth. 0.00 657,083.23 (657,083.23) Prepaid Postage 3,678.24 1,111.33 2,566.91 GL controls(est.rev/est.exp) (20,050,113.62) (14,311,880.35) (5,738,233.27) (1)Attached TOTAL ASSETS 153,116,787.10 143,096,191.08 10,020,596.02 LIABILITIES Accrued Wages Payable 1,532,417.87 1,439,785.27 92,632.60 Retainage Payable 0.00 91,663.30 (91,663.30) Performance Bonds Payable 839,374.01 796,844.87 42,529.14 Taxes Collected in Advance 54,638.57 39,805.36 14,833.21 Deferred Revenue 145,847,485.84 131,130,551.82 14,716,934.02 "113 TOTAL LIABILITIES 148,273,916.29 133,498,650.62 14,775,265.67 EQUITY Fund Balance Reserved: Encumbrance General Fund 1,069,155.04 789,521.53 279,633.51 (2)Attached Conservation Easement 4,779.85 4,779.85 0.00 Peg Grant 457,784.03 371,751.60 86,032.43 Prepaid Items 949.63 949.63 0.00 Advances 657,083.23 657,083.23 0.00 Courthouse Fees 487,960.80 453,620.55 34,340.25 Animal Shelter 1,209,505.42 1,181,179.07 28,326.35 Sheriffs Reserve 1,000.00 1,000.00 0.00 Proffers 3,449,458.72 6,323,097.26 (2,873,638.54) (3)Attached Parks Reserve 86,948.99 17,174.06 69,774.93 E-Summons Funds 164,573.40 69,760.08 94,813.32 VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance (3,182,598.30) (708,646.40) (2,473,951.90) (4)Attached TOTAL EQUITY 4,842,870.81 9,597,540.46 (4,754,669.65) TOTAL LIAB.&EQUITY 153,116,787.10 143,096,191.08 10,020,596.02 NOTES: *A Cash increase includes an increase in revenue and transfers and a decrease in expenditures and fund balance (refer to the comparative statement of revenues,expenditures,transfers,and change in fund balance). "B Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags,and motor vehicle registration fees. 28 146 BALANCE SHEET (1)GL Controls FY21 FY20 Inc/(Decrease) Estimated Revenue 198,933,150 190,840,514 8,092,636 Appropriations (102,914,658) (93,673,894) (9,240,764) 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 1,069,155 789,522 279,634 Total (20,050,114) (14,311,880) (5,738,233) (2)General Fund Purchase Orders 4/30/21 Amount Cares Act Funds Indicated by Asterisk* Commissioner of the Revenue 8,444.30 Konica Minolita Bizhub Copier Fire and Rescue 3,216.24 Quarterly Air Testing and Annual Compressor Maintenance 43,994.00 Kappler Gowns 64,053.90 (2)F250 3/4 Ton Pick Up Crew Cab 1,525.94 Training Room Smart System Installation* 77,136.00 Life Pak Annual Preventative Maintenance 60,048.00 Body Armor for Rescue Task Force 53,440.00 Uniforms 11,065.50 Firefighting Equipment 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. 54,825.00 PC Refresh 11,806.00 (2)Think System Backup Servers Parks and Recreation 2,658.93 Ballfield Diamond Mix 10,071.00 Power Pole Relocation for Volleyball Court 9,047.25 Program Shirts 15,930.00 Rose Hill Park Tar/Chip Trail 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 17,803.68 Body Armor Volunteer Fire Departments 15,228.00 Gooseneck Car Trailer 17,460.00 Loadmaster Trailer 7,596.33 Dry Suits 5,738.00 30HP Tohatsu Outboard Motor Total 1,069,155.04 Designated (3)Proffer Information Other SCHOOLS PARKS FIRE&RESCUE Projects TOTAL Balance 4/30/21 1,039,211.95 206,023.70 168,774.81 2,035,448.26 3,449,458.72 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.lmp. 10,000.00 Rt.50 Rezoning 25,000.00 Rt.656&657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 122,557.00 Solid Waste 12,000.00 Stop Lights 52,445.00 Treasurer 700.00 Freedom Manor Transportation 4,250.00 BPG Properties/Rt.11 Corridor 330,000.00 Blackburn Rezoning 452,745.00 Clearbrook Bus.Ctr.Rezoning 2,500.00 Total 2,035,448.26 Other Proffers 4/30/21 (4)Fund Balance Adjusted Beginning Balance 4/21 40,554,653.95 Revenue 4/21 123,630,871.72 Expenditures 4/21 (69,862,920.77) Transfers 4/21 (97,505,203.20) Ending Balance 4/30/21 (3,182,598.30) 29 147 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance April 30, 2021 FY21 FY20 YTD REVENUES: 4/30/21 4/30/20 Actual Appropriated Actual Actual Variance General Property Taxes 135,657,816.00 66,051,667.79 65,286,285.22 765,382.57 (1) Otherlocaltaxes 39,705,976.00 30,652,047.38 29,360,898.34 1,291,149.04 (2) Permits&Privilege fees 2,266,235.00 1,979,893.07 1,944,826.04 35,067.03 (3) Revenue from use of money and property 1,398,323.97 3,049,393.82 855,042.68 2,194,351.14 (4) Charges for Services 3,498,694.00 1,897,633.22 2,207,028.71 (309,395.49) *1 Miscellaneous 783,429.85 475,844.05 257,730.30 218,113.75 Recovered Costs 2,872,152.31 2,646,769.47 1,735,596.48 911,172.99 (5) Proffers 1,547,473.87 1,451,384.43 96,089.44 (5) Intergovernmental: Commonwealth 12,511,475.44 15,145,865.21 15,525,281.52 (379,416.31) (6) Federal 164,746.73 27,728.84 90,048.19 (62,319.35) (7) Insurance Recoveries 0.00 9,684.00 7,703.11 1,980.89 Transferred from County Capital 72,570.00 72,570.00 3,783,654.99 (3,711,084.99) *2 Transferred from Cares Act 74,301.00 74,301.00 0.00 74,301.00 TOTAL REVENUES 199,005,720.30 123,630,871.72 122,505,480.01 1,125,391.71 EXPENDITURES: General Administration 15,575,221.00 11,914,289.81 13,834,235.47 (1,919,945.66) Judicial Administration 3,161,066.74 2,298,320.37 2,339,670.24 (41,349.87) Public Safety 46,738,580.39 36,155,998.19 35,638,918.37 517,079.82 Public Works 6,743,587.39 4,838,998.21 4,516,921.37 322,076.84 Health and Welfare 11,271,157.61 7,720,000.16 7,462,055.90 257,944.26 Education 81,308.00 60,981.00 60,981.00 0.00 Parks, Recreation, Culture 7,950,008.70 5,012,066.60 5,898,994.82 (886,928.22) Community Development 2,234,144.01 1,862,266.43 1,231,546.06 630,720.37 TOTAL EXPENDITURES 93,755,073.84 69,862,920.77 70,983,323.23 (1,120,402.46) (8) OTHER FINANCING SOURCES( USES): Operating transfers from/to 126,369,915.12 97,505,203.20 91,476,980.01 6,028,223.19 (9) Excess(deficiency)of revenues&other sources over expenditures &other uses (21,119,268.66) (43,737,252.25) (39,954,823.23) 3,782,429.02 Fund Balance per General Ledger 40,554,653.95 39,246,176.83 1,308,477.12 Fund Balance Adjusted to reflect (3,182,598.30) (708,646.40) (2,473,951.90) Income Statement 4/30/21 *1 Decrease in Parks and Recreation Fees. *2 Transferred from the Board of Supervisors Funds' 30 148 (1)General Property Taxes FY21 FY20 Increase/Decrease Real Estate Taxes 33,387,339 33,763,652 (376,313) Public Services 1,298,170 1,422,152 (123,982) Personal Property 29,533,949 28,533,023 1,000,926 Penalties and Interest 1,358,134 1,153,929 204,205 Credit Card Chgs./Delinq.Advertising 7,786 7,777 9 Adm.Fees For Liens&Distress 466,290 405,754 60,536 66,051,668 65,286,287 765,381 (2)Other Local Taxes Local Sales Tax 11,828,252.56 10,571,831.95 1,256,420.61 Communications Sales Tax 673,953.97 749,956.64 (76,002.67) Utility Taxes 2,706,620.73 2,767,045.74 (60,425.01) �1 Business Licenses 7,903,144.22 7,947,284.62 (44,140.40) Auto Rental Tax 136,793.66 128,556.73 8,236.93 Motor Vehicle Licenses Fees 700,266.50 861,792.37 (161,525.87) Bank Stock Taxes - 63,583.00 (63,583.00) Recordation Taxes 2,261,034.14 1,686,952.74 574,081.40 Meals Tax 31870,751.05 3,919,557.91 (48,806.86) Lodging Tax 555,576.63 648,274.22 (92,697.59) Street Lights 11,573.92 11,802.42 (228.50) Star Fort Fees 4,080.00 4,260.00 (180.00) Total 30,652,047.38 29,360,898.34 1,291,149.04 (3)Perm its&Privileges Dog Licenses 38,456.00 42,029.00 (3,573.00) Land Use Application Fees 4,225.00 3,350.00 875.00 Transfer Fees 3,443.17 2,911.50 531.67 Development Review Fees 368,322.50 321,716.80 46,605.70 Building Permits 1,128,478.57 1,177,049.04 (48,570.47) 2%State Fees 4,082.83 3,432.70 650.13 Electrical Permits 82,895.00 121,599.00 (38,704.00) Plumbing Permits 23,143.00 27,822.00 (4,679.00) Mechanical Permits 88,953.00 95,832.00 (6,879.00) Sign Permits 3,775.00 5,725.00 (1,950.00) Commerical Burning - 150.00 (150.00) Explosive Storage Permits - 2,000.00 (2,000.00) Blasting Permits 430.00 270.00 160.00 Institutional Inspections Permit 5,750.00 - 5,750.00 Land Disturbance Permits 226,039.00 138,839.00 87,200.00 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 1,979,893.07 1,944,826.04 35,067.03 (4)Revenue from use of Money 103,955.84 751,283.98 (647,328.14) �2 Property 2,945,437.98 103,758.70 2,841,679.28 *3 Total 3,049,393.82 855,042.68 2,194,351.14 *1 Timing of the receipt of revenue in the current year. *2 Difference is due to lower interest rates. *3 Sale of Frederick County Middle School for$2.8 million. 31 149 (5)Recovered Costs FY21 FY20 Increase/Decrease 4/30/2021 4/30/2020 Recovered Costs Treasurer's Office 67,730.02 30,561.00 37,169.02 Recovered Costs Social Services 71,632.18 47,558.35 24,073.83 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 344,553.12 441,260.53 (96,707.41) Recovered Cost Fire Companies 205,353.24 206,697.64 (1,344.40) Recovered Costs Sheriff 151,105.00 87,737.50 63,367.50 Recovered Cost Cares Act 919,729.31 - 919,729.31 Reimbursement Circuit Court 6,999.95 7,112.78 (112.83) Reimb.Public Works/Planning Clean Up 1,400.00 725.00 675.00 Clarke County Container Fees 58,884.63 49,860.24 9,024.39 City of Winchester Container Fees 49,323.01 35,649.37 13,673.64 Refuse Disposal Fees 108,510.34 94,261.15 14,249.19 Recycling Revenue 17,165.50 19,499.69 (2,334.19) Sheriff Restitution 391.09 507.32 (116.23) Container Fees Bowman Library 1,344.34 1,750.51 (406.17) Restitution Other 1,000.00 3,359.00 (2,359.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 14,208.75 21,367.79 (7,159.04) Reimb.Task Force 61,850.90 60,398.36 1,452.54 Sign Deposits Planning 440.00 440.00 Reimb.Elections 10,338.40 1,802.57 8,535.83 Westminister Canterbury Lieu of Tax 18,961.80 18,961.80 - Labor-Grounds Ma int.Fred.Co.SchooIs 210,997.66 197,417.00 13,580.66 Comcast PEG Grant 86,347.50 89,395.00 (3,047.50) Fire School Programs 10,610.00 10,229.00 381.00 Clerks Reimbursement to County 9,056.10 8,535.61 520.49 Parks Other Grants - 5,000.00 (5,000.00) Equip-Grounds Maint.Fred.Co.Schoolds - 33,500.27 (33,500.27) Reimburse Sheriff 10,710.64 17,714.56 (7,003.92) Subtotal Recovered Costs 2,646,769.47 1,735,596.48 911,172.99 Proffer Soverign Village 7,317.46 (7,317.46) Proffer Redbud Run - 19,362.00 (19,362.00) Proffer Southern Hills 261,968.27 255,578.80 6,389.47 Proffer Snowden Bridge 754,673.49 812,783.94 (58,110.45) Proffer Cedar Meadows 78,096.00 170,835.00 (92,739.00) Proffer Madison Village 163,281.60 - 163,281.60 Proffer Freedom Manor 12,750.00 3,000.00 9,750.00 Proffer The Village At Middletown 276,704.51 182,507.23 94,197.28 Subtotal Proffers 11547,473.87 1,451,384.43 96,089.44 Grand Total 4,194,243.34 3,186,980.91 1,007,262.43 32 150 (6)Commonwealth Revenue FY21 FY20 4/30/2021 4/30/2020 Increase/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 - 414,196.47 (414,196.47) *1 P/P State Reimbursement 6,526,528.18 6,526,528.18 - State Noncateforical Funding 53,568.00 - 53,568.00 Shared Expenses Comm.Atty. 421,488.30 429,772.34 (8,284.04) Shared Expenses Sheriff 2,003,040.37 1,975,856.13 27,184.24 Shared Expenses Comm.of Rev. 166,783.49 172,685.08 (5,901.59) Shared Expenses Treasurer 131,660.51 131,489.68 170.83 Shared Expenses Clerk 347,068.77 356,226.77 (9,158.00) Public Assistance Grants 3,978,677.52 4,131,978.99 (153,301.47) *2 Litter Control Grants 14,931.00 13,000.00 1,931.00 Other Revenue From The Commonwealth 17.95 - 17.95 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 141,535.46 53,171.20 88,364.26 Sheriff State Grants 37,993.44 89,805.37 (51,811.93) JJC Grant Juvenile Justice 128,358.00 96,269.00 32,089.00 Rent/Lease Payments 165,648.03 221,709.30 (56,061.27) Spay/Neuter Assistance-State 2,116.12 2,434.04 (317.92) Wireless 911 Grant 208,388.23 201,697.19 6,691.04 State Forfeited Asset Funds 17,675.93 11,885.38 5,790.55 Victim Witness-Commonwealth Office 248,154.32 96,204.23 151,950.09 Total 15,145,865.21 15,525,281.52 (379,416.31) *1 Recordation Taxes will not be distributed from the Commonwealth in FY21. *2 Staff Vacancies 33 151 County of Frederick General Fund April 30, 2021 (7) Federal Revenue FY21 FY20 Increase/Decrease Payments in Lieu of Taxes - 142.00 (142.00) Federal Forfeited Assets 5,349.82 6,837.80 (1,487.98) Housing Illegal Aliens-Federal - 41,607.00 (41,607.00) Federal Funds Sheriff 22,379.02 41,461.39 (19,082.37) Total 27,728.84 90,048.19 (62,319.35) (8) Expenditures Expenditures decreased $1,120,402.46. General Administration decreased $1.9 million and reflects the purchase of Sunnyside Plaza for $2.1 million in the previous year. Public Safety increased $517,079.82 and includes an increase for the local contribution to the Jail of$449,420 over the previous year. Public Works increased $322,076.84 and includes $380,111.63 for the Albin Compactor Site. The Parks and Recreation decrease of$886,928.22 was impacted by the Clearbrook Park Parking Expansion Project and the Sherando Park Recreation Access Project in FY20. Community Development increased $630,720.37 and reflects the $614,301.00 budgeted transfer to the Economic Development Authority. The transfers decreased $6,028,223.19. See Chart below: (9)Transfers Increased $6,028,223.19 FY21 FY20 Increase/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 2,239,196.86 2,271,882.12 (32,685.26) *2 Transfer to School Operating Capital 3,715,900.00 - 3,715,900.00 *3 Operational Transfers 85,082.04 (43,038.07) 128,120.11 *4 Reserve for Merit/COLA Increases 29,950.00 4,100.00 25,850.00 Reserve for Capital 13,004,306.00 11,504,520.00 1,499,786.00 Operational Contingency 1 (2,306,730.69) 146,015.00 1 (2,452,745.69) *5 Total 1 97,505,203.20 1 91,476,980.01 1 6,028,223.19 *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. 34 152 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER April 30, 2021 ASSETS FY21 FY20 Increase 4/30/21 4/30/20 (Decrease) Cash 10,746,296.63 11,270,183.95 (523,887.32) *1 Receivable Arrears Pay Deferred 117,989.36 128,295.26 (10,305.90) Receivables Other 0.00 0.00 0.00 GL controls(est.rev/est.exp) (2,255,080.62) (2,159,416.09) (95,664.53) TOTAL ASSETS 8,609,205.37 9,239,063.12 (629,857.75) LIABILITIES Accrued Wages Payable 440,238.90 425,780.15 14,458.75 Accrued Operating Reserve Costs 2,679,115.00 2,614,497.00 64,618.00 TOTAL LIABILITIES 3,119,353.90 3,040,277.15 79,076.75 EQUITY Fund Balance Reserved Encumbrances 39,256.94 15,687.00 23,569.94 Undesignated Fund Balance 5,450,594.53 6,183,098.97 (732,504.44) *2 TOTAL EQUITY 5,489,851.47 6,198,785.97 (708,934.50) TOTAL LIABILITY & EQUITY 8,609,205.37 9,239,063.12 (629,857.75) NOTES: *1 Cash decreased $523,887.32. Refer to the following page for comparative statement of revenue expenditures and changes in fund balance. *2 Fund balance decreased $732,504.44. 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 $1,023,713.49. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing: 25,358.68 Compensation Board Reimbursement 4/21 494,791.17 Total 520,149.85 35 153 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance April 30, 2021 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21 FY20 REVENUES: 4/30/21 4/30/20 YTD Actual Appropriated Actual Actual Variance Credit Card Probation - 465.69 347.23 118.46 Interest 100,000.00 12,435.30 100,854.25 (88,418.95) Salvage/Surplus - - 475.00 (475.00) Supervision Fees 87,376.00 27,573.50 34,004.13 (6,430.63) Drug Testing Fees 1,000.00 225.00 30.00 195.00 Work Release Fees 380,000.00 181,780.76 289,888.28 (108,107.52) Prisoner Fees From Other Localities 0.00 - 396.60 (396.60) Federal Bureau Of Prisons 0.00 605.00 1,485.00 (880.00) Local Contributions 7,706,061.00 7,706,061.00 7,572,537.00 133,524.00 Miscellaneous 14,000.00 13,748.51 12,966.61 781.90 Phone Commissions 600,000.00 396,672.07 481,345.70 (84,673.63) Food &Staff Reimbursement 82,000.00 50,469.77 60,686.69 (10,216.92) Elec.Monitoring Part.Fees 126,000.00 60,154.92 63,828.60 (3,673.68) Recovered Costs Cares Act 19,197.29 19,197.29 Share of Jail Cost Commonwealth 1,275,000.00 1,033,844.35 941,960.76 91,883.59 Medical & Health Reimb. 58,000.00 43,830.72 37,510.57 6,320.15 Shared Expenses CFW Jail 5,822,125.00 4,384,845.16 4,329,928.53 54,916.63 State Grants 365,050.00 159,076.00 182,416.00 (23,340.00) D.J.C.P. Grant 0.00 0.00 0.00 0.00 Local Offender Probation 247,933.00 138,714.00 134,520.00 4,194.00 Pretrial Expansion Grant 161,852.00 366.00 Bond Proceeds 0.00 0.00 1,236,568.99 (1,236,568.99) Transfer From General Fund 5,520,958.00 5,520,958.00 5,071,538.00 449,420.00 TOTAL REVENUES 22,566,552.29 19,751,023.04 20,553,287.94 (821,828.19) EXPENDITURES: 24,860,889.85 18,727,309.55 17,760,538.42 966,771.13 Excess(Deficiency)of revenues over expenditures (2,294,337.56) 1,023,713.49 2,792,749.52 (1,769,036.03) FUND BALANCE PER GENERAL LEDGER 4,426,881.04 3,390,349.45 1,036,531.59 Fund Balance Adjusted To Reflect 5,450,594.53 6,183,098.97 (732,504.44) Income Statement 4/30/21 _ 36 154 County of Frederick Fund 12 Landfill April 30, 2021 FY21 FY20 Increase ASSETS 4/30/21 4/30/20 (Decrease) Cash 37,701,123.45 37,980,935.33 (279,811.88) Receivables: Accounts Receivable 72,434.00 6,264.60 66,169.40 Fees 748,562.49 652,828.52 95,733.97 *1 Receivable Arrears Pay Deferred 19,841.34 24,905.02 (5,063.68) Allow.Uncollectible Fees (84,000.00) (84,000.00) 0.00 Fixed Assets 56,682,005.22 52,132,978.40 4,549,026.82 Accumulated Depreciation (35,591,828.07) (33,332,386.56) (2,259,441.51) GL controls(est.rev/est.exp) (2,665,453.50) (4,151,350.72) 1,485,897.22 TOTAL ASSETS 56,882,684.93 53,230,174.59 3,652,510.34 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay 195,919.35 175,948.75 19,970.60 Accrued Remediation Costs 14,337,949.36 13,906,420.91 431,528.45 *2 Deferred Revenue Misc.Charges 72,434.00 6,264.60 66,169.40 Accrued Wages Payable 57,529.70 55,847.62 1,682.08 TOTAL LIABILITIES 14,663,832.41 14,144,481.88 517,668.45 EQUITY Fund Balance Reserved: Encumbrances 6,244.50 38,751.58 (32,507.08) *3 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 32,354,166.02 29,188,499.13 3,165,666.89 *4 TOTAL EQUITY 42,218,852.52 39,085,692.71 3,133,159.81 TOTAL LIABILITY AND EQUITY 56,882,684.93 53,230,174.59 3,652,510.34 NOTES: *1 Landfill receivables increased$95,733.97. Landfill fees at 4/21 were$739,682.13 compared to$608,319.73 at 4/20 for an increase of$131,362.40. Delinquent fees were$56,125.58 at 4/21 compared to$111,943.71 at 4/20 for a decrease of$55,818.13. *2 Remediation increased$431,528.45 that includes$325,772.00 for post closure and$105,756.45 in interest. *3 The encumbrance balance at 4/30/21 was$6,244.50 for an upgrade to software(Cares Act funds). *4 Fund balance increased$3,165,666.89. 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$400,805.37 for a year to date revenue less expenses. 37 155 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance April 30, 2021 FUND 12 LANDFILL FY21 FY20 YTD REVENUES 4/30/2021 4/30/2020 Actual Appropriated Actual Actual Variance Credit Card Charges 0.00 8,788.70 5,579.22 3,209.48 Interest on Bank Deposits 300,000.00 34,520.98 333,328.03 (298,807.05) Salvage and Surplus 110,000.00 140,902.20 101,772.05 39,130.15 Sanitary Landfill Fees 7,268,650.00 5,691,469.52 5,382,514.90 308,954.62 Charges to County 0.00 555,652.75 511,091.47 44,561.28 Charges to Winchester 0.00 167,515.50 141,258.95 26,256.55 Tire Recycling 181,640.00 243,384.02 287,911.09 (44,527.07) Reg.Recycling Electronics 80,000.00 35,240.00 36,599.00 (1,359.00) Greenhouse Gas Credit Sales 10,000.00 0.00 3,200.00 (3,200.00) Miscellaneous 0.00 8,695.00 8,794.00 (99.00) Recovered Cost Cares Act 36,059.38 36,059.38 Renewable Energy Credits 55,714.00 6,269.90 47,504.30 (41,234.40) Landfill Gas To Electricity 367,920.00 278,367.99 215,186.90 63,181.09 Insurance Recoveries 0.00 0.00 21,597.76 (21,597.76) TOTAL REVENUES 8,409,983.38 7,206,865.94 7,096,337.67 74,468.89 Operating Expenditures 5,886,524.30 3,634,206.02 3,949,627.92 (315,421.90) Capital Expenditures 5,195,157.08 3,171,854.55 3,565,523.73 (393,669.18) TOTAL Expenditures 11,081,681.38 6,806,060.57 7,515,151.65 (709,091.08) Excess(defiency)of revenue over expenditures (2,671,698.00) 400,805.37 (418,813.98) 819,619.35 Fund Balance Per General Ledger 31,953,360.65 29,607,313.11 2,346,047.54 FUND BALANCE ADJUSTED 32,354,166.02 29,188,499.13 3,165,666.89 38 156 County of Frederick,VA Report on Unreserved Fund Balance May 14,2021 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 Reserve P&R SGEMF (66,669) C/F school restricted funds (294,943) AA: FY20 CARES funds-public safety salaries 3,861,389 AA: Sanitation Authority debt write-off per agreement (657,083) 2,466,680 Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) COR refund-CAB East LLC (5,945) COR refund-Toyota Lease Trust (7,638) VDEM SHSP grant 60,000 Transfer to County Capital Fund (F/B above 20%) (9,800,000) COR refund-Toyota Lease Trust (6,068) COR refund-disabled veteran (10,437) COR refund-ARI Fleet (7,005) VJCCCA return upsent FY20 funds (16,065) Transfer to County Capital Fund (F/B above 20%) (3,204,306) June primary election (25,000) Sunnyside renovation (50,000) COR refund- NVR, Inc. (9,021) COR refund-Vanguard Emergency Mgmt (12,882) (13,661,792) Fund Balance,May 14,2021 40,554,654 39 157 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 ��GrN Agenda Section: Consent Agenda Title: Request from the Commissioner of the Revenue for Refunds and Supplemental Appropriations 1. Southland Industries of Virginia — $5,340.24 2. Undisclosed Taxpayer— Disabled Veteran's Relief— $8,317.68 Attachments: BOS05-26-21 RefundsSentToBOS.pdf 158 COUNTY OF FREDERICK Roderick B.Williams County Attorney 5 540/722-8383 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: May 18, 2021 RE: Commissioner of Revenue Refund Requests Attached, for the Board's review, are requests to authorize the Treasurer to credit the following entities: 1. Southland Industries of Virginia— $5,340.24 2. Undisclosed Taxpayer—Disabled Veteran's Relief— $8,317.68 Attachments 107 North Kent Street • Winchester, Virginia 22601 159 COUNTY OF FREDERICK -r Roderick B.Williams ` County Attorney 540/722-8383 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Seth T. Thatcher, Commissioner of the Revenue Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: May 13, 2021 RE: Exoneration— Southland Industries of Virginia I am in receipt of the Commissioner's request, dated May 10, 2021, to authorize the Treasurer to refund Southland Industries of Virginia the amount of$5,340.24, for exoneration of business license taxes for 2021. The business license tax paid for 2021 was based on Southland's estimated gross receipts for 2020, but due to market conditi ons/C OVID, Southland was not awarded anticipated projects,resulting in lower income. 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 in the Commissioner's memorandum. Attachment 107 North Kent Street • Winchester, Virginia 22601 160 VA G1 ,� ,1reberich Countp, 'Virginia OFFICE OF COMMISSIONER OF THE REVENUE 107 North Kent Street P.O.Box 552 ■ Winchester VA 22601 Winchester VA 22604-0552 W seth.thatcher@fcva.us www.fcva.us/cor SETH T.THATCHER Phone: 540-665-5681 COMMISSIONER Fax: 540-667-6487 May 10, 2021 TO: Rod Williams, County Attorney Cheryl Shiffler, Finance Director Frederick County Board of Supervisors Kris Tierney, County Administrator FROM: Seth T. Thatcher, Commissioner of the Revenue RE: Exoneration - Southland Industries of Virginia Please approve a refund of $5,340.24 for the business license tax for 2021 in the name of Southland Industries of Virginia,an out-of-jurisdiction contractor. The business license tax paid for 2021 was based on Southland's estimated gross receipts for 2020,but due to the market conditi ons/C OVID, Southland was not awarded anticipated projects resulting in lower income. Therefore, the amount of the business license tax has been adjusted to reflect this correction, resulting in a refund of the additional amount paid for the business license tax. To comply with requirements for the Treasurer to apply this refund, Board action is required. The Commissioner's staff has verified all required data and the paperwork is in the care of the Commissioner of the Revenue. Please also approve a supplemental appropriation for the Finance Director on this request. Exoneration is $5,340.24. 161 Date; 5/07/21 cash Register: COUNTY OF FREDERICK Time: 10:53:55 CM r Cashier:J8MMMjjMjj� Total Trananctiosa: B79 Customer Acme: SOUTHLAND INDUSTRIES OF VIR&IN Customer Transactioaa: 1 OD tions 42-6dit 4-Delete 5-view GpL �L Ttiaay._Ti,.4.� v..s ..z-----n,....�«.�.--..r_,«..it_r EL2021 1 00243320001 $5,940.24- $.00 a-$5,340.24- Total Paid $5,940,24 F3=Exit F14-Show Mapf F15-Show Balance P1E=Sort-Entered F20-Attach � dS &od -Hv �PDo COUNTY OF FREDERICK -r Roderick B.Williams ` County Attorney 540/722-8383 Fax 540/667-0370 E-mail rwillia@fcva.us MEMORANDUM TO: Seth T. Thatcher, Commissioner of the Revenue Frederick County Board of Supervisors CC: Kris Tierney, County Administrator FROM: Roderick B. Williams, County Attorney DATE: May 14, 2021 RE: Refund—Undisclosed Taxpayer—Disabled Veteran's Relief I am in receipt of the Commissioner's request, dated May 12, 2021, to authorize the Treasurer to refund a taxpayer the amount of$8,317.68 from 2014 through 2020 for real estate taxes, based on proper filing of proof of 100%permanent and total disability directly due to military service, as required under the Virginia Code change as a result of the Constitutional amendment that took effect for 2011. This refund applies to the Veteran's principal residence. Taxpayer's name cannot be made public because of applicable legal requirements as to privacy,but is known to the Commissioner and the Treasurer on a confidential basis. 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 in the Commissioner's memorandum. Attachment 107 North Kent Street • Winchester, Virginia 22601 163 ,f reberick wuntp, 'Virginia OFFICE OF COMMISSIONER OF THE REVENUE °. 107 North Kent Street P.O.Box 552 . F�"`ATy4 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 May 12, 2021 TO: Rod Williams, County Attorney Cheryl Shiffler, Finance Director Frederick County Board of Supervisors Kris Tierney, County Administrator FROM: Seth T. Thatcher, Commissioner of the Revenue RE: Exoneration (Name withheld -Veteran's Exemption - CONFIDENTIAL) Please approve a refund of$8,317.68 for exoneration of real estate taxes from 2014 through 2020 for a 100% permanently and totally service-connected disabled veteran. This refund applies to the Veteran's principle residence and is supported by the Veterans Administration official documentation that has been provided to us. To comply with the requirements for the Treasurer to issue this refund, Board action is required. The Commissioner's staff has verified all required data, and the paperwork is in the care of the Commissioner of the Revenue. Please also approve a supplemental appropriation for the Finance Director on this request. Exoneration is $8,317.68. 164 Customer Name. Customer Transactions: r13 Options: 2=Edit 4=Delete 5=View DTt Trans Ticket,No- Tax &agunt Pena'�t,, Tnt RE2014 1 00274460002 $269.40- $.00 $269.40- RE2015 2 00250410001 $619.64- $.00 $619.64- RE2015 3 00250410002 $619.64- $.00 $619.64- 49 3�� - RE2016 4 00246660001 $663.90- $.00 $663.90- - RE2016 5 00246660002 $663.90- $.00 $663.90- 12°217,gd - RE2017 6 00248230001 $644.10- $.00 $644.10- RE;2017 7 00248230002 $664.10- $.00 $664.10- A9 RE2018 8 00248680001 $654.84- $.00 $654.84- ,9 RE2018 9 00248680002 $654.83- $.00 $654.83- Mef- A r RE2019 10 00251340001 $715.83- $.00 $715.83- - RE2019 11 00251340002 $715.83- $.00 $715.83- • - $715.84- Multiple Pages Total Paid : $8,317.68 F3=Exit F14=Show Map# F15=Show Balance F18=Sort-Entered Cashier: Total Transactions: 959 R Customer Name: Customer Transactions: 13 Options: 2=Edit 4=Delete S=View ��. apt Trans Ti Tax _ ---------- - RE2020 13 00253130002 $715.83- $.00 $715.83- v Multiple Pages Total Paid $8,317.68 F3=Exit F14=Show Map# F15=Show Balance - ered F2 =Attach_ N teas boar pyova 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: County Officials Title: Committee Appointments Attachments: BOS05-26-21 Board Comm itteeAppts.pdf 166 .r COUNTY of FREDERICK Office of the County Administrator ti\gGl,\I, 733 Tel: 540.665.6382 Fax: 540.667.0370 MEMORANDUM TO: Board of Supervisors FROM: Ann W. Phillips, Deputy Clerk DATE: May 20, 2021 RE: Committee Appointments Listed below are the vacancies/appointments due through July 2021. As a reminder, in order that everyone have ample time to review applications, and so they can be included in the agenda, please remember to submit applications prior to Friday agenda preparation. Your assistance is greatly appreciated. MARCH 2021 Conservation Easement Authority Bryan J. Green — Frederick County Representative 504 Heishman Lane Winchester, VA 22602 Phone: (540)877-1844 Term Expires: 03/14/21 Three-year term (The Conservation Easement Authority was established in August 2005. The Authority consists of seven citizen members, one member from the Board of Supervisors and one member from the Planning Commission. Members should be knowledgeable in one or more of the following fields: conservation, biology, real estate and/or rural land appraisal, accounting, farming, or forestry. Members serve a three-year term and are eligible for reappointment.) JUNE 2021 Planning Commission 167 Memorandum — Board of Supervisors May 20, 2021 Page 2 J. Rhodes Marston — Back Creek District Representative 108 Forest Ridge Road Winchester, VA 22602 Home: (540)667-2003 Term Expires: 06/12/21 Four-year term (See Attached Application of Betsy Brumback.) (Staff has been advised Mr. Marston does not wish to be reappointed.) Roger L. Thomas — Opequon District Representative 127 Halifax Avenue Stephens City, VA 22655 Home: (540)869-4904 Term Expires: 06/14/21 Four-year term (Mr. Thomas is willing to continue serving.) Social Services Board Alan L. Morrison — Gainesboro District Representative 2968 Green Spring Road Winchester, VA 22603 Phone: (540)667-5978 Term Expires: 06/30/21 Four-year term (Mr. Morrison is eligible and willing to continue serving.) (The Social Services Board is comprised of seven members, one member from each magisterial district and one member-at-large. Members serve a four year term and are limited to two consecutive terms.) Winchester Regional Airport Authority David C. Reichert — Frederick County Representative 142 Kinross Drive Winchester, VA 22602 Home: (540)678-0770 Term Expires: 06/30/21 Four year term (Frederick County has four representatives on the Winchester Regional Airport 168 Memorandum — Board of Supervisors May 20, 2021 Page 3 Authority. Members are eligible for reappointment.) JULY 2021 No appointments due in July. AWP/tjp Attachment U:\TJP\committeeappointments\MmosLettrs\Board CommitteeAppts(05262021 BdMtg).docx 169 INFORMATIONAL DATA SHEET FOR FREDERICK COUNTY BOARD OF SUPERVISORS COMMITTEE APPOINTMENTS Please provide the following information for review by the Board of Supervisors regarding your interest in Serving on Frederick County Planning Commission-Back Creek District . Please print clearly if filling out by hand. Thank You. Name: Betsy Gano Brumback Home Phone: Address: 540 Barley Lane Office Phone: Winchester,VA 22602 Cell/Mobile: Fax: Employer: Retired in 2018 from MidAtlantic Farm Credit Email: Occupation: Retired-Spent 29 years as a Certified General Real Estate Appraiser covering the Northern Shenandoah Valley Civic/Community Activities: I am a member the Museum of the Shenandoah Valley,Shenandoah Discovery Museum,and have served on the FC Board of Equalization for several years Will You Be Able To Attend This Committee's Regularly Scheduled Meeting On: First and Third Wednesdays Yes: X No: Do You Foresee Any possible Conflicts Of Interest Which Might Arise By Your Serving On This Committee? Yes: No: X Explain: Additional Information Or Comments You Would Like To Provide(If you need more space,please use the reverse side or include additional sheets): I am a lifelong resident of Frederick County having grown up in the Gainesboro District and I currently live in the Back Creek District. I graduated from James Wood High School and went onto graduate from Virginia Tech,I recently retired from MidAtlantic Farm Credit after having a career appraising land,farms,home and new construction for 29 years. I currently help my husband with managing rentals and farm office work. I also help with our 8 grandchildren who mostly also live in Frederick County, Applicant's Signature: MENEff—_ Date: Nominating Supervisor's Comments: Please submit form to: Frederick County Administrator's Office 107 North Kent Street Winchester,VA 22601 or email to: tpriceLa)fcva.us or itibbs(afeva.us (08/06/2020) 170 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: County Officials Title: For the Board's Information: The Chairman has appointed the following two Board Members as Liaisons to the Committee Reviewing Vendors for Project Management Support of the Public Safety Radio System Implementation: J. Douglas McCarthy Charles S. DeHaven, Jr. Attachments: 171 'r ` r Board of Supervisors Agenda Item Detail . Meeting Date: May 26, 2021 Agenda Section: Committee Business - Human Resources Committee Title: Request for New Positions: 1. County Administration — Maintenance Cost Analyst (Range 8) 2. Northwestern Regional Adult Detention Center— Medical Clinic Administrative Assistant (Range 6) By consensus, the members agreed to recommend the creation of the two new positions. Attachments: BOS05-26-21 HRCommitteeReport14May2021.pdf 172 HUMAN RESOURCES COMMITTEE REPORT TO THE BOARD OF SUPERVISORS Friday, May 14,2021 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, May 14,2021,at 9:00 a.m. ATTENDEES: Committee Members Present: Bob Wells,Chairman; Dave Stegmaier;and Don Butler. Staff present: Kris Tierney,County Administrator;Jay Tibbs, Deputy County Administrator; Rod Williams,County Attorney; Michael Marciano, Human Resources Director; DeLois Blevins, HR Manager; Delsie Jobe,Administrative Services Manager; Clay Corbin, NRADC Superintendent; Tana Jones, NRADC Captain;Allena Kovak, Nursing Director;and Seth Thatcher,Commissioner of Revenue. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS 1. Jay Tibbs, Deputy County Administrator,sought approval to reclassify an existing Administrative Assistant position (Range 6)to a newly created Maintenance Cost Analyst position (Range 8) (Exhibit A). 2. Clay Corbin, NRADC Superintendent,sought approval to reclassify an existing Records Clerk position (Range 3)to a newly created Medical Clinic Administrative Assistant position (Range 6) (Exhibit B). The consensus of the members of the HR Committee present is to forward these items along to the Board of Supervisors for approval. 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 L' Michael J. Marciano, Director of Human Resources 173 Exhibit A Request to Reclassify an Administrative Assistant Position to a Newly Created Maintenance Cost Analyst Position by County Administration May 14, 2021 HR Committee Meeting 174 1 County of Frederick ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,............................. f 1 Department of 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: May 7, 2021 Re: County Administration Request for New Position County Administration is requesting that a Maintenance Cost Analyst be added to Frederick County Salary Administration Program (SAP). The Human Resources Department has reviewed the job description submitted for the position, studied the positions listed in the County's SAP, considered the desire of the County Administration to add this position, and analyzed the salaries of other counties/entities throughout the region. It is the recommendation of the Director of Human Resources that the Human Resources Committee, and, subsequently the Board of Supervisors, approve the creation of a Maintenance Cost Analyst. 175 7 COUNTY of FREDERICK Office of the County Administrator ��gGlhy Tel: 540.665.6382 Fax: 540.667.0370 MEMORANDUM To: Human Resources Committee From: Jay E. Tibbs, Deputy County Administrator Date: April 29, 2021 Re: Creation of Maintenance Cost Analyst Position This is a request to reclassify an existing Administrative Assistant position, salary range 6 ($43,516 to $69,582), to a newly created Maintenance Cost Analyst, salary range 8 ($53,964 to $86,278). This request resulted from a thorough review and update of existing job descriptions. The duties for this position were originally those of a traditional administrative assistant (e.g., typing, filing, scheduling meetings, etc.). In addition to the duties previously enumerated, this position also assisted with the building maintenance, as this function is housed in County Administration. Over the past 15 years, the maintenance focus of this position has grown exponentially while the traditional administrative assistant duties have declined. When this position was first hired, the County had a handful of custodial staff, a maintenance supervisor, and was responsible for the repair and upkeep of two buildings (i.e., 107 N. Kent complex and the Public Safety Building) totaling approximately 133,000 square feet. Over the ensuing 15 years, the Maintenance Department has grown to a staff of 14 to include an Assistant Maintenance Supervisor, Maintenance Specialist, Maintenance Worker, and a custodial staff of 10. In addition to experiencing a growth in staffing, the department has experienced a growth in the area it services; it is now responsible for approximately 273,000 square feet of property, which includes 2 fire stations, Sunnyside Plaza, Smithfield Avenue facility, and Esther Boyd Animal Shelter. The budgetary responsibility and oversight for the Maintenance Department have also grown. In 2007, the department's budget was a combined $924,000. In 2021, the combined budget was $2.1 million. As the County's needs changed, this position was tasked more and more with handling maintenance program scheduling, contract oversight, and procurement. To track our 176 maintenance work orders, the position utilizes the Micromain Facility Management program. A new job description for this position is attached (Exhibit A), along with the existing job description for Administrative Assistant (Exhibit 6). In addition, we have included a marked-up job description which accurately depicts the current role and responsibilities of this position (Exhibit Q. Significant research into similar positions in other localities was conducted and informed the construction of this job description. A file of comparative job descriptions is attached for the HR Committee's review (Exhibit D). Finally, the below table illustrates some of the localities and private sector salary information used for comparison purposes. Locality Position Title Salary Range Frederick County, VA Range 8 $53,964 - $86,278 City of Roanoke, VA Facilities Manager $61.041.76 - $97,666.92 Franklin County, VA Director of General Properties $63,820 - $102,112 Richmond, VA Maintenance Cost Analyst $60-000 - $65,000 Clarke County, VA Office Manager Maintenance $44-497 - $71,195 Madison County, VA Facilities Maintenance Manager $43,338 - $69,340 Gloucester County, VA Facilities Management Director $66-652 - $96,645 City of Winchester, VA Administrative Programs Assistant $39,520 - $61,207.80 City of Winchester, VA Accounting Analyst $39,520 - $61,207.80 City of Winchester, VA Administrative Services Coordinator $43,576 - $67,489.66 City of Winchester, VA Assistant Facilities Manager $57,740.80 - $89,427.82 City of Winchester, VA Administrative Services Manager $50,440 - $78,120.49 *Roanoke VA Area Office Manager $53,356 - $96,919 *Richmond, VA Area Office Manager $57,586 - $104,602 * - Information obtained from Salary.com Staff is seeking approval of the creation of this new position. 107 North Kent Street•Winchester, Virginia 22601 177 v 178 County of Frederick Job Title: Maintenance Cost Analyst DATE: 3/26/2021 PREPARED BY: A Phillips/J Tibbs HR APPROVAL: Click or tap here to enter text. HR APPROVAL DATE: Click drop down to enter date. SALARY RANGE: 8 DEPARTMENT: County Administrator's Office REPORTS TO: Deputy County Administrator Essential Exempt Non-Essential f: Non-Exempt JOB PURPOSE SUMMARY: Oversees the budgeting, scheduling, and record keeping systems of the maintenance division of the County Administration department. Performs superior professional, administrative, and clerical work pertinent to the administration of the department's function to provide efficient maintenance and upkeep of facilities. Acts independently in the absence of the Department Director or his/her designee. ESSENTIAL FUNCTIONS ESSENTIAL DUTIES AND RESPONSIBILITIES: The requirements for this position include, but are not limited to, those outlined below. All job functions, education and experience, general knowledge and abilities, and physical requirements are subject to possible modification to reasonably accommodate individuals with disabilities to enable them to perform the essential functions of the job. This document does not create an employment contract, implied or otherwise. It is the employer's discretion to add or change the duties or requirements of this position at any time. • Coordinates with the Maintenance Supervisor and supports County Administrative staff as directed; assists Head Custodian with prioritization of tasks in the absence of the Maintenance Supervisor • Assists the Deputy County Administrator in all matters regarding the Maintenance and Grounds Department; pays all department bills pertaining to multiple specified county-owned or county-maintained properties. • Completes technical tasks relative to facility maintenance such as: Develops building maintenance schedules and maintenance item spreadsheets including cost, labor and time estimates. ;preadsheets, Monitors and manages all incoming invoices including entering data into Maintenance Dept. Codes all invoices and allocate purchases in the Works System. • Track all utility bills and prepare invoices and utility bills for payment for multiple specified county-owned or county-maintained properties • Creates and tracks internal work orders for multiple specified county-owned or county- maintained properties utilizing Micromain Facility Management; prepares annual report on number and types of repairs. • Manages the work order system in such a manner as to provide useful information on costs, updates and future budget needs. 179 • Serves as point of contact for maintenance workorders at the County Administration building. • Assists in preparation of complex correspondence for the Maintenance Supervisor. • Prepares annual budgets for the Maintenance Department including operating and capital budgets for multiple specified county-owned or county-maintained properties. • Assists Maintenance Supervisor in monitoring, review, and renewal of all maintenance contracts and other contractual services for County-owned or county-maintained properties in coordination with the County Attorney and the Procurement Manager. • Assists Maintenance Supervisor in preparation of documents for equipment procurement in coordination with the County Attorney and the Procurement Manager. • Maintains vendor files and correspondence • Maintains vehicle titles for all County public use vehicles. • Assists with overseeing Maintenance division vehicle fleet, maintenance to vehicles, and purchasing new vehicles • Assists Maintenance Supervisor with maintaining preventive maintenance schedules and records. • Assists Head Custodian with ordering supplies. • Assists Maintenance Supervisor in developing specifications and soliciting commercial contracts for good and services and follows procurement policies in acquiring equipment and materials in coordination with the County Attorney and the Procurement Manager. • Monitors reservation and use of County Administration conference rooms and directs room setup • Prepares and distributes monthly meeting, building maintenance, and department appointment/vacation calendars. • Communicates with maintenance staff to promote teamwork, cooperation, and excellence. • Maintains confidentiality of departmental issues and documentation. • Prepares special projects as assigned. JOB REQUIREMENTS EDUCATION: BA or Associates Degree with concentration in accounting, or minimum of 2 years business/manufacturing experience with financial responsibilities, or work experience sufficient to thoroughly understand the diverse objectives and requirements of the position and demonstrate proficiency in essential duties. EXPERIENCE: 2+ years analyst and/or admin role in maintenance dept., 2+ years financial analyst exp or equivalent experience (proficient in use of spreadsheets and account payable software); experience in maintenance program management software is preferred OTHER KNOWLEDGE, SKILLS AND ABILITIES: Strong business analysis and forecasting skills, Demonstrated ability to work effectively with individuals at all levels of the organization, Demonstrated ability to use influencing skills to accomplish goals and objectives, Able to manage multiple priorities, Demonstrated ability to work in a team environment, Strong computer skills. Superior knowledge and use of standard office practices and procedures. Possess exceptional organizational skills. Ability to maintain schedules, disburse, monitor and prioritize workload. Possess strong communication. Ability to work independently with little supervision. Superior knowledge and use of business English, spelling and mathematics. Possess superior computer skills, using various programs. Ability to compose complex correspondence and other materials independently or from marginal notes or drafts. Ability to follow complex oral and written 180 instruction and the ability to produce, maintain, and file complex records and reports. Proficient in the use of standard office equipment. Ability to serve as liaison with other departments, agencies, and the general public. Attends meetings and reports and disseminates information from such meetings as needed. Ability to maintain a high level of confidentiality. Ability to establish and maintain professional and effective working relationships with co-workers, agencies, officials, and the general public and possess professional telephone etiquette. CERTIFICATES, LICENSES AND/OR REGISTRATIONS: Click or tap here to enter text. PHYSICAL AND ENVIRONMENTAL CONDITIONS Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 lbs. (boxes, files, etc.); work long periods at a desk. ENVIRONMENTAL CONDITIONS: Click or tap here to enter text. ACKNOWLEDGMENT OF JOB DESCRIPTION I understand that it is my responsibility to comply with all of the policies and procedures of the County and that such may be changed by the County at any time. I recognize that this job description is not intended to be all-inclusive, and I may be asked to perform other reasonably-related job responsibilities as assigned and required by management. I also realize that this job description, or other oral or written statements, do not constitute an expressed or implied employment contract, and such are not intended to bind the County of Frederick contractually. All employees are employed "at will' and either the employee or the County may terminate employment at any time, for any or no reason, with or without notice. have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Employee Name 181 182 � • HO!- o - Positione: Administrative Assistant Date Position Created: Depart : County Administrator's Office Reports To: Assistant County Administrator ❑ Exempt ® Non-Exempt Date Prepared: 8/30/2013 Prepared By: Assistant County Administrator Range: 06 Step: D - F Salary: $42,737.08 - $47,702.79 G/L Line Item: 4-010-012010-1001-000-036 Job Purpose: Performs superior professional, administrative, and clerical work pertinent to the administration of the department's function to insure efficient office management. Acts independently in the absence of the Department Director or his/her designee • Directly supports the Assistant County Administrator and provides support to the Maintenance Supervisor, Head Custodian, and County Administrator, as directed. • Assists the Assistant County Administrator in all matters regarding the Maintenance and Grounds Department; pays all department bills pertaining to County Administration, Board of Supervisors, Public Safety Building, Bowman Library, and the Old Civil War Museum. • Code all invoices and allocate purchases in the Works System. • Serves as point of contact between the County and Frederick County Public Schools in the administration of the Consolidated Maintenance Agreement and use of the on-line work order scheduling program administered by FCPS Buildings and Grounds Department. • Create and track internal work orders for County Administration Building, Public Safety Building, Esther Boyd Animal Shelter, Bowman Library, and the Old Courthouse Civil War Museum utilizing Micromain Facility Management; prepare annual report on number and types of repairs. • Plans, assigns, and directs work related to building maintenance. • Prepares complex correspondence from dictation or written notes for the Assistant County Administrator and Maintenance Supervisor. • Schedules appointments, meetings, and travel for the Assistant County Administrator. • Prepares annual budgets for the Board of Supervisors, County Administration, and Maintenance Department. • Responsible for review and renewal of all maintenance contracts and other contractual services for County owned properties. • Track all utility bills for County owned properties. • Track receipts of all lease payments for Old Courthouse Civil War Museum, Sheriff's Impound Lot, and Frederick-Winchester Service Authority. • Maintains vehicle titles for all County public use vehicles. • Prepares and distributes monthly meeting, building maintenance, department appointment/vacation, and safe file calendars. • Maintains confidentiality of departmental issues and documentation. • Prepares special projects as assigned. Education: Graduation from Junior College supplement by extensive office management experience. Experience: Considerable clerical and computer experience performed in a similar, professional environment. Knowledge/Skills: Superior knowledge and use of standard office practices and procedures. Possess exceptional organizational skills. Ability to maintain schedules, disburse, monitor and prioritize work load. Possess strong communication, leadership and supervisory skills. Ability to effectively supervise and evaluate the work of subordinate personnel. Ability to work independently with little supervision. Superior knowledge and use of business English, spelling and mathematics. Possess superior computer skills, using various programs. Ability to take and transcribe minutes or dictation and the ability to compose complex correspondence and other materials independently or from marginal notes or drafts. Ability to follow complex oral and written instruction and the ability to produce, maintain, and file complex records and reports. Proficient in the use of standard office equipment. Ability to serve as liaison with other 183 departments, agencies and the general public. Attends meetings and reports and disseminates information from such meetings. Ability to maintain a high level of confidentiality. Ability to establish and maintain professional and effective working relationships with co-workers, agencies, officials and the general public and possess professional telephone etiquette. Physical Demands: Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 lbs. (boxes, files, etc.); work long periods at a desk. Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 Revision: 08/30/2013 Department Director: Date: 8/30/2013 HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: 184 185 � • HO!- o - Positione: Administrative Assistant Date Position Created: Depart : County Administrator's Office Reports To: Assistant County Administrator ❑ Exempt ® Non-Exempt Date Prepared: 8/30/2013 Prepared By: Assistant County Administrator Range: 06 Step: D - F Salary: $42,737.08 - $47,702.79 G/L Line Item: 4-010-012010-1001-000-036 Job Purpose: Oversees the budgeting, scheduling, and record keeping systems of the maintenance division of the County Administration department. Performs superior professional, administrative, and clerical work pertinent to the administration of the department's function to provide efficient maintenance and upkeep of facilities.te OnsHFe effo ment effo .,. .,.,ana J,,m, ,� Acts independently in the absence of the De artment Director or his/her designee • Directly supports the Maintenance Supervisor and County Administrative Staff and pFevides suppeFt te the Plaintenanee SupeFviseF, Head Gustedian, and . assists Head Custodian with prioritization of tasks in the absence of the Maintenance Supervisor • Assists the Aunt Deputy County Administrator in all matters regarding the Maintenance and Grounds Department; pays all department bills pertaining to GeHnty Adn9inistFatien, . multiple specified county-owned or county-maintained properties. • Completes technical tasks relative to facility maintenance such as: Develops building maintenance schedules and maintenance item spreadsheets including cost, labor and time estimates. • Monitors and manages all incoming invoices including entering data into Maintenance Dept. Spreadsheets, Codes all invoices and allocate purchases in the Works System • Track all utility bills and prepare invoices and utility bills for payment for multiple specified county- owned or county-maintained properties . • SeFves-as-pe+nt e€eentaet between the • Create and track internal work orders for multiple specified county-owned or county-maintained properties utilizing Micromain Facility Management; prepare annual report on number and types of repairs. • Manages the work order system in such a manner as to provide useful information on costs, updates and future budget needs. • Serves as point of contact for maintenance workorders at the County Administration building. • . • Assists in preparation of complex correspondence for the Maintenance Supervisor. PFepaFes • Prepares annual budgets for the BeaFd ef SHpeFviseFs, GeHnty Adn9inistFatien, apd Maintenance Department. including operating and capital budgets for multiple specified county-owned or county-maintained properties Assists (Maintenance Supervisor) in monitoring, review, and renewal of all maintenance contracts and other contractual services for County-owned or county-maintained properties in coordination with the County Attorney and the Procurement Manager. , • Assists Maintenance Supervisor in preparation of documents for equipment procurement in coordination with the County Attorney and the Procurement Manager. • Maintains vendor files and correspondence 186 • Maintains vehicle titles for all County public use vehicles. • Assists with overseeing Maintenance division vehicle fleet, maintenance to vehicles, and purchasing new vehicles • Assists Maintenance Supervisor with maintaining preventive maintenance schedules and records. • Assists Head Custodian with ordering supplies. • Assists Maintenance Supervisor in developing specifications and soliciting commercial contracts for Good and services and follows procurement policies in acquiring equipment and materials in coordination with the County Attorney and the Procurement Manager. • Monitors reservation and use of County Administration conference rooms and directs room setup • Prepares and distributes monthly meeting, building maintenance, and department appointment/vacation, and safe file calendars. • Communicates with maintenance staff to promote teamwork, cooperation, and excellence. • Maintains confidentiality of departmental issues and documentation. • Prepares special projects as assigned. • . - . - - tE.d.ucation: _._.__._._._.. .._... __..._. __.._,_ __pp._..._.._ extensive _...__ ..._.._,_..._.._ _._r_. ._..__. or Associates Degree with concentration in accounting, or minimum of 2 years business/manufacturing experience with financial responsibilities, or work experience sufficient to thoroughly understand the diverse obiectives and requirements of the 2g5-[tion and demonstrate proficiency in essential duties. Experience: , nt 2+ years analyst and/or admin role in maintenance dept. or 2+ years financial analyst experience or equivalent experience (proficient in use of spreadsheets and account pavable software). Experience in a maintenance program management software system is preferred. Knowledge/Skills: Strong business analysis and forecasting skills, Demonstrated ability to work effectively with individuals at all levels of the organization, Demonstrated ability to use influencing skills to accomplish goals and obiectives, Able to manage multiple priorities, Demonstrated ability to work in a team environment, Strong computer skills. Superior knowledge and use of standard office practices and procedures. Possess exceptional organizational skills. Ability to maintain schedules, disburse, monitor and prioritize workload. Possess strong communication, leadership and supervisory skills. Ability to work independently with little supervision. Superior knowledge and use of business English, spelling and mathematics. Possess superior computer skills, using various programs. Ability to take aREl compose complex correspondence and other materials independently or from marginal notes or drafts. Ability to follow complex oral and written instruction and the ability to produce, maintain, and file complex records and reports. Proficient in the use of standard office equipment. Ability to serve as liaison with other 187 departments, agencies, and the general public. Attends meetings and reports and disseminates information from such meetings as needed. Ability to maintain a high level of confidentiality. Ability to establish and maintain professional and effective working relationships with co-workers, agencies, officials and the general public and possess professional telephone etiquette. Physical Demands: Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 lbs. (boxes, files, etc.); work long periods at a desk. Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 Revision: 08/30/2013 Department Director: Date: 8/30/2013 HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: 188 189 Clarke County, Virginia Grade Level 17 (Option B) Revision Date November 2014 FLSA Status: Non-Exempt Office Manager Maintenance General Definition of Work Under the direction of the Director of Maintenance, performs complex administrative and supervisory work within the County, Animal Shelter and Public Schools maintenance department. Manages day-to- day office operations, as well as oversees department personnel in the absence of the Director. Provides technical tasks relative to facility maintenance and provides technical assistance to the Director. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Essential Functions - Plan, prioritize, assign, supervise, review, and participate in the work of staff responsible for County, Animal Shelter and Public Schools facility maintenance. - Assist in the supervision of department personnel; process employee concerns and problems; directs work; completes performance appraisals and trains employees. - Assist in the preparation of the department operation and capital budgets for the County, Animal Shelter and Public Schools. - Establish schedules and methods for providing facility maintenance services; identify resources needed; review needs with appropriate management staff; allocate resources accordingly. - Assist with inspecting the work performance of the facility department employees and sub- contracted work. - Monitor and control supplies and equipment; order supplies and tools as necessary; prepare documents for equipment procurement; prepare specification and contracts for contract services. - Prepares invoices and utility bills for payment; maintains vendor files and correspondence: authorized to approve payments in the absent of the director. - Collects and compiles statistical data for reports and comparison studies. - Assist in the preparation of various contracts, requests for proposals, and reports. - Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of facility maintenance; incorporate new developments as appropriate into programs. - Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary. - Assist with State Required Facility Inspections (monthly, quarterly, and annually) - Work with work order software (Maintenance Direct) on a daily basis and maintains continuous online training . - Maintains scheduling of energy management in the absent of the Maintenance Director. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ® springsted 1 190 Clarke County, Virginia Grade Level 17 (Option B) Revision Date November 2014 FLSA Status: Non-Exempt Office Manager Maintenance - Assists with overseeing vehicle fleet, maintenance to vehicles, purchasing and vehicle assignment. - Oversees records of road signs; orders new signs or replacement signs. - Maintain preventive maintenance schedules and records; orders supplies accordingly. - Performs related tasks as required. Knowledge, Skills and Abilities Broad knowledge of such fields as advanced accounting, marketing, business administration, finance, etc. Comprehensive knowledge of the principles, practices, equipment and techniques of office management; comprehensive knowledge of department objectives, procedures and organization; thorough knowledge of the Public Procurement Act; Principles of supervision, training, and performance evaluation; knowledge of equipment, tools and materials used in facility maintenance activities; knowledge in construction and project management principles; knowledge of principles and practices in safety management; thorough knowledge of office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets, and various databases. Ability to organize, implement and direct facility maintenance operations and activities; Supervise, train and evaluate assigned staff; Interpret and explain pertinent department policies and procedures; Develop cost estimates for supplies and equipment; Demonstrate tact and diplomacy with the public; Communicate clearly and concisely, both orally and written; Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience High school diploma or OED; Extensive experience in personnel supervision, office management, administration and support. Physical Requirements This work requires the regular exertion of up to 100 pounds of force; work regularly requires standing, walking, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms, pushing or pulling and repetitive motions, frequently requires stooping, kneeling, crouching or crawling and lifting and occasionally requires tasting or smelling; work has no special vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). Special Requirements - Possession of an appropriate driver's license valid in the Commonwealth of Virginia. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ® springsted 2 191 Facilities Manager Class Code: Bargaining Unit: 0539 FAIRE CITY OF ROANOKE, VIRGINIA SALARY RANGE $61,041.76 - $97,666.92 Annually DESCRIPTION: Looking for a challenge as a dynamic forward-thinking leader in the Facilities Management field? Are you ready to have significant influence on the pace of change in creating more energy efficient facilities? Are you excited by the possibility of operating in a high performance and green focused environment? Do you have the experience to create and maintain a sustainable facility management program on a large scale? If you can answer yes to all of these questions, then the City of Roanoke is looking for you now. The successful professional that will fill this vital role should have a bachelor's degree from a four-year college or university with a major in business, civil engineering, public administration, property management or related field; ten or more years related experience in building construction and maintenance; and considerable managerial experience and/or training. May be required to wear some type of respiratory protection in the performance of their duties. An equivalent combination of education and experience may be considered. The Facilities Manager must be a City resident or secure residence within the City limits within 12 months of employment. He/She will have a generous total compensation package that will be in accordance with the knowledge, skills and abilities that are brought to the table. Package includes a generous paid leave program, defined benefit retirement plan, employer matched 457 and FSA programs, tuition assistance, top of the line medical and dental insurance programs and many more items too numerous to mention. EXAMPLES OF DUTIES: SUMMARY Directs, plans and coordinates the operation of the division of Facilities Management engaged in building maintenance, repair, renovation and retrofitting projects and custodial services activities. Responsibilities entail customer service, productivity measurement, process improvements, planning, strategic management, communications and performance effectiveness that take into account life cycle costing so as to ensure that projects are completed with sustainability in mind. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Implements sustainable programs and policies that bring a higher level of energy and environmental awareness to City employees in conjunction with the City's Energy Program Identifies efficiency improvement opportunities and put in place sustainable policies for facilities in need of significant system and operational improvements Promotes the transformation to sustainable building and operating practices through the use of cleaner materials and the reduction of material waste and chemical contamination Minimizes the use of energy, water and environmentally unfriendly building materials in accordance 192 with LEED recommendations for operations and maintenance best practices Initiates and executes preventive maintenance programs for properties and equipment Initiates contracts and supervises maintenance contractual services pertinent to City facilities and equipment Establishes objectives, revises divisional strategic business plan, develops measurements, evaluates operations and the overall effectiveness of the division's services Prepares spending analysis, capital maintenance, financial estimates and division reports as required Develops and implements divisional operational and personnel policies and recommends new or revised policies to the Director Prepares the divisions operating and capital budgets, and monitors and/or approves expenditures Coordinates and oversees the completion of work of staff engaged in general building maintenance involving electrical, heating, air conditioning, water system, carpentry, painting, mechanical, plumbing, and custodial Monitors the work of staff for conformance with city and division policies and practices and provides assistance when problems arise Prepares long-range plans for the division that include financial analysis and project review Recommends and implements energy reducing and sustainability programs Coordinates with applicable departments and divisions on budgetary problems, projects, plans and specifications Plans, budgets, and schedules facility modifications including cost estimates, bid sheets, layouts, and contracts for construction with sustainability in mind Manages the work order system in such a manner as to provide useful information on costs, customer updates as well as current and future budget needs Knowledge of pertinent rules and regulations, guidelines, safety orders, departmental operating procedures and safety regulations sufficient to insure that work is performed in compliance with applicable law. Develops and maintains a preventive maintenance schedule program for equipment and machinery. Ensures required OSHA and other mandated training and certifications are completed by assigned staff. Enforces sound safety and housekeeping practices. Ability to establish a culture of safety for employees and ensure that work processes are free from safety and health hazards, employees are properly trained and programs are in place to ensure safety. May be required to wear some type of respiratory protection in the performance of their duties. SUPERVISORY RESPONSIBILITIES Supervises approximately 60 employees in the Building Maintenance and Custodial Services. Is responsible for the overall direction, coordination, and evaluation of this unit. Carries out supervisory 193 responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. TYPICAL QUALIFICATIONS: QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's degree from four-year college or university with major in business, public administration, civil, structural or mechanical engineering or related field; ten years related managerial experience in construction, fleet operations, purchasing or related field and knowledge of and experience in dealing with LEED certified renovations or new projects; or equivalent combination of education and experience. SPECIAL REQUIREMENTS Must be a City resident or secure residence within the City limits within 12 months of employment. SUPPLEMENTAL INFORMATION: LANGUAGE SKILLS Ability to read, analyze, and interpret technical journals, financial reports, and legal documents. Ability to respond to inquiries or complaints from citizens, regulatory agencies, or members of the business community orally and in writing. Ability to effectively present information to management, public groups, and/or boards of directors. Ability to negotiate and resolve conflicts. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and deal with an extensive variety of variables. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS One of the following certifications is preferred: Certified Facility Manager (CFM), Certified Professional Property Specialist (CPPS), Certified Professional Property Administrator (CPPA), Certified Professional Property Manager (CPPM), Certified Residential/Commercial Property Manager (CRPM), Facilities Management Administrator (FMA), Systems Maintenance Administrator (SMA) or Professional Engineer (PE). Must possess a valid appropriate driver's permit issued by the Commonwealth of Virginia. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 194 While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and outside weather conditions. The noise level in the work environment is usually moderate. This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification. 195 070 Franklin County DIRECTOR OF GENERAL PROPERTIES ANaturaLSeningfurOpportunity GENERAL DEFINITION Performs difficult professional and administrative work providing general management and supervision of maintenance functions for all County property. Oversees County property operations and project management and administration. ORGANIZATIONAL RELATIONSHIP This position reports directly to the County Administrator or his/her designee. The position supervises maintenance personnel,custodial personnel,as well as several jail trustees at any given time. The position is responsible for coordinating projects between all county departments and oversees selection and work of outside vendors. TYPICAL TASKS • Directs, manages and supervises all aspects of County buildings and grounds, including grounds maintenance, custodial services, building maintenance and repair, skilled trades,renovation projects, new construction,and contract administration; • Responsible for management of the County vehicle fleet, including review of all requests for vehicle purchases,as well as vehicle maintenance and record retention; • Performs facilities planning and coordinates with mechanical, electrical, engineering and architectural consultants; • Oversees operations and maintenance functions, planning and budgeting, construction inspection, and relevant communications; • Assures compliance with Building and Fire Codes and other State and Federal regulatory requirements; • Serves as Americans with Disabilities Act coordinator for County properties and buildings; • Coordinates with County Department Heads, Town Officials, and others as needed on capital plans and improvements or other projects as needed; • Responsible for managing inventory and the disposal of all surplus vehicles, equipment, furniture, etc.,including public auctions; • Provides recommendations for enhancements to all areas regarding the County's property maintenance and related activities; • Responsible for maintaining the County's street sign program; • Performs other duties as may be assigned. ESSENTIAL KNOWLEDGES, SKILLS AND ABILITIES Thorough knowledge of modern construction practices, materials, methods, and equipment; ability to read plans, blueprints, and other construction documents and determine impact; thorough knowledge of general maintenance and equipment,project administration; ability to exercise independent judgment and initiative in determining operating conditions; ability to plan and supervise work of subordinates; ability to work with contractual agreements, contractors, engineering consultants and the general public; strong administrative ability to include budgeting, planning work schedules and personnel management; ability to read and interpret complex architectural and engineering drawings. Knowledge of building codes and construction standards; good oral and written communication skills; good interpersonal skills; ability to utilize office software and email. 196 TRAINING, EDUCATION AND EXPERIENCE Any combination of education and experience equivalent to graduation from a community or four year college. Minimum of three years experience in property management or construction management field. SPECIAL REQUIREMENTS AND RELATED OBLIGATIONS Licenses and Certificates — None. Position may require evening, weekend, holiday or irregular work schedule due to the nature of the job requirements. The successful applicant will possess and maintain a valid Virginia Motor Vehicle Operator's License. Note: Applicant must have and maintain a driving record acceptable to Franklin County and its insurance carrier(s). PHYSICAL DEMANDS This position requires occasional physical exertion as it applies to accessing roofs, etc. for the purpose of carrying out the job functions which may include climbing ladders, bending, stooping, and walking. Requires occasional lifting of 50 lbs. WORK ENVIRONMENT Some of the functions of the position are office related. However, ongoing projects (construction related environments)require frequent site visits. May require outside activities including snow removal. AMERICANS WITH DISABILITIES ACT COMPLIANCE Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given. (Last Updated 07/03/2007,10/26/17)(Rev Intranet 4/19) FLSA Status: X Exempt Non-Exempt Pay Grade From Grade 29 to Grade 30 7/1/16 Grade 30 Min$63,820,Mid $82,966, Max$102,112 2 197 01 Franklin County LEAD SENIOR MAINTENANCE TECHNICIAN-GENERAL PROPERTIES DEPARTMENT GENERAL DEFINITION Performs skilled work maintaining County Facilities and infrastructure. Works to ensure compliance with all regulatory agencies and assures that all County properties are safe and accessible. Responsibilities include supervising routine maintenance and cleaning activities;project management of improvements completed by in-house staff and outside contractors. ORGANIZATIONAL RELATIONSHIP Work is performed under the general supervision of the Director of General Properties. TYPICAL TASKS • Schedules and sets priorities for maintenance and repair work on County buildings,vehicles and equipment. Plans, implements and evaluates all divisional programs and activities; • Performs buildings and grounds repair and maintenance jobs as required such as painting,carpentry,electrical,equipment maintenance and repair,masonry or refinishing jobs; • Assigns,schedules and directs the work of subordinates engaged in the maintenance of public buildings and grounds; • Checks and repairs infrastructure including maintenance equipment and other equipment; • Schedules ongoing,preventative maintenance for all County facilities; • Coordinates records,writes necessary reports and memoranda,coordinates maintenance and repair work with other departments and divisions in conformity to safety requirements; • Coordinates use of vendors for buildings,vehicles and equipment repair work; • Provides technical assistance in the development of service contracts and performs administration of contracts; • Orders maintenance supplies and materials with a great deal of independence; • Responsible for stocking of janitorial chemicals,paper products and general janitorial supplies; • Responsible for bi-annual air filter orders and general maintenance for all County facilities; • Responsible for maintaining specialized industry certifications,such as pesticide,asbestos and/or forklift; • Makes regular inspections of buildings and grounds to insure safe public use; • May require occasional mowing of grass,yardwork and seasonal snow removal; • Assists in more difficult tasks,and personally performs skilled repair work; • Responsible for the maintenance of all maintenance equipment and schedule regular repair and maintenance schedule for mechanical items; • Provides support at special events including site preparation,set-up and take-down,and repair of facilities due to heavy public use; • Reviews construction and project plans and sites;provides technical advice on installation and maintenance aspects of construction projects;interpret and explain standards;makes corrections;takes and recommends alternative courses of action; • Provides input on new projects and improvement plans;plans,coordinates and supervises smaller renovation projects;meets with contractors;provides direction,coordination and assistance to various departments,outside agencies and community groups;assists in preparing specification,selecting contractors and supervising larger projects; • Performs other duties as assigned. ESSENTIAL KNOWLEDGES,SKILLS AND ABILITIES Thorough knowledge of property maintenance and the equipment and tasks related to maintenance of public buildings;thorough knowledge of building codes and fire code and the occupational hazards and safety precautions of the work;ability to exercise independent judgment in determining operation conditions;ability to plan,schedule and supervise the work of maintenance staff; 198 thorough knowledge of plumbing,electrical,building and turf management,and ability to establish and maintain accurate records. Thorough knowledge of modern construction practices,materials,methods and equipment;ability to read plans,blueprints and other construction documents. Ability to interpret and work from drawings,specifications and other technical materials. Ability to produce good oral and written communication skills;excellent interpersonal skills required. TRAINING,EDUCATION AND EXPERIENCE Any combination of education and experience equivalent to graduation from high school or vocation school and extensive experience including some experience in building maintenance work and project coordination. SPECIAL REQUIREMENTS AND RELATED OBLIGATIONS Certification in one or more of building trades may be required. May be required to obtain specialized certifications as necessary. Position may require evening,weekend,holiday or irregular work schedule. Possession of a valid driver's license issued by the Commonwealth of Virginia. Note:Applicant must have and maintain a driving record acceptable to Franklin County and its insurance carrier(s). PHYSICAL DEMANDS Involves frequent walking and occasionally over rough or uneven terrain;lifting and carrying objects weighing 15-50 pounds,with occasional lifting of items weighing over 100 pounds. Involves climbing ladders,stooping and crawling in confined spaces. Frequent operation of vehicles,shop and hand tools,requiring manipulative skills and hand-eye coordination. WORK ENVIRONMENT In general,the job is performed in a climate-controlled office setting. However,outdoor visits to sites with various terrain and in varying weather conditions may occur during all seasons of the year. AMERICANS WITH DISABILITIES ACT COMPLIANCE Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance maybe required of such employees or be used to limit the nature and extent of assignments such an individual may be given. (Developed 05121119) Grade 16 FLSA: Non-Exempt Grade 16 Min $32,233;Mid $41,903;Max$51,573 Recommended by: Dept.Head Date Reviewed by: Human Resources Date Approved: County Administrator Date 199 w 11 � YL 11' OF �i 1777 VI32a Ri11� Facilities and Grounds Manager Position # : PWD 1206 Public Works FLSA: Exempt Grade: 24 JOB SUMMARY This position is responsible for the management and maintenance of county buildings and facilities. MAJOR DUTIES • Hires,trains, assigns, directs, schedules, supervises, evaluates and disciplines personnel. • Manages and directs the maintenance of county facilities and grounds. • Manages set-up operations for meetings and special events. • Develops budget proposals and administers approved fiends. • Manages services contracts and the work of external contractors. • Develops building maintenance schedules and maintenance item spreadsheets, including cost, labor and time estimates. • Assists in the procurement of goods and services. • Manages capital projects. • Oversees snow removal operations. • Coordinates safety training for assigned personnel. • Performs related duties. KNOWLEDGE REQUIRED BY THE POSITION • Knowledge of local, state and federal codes, acts and policies concerning electrical, building, plumbing and HVAC, and the installation, maintenance and repair of same. • Knowledge of the practices, processes, materials and equipment used in the maintenance, repair construction and improvement of public buildings and grounds. 200 Facilities and Grounds Manager, Public Works Page 2 • Knowledge of county and department policies and procedures. • Knowledge of construction practices and industry standards. • Construction management experience or equivalent certification. • Knowledge of contract development, negotiation, and administration. • Knowledge of budget management principles and budget preparation. • Knowledge of project management principles. • Knowledge of public administration,public accounting and public procurement. • Knowledge of OSHA regulations and safe work principles. • Skill in problem solving,planning, scheduling, organization and decision making. • Skill in interpersonal relations. • Skill in operating computers and job related software programs. • Skill in reading, understanding, and interpreting plans, blueprints, schematics and construction drawings. • Skill in oral and written communication. SUPERVISORY CONTROLS The Public Works Director assigns work in terms of very general instructions. The supervisor spot- checks completed work for compliance with procedures and the nature and propriety of the final results. GUIDELINES I Guidelines include building codes, safety rules, and department and county policies and procedures. These guidelines require judgment, selection, and interpretation in application. COMPLEXITY/SCOPE OF WORK • The work consists of varied building and grounds maintenance and management duties. The variety of tasks to be performed contributes to the complexity of the position. • The purpose of this position is to manage the maintenance of county buildings, grounds and facilities. Successful performance helps contribute to the provision of safe and well-maintained facilities. CONTACTS • Contacts are typically with coworkers, vendors, contractors, and members of the general public. 201 Facilities and Grounds Manager, Public Works Page 3 • Contacts are typically to exchange information, motivate persons, negotiate matters, resolve problems, and provide services. PHYSICAL DEMANDS/WORK ENVIRONMENT • The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light and heavy obj ects. • The work is typically performed in an office and outdoors, occasionally in cold or inclement weather. The employee may be exposed to noise, dust, dirt, grease, and machinery with moving parts. Work requires the use of protective devices such as masks, goggles, gloves, etc. SUPERVISORY AND MANAGEMENT RESPONSIBILITY This position has direct supervision over Facilities Supervisor (1), Grounds Supervisor (1) and other assigned personnel. MINIMUM QUALIFICATIONS • Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field. • Experience sufficient to thoroughly understand the diverse objectives and functions of the subunits in the division/department in order to direct and coordinate work within the division/department, usually interpreted to require at least five (5) years of related supervisory and/or management experience. • Construction management certification or five (5) to seven (7) years of direct project management experience. • Possession of or ability to readily obtain a valid driver's license issued by the State of Virginia for the type of vehicle or equipment operated. 202 51 ER Gloucester County Job Description POSITION: Facilities Management Director DEPARTMENT: Facilities Management JOB CODE: 216 FLSA: Exempt GENERAL STATEMENT OF JOB: Under general direction, performs supervisory and administrative work coordinating repair and maintenance operations of County buildings and grounds; managing custodial services; fleet vehicles and all phases of the County's Mosquito Control program. Employee must exercise considerable initiative and independent judgment in all phases of work. Employee must also exercise tact and courtesy in contact with public officials, developers, contractors, and the public. Reports to the Deputy County Administrator. ESSENTIAL JOB FUNCTIONS: 1. Establishes and implements operating procedures, policies, work plans and priorities of the Facilities Management Department; develops operational plans for various County services. Prepares correspondence, communications and prepared reports on departmental activities using a variety of formats; assumes responsibility for correctness of spelling, punctuation, and grammar. 2. Inspects and evaluates general physical condition and appearance of County property. Plans, organizes and directs cost effective and timely repair and maintenance activities to ensure service of current and anticipated needs of County; ensures compliance with State and federal regulations; projects manpower and staffing requirements to meet current and anticipated needs; confers with County departments and outside agencies as required. 3. Directs, through subordinate supervisors, the work of skilled and semi-skilled personnel engaged in building and grounds maintenance and repair activities in the areas of electrical, plumbing, HVAC,custodial, landscape, carpentry, and general maintenance. 4. Supervises all administrative matters in the Facilities Management Department, including budget administration, capital improvement plans, accounts payable, general ledger monitoring, scheduling, and personnel matters. 5. Receives and investigates complaints, requests or inquiries from the public and other county department officials pertaining to departmental services or programs, conferring with those affected and addressing as appropriate; receives and investigates inquiries and complaints pertaining to personnel matters and addresses as appropriate. 6. Manages the Mosquito Control program; determines effective treatments in the development of an Integrated Pesticide Management program and serves as liaison to the Mosquito Control Commission. 7. Plans and supervises small-scale construction and renovation projects performed by buildings and grounds staff; drafts and designs small-scale architectural projects and produces construction plans, material lists, and budgets. 8. Develops specifications and solicits commercial contracts for goods and services; follows procurement policies in the acquisition of equipment and materials; supervises and monitors work of contractors. 9. Facilitates training for employees on workplace safety measures; leads meetings and seminars on safety issues. 10. Maintains records of asbestos and lead reports on all County buildings collecting samples for testing where necessary. Facilities Management Director: December 2018 1 203 11. Monitors maintenance contracts for various equipment and systems in all County facilities. 12. Performs other duties as assigned. EMPLOYEE UTILIZATION IN ADVERSE WEATHER AND EMERGENCY CONDITIONS All Gloucester County employees are subject to being assigned to specific positions and tasks during a "Declared Emergency" as support personnel, by the County Administrator, the Emergency Management Director, or the Emergency Operations Plan (EOP). Once assigned, this would be the same as a regular work assignment and all policies and procedures for duty assignments apply. (Please see Gloucester County Administrative Policy 101.1 - Employee Utilization in Adverse Weather and Emergency Conditions.) JOB LOCATION AND CONDITIONS: Duties are performed in an office environment and occasionally outdoors in all types of weather. Operates variety of office equipment: computer, copier, fax, and calculator. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of the administrative practices and procedures relative to landscape maintenance and management. Thorough knowledge of the principles and practices of facility management as applied to the design, construction and maintenance of a wide variety of municipal facilities. Thorough knowledge of the occupational hazards and proper safety precautions utilized in construction and maintenance work. Broad knowledge of the principles and practices of supervision, organization and public administration. Broad knowledge of the current literature, trends and developments in the field of facility management and maintenance. General knowledge of personal computers and commonly used Microsoft Office software products to include Outlook, Word, and Excel; specialized programs and the internet. Ability to plan, assign and coordinate the work of a large technical staff. Ability to prepare correspondence, reports, forms, budgets, studies, purchase orders, etc., using prescribed formats and conforming to rules of punctuation, grammar, diction, and style. Ability to speak before groups of people with poise, voice control and confidence. Ability to communicate effectively and efficiently in a variety of technical or professional languages including engineering terminology. Ability to coordinate hands and eyes rapidly and accurately in using office equipment. Ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination. Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress. Facilities Management Director: December 2018 2 204 EDUCATION AND EXPERIENCE: Associate's Degree in Engineering, Construction Technology, Business Administration, Public Administration or a related field. Five (5) to seven (7) years of progressively responsible supervisory and management experience in building and facilities maintenance and administration of building services. Any equivalent combination of education training and experience that provides the required knowledge, skills and abilities. NECESSARY SPECIAL QUALIFICATIONS: Possession of a valid driver's license; possess and maintain a driving record that meets established Gloucester County Driving Standards. Possession of a valid Pesticide Applicator Certificate issued by the Commonwealth of Virginia. Possession of Asbestos Supervisor License issued by the Commonwealth of Virginia preferred. Facilities Management Director: December 2018 3 205 COUNTY OF MADISON POSITION DESCRIPTION JOB TITLE: LOCATION: Facilities and Maintenance Facilities Maintenance Manager STATUS: Full-Time F - -r IMMEDIATE SUPERVISOR: PAYGRADE: 13 County Administrator IFLSA STATUS: Non-Exempt GENERAL DEFINITION OF WORK: Performs responsible skilled work in the repair and installation of building systems and equipment; performs turf management; does related work as required. Supervision over semi-skilled and unskilled workers. On call 24 hours a day, seven days a week for emergency situations. This position is designated as Essential Personnel, which requires that employees report to their job site during emergency situations, such as snow or weather related conditions, as determined by the County Administrator ESSENTIAL FUNCTIONS: • In cooperation with the County Administrator, plans all electrical and mechanical projects for local government including design, material procurement, allocation of manpower, scheduling, contract management and evaluation of completed work; • Assigns duties to maintenance and grounds mechanic for local government facilities; • Assigns duties to custodians; • Assigns duties to "seasonal" staff; • Provides on the job training for maintenance mechanics; • Coordinates the preventative maintenance program for electrical and mechanical equipment, and systems; • Communicates with maintenance staff to promote teamwork, cooperation and excellence; • Evaluation of new employees and the annual evaluation of maintenance staff; • Performs skilled work and coordinates maintenance repairs, modifications, installations, and construction related to local government facilities; • Ensures that inspection contracts are performed as mandated and as specified; • Ensures that maintenance contracts are performed as specified; 206 • Prepares budgets for Facilities and Maintenance and any portion related to field maintenance for Parks and Recreations and manages expenditures for both budgets; • Responds to heating and cooling requests; • Evaluates maintenance staff work order performance; • Maintains records of work and provides written and oral reports; • Establishes appropriate safety practices for maintenance staff; • Assists in providing cost estimates for repairs, installations and preventive maintenance; • Performs routine maintenance for local government facilities as evaluated against budget and schedule constraints; • Engages contract services for local government facilities as evaluated against budget and schedule constraints; • Performs landscaping and turf management; • Performs related tasks as required. KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of the methods, materials, tools and equipment used in maintenance, minor renovations, general construction and turf management; thorough knowledge of installing and repairing building systems and equipment; ability to coordinate contractors and maintenance staff in the repairing or enhancement of building systems and grounds; ability to follow oral and written instructions. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to completion of high school or vocational school. Minimum five (5) years experience as a maintenance mechanic, or equivalent position. SPECIAL REQUIREMENTS: Possession of a valid driver's permit issued by the Commonwealth of Virginia. PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS: Performance of more strenuous physical tasks, such as a) walking over rough or uneven surfaces; b) bending or stooping; c) working in confined spaces; d) lifting and carrying items weighing 20-50 pounds, and e) exposure to potentially disabling injuries or illness. Cooperative in nature, with most conflicts resolved at this level. Regular contacts made with individuals from a) other internal organization units; b) outside organization; and c) the general public for the purpose of achieving organization goals and missions. Good communication skills required. 207 Approved as presented on August 14, 2012 on motion of Supervisor Lackey, seconded by Supervisor Weakley. Aye: Allen, Lackey, Butler, Elliott, Weakley Nay: (0) 208 4/9/2021 Job-Maintenance Cost Analyst Maintenance Cost Analyst - Richmond, Virginia United States - 8866 This closed position was filled. Check out our Jobs Search Page(/job-seekers-unreg/job-search/)for our current open positions similar to this one. JOB DESCRIPTION Job#: 8866 Title: Maintenance Cost Analyst Job Location: Richmond, Virginia-United States Employment Type: Salary: $60,000.00-$65,000.00-US Dollars-Yearly Employer Will Recruit From: Regional Relocation Paid?: Negotiable WHY IS THIS A GREAT OPPORTUNITY? Maintenance Cost Analyst Our client is positioned at the beginning of their growth phase having successfully spun off, implementing the foundations for the business success with very knowledge and technical leadership in place from day 1, and ready for rapid company growth offering a great career opportunity for great people. If you believe in driving results in a friendly environment that is open to creative ideas and diverse perspectives,then this is the place for you. They are built on a rich history of teamwork, innovation, and customer focus and that has a fun, entrepreneurial mindset. JOB DESCRIPTION Responsibilities: • Responsible for supporting Maintenance department for tracking and planning of Work Orders, Requisitions and PO's to provide accurate forecasting of work being performed and to be performed. • Responsible for supporting the Contract Administrator in the area of contractor/vendor cost and time keeping • Responsible for reporting the Maintenance budget status, monthly accruals to the Senior Cost Analyst • Responsible for maintenance procedure updates and distributes • Provides backup support for the Maintenance Timekeeper • Other duties as required QUALIFICATIONS Work experience Requirements: 2+years analyst and or administrative role in maintenance department in a manufacturing environment 2+year financial analyst experience or equivalent • SAP experience(Maintenance Module/Purchasing and Accounts Payable) • Time and Attendance experience(preferably KRONOS) Education Requirements: BA or Associates Degree with concentration in Accounting or minimum of 2 years Business/Manufacturing experience with financial responsibilities https://searchnpaworldwidejobs.com/index.cfm/job-seekers-unreg/job-search/job-details/?Jobld=8866 209 4/9/2021 Job-Maintenance Cost Analyst Knowledge,Skills,and Abilities Requirements: • Strong business analysis and forecasting skills • Strong written and verbal communication skills • Demonstrated ability to work effectively with individuals at all levels of an organization • Demonstrated ability to use influencing skills to accomplish goals and objectives • Able to manage multiple priorities • Demonstrated ability to work in a team environment • Strong computer skills(SAP proficiency) Education: University-Associate's Degree/Graduate Diploma/2 Years Matchmaker(https://npa-match maker.com) NPA Central (https://admin.membernova.com/305566/User/Login)Job Board (https://searchnpaworldwidejobs.com/)Privacy Policy(https://npa- match maker.com/privacy-policy/) https:Hsearchnpaworldwidejobs.com/index.cfm/job-seekers-unreg/job-search/job-details/?Jobld=8866 210 inchp.-qter, ® Administrative Programs Assistant Social Services Department NON-EXEMPT JOB CODE: 102 SALARY LEVEL: Grade 10 DATE: 07/01/2018 SUMMARY: Employees perform responsible administrative and technical work acting as assistants for program professionals having responsibilities in support of agency program planning, management, evaluation and execution activities or responsibilities in a functional administrative program area such as fiscal, human resources, or information technology in combination with limited supervisory responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain satisfactory attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may also be assigned. • Conducts business with the public, employees and other departments, answering questions and providing guidance, requiring the ability to assess the situation and determine a plan of action; • Maintains cost, financial, inventory, manpower, payroll, personnel records, or other specialized records and reports in order to account for and evaluate items purchased, services rendered, security, productivity or other control oriented activities; • Oversees or Performs fiscal duties such as accounts payable, Special Welfare, reporting and reconciling financial data, and/or participating in audits; Performs compliance assurance, records management, scheduling, data collection and analysis; • Records information such as inventory, personnel, statistical or fiscal data and compiles informational reports; Processes purchase orders, invoices, and account payments; Maintains accurate financial records; • Reports financial and administrative expenditures; -„� Determines compliance with programmatic requirements and approves or disapproves services, activities or financial payments; • Composes routine, non-routine, sensitive and confidential memos, reports, forms, or other correspondence; ,�• Prepares and disburses vendor payments; • pyataUed-pay-red -reper#s-and-documer ; • ,makesstp-Wl-badances<and<-accowata-ior funds=Feeei , • Prepares and supervises the preparation of bills for payment and verifies coding; Prepares a wide variety of accounting fiscal, statistical and similar reports; •'� Posts receipts and disbursements to major accounts and prepares reports of fees received; •"? Oversees/Performs information systems technical support and systems security functions; • er kr�agercy-andre-V-ifgieia-�De} art nt-of-Sloci-aI-S°erviees4nfar- atiOunites • Sets up hardware or loads software under carefully controlled parameters; • Serves as administrative assistant to the Advisory Board, coordinates meetings and materials including preparation and distribution of agendas, scheduling of meetings, transcribing and editing of minutes of meetings; • Communicates program and/or agency policies, regulations, & practices to staff, vendors and the public; • Monitors accounts and expenditures; • Performs financial duties related to the Comprehensive Services Act as assigned; • Provides administrative and logistical support to the Community Policy and Management Team and Family Assessment and Planning Team as assigned; • Assists agency in ensuring FOIA compliance by maintaining FOIA tracking log and assisting in the preparation of FOIA responses; • Assists in agency's compliance to record retention schedule by performing filing and purging of records; 211 • Maintains and updates agency's policies and procedures such as financial policies, emergency procedures, etc.; • Maintains vendor records and ensures their compliances to City and state standards; • Maintains collaborative relationships with vendors of services; • Organizes materials for brochures, publicity, and other public relations activities; • Assists in budget preparation and compilation; • Analyzes budget and management reports; • Special events and projects as assigned; • Performs back up duties to other Administrative Program Assistants and Administrative Services Manager and may serve as a leader for other clerical or administrative employees providing training and guidance; • Provides administrative support to members of the agency's management team; • Process background checks; • Maintains agency, Advisory Board and Community Policy and Management Team webpages; r, Works assigned shift(s) to set up and staff emergency shelter should the City of Winchester declare it necessary. QUALIFICATION REQUIREMENTS: Education and/or Experience: High School diploma or General Education Degree (GED) required. An Associate's Degree is preferred. Certificates, Licenses, Registrations: Possession of a valid and appropriate driver's license. Language Skills: Ability to read and comprehend. Ability to write using proper grammar, punctuation, and spelling. Ability to speak and communicate effectively using correct English. Other Knowledge, Skills and Abilities: Considerable knowledge of: general clerical and administrative practices and procedures; of modern office practices, procedures and equipment; bookkeeping and budget preparation; and word processing, spreadsheet and data base and graphic software packages. Some knowledge of: basic techniques in conducting planning, research, evaluative and statistical work; effective supervisory principles; and policies, practices and procedures of the assigned program areas. Demonstrated ability to: effectively use common business and agency software packages; research, interpret, understand, apply and communicate agency program and service information; provide operational and administrative support to professionals in assigned agency programs and services; assist with the measurement of program performance against goals and objectives; systematically compile data, interpret and report monitoring and evaluation findings; communicate effectively both orally and in writing; work effectively with other employees, professionals, and with the public; and exercise discretion and make sound decisions relative to assigned program area. Comprehensive knowledge of bookkeeping terminology and methods, routine accounting principles and practices. Thorough knowledge of standard office procedures, practices and equipment. Ability to maintain complex financial records and to prepare financial reports accurately. Ability to understand and follow complex oral and written instructions. Ability to establish and maintain effective working relationships with other employees and the general public. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Requires light physical effort working almost exclusively with light weight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, crawling and gripping. Vision Requirements: Minimum requirements set by the Division of Motor Vehicles. 21 Page Administrative Programs Assistant Social Services 212 Environmental Conditions: Work is conducted indoors under controlled temperatures. Some travel may be required. EQUIPMENT ESSENTIAL TO DO THE JOB: Telephone, computer, copy machine, calculator, typewriter, fax machine, shredder, printer and switchboard. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. In accordance with §15.2-1507 of the Code of Virginia, this position is excluded from the City's grievance process. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 31 Page Administrative Programs Assistant Social Services 213 Y in hQ-qter Accounting Analyst Finance Department NON-EXEMPT JOB CODE: F-01 SALARY LEVEL: 10 DATE:7/1/2018 SUMMARY. Under the regular supervision of the Assistant Finance Director, and in accordance with generally accepted accounting principles (GAAP), performs difficult technical and paraprofessional work including a wide variety of accounting and budgetary responsibilities in all functional areas of the City's financial management. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may also be assigned. • esese-atid-Ye.rifyr T-Feasufer%-,dail— ,h-report ani Crpdate-to-general-ledger; • Provides accounting support in maintaining accounting and financial records for specific work areas (i.e. AA, /4 , i)a 4l dget,aeceunts-pble;and-c o`Onts re-ceivabie) and maintains corresponding records; • Reviews automated financial reports for accuracy, completion and propriety; • Handles correspondence and prepares a wide variety of administrative repof-ts on departmental activities as requested; • <-Reeeeives-e 4e"n+interr eHngeriries-ef-wrnoeints-and--resolves saran • Assists with preparation of the annual budget; • S Curren �,thccoand s � utory cha that affect the accounting and reporting requirements of the • en#=-prioA#es�as=asst d, • Assists with risk management daily tasks. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a High School diploma or General Education Degree (GED) is required. A Bachelor's Degree in finance or a related field is preferred. Language Skills: Ability to read, analyze and interpret complex financial reports. Ability to interpret accounting-related policies and procedures. Ability to analyze revenues and expenses. Ability to write, speak and communicate effectively with co-workers and the general public using correct English. Ability to produce written documents, reports and other correspondence using proper grammar, punctuation and spelling. Other Knowledges. Skills,and Abilities: Comprehensive knowledge of accounting theories, bookkeeping, public budgeting, and financial management. General knowledge of the laws and regulations governing municipal financials. Ability to establish and maintain effective relationships with other city officials, employees, and the general public. Comprehensive knowledge of Microsoft Office for Professionals is essential. PHYSICAL AND ENVIRONMENTAL CHARACTERISTIC'S: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required_Physical Activities: Requires light physical effort working almost exclusively with light weight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, crawling and gripping. Vision Requirements: Minimum requirements set by the Division of Motor Vehicles. Environmental Conditions: Work is conducted indoors under controlled temperatures. 11 Page Accounting Analyst finance Department 214 EQUIPMENT ESSENTIAL TO DO THE JOB: Computer, Printer, Calculator, Telephone, Fax Machine, Typewriter, Copy Machine, and Shredder. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Accounting Analyst Finance Department 215 WQgtepAdministrative Services Coordinator Innovation & Information Services Department NON-EXEMPT JOB CODE: 116 SALARY LEVEL: Grade 12 07/01/2018 SUMMARY.• Responsible for planning, directing or coordinating supportive services such as office support services, finance, customer service operations, and contract administration; Performs difficult paraprofessional, skilled clerical and administrative work in the operation of the department. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain satisfactory attendance. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Plans and coordinates administrative and office support activities such as recordkeeping, mail distribution, and all support services; • Helps develop, has oversight and reconciles the department's budgets; • Manages various budgetary, fiscal, administrative, clerical and technical functions such as purchasing, mechanical and building maintenance; • Provides information and answers questions relating to audits and/or financial records; • Verifies and approves invoices for payments to vendors, verifies that expenditures are reported to correct program and funding stream for reimbursement; • Develops and maintains administrative procedures and assures that assigned areas of responsibility are performed within budget; • Consults with assigned staff, assists with complex problem situations and provides technical expertise; • Monitors various services contracts; • Supports the Director in preparation of reports and presentations to the public or City Manager; • Provides training in administrative responsibilities; • Assists the Director in the maintenance of all electronic information signage inside City Hall and other City locations; • Serves as primary point of contact for all City wireless device users and acts as liaison between the City and its wireless services vendor; • Assists in the development of departmental policies and procedures related to the technological assets for the department; • Assists in the gathering of information and materials for grants, meetings, etc.; • Develop and coordinate training/orientation campaigns for all City technology applications QUALIFICATION REQUIREMENTS: Education and/or Experience: Bachelor's degree in business administration, accounting or related field supplemented with related experience or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Academic experience can be substituted by extensive experience providing administrative services in a professional office-based environment. Certificates, Licenses, Registrations: Possession of a valid and appropriate driver's license. Language Skills: Ability to read and comprehend. Ability to write using proper grammar, punctuation, and spelling. Ability to speak and communicate effectively using correct English. Other Knowledge, Skills and Abilities: Thorough knowledge of the operation, procedures and services of the department. Thorough knowledge of the principles and practices of office management. General knowledge of methods, equipment, materials and practices employed in the conduct of a major departmental program. Ability to be precise and detail oriented within a complex regulatory and professional environment. Ability to type accurately and quickly. Ability to plan and organize programs. Ability to write and speak clearly and effectively. Ability to establish and maintain working relationships with co-workers, city officials and the 216 general public. Ability to maintain complex records, prepare detailed reports from such records and maintain confidentiality of materials, if required. Ability to make decisions in accordance with established policies and procedures. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Requires light physical effort working almost exclusively with light weight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, reaching and gripping. Vision Re uirements: Minimum requirements set by the Division of Motor Vehicles. Environmental Conditions: Work is conducted indoors under controlled temperatures. Some travel may be required. EQUIPMENT ESSENTIAL TO DO THE JOB: Telephone, copy machine, calculator, computer, typewriter, fax machine shredder and printer. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. In accordance with §15.2-1507 of the Code of Virginia, this position is excluded from the City's grievance process. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Administrative Services Coordinator Innovation&Information Services Department 217 'f Assistant Facilities Manager WiLnelip.q. ter Facilities Maintenance Division Public Services Department EXEMPT JOB CODE: PS-29 SALARY LEVEL: Grade 17 DATE: 07/01/2018 SUMMARY: Performs difficult technical and administrative work overseeing the comprehensive program of Maintenance, Parking, and Custodial Services to provide and maintain, in an efficient and economical manner, the facilities, Parking Garages, Grounds, Equipment, and furnishings of the City of Winchester so that all staff, the public, citizens; business owners, visitors, and tourists are assured of a clean, safe, attractive, and healthy place in which to work, live and visit. Supervises the performance of difficult technical and administrative work, with an emphasis on customer service for our internal and external clients, overseeing the operation, construction, maintenance and repair of City of Winchester buildings, parking garages, facilities, grounds, and the Loudoun Street Mail. Work is performed under the direction of the Facilities Maintenance& Parking Division Manager. Limited supervision is exercised over a small to medium size group of personnel. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Assists as the direct supervisor of the Facilities Maintenance, Parking Garage, and Custodial Services; • Assists in leading, organizing, managing, supervising and scheduling all maintenance, custodial operations, of the City of Winchester, Virginia in compliance with all applicable federal, state, and local laws and City-specific regulations and established policies and procedures; • Assist in development and implementation of the fiscal year comprehensive maintenance plan that is both corrective and preventive for the upkeep of all facilities, parking garages, grounds, Loudoun Street Walking Mall, and the major facilities systems (HVAC, mechanical, plumbing, electrical, structural, along with specialized equipment(i.e. fountains and splash pad) of the City of Winchester; • Provide and maintain an efficient work order system for repairs of facilities and equipment that ensures that all maintenance, repairs and special event set-ups/take-downs are completed in a timely fashion, and provide.regular work order status reports as requested; • Provides recommendations for facility improvements and modernizations to improve the systems, equipment and facilities of the City of Winchester; • Develop a custodial services plan for each building that outlines the tasks of and expectations for custodial employees, indicating.a detailed daily and periodic schedule for cleaning and simple repairs of the facilities; • Assist in supervising the personnel management program for the Facilities Maintenance & Parking Division that includes recruitment-selection process, a written evaluation process and recommends the continued employment, discipline or dismissal of all Facilities Maintenance & Parking Division Personnel; • Monitor and approve time records of all Facilities Maintenance & Parking Division personnel and approve all overtime using established procedures and budgets; • Provide and monitor a system of regular building, equipment, parking garages, grounds and Loudoun Street Mall inspections to meet all federal, state and local requirements; • Conduct regular inspections of all facilities, parking garages, grounds, equipment, and the Loudoun Street Mall to ensure that high standards for cleanliness, attractiveness and safety are maintained. Recommend any improvements needed; • Monitor and recommend systems and procedures to ensure the security of all facilities; • Recommend and offer input on the Facilities Maintenance& Parking Authority Budget including operations, capital projects-needs and personnel; • Maintain current drawings .and engineering records describing all City of Winchester facilities, parking garages, equipment, grounds and the Loudoun Street Mall; • Approve the specifications and recommend contractors to-perform maintenance and repair services, using established City of Winchester procedures, Supervise and inspect the work performed and recommend payment upon satisfactory completion of work; • Supervise removal of snow and ice so that safe conditions exist in and around all City facilities including (but not limited to)walkways, sidewalks, parking garages, and the Loudoun Street Mali; 218 • Assist in development, implementation and monitoring of an energy conservation program, making recommendations for efficiency and reduction of costs of operating the facilities; • Develop and implement in-service programs and activities for staff members; • Maintain effective communications with staff, clients, customers, various user groups to elicit support and to seek perceptions and ideas for improvement of the facilities; • Attend required meetings and serve, as appropriate on staff committees (i.e. Special Events, Shenandoah Valley Apple Blossom, Winchester Parking Authority); • Notify and assist the administration and appropriate emergency personnel of any emergency and potentially dangerous or unusual situations following established City of Winchester Emergency Management procedures; • Contributes to a positive work environment and assures other staff members do as well; • Understand and communicate current developments in the repair, maintenance, custodial, and special event areas through reading, participation in appropriate workshops or meetings or involvement in professional organizations. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a high school diploma or General Education Diploma (GED) is required. An Associate Degree is preferred. Certificates, Licenses, Registrations: Possession of a valid and appropriate driver's license. Appropriate NIMS trainings: ICS.700, IGS 100, ICS 200 (or ability to obtain within fi months of hire). Aquatic Facility Operator's license (or ability to obtain with 12 months of hire). Lanquaae Skills: Ability to read, analyze and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to effectively present information to top management, public groups and/or boards of directors. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS; The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Ability to perform manual labor for extended periods of time, often under unfavorable weather conditions; Requires light physical effort working almost exclusively with lightweight materials (up to 25 pounds) including but not limited to walking, talking, stooping, kneeling, light lifting, bending, reaching and gripping. Vision Re uirements: Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Environmental Conditions: Work is conducted indoors; frequently works near moving mechanical parts and is frequently exposed to toxic or caustic chemicals. Occasionally works in outside weather conditions and is exposed to wet and/or humid conditions. EQUIPMENT ESSENTIAL TO DO THE JOB: Telephone, computer, copier, fax machine, calculator and analytical equipment utilized in a water/wastewater treatment facility. 21 Page Assistant Facilities Manager Public Services Department 219 } Wineli� Administrative Services Manager lSocial Services Department EXEMPT JOB CODE: 177 SALARY LEVEL: Grade 15 DATE: 07/01/2018 SUMMARY: Responsible for planning, directing or coordinating supportive services such as office support services, finance, computer operations, facility management and contract administration; Provides overall supervision of the Administrative Unit; Performs difficult paraprofessional, skilled clerical and administrative work in the operation of the department. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain satisfactory attendance. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Provides supervision to administrative and financial staff; • Plans and coordinates administrative and office support activities such as recordkeeping, mail distribution, and all support services; • Recommends hiring, disciplinary actions, transfer, promotion, and termination of personnel within the limits of appropriate statutes, rules and regulations and policies, developing performance standards and preparing corrective action plans; • Helps develop, has oversight and reconciles both the Local and State agency budgets; • Manages various budgetary, fiscal, administrative, clerical and technical functions such as purchasing, mechanical and building maintenance; • Answers questions and provides instruction for state and local finance departments; • Provides information and answers questions relating to audits, financial records or activities; coordinates state/local computer technology; • Works as fiscal liaison to Virginia Department of Social Services, maintains and departmental personnel records in LETS, and departmental financial records in LASER; as well as in City applications HTE etc.; • Performs and oversees fiscal functions of the Comprehensive Services Act activities; • Verifies and approves invoices for payments to vendors, verifies that expenditures are reported to correct program and funding stream for reimbursement; • Develops and maintains administrative procedures and assures that assigned areas of responsibility are performed within budget; • Supervises and evaluates assigned staff, employee concerns and problems, directing work and completing employee performance evaluations; • Consults with assigned staff, assists with complex problem situations and provides technical expertise; • Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures. Initiates any actions necessary to correct deviations or violations; • Monitors various services contracts; • Supports the Director and Assistant Director in preparation of reports and presentations to the public; • Provides training in administrative responsibilities; • May serve as secretary to Advisory Board; • Assists in the development of office procedures; • Assists in the gathering of information and materials for grants, meetings, etc.; • Works assigned shift(s) to set up and staff emergency shelters should Winchester declare a state of emergency. QUALIFICATION REQUIREMENTS: /Education and/or Experience: Bachelor's degree in business administration, accounting or related field supplemented with related experience or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Certificates, Licenses, Ret ristraEtions: Possession of a valid and appropriate driver's license. 220 Exhibit 6 Request to Reclassify a Records Clerk Position to a Newly Created Medical Administrative Assistant Position by NRADC May 14, 2021 HR Committee Meeting 221 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,C o u n ty of Frederick I Department of 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: May 7, 2021 Re: Northwestern Regional Adult Detention Center(NRADC) Request for New Position NRADC is requesting that a Medical Clinic Administrative Assistant be added to Frederick County Salary Administration Program (SAP). The Human Resources Department has reviewed the job description submitted for the position, studied the positions listed in the County's SAP, considered the desire of the NRADC to add this position, and analyzed the salaries of other counties/entities throughout the region. It is the recommendation of the Director of Human Resources that the Human Resources Committee, and, subsequently the Board of Supervisors, approve the creation of a Medical Clinic Administrative Assistant. 222 Northwestern Regional Adult Detention Center Division Commanders �t�S� SGT Main Facility-141 Fort Collier Rd.-Winchester,VA 22603 Captain Patty Barr,Administrative Services Phone: (540)665-6374 Fax: (540)665-1615 Captain Tana Jones,Support Services Captain Heath Custer,Security&Operations Community Captain Shawn McQuaid,Community Corrections Corrections-147 Fort Collier Rd.-Winchester,VA 22603 Phone: (540)665-6380 Fax: (540)678-1339 TO: Robert Wells, Human Resources Committee COPY: Michael Marciano, Human Resource Director FROM: Captain Tana Jones, Support Services Division SUBJECT: Creation of Medical Clinic Administrative Assistant Position DATE: May 3, 2021 The purpose of this memorandum is to reclassify an existing Records Clerk positions, salary range 3 ($31,775 to $50,733),to a newly created Medical Clinic Administrative Assistant, salary range 6 ($43,516 to $69,582). This request is based upon a thorough review and update of existing job descriptions as requested by the HR Director, Michael Marciano, on February 19, 2021. In his email, Mr. Marciano addressed the subject of"Compensation." Compensation: It is important that employees are competitively compensated, and job descriptions are an integral part of that objective. The job description should provide detailed information that enables a person to receive an appropriate compensation and avoid"salary compression"issues. Salary compression is the situation that occurs when there is only a small difference in pay between employees regardless of their skills or experience. It can occur when the minimum salary level for a position is increased for competitive reasons,without a corresponding adjustment to salaries for existing employees with more than entry or lower-level experience. (Attachment 1) Northwestern Regional Adult Detention Center(NRADC)reviewed the job description for the Medical/Records Clerk Typist III with the Nursing Director, Allena Kovak, and it was determined that the current job description (Attachment 2), did not reflect the totality of the job duties that are being performed by the employee in this position. The duties for this position were originally those of a Records Clerk(e.g.,record-keeping, managing forms and information) While the objectives and goals of the personnel assigned to this position have always been to aid in the smooth operations of the medical department and to assist the Director of Nursing in the everyday functionality of the department, the job description of a Records Clerk does not do justice to the totality of the work performed. Research was performed by Superintendent Corbin 'NRADC refers to this Records Clerk role as a"Medical/Records Clerk Typist III." 223 for those who work in the medical field and are tasked with the job responsibilities that are comparable to that of NRADC's Records Clerk in our medical department. He obtained job descriptions from a physician's office and from a correctional facility (Attachment 3). Upon close review, the Medical Clinic Administrative Assistant job description somewhat mirrors the duties and responsibilities of the role performed at NRADC. The revised job description details an accurate account of the responsibilities of this position, and our review of this position is unique within the County (Attachment 4). In order to ensure a fair comparison of the job duties performed by NRADC's Records Clerk, additional online research and inquiries were also made to various localities. Our search revealed that no comparable job descriptions exist that meet the level of involvement performed by NRADC's Records Clerk in our medical department. To ascertain an appropriate compensation for the Medical Clinic Administrative Assistant, we looked at similar positions at NRADC. The closest one is that of NRADC's Administrative Assistant in the Administrative Division. This position pays a salary of range 6 ($43,516 to $69,582). Since the Medical Clinic Administrative Assistant performs many of the same duties outlined in the Administrative Assistant job description (Attachment 5) as well as performs duties particular to the support of NRADC's medical clinic,we believe a range 6 compensation is appropriate. Attached is a table that illustrates some of the salary information used for comparison purposes. (Attachment 6) Locality Position Title Sample Range Middle River Regional Jail Medical Secretary $36,242.00-$40,000.00 Prince William Regional Jail Medical Department Support Staff $20.43/hr. - $42.14/hr. RSW Regional Jail Records Clerk $30,976.00-$47,133.00 City of Winchester Police Dept. Records Clerk $34,132.80- $52,864.21 City of Winchester Police Dept. Records Management Coordinator $39,520.00- $61,207.80 City of Harrisonburg Administrative Assistant $27,580.80- $46,384.00 City of Harrisonburg Administrative Specialist $29,244.80- $49,129.60 Frederick County Virginia Range 6 $43,516.00-$69,582.00 Thank you in advance for your time, as NRADC seeks approval to create this new position. 224 Attachment # 1 From: Michael Marciano<michael.marciano@fcva.us> Sent: Friday, February 19, 20214:00 PM To: Department Heads<DepartmentHeads@fcva.us>; Department Assistants <DepartmentAssistants@fcva.us> Subject:Job Description Creation/Update Assistance Hello, Department Heads, It is time to update our job descriptions at Frederick County. Due to longevity many of us have had in a position, in some cases,job descriptions have not been updated in many years or do not exist at all. HR experts recommend that job descriptions be reviewed and updated once a year at a minimum. If nothing significant happens throughout the year, this analysis can be performed when annual performance reviews are conducted. There are several benefits in having detailed job descriptions for each position at Frederick County. • Recruitment: Having a detailed job description will indicate what knowledge, skills, and abilities are necessary for a position and what you should look for in a qualified candidate. Further, it highlights the key duties associated with each position. By having this information at the beginning of the recruitment process, you can create a custom job posting that clearly communicates the expectations of the position. • Orientation: Job descriptions are a useful tool during the onboarding process. Supervisors can use the job description to map out an orientation plan to set employee expectations and ensure that the new hire is properly trained to perform all job duties. • Compensation: It is important that employees are competitively compensated, and job descriptions are an integral part of that objective. The job description should provide detailed information that enables a person to receive an appropriate compensation and avoid "salary compression"u issues. • Performance: An updated job description can help supervisors complete the annual performance evaluation. If an employee is exhibiting sub-par performance, the job description can be a useful communication tool to explain exactly what tasks should be performed. The annual appraisal is also a great time to sit down and review the job description with the employee to see if the job changed over the past year. If so, the manager and employee should update the job description and route the updated draft to the HR Department for review and approval. • Compliance: Having detailed job descriptions can also help the County comply with federal and state employment laws. For example, a job description can be used to help determine if accommodations can be made for an employee under the Americans with Disabilities Act. It can also be helpful in determining if an employee can be released to full duty following a leave of absence under the FMLA. Is your employee exempt from overtime?The job description should be an integral part of performing a Fair Labor Standards Act analysis. 226 By next Monday, March 1, please identify who on your team can work with Ericka Kerns, x8375, to update the job descriptions for your department. I appreciate your support on this important project. Many thanks, Mike L'I Salary compression is the situation that occurs when there is only a small difference in pay between employees regardless of their skills or experience. It can occur when the minimum salary level for a position is increased for competitive reasons,without a corresponding adjustment to salaries for existing employees with more than entry or lower-level experience. 227 Attachment #2 NORTHWESTERN REGIONAL ADULT DETENTION CENTER Position Title: Medical/Records Clerk Typist 111 (032921) Reports To: Assistant Director of Nursing,Director of Nursing Purpose of Grade: Medical/Records Clerk Typist is responsible for answering all incoming calls pertaining to medical. The Medical/Records Clerk Typist will perform work consistent to the SOP of the Northwestern Regional Adult Detention Center. The Medical/Records Clerk Typist will perform all duties as assigned for the nursing supervisor. Examples of Tasks Performed Within Grade: This position description may not include all of the tasks performed, nor do the examples necessarily include all tasks performed. Primary Tasks: Maintaining all medical files/scanning documents to current files. Filing/scanning medical documents. Archived files maintained to determine when medical records can be destroyed. Researching all medical bills to verify the payment and includes computer inquiry and contacting health care providers. Maintaining state inmate medical expense reimbursements. Researching state inmate's medical bills and filing them with the State Compensation Board for reimbursement. Responsible for typing memos, faxing paperwork, typing requisition forms, and merging old files. Maintain/troubleshoot computers in medical. Facility Administrator for CorEMR medical computer generated filing system. Proficient with excel/word programs. Can assist with crystal reports, access and power point. Enter inmate charges into OMS. Answer requests regarding inmate inquiries about medical charges. Prepare presentation packets and research information for quarterly meetings. Keeping medical stocked with necessary documents and supplies. Prepare purchase requisitions for medical supply items. Schedule outside appointments for inmates. Create tasks for Facility Sick Calls in CorEMR. Help with the care of inmates housed in medical. Maintain an effective working relationship with all disciplines involved in caring for inmate's in-house and other involved health care providers. Equipment Operated: Computer, calculator, phone, scanner, fax machine, and printer. Working Conditions: Working in an area where inmates with medical needs are housed. May involve increased exposure to communicable diseases. Working under varying stressful environment. Knowledte, Skills, and Abilities: Working knowledge of the Detention Center's SOP. Ability to follow oral and written instructions, perform mathematical calculations, maintain accurate records, ability to organize work and perform job duties with limited supervision. Positive inner-personal skills applied with all disciplines involved in caring for the inmates. Knowledge of medical terminology. Ability to 229 think and respond appropriately in all types of situations. Experience: Two (2)years' experience in medical office work. Education: Graduation from high school or high school equivalency and supplemented by courses in typing. Good basic understanding in operation of computer programs excel and word. Equivalent: Special Requirements: Possession of a valid driver's license. Must maintain a telephone in residence or cell phone on person for emergency contact. 230 Attachment #3 a AMT American Medical Technologists Certifying Excellence in AIIIea Health Medical Administrative Specialist A Medical Administrative Specialist serves a key role in medical office, clinic and hospital settings.This multi-skilled practitioner is competent in medical records management, insurance processing,coding and billing, management of practice finances, information processing, and fundamental office management tasks.A Medical Administrative Specialist is very familiar with clinical and technical concepts required to coordinate administrative office functions in the healthcare setting. Nature of the Work Medical A Medical Administrative Specialist must have a sincere desire to help people and a willingness to learn the complexities of the health care industry. Medical Administrative Specialists work most of their time in the "front" office of a physician office, clinic or hospital. A medical administrative specialist must be outgoing, patient, and have an attention to detail. Also,this individual must be willing to learn new procedures, laws and insurance filing forms. Some of the duties performed by a Medical Administrative Specialist include: • Set appointment times • Greet patients • File and pull charts • Handle insurance information • Assist new patients with paperwork • .Know word processing • Know bookkeeping • Type medical correspondence • Transcribe medical dictation • Understand and know insurance coding information • Scheduling hospital admissions • Types case histories • Fill out and submit insurance medical forms • Collects and records payments Must know medical terminology American Medical Technologists 10700 West Higgins Road,Suite 150 Rosemont, IL 60018 Phone:847.823.5169- Fax:847.823.045E 232 a .r.r„^r. nri�-in.v.nrl+n�h nrr•, Education and Training A Medical Administrative Specialist must have a high school diploma or G.E.D.with acceptable training. Many colleges, career schools and technical schools offer Medical Administrative Assistant, Medical Office Assistant, or Medical Secretary Programs. Graduates from these programs will receive either a certificate or diploma depending on the program. Graduation from a school that is accredited makes it easier to apply for certification. Certification/Licensing:Each individual state decides the scope of practice for Medical Administrative Specialists. Most states do not have licensure laws, but many states do have a scope of practice for Medical Administrative Specialists or Medical Assistants. Certification by a recognized organization enables Medical Administrative Specialists to be promoted faster,earn a higher pay and great respect. Employers prefer to hire experienced workers and many prefer certified applicants who have passed a national examination, indicating that the Medical Administrative Specialist meets certain standards of competence. Employment Medical administrative specialists held about 525,600 jobs in 2012. Employment is projected to grow 36 percent from 2012 to 2022, much faster than the average for all occupations. Federal health legislation will expand the number of patients who have access to health insurance, increasing patient access to medical care. In addition,the aging population will have increased demand for medical services. As a result, medical secretaries will be needed to handle administrative tasks related to billing and insurance processing. Salary The Earnings vary depending on experience, education and skill level. Median annual wages for medical administrative specialists in May 2012 was $31,350.The lowest 10 percent earned less than $21,910, and the top 10 percent earned more than $57,750. Profession Source: US Bureau of Labor Statistics: http://www.bls.gov/ooh/office-and-administrative-support/secretaries-and-administrative,-assistants htm#tab-1 233 Medical Clinic Administrative Assistant Location:Anoka, MN Department:Anoka Type:Full Time Min.Experience:Entry Level Looking to join a rapidly growing company?MEnD Correctional Care has a new contract with Anoka County and we are seeking a Medical Clinic Administrative Assistant to join the team and our organization! Candidates must enjoy working with an underserved population and be willing to work in a county correctional%cifity where patient and staff safety is of high importance.As a company,we pride ourselves on providing high quality care to the patients we serve.The Medical Clinic Administrative Assistant will provide assistance to the medical staff under the direction and supervision of the Supervisory Nurse, Nursing Director, and Medical Provider. This opportunity will be located at the Anoka Countyjail. Position Type: •Full-Time Monday-Friday, Day Shift job Duties: •Maintains jail inmate files according to current regulations.This may include the creation of new inmate files, retention of current files,and destruction of old files. •Files inmate paperwork in a timely fashion. •Coordinates the release of information (ROIs)to other facilities under the direction of the Supervisory Nurse. •Scheduling of appointments •Ensures all current copies of MEnD forms are being used and the appropriate copies are available to the nursing and health tech staff. •Enters inmate charges for medical services and OTC items if requested to enter by facility. •Distributes and posts all relevant memos for MEnD staffs information. •Helps to coordinate the collection of quarterly stats for the facility and forwards these items to Corporate Office under direction of Supervisory Nurse. •Ensures operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories;evaluating new equipment and techniques. •Maintains jail office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;verifying receipt of supplies. •Maintains professional and technical knowledge by attending educational workshops, reviewing professional publication, establishing personal networks,and participating in professional societies. •Maintains a professional appearance. •Contributes to team effort by accomplishing related tasks, being a member of the MEnD team, assisting with expansion of the MEnD jail health philosophy, and going"above and beyond"typical job duties. •Other various duties as assigned by MEnD Correctional Care within the scope of the position.This may include travel to various trade shows, conferences,and other jails managed by MEnD,etc. 234 job Skills: •Professionally answer phone calls, emails, and in person inquiries. •Maintain paper and electronic filing systems for records and messages. •Route and distributing incoming postal mail and email. •Uses correct spelling and grammar to ensure accurateness. •Operate fax machines, copiers,videoconferencing and phone systems,and other office tools. •Use computer for spreadsheets,word processing, database management,and additional applications. Required Education/License/Certifications: •High school diploma or GED equivalent required. •Two year post-secondary degree preferred. •At least 2 years of experience in same or similar setting (i.e. county jail, prison,juvenile correctional facility, hospital, home care, urgent care, ER, etc.) •Knowledge of medical terminology and clinic&laboratory procedures •Ability to multi-task, meet deadlines, and be a self-starter. •Proficient with MS Office Suite preferred. Salary,Benefits and Other: •Competitive salary. •Excellent opportunity for professional growth •Comprehensive Benefit Package(Medical, Dental,401 K,Vision,Vol Life, and more) htitpsWirnendca re.com/employment/ 235 Attachment #4 NORTHWESTERN REGIONAL ADULT DETENTION CENTER Position Title: Medical Clinic Administrative Assistant Reports To: Assistant Director of Nursing, Director of Nursing Purpose of Grade: Medie,,''Reee-ds G'^r'k Typi *Medical Administrative Assistant is responsible for answering all incoming calls pertaining to medical. The Medicals Glefk TypiAAdministrative Assistant will perform work consistent to the SOP of the Northwestern Regional Adult Detention Center. The Medical'Reeefds P^r' TypistAdministrative Assistant will perform all duties as assigned for the nursing supervisor. Examples of Tasks Performed Within Grade: This position description may not include all of the tasks performed, nor do the examples necessarily include all tasks performed. Primary Tasks: Responsible for typing memos, faxing paperwork, typing requisition forms and merging old Piles. Maintaining all medical files/scanning documents to current files. Complete medical record requests from outside agencies, attorney Fili g/se,nni - m^1. ' leetments. Manage Afehived archived files in accordance with the Virginia Records Retention and Disposition schedule.41es 44-a-ine,a to dete,mine when., edi6a! efds ^ r be ,aes4eye a. Researchi*g all medical invoices b4ls-to verify the payment and payment responsibility which i includes computer inquiriesy and contacting health care providers and the insurance companies. Maintaining state inmate medical expense reimbursements. Researching state inmate's medical bills and filing them with the State Compensation Board for reimbursement. Responsible �^r files. Working with hospitals to assist patients with Medicaid coverage for in-patient charges. Assist inmates in applying for Medicaid while they are incarcerated, to include CoverVA and submitting applications. Maintain/troubleshoot computers in medical. Research and supply quotes for equipment in medical. Facility Administrator for CorEMR medical computer-generated filing system. Create tasks for Facility Sick Calls in CorEMR. Pfefieientwith ^ ee1L.:.^,-,a pfegfa Can assist with crystal reports, access and power point. Enter inmate charges into OMS. Answer requests regarding inmate inquiries about medical charges. Prepare presentation packets and research information for quarterly meetings. Keeping medical stocked with necessary documents and supplies. Prepare purchase requisitions for medical and dental supply items. Manage dental equipment inventor3L Order special supplies outside the normal stock inventory supplies. Schedule outside appointments for inmates to include forwarding all necessary documentation, referrals and orders- . Help with the care of inmates housed in medical. Maintain an effective working relationship with all disciplines involved in caring for inmate's in-house and other involved health care providers. Maintain a schedule for the Transportation Department with all medical apl2ointments to include surgical procedures. Coordinate with Mobile Xray on scheduling times and assisting with inmate 237 traffic while Mobile Xray is onsite. Assist with supplying DOC documentation for accreditation. Assisting with maintaining statistics on the Z-Drive. Attend Quarterly Pharmacy meetings and contributing cost information when necessary. Assist with departmental yearly inventory of equipment and maintaining the inventory numbering system. Assisting with the creation of the yearly budget for medical, completing necessary forms and supplying supporting documentation when required. Assisting with the procurement process for services provided to the Medical Department. When necessary, assisting with the return of medications for credit or destruction. When necessary, go to stores,pharmacies, etc. to pick up items or prescriptions when needed urgently. Coordinate with the Director of Nursing and the Department of Corrections to secure medical beds for inmates that otherwise cannotog to regular intake facilities due to special needs and/or conditions. Equipment Operated: Proficient with excel/word programs, cC—omputer, calculator,phone, scanner, fax machine, and printer. Working Conditions: Working in an area where inmates with medical needs are housed. May involve increased exposure to communicable diseases. Working under varying stressful environment. Knowledte, Skills, and Abilities: Working knowledge of the Detention Center's SOP. Ability to follow oral and written instructions, perform mathematical calculations,maintain accurate records, ability to organize work and perform job duties with limited supervision. Positive inner-personal skills applied with all disciplines involved in caring for the inmates. Knowledge of medical terminology. Ability to think and respond appropriately in all types of situations. Experience: Two (2)years' experience in medical office work. Education: Graduation from high school or high school equivalency and supplemented by courses in typing. Good basic understanding in operation of computer programs excel and word. Equivalent: Special Requirements: Possession of a valid driver's license. Must maintain a telephone in residence or cell phone on person for emergency contact. 238 List of Job Duties Wendi Ingram Appointments: Schedule appointments for the inmates and coordinate with Transportation and/or Security. This included triaging according to acuity. Prepare and send all pertinent paperwork required for each appointment, including orders for tests, insurance information. Arrange all testing, labs, records that are necessary for the appointment, procedure, test, etc. Schedule tasks for the nursing staff to complete labs, prep for testing, keep pt. NPO if necessary. Tele-health: Schedule and arranged various types of tele-health appointments during the pandemic. Set up an iPad with appropriate apps, software, etc. necessary to conduct each appt. Arrange to have inmates brought to medical and make the connection necessary for the appointment to be completed. CorEMR: Handle all issues with CorEMR. If unable to fix, I will contact CorEMR or IT. This would include creating forms, making changes to existing forms,flow sheets, adding alerts, etc. Merge charts, delete or move entry errors. Manage all users, add new employees, and deactivate past employees. Attended user's group in Utah. Purchasing: Complete purchase requisitions, research pricing for all medical equipment, supplies, etc. Request quotes if necessary. Request W-9's from new venders. Submit tax exempt forms. Pay for items with P- card. Billing: Manage all medical bills for medical. Pay most with P-card and provide Finance with the appropriate documentation. Manage all hospital bills. Determine whether we will be responsible for the payment. Notify the hospital and give insurance information for the ones for which we are taking responsibility. Maintain a spreadsheet for statistical purposes. Anthem: Use data monthly to create an invoice for claims paid by Anthem. Submit to finance for payment. Request a retraction for anything on the invoice for which we were should not have paid. Budget: Assist D.O.N.with creating the yearly budget.This includes researching prices for items requested and creating the request forms for yearly expenses. Use prior cost analysis to project what will be necessary for the upcoming fiscal year. Complete all requests and submit to finance for approval. Inventory: • Stock-inventory storage room and order necessary supplies for nursing staff. • Dental-inventory dental equipment. Re-order supplies as needed. • Yearly Capital Inventory-maintain an inventory of all equipment in the three buildings. Add inventory numbers to any equipment purchased throughout the year. Keep a spreadsheet with all items, inventory numbers, purchase dates, purchase amounts. Remove items when moved to another department or put out for destruction. Submit list to finance yearly. Charges: Review monthly pharmacy invoice. Create a billing statement with inmate's charge amounts based on actual cost of the medications. This include reviewing each inmate's prescribed medications and removing any charges for medications ordered on multiple cards, or anything ordered and returned. I, Stephanie, or the front desk clerk will enter each charge on the inmate's canteen account. Pg. 1 239 List of Job Duties Wendi Ingram Itemized Statements: Prepare itemized statements for inmates requesting explanations for their charges. Request Forms: Answer request forms from inmates regarding all hospital billing, Medicaid, pharmacy charges. Records: Answer all incoming requests for inmate records. Copy and fax or mail the requested records. Scanning: Scan all incoming paperwork, forms created in-house, request forms, etc. into the inmate's EMR. Maintenance: Maintain all equipment in medical. This would include dental equipment, i.e. autoclave, dental chair/light, x-ray equipment, pro-cart. Clean autoclave according to manual. Arrange a technician if anything needs repair. Coordinate with security to obtain clearance for tech to enter the facility. RFPs ITBs: Assist D.O.N. with creating the requests, reviewing, answering questions from venders. Sit in on some interviews with venders. Staff Interviews: Assist D.O.N. with interviewing candidates for hire when necessary. Medication Returns: Process all medications to be returned for credit. Complete all paperwork, package, and place up front for pick-up Medication Destruction: Process all medications that have been opened, came from another facility, or personal medications brought in by patients or families. Verify inmates has been gone from the facility for 30 days. Count all medications, record all information, package, and return to the pharmacy for destruction. Medicaid: Keep up to date with current processes by attending training either virtual or in-person. Keep a notebook of all processes and contact information. Assist inmates with completing applications by phone. Provide MeclAssist at WMC with Medicaid information when available for patients admitted to the hospital. Send communications forms to Cover Virginia (CVIU)form inmates upon release or transfer. Notify when moved to WR or HEM. Employee Health: Pre-order Flu vaccine yearly. Process all unused vaccine to be returned for credit. Create a yearly list of all staff for annual PPDs. Order syringes and PPD solution. Keep record of any positive employees. Coordinate with Amherst Family Practice to have CXRs and appointment available for all necessary staff. Maintain records. Mobile X-ray: Schedule mobile x-ray to come in when needed. Create the list and have all inmates brought down to complete the x-ray. Pay invoice and submit to finance. Statistics: Formulate statistical reports when requested from Administration. Research and supply reports regarding numerous issues, including cost analysis, medical problems, appointments, purchasing, etc. DOC Documentation: When necessary,gather all documentation required by accreditation for audits. Prepare auditor's notes, answer auditor's questions during audits. Errands: Go to retail stores, pharmacies, medical suppliers, etc. to pick up items for the facility or inmates. pg. 2 240 List of Job Duties Wendi Ingram Quarterly Meetings: For many years, I was responsible for the Quarterly Medical meeting,which included manually compiling statistics to present to the D.O.N.,A.D.O.N., Superintendent, doctors, pharmacists, Free Medical Clinic, Mental Health staff, and NWCS. Reports were created for several different points of interest. This included total cost, expensive inmates, grievances, percentages of various subjects, costs of non-formulary medications, total outside appointments, etc. Invitations were sent, the Roll Call room was set up, a Power Point presentation was created, and I presented the information with the Superintendent. All questions were directed to me for answering. When we acquired a new Supt., the meetings changed. I could continue this process if directed. Phones: Answering numerous phone calls for medical and answering questions regarding a variety of subjects or taking messages when appropriate. Various Tasks: Issues arise daily that need researching to provide adequate care for the inmates. These issues are varied, to include locating special medical equipment, finding sources for special medications, finding information from different locations of previous treatment to provide continuity of care, all requiring problem solving skills and connections. These issues are case by case and are becoming more frequent with the higher acuity of individuals being incarcerated. COVID: When the pandemic started, I was tasked with locating many of the supplies necessary to provide to staff and inmates. This required much research because supplies were extremely difficult to find anywhere. I was also asked to keep record of all costs involved. Later I was asked to collect all invoices from other staff which were related to COVID. I was told to keep record of their invoices as well. I was then asked to provide all information to Finance along with explanations of their relation to COVID. Dental Call: When necessary, assist with dental call. Take notes, have the inmates brought down, etc. I have provided the list to transportation and security prior to the appointed time. I maintain the inventory with the help of the current dental assistant. pg. 3 241 Attachment #5 Northwestern Regional Adult Detention Center Position Title: ADMINISTRATIVE ASSISTANT(5/3/2021) Reports To: Director of Staff Development Purpose of Grade: This is responsible work involving complex clerical and technical skills that involve routine administrative and human resource functions. Primary Tasks: Manages the acquisition,distribution and accounts payable function for staff uniforms and equipment including keys,lockers,ID cards and telephone access.Completes the intake,retention and departure process for staff including the arrangement of ceremonies during periods of promotion,recognition or resignation. Serves as Secretary to the Jail Authority in organizing meeting schedules,setting up board rooms,distributing agendas, minutes and other material. Serves as liaison to Frederick County Human Resources and complies with all regulations regarding intake,retention and departure of personnel including employee payroll,timekeeping,benefits and evaluations. Serves as liaison to the County in processing employee workers' compensation claims and recognition programs.Answers ALL incoming calls for the Superintendent and refers those not requiring the Superintendent's attention to the appropriate Division Commander for action. Directs cleaning instructions to the Inmate Work Force attendant. Orders office supplies including stationary;manages inmate telephone accounts and responding to service complaints,arranges outgoing shipments with UPS/FedEx;Announces positions available for internal transfer. Manages the acquisition,distribution and accounts payable function for staff cell phones. Manages the Detention Center's automated forms system. Equipment Operated: Personal computer hardware and software(WordPerfect 8,Windows '00 Microsoft Works Office Pro '00-Word, Excel,Power Point,Access,Excel and Publisher)calculator,typewriter,telecopier,photocopier,postal meter and switchboard. Working Conditions: Involves adjusting to stress produced by working in an adult detention center setting. May at times have contact with inmates. Knowledge,Skills and Abilities: Thorough knowledge of standard office procedures,practices,equipment and secretarial techniques;Comprehensive knowledge of human resources functions,and associated principles,practices and procedures;knowledge of employment and EEOC laws guidelines,knowledge of FLSA and ADA rules and regulations,ability to handle tasks that cross organizational lines;ability to review and follow Standard Operating Procedures as it relates to Administrative Services and the organization;comprehensive knowledge of business English and spelling;ability to organize and maintain files,logs and reports where confidentiality is essential;work under limited supervision; ability to type proficiently detailed documents,complex forms,tables and reports;ability to formulate information into typeset material that is camera ready for publication and printing;ability to effectively deal with other employees and the public through strong interpersonal,oral and written communication skills;Comprehensive knowledge of computer hardware and software as listed;ability to follow emergency plans;ability to manage multiple and complex projects at one time;ability to compose correspondence. Experience: Three(3)years office experience as a secretary in a public or private agency having performed human resource functions. Education: Graduation from high school or certification of high school equivalency,supplemented by training or education in secretarial,business and human resources related courses. Special Requirements:None 243 Attachment #6 Tana Jones From: Jeanne Colvin <jcolvin@co.augusta.va.us> Sent Wednesday,April 21,2021 9:21 AM To: Tana Jones Subject: '[External]'pay information Ms.Jones Major Eric Young asked me to reply to your request for pay information for medical secretary and maintenance staff. Based on a 5%pay increase July 1,2021: Medical Secretary: we have two positions, pay range: $36,242-$40,000 Maintenance Staff: we have four maintenance positions: pay range: $42,000-$48,890, Supervisor of Maintenance: $68,379- Let me know if I can provide any further information, Jeanne R. Colvin Director of Finance Middle River Regional Jail 245-5420, ext 1 162 tcolvin@co.augusta_va.us This e-mail transmission may contain information that is proprietary, privileged and/or confidential and is intended exclusively for the person(s)to whom it is addressed. Any use, copying, retention or disclosure by any person other than the intended recipient or the intended recipient's designees is strictly prohibited. If you are not the intended recipient or their designee, please notify the sender immediately by return e-mail and delete all copies. Thank you. County of Augusta. ***VIRGINIA FREEDOM OF INFORMATION NOTICE*** This e-mail and any of its attachments may constitute a public record under the Virginia Freedom of Information Act. Accordingly,the sender and/or recipient listed above may be required to produce this e-mail and any of its attachments to any requester unless certain limited and very specific exemptions are applicable. 1 245 PRINCE WILLIAM-MANASSAS REGIONAL ADULT DETENTION CENTER Medical Department Support Staff Total Support Staff 1 Administrative Technician 1 Salary Range for position $20.43 -$42.14 hourly(FLSA:Non-exempt) Typical starting salary range $20.43 -$25.86 246 Prince William County Government-Class Specification Bulletin Page 1 of 4 Administrative ,.� Class Code: ` Technician / B21 RI 12 PRINCE WILLIAM COUNTY GOVERNMENT Established Date: Aug 21, 2019 SALARY RANGE $20.43 - $42.14 Hourly FLSA: Non-Exempt INTRODUCTION: NATURE OF WORK This class is part of the Administrative Services Job Family. Incumbents support for internal or external customers following standard procedures for routine and non-routine tasks. Responsibilities may include performing data review and report compilation activities; preparing specific documentation and correspondence; conducting research to identify and compile related information; and answering phone, email, and in-person inquiries. Distinguishing Characteristics This position is dedicated to performing both routine and non-routine office and administrative support functions requiring knowledge of assigned work area(s). TYPICAL CLASS RESPONSIBILITIES (These responsibilities are a representative sample; position assignments may vary.) 1. Performs routine or non-routine administrative support duties,which include: responding to inquiries from employees, other department staff, and the public; scheduling and coordinating appointments, meetings, activities or events; maintaining and ordering office supplies; tracking and allocating financial or related transactions. 2. Processes, prepares, and records paperwork, databases, spreadsheets, applications, https://agency.govemmentj obs.com/pwcgov/default.cfin?action=specbulletin&ClassSpecI... 4/14/2021 247 Prince William County Government-Class Specification Bulletin Page 2 of 4 certifications, licenses, permits, and other documents, forms, reports, and/or confidential information related to assigned area of responsibility; maintains related records. 3. Conducts research to gather information on current permits, plans, cases, certifications, subpoenas, or other items related to area of assignment; provides and/or explains available information to custorpers. 4. Files documents alphabetically, numerically, or by other prescribed methods in established filing systems; makes photocopies; and faxes documents. 5. Receives, sorts, and distributes a variety of correspondence, deliveries, and mail. 6. Performs other duties of a similar nature or level. KNOWLEDGE Customer service principles; Modern office procedures and equipment; Policies, procedures, and programs in assigned area; Time management and organizational principles; Recordkeeping principles; Mathematical concepts; Document review techniques; Filing systems; Computers and related software applications. SKILLS Providing customer service; Maintaining records and files; Time management; Reviewing calendars and scheduling meetings; Using computers and related software applications; Performing data entry; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. https://agency.governmentj obs.com/pwcgov/default.cfm?action=specbulletin&ClassSpecI... 4/14/2021 248 Prince William County Government- Class Specification Bulletin Page 3 of 4 �I DISCIPLINE SPECIFIC RESPONSIBILITIES Discipline specific responsibilities do not apply to this classification. I, LEVEL OF DECISIONS Responsibilities typically require adaptation of procedures, processes, tools, equipment and techniques to meet the specialized requirements of the position. DIRECTION RECEIVED Incumbents apply procedures and standards to specific situations, and work under general supervision. DIRECTION PROVIDED Incumbents may assign/delegate work assignments to temporary employees, and/or regular employees; troubleshoot problems and issues commensurate with relevant experience. • I MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS High school diploma or G.E.D. and 1 year of related experience. SPECIAL REQUIREMENTS None. PHYSICAL REQUIREMENTS Positions in this class typically require: reaching, standing, walking, pushing, pulling, fingering, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. NOTE The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the https://agency.governmentj obs.com/pwcgov/default.cfm?action=specbulletin&ClassSpecI... 4/14/2021 249 Prince William County Government-Class Specification Bulletin Page 4 of 4 requirements of the job change. Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer https://agency.governmentj obs.com/pwcgov/default.cfin?action=specbulletin&C1assSpecI... 4/14/2021 250 N O O IMCJ O n mm M m t0 W Mj N V r N r OD[ND Of t0 N I� M m A N 00[ND A corm 0 W M dppE �1� mm�m CG ISM -GO [G pOmy Cc C'IM aMm R' N c�irnw MND V N� aON1�in t'�� Ng N w A�A A W WO1N ONi(m0_O_QZ_0a N_ 4_ CV vi N w e N�rj yy�rj <y w N I uj _,6 N,6 y O� 7 w w w w w w w H N w K w N N r N mmy y pM r pM O O� V N N _W M M p N m m N M CO O O Q r M V r m 8� ttpp O CN 10 oop c0 oD[D 1p O mW�N p�(7� �Oi f0(pOH V M N VA c i.5�M cd mW m Nr Om r N�O GD r a []m N l`3�w V W V W�1 A N m��1ntr0 t 0 K r rn SMA m 0 D W m V QI N l O O ID T W N N M H t 7 N c6 N a w N N e -,6 "6 w r w m W b y W w w w w w ww y w w pow N pN� yN m rO.m[ONtDm tND 104r] e O mN r mm 16 Cil+l m IL I�i li+� in.nri oin � Nw �w I°'clmw macMn �Ncc �c� min vw 6 o�6as� w d N wM vi w f9 rof N� w� w � wai w w ww wwn+1(N�I yy--��pw w pppp pwpp w H (nm rC1 Im OWDrV 1W !9 12 V �(D� pnT Mm0 04� W 2 tMpN��lV rI. v fq r �ymg� q �n W O O N r N�A V I� 2 N Oi a� �N u N y� p } N R N .�{yy� C] Mow f M H-6 H�o W� m m uN9�O�MH O m a M �M a o c�0.��W la� `°N wl.j wM wcj � wv wln mN wro Wn Wr m of �CyyH pw�1 wcp Twp mm w �p(wn N pNp H (�Hn Nwm pNN 2ppe 00<V OWO6c6 W Orom OmMLL rNln <M7 r a MOpg q pMm 6 �W I�[p] O mN NMS trn6 Z Ill Oy f�� O O 2 Q N 2 N (Wp a N O N N fV N-W N m 0 t&1,M�(1�W�gyp O W C'1 Cq MCw NNw alnw V Ww InrN tO NH mrw 1-6 m Ww W tgNO V w�ci {N+1 N wN wM WM WM NV Hm NLL'J Ht0 Nw wI, -yw p W wp wpp �y w w mH N pppp Hyy w WW H ow Hn7 pp mw INS� ANO N O q mN our O mrC N rmA O [l N 0r r N p p m m� Om A NM N r� cK I/i aoi cc m m m o a_o�y 6 ngg Mo�V m.=y� ale of ml� 1Ovn 'tI��y p r m RL6w �q o N Y]NN r rO'1 arM �mM 01 m�V m[710 o M tp N A m H M V w a V w m H N w w t0 N m m w r pa m r w m V f9 W N f9 O O N N m p W yN��(p mw pN N m H ^w N (wV �+J mw w N V3 pw�tp 2E pCO(O �nO tpO� 6N�O L6� aW0 c6Om6 " On 't I 6 O N � Nrw tnOH O c+)w 111�j�Wy- NyMm �tG OD mM� fN�V V -MOD�1n3y --:,4(U oNO J 10 W O I- IONwN I�WN m V�rc! W q rNN mON Omw N N N w N M w M M 'o V w w t n w t p N f 0 A w m m 011(1[7 Om A yr mt+1 InNO r N� c0 V V Ir0 f�10 Mm -no OmN p M r r ORppN (� pp (O NOD W Nm V mO N Ill i Otnm Y O Op NME mO : fWn�N(m(77�DH INONN m2m m aO p Yw Iltt''11Wr «IVVV ra mO]I[) N N M r w Q In W I D NM N W H N V Mw I' OM1 m vw O fD w N w N W N N f'1 w(") WW f`� w a w Y w I n w h w t D t` w h O D (N7� N mWNn w (�y+ H��pp ONS1 s{ aM�n w H�pmw w yN w N K 3e O� N M l0 f00) 100 10^O I�cD W In in oNO Nmwr NQO Al- rm t0C I� 00(V yy pp 1100 tp m�{pn p 1�p�+1 tG O�t"pJ tp0 pp1 W fy M l0" 'cn m N W V N pOp N N f`vfVi N O M OD fn M N Mw M� W tND O(7 N N Q' Mw cON 4 WH NNw w NN row W NNw W l� N N w lV N N N M M a � In In t0 l0 A m f�pp lWpp N H wHyy p p Iwo� pp��yy��pp pw aa N lwy w w lN�V w IA mw W N O r ill �O� 0t0m O1�N 1000 t0 NOIM Terry OM V Wf70 OOMO OMI M AN V O tCo1(V M Oi If) M pj m r LL"i m O 1 mO O V 100 O fD Nm O N m10 ui m M�y-N N L6 i,: In m cOD O�Ir0] r��mnm g Ww a p N to H th 10 w V! IA LL N 10.1 N i.wN wN wM M w a w� wln In wt0 wfG w I� wm C7 It II �vN11 p lw7 N p1 wp N lwy En Op pN y fA a pw cp w �p w V] �(pM�p(11 th tD IMO �pnn O��oNp to� oON V m t7 Ori�6 c6mpgO Ir001m��m Ip W V O fn lMO p[88'JO N_MyW CJ t7O G A Ntnw f0 m,;;In Nf9 MOw Q C6(6 r7{9 m ON ION N01�VtOOaw rOH n tOW mN69 W N Cd S$ = Iqi WWW YYii M N O r t 0 I n N w(V N fV w M CM w 7 N w a 10 w t0 w 10 w A N r mN (HV c p w w cp ID p q ry W c i m 4 C OWp m N m m a is O'1' N In n OI O COM NOD In f�f� m f_1� V M M nI O1 Ih Ws{t]O N t(1 N W W m W N D Abp C. m ln W In W O to N� N INS�In sa a� Y 0... U p maw Oi r- to n� Nm�MND O o IOA �W Nw tO t7.Or cmq rin MN C00�OM1 r� a 'F NCYN N Vw Vi a c4 we wN Ncd wnj w wa I[j wtN NlD wA Nn `'Qw'' w fA'�O` w N f9 N w cwp 01� 4 p�C �Q r W O m N m N N m O m N Q LL N t0 r• (O�- In N N m O N �-W N tC N N W In a0 to N M o p�c; H N N w Nw N w MW N N/wM N w m H M w N w NW a w[O�V I mW N w"'15 �w_,6 �N Ww f O w f�ynA pp N 6a9 lN7 w Op H tp w w p� 3e m f�[n Ilr1 N N aMD lmV. W N 4 ^N O �m f7 N.N- Ill m Ir0 m 2 N m m� V f'�O OMi 001, OMi f� O t0 pp N N yy M O a W f0 m OD m 1[j N(O . N�a{(O prp Ittpnp W m N In I11C��7n W mW lG CV W O N V- mN��m� y A '- o.N pmN InON [pONN(mOlrn mM r vt W nmw CB<� -:- N Mw MInM mN M.-N V mN 1O wN 1O m1A W N W N W N W,4 w lh m c6 w y w a w'i -6 "g w, N 1� N w N m mN H a w w aN1 pw��p IO p w pN e [NO Ipnppp O m N L pN O�O it 1�O QI m l0 rm V y�In ONi O 1�In tN')O>to IA 1p0�10 C0'1 O W 1t(V1 n O m� r Ort�in z Vl M A� m/z N N N Of m N[[0nn cj 6(n0i N In M N M N N NNw me w In ON rw Ow lO w In w mOw r Ww r10w-O Nf9 r w ni w Oj N 0j w w rj �Cj 1�H N H N O1 lHy w f1�9 w W fpA pN 1p f�p9 Nn l�I 2E t NN m'm 2 N V OWi.RI^�(CO�VpN w M m m IO OWi� maO �N I2�m Vp t00, Ctf�77 t0 0000 n I�f` O ej lrn'- w mt�OO� INO� [n 0>N ,i NOw wN ONO ONON m(")w NmN r�wMO U O NO NNw N QN Mrw VVV!!! 10 w N w N N N w N N N w m 01 N 7 w w In w In w 6 A I H N H N H N w w N N w w °pry �mcc+ cqL6cj 0 NcS cSc v:cjc5 n�v mr maami mc_ 'oA q,6.3 N m o I� �Wp R tp mm M O cNOpp� m 10 10q N mN N mH9 N V i7w fnOH V N�mm W InN�10 N W w��mtWOW r Nmw mmaMn n j w w nj NNW w nj w nj W w o w w �1 OH w H N H m � 1w. (HV 1� � w pN fA pN hto� OMM t0 my� 13i 'i qAA mM OWD�A{p�M1 to Ia�m 1p0�m c01�O 1er�D om�p V n o [p l�tOyOO�mN N for a ,CMV H N w N to w CJ N N f+1 m w V V w O 1�W r N Ip 10 N t00 t0 I(]w r w t0 m W (7 w�w w yy fA IA w N w<D m U tr. a 3LID ci g N a H a o w a 251 RSW Regional Jail FLSA Status: Non-E Position Number: C004; C009; CO 16; C119 Grade 3 Records Clerk Revision Date: 2/24/2014 GENERAL DEFINITION AND CONDITIONS OF WORK: Performs complex clerical and data entry work;to ensure RSW facility maintains compliance with all Federal,State and Local laws.Work is performed under the general supervision of the Classification and Records Sergeant or the Chief Financial/Personnel Manager ESSENTIAL FUNCTIONS/TYPICAL TASKS: Performs clerical and manual work needed to effectively maintain the RSW operations in compliance with all applicable procedures. • Organize,file and retrieve information regarding RSW's records and accounts; • Ensure records are kept up to date,make necessary changes or additions in a timely manner; • Performs data entry • Integrates data,physical paperwork and receipts into a consistent filing system; • Answer inquires by searching and retrieving files; • Process all incoming and outgoing correspondence; • Prepares routine correspondence to various courts, counties, police agencies, medical facilities and correctional institutions; • Coordinate with the Accounts Clerk and Medical staff to ensure full documentation is received for transfer; • Prepare required reports,as directed by Supervisor or designee; • Conduct random file audits to ensure completeness and accuracy; • Be proactive in identifying and correcting potential problems; • Backup to Receptionist when on breaks; • Performs all duties in accordance with RSW Policy and Procedures,Virginia Department of Corrections standards,PREA standards and all regulations as directed; • Performs all duties in compliance with all Federal,State,and Local Laws; • Perform all additional duties as directed by Supervisor or designee. KNOWLEDGE.SKILLS AND ABILITIES: Thorough knowledge and experience in conducting day to day operation as Records Clerk. Thorough knowledge of the principles, practices and operations of a modern Adult Detention Center; Ability to perform standard office practices, procedures, use of office equipment; thorough knowledge of business English, spelling and arithmetic; working and to prepare accurate reports from file sources;ability to perform and organize work independently;ability to prepare effective correspondence;ability to establish and maintain effective working relationships with associates and the general public; ability to communicate effectively both orally and in writing in a highly interactive team oriented work environment. Ability to establish and maintain First Aid,CPR and AED certifications. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from high school; experience working in a modern correctional facility; experience in general office skills and record keeping, ability to effectively work with senior staff personnel; ability to effectively communicate with internal and external agencies using the English language,hand writing and a computer. PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects,and some light work requiring the exertion of up to 20 pounds of force occasionally,up to 10 pounds of force frequently,and a negligible amount of force constantly to move objects;work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word'hearing is required to perceive information at normal spoken word levels;visual acuity is required for preparing and analyzing written or computer data, operation of machines,and determining the accuracy and thoroughness of work;the worker is not subject to adverse environmental conditions. 252 RSW Regional Jail FLSA Status: Non-E Position Number: C004; C009; CO 16; C 119 Grade 3 Records Clerk Revision Date: 2/24/2014 This is a class description and not an individualized job specification. The class description defines the general character and scope of duties, responsibilities,and requirements of all positions in one job classification,but is not all inclusive or totally restrictive. Reasonably related duties and responsibilities may be assigned as necessary at the discretion of management. Employees will be immediately notified of any changes. Reasonable accommodations will be made to enable qualified individuals with a disability to perform the essential functions. 253 t� fnCb Aster-) Records Clerk Police Department NON-EXEMPT JOB CODE: 173 SALARY LEVEL: Grade 7 DATE: 07/01/2018 SUMMARY: Performs responsible administrative, clerical, and protective work in the department and does related work as required. Work is performed under regular supervision. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Answer telephone, meet the public, and provide routine information, direction, and service; • Operate the standard office equipment; • Assist the shift supervisors with clerical, compilation, statistical record keeping; • Take, complete, disseminate, direct, and file reports and forms; • Proficient in Microsoft Word, and Excel; • Receive, document, and secure property and evidence using authorized actions; • Assist with expungements; • Assist with processing sex offender registry paperwork; • Assist with audits and retention/destruction of records; and • Other related duties assigned by a supervisor. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a High School Diploma or General Education Degree (GED) is required. Certificates. Licenses, Registrations: Possession of a valid and appropriate driver's license. Must be certified in the operation and use of department equipment used by the position. Language Skills: Ability to read and understand policies and laws. Ability to write documents using proper grammar, punctuation, and spelling. Ability to speak, communicate, and present information effectively using correct English. Other Knowledge, Skills and Abilities: Knowledge of police methods, practices, and procedures. Knowledge of the geography, history, and government of the City. Thorough knowledge of the general orders, procedures, and guidelines of the department. Ability to understand and carry out oral and written instructions. Ability to establish and maintain effective working relationship with other employees and the general public. Skilled in the use of department equipment, and knowledge of safety rules. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Required Physical Activities: Climbing, flexing, balancing, stooping, kneeling, crouching, walking, jumping, crawling, and lifting. Physical Characteristics of Work: The physical activities are required in order to carry out the functions of the position. These functions are various, unpredictable, and demanding. The job requires that the employee be a non-tobacco user. Vision Requirements: 20/40 uncorrected, 20/20 corrected. Environmental Conditions: Work is performed inside with few exceptions. 254 EQUIPMENT ESSENTIAL TO DO THE JOB: Computer, audio-visual, camera, files and copiers. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Records Clerk Police Department 255 14' WlnePster ,, Records Management Coordinator Police Department NON-EXEMPT JOB CODE: PD-02 SALARY LEVEL: Grade 10 DATE: 7/1/2018 SUMMARY: Maintains manuals, automated police records, and other law enforcement paperwork collected by the police department. ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may also be assigned. • Answer telephone, meet the public, and provide routine information, direction, and service; • Aids in planning, organizing, and maintaining the department's general and case filing system; • Operate the standard office equipment; • Maintains the departments selected Records Management System (RMS) software; • Proficient in Microsoft Word, Excel, and Crystal Reporting • Compiles, submits, and exports weekly, monthly and yearly statistics • Assist the shift supervisors with clerical, compilation, statistical, and record keeping; • Notarizes documents; • Enters police reports, citations, and other RMS information • Classifies, codes, enters and disseminates files and generates criminal and statistical reports; • Submits IBR reports to the State Police; • Handles expungements; • Processes sex offender registry paperwork; • Assists with FOIA requests; • Train new employees on the departments automated police reports and RMS; and • Other related duties assigned by a supervisor. QUALIFICATION REQUIREMENTS: Education and/or Experience: Any combination of education and experience equivalent to a High School Diploma or General Education Degree (GED) is required. Associate degree clerical field is preferred Certificates Licenses, Registrations: Possession of a valid and appropriate driver's license. Must be certified in the operation and use of department equipment used by the position. Lanquage Skills: Ability to read and understand policies and laws. Ability to write documents using proper grammar, punctuation, and spelling. Ability to speak, communicate, and present information effectively using correct English. Foreign language skills preferred Other Knowledge, Skills and Abilities: Knowledge of police methods, practices, and procedures. Knowledge of the geography, history, and government of the City. Thorough knowledge of the general orders, procedures, and guidelines of the department. Ability to understand and carry out oral and written instructions. Ability to establish and maintain effective working relationship with other employees and the general public. Skilled in the use of department equipment, and knowledge of safety rules. Working knowledge of computers, Virginia State Code, City Code, and Incident Based Crime Reporting (IBR). Ability to type, work independently and prioritize workloads. The ability to preserve confidentiality. PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 256 Required Physical Activities: Climbing, flexing, balancing, stooping, kneeling, crouching, walking, crawling, and lifting. Physical Characteristics of Work: The physical activities are required in order to carry out the functions of the position. These functions are various, unpredictable, and demanding. The job requires that the employee be a non-tobacco user. Vision Requirements: Minimum requirements set by the Division of Motor Vehicles. Environmental Conditions: Work is performed inside with very few exceptions. EQUIPMENT ESSENTIAL TO DO THE JOB: Computer, audio-visual, camera, files, and copiers. NOTE: This classification specification is not intended to be all-inclusive. An employee will also perform other reasonably-related job responsibilities as assigned and required by management. City of Winchester reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties or working schedules based on their duty to accommodate individuals with disabilities. This classification specification does not constitute a written contract of employment. i I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. Employee Signature Date Print Name Approved: Eden E. Freeman, City Manager July 1, 2018 21 Page Records Management Coordinator Police Department 257 4/21/2021 City of Harrisonburg-Class specification Bulletin > Administrative Assistant Class Code: 5151 Bargaining Unit: N/A CITY OF HARRISONBURG Established Date:Jul 1,2014 Revision Date:Jul 10,2014 SALARY RANGE $13.26 - $22.30 Hourly $1,060.80 - $1,784.00 Biweekly $2,298.40 - $3,865.33 Monthly $27,580.80 - $46,384.00 Annually DESCRIPTION: GENERAL DEFINITION OF WORK: Performs difficult administrative support work providing general.administrative support; preparing and.maintaining detailed, complex and/or confidential records and files; preparing reports; assisting the public; does related work as required.Work is performed under limited supervision of an assigned supervisor. PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects;work requires reaching, fingering, grasping, feeling, and repetitive motions; vocal communication is required for conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels;visual acuity Is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions. ESSENTIAL JOB FUNCTIONS: ESSENTIAL JOB FUNCTIONS: -Regular, reliable attendance necessary. -Operates a City vehicle in the performance of the job duties -Types correspondence; answers telephone; greets the public; posts records to accounts; maintains records and files; prepares reports; serves as secretary to boards and commissions; oversees office operations. -Takes and/or transcribes dictation or correspondence, memoranda, reports and other materials from rough draft, copy, marginal notes or verbal instruction. - Prepares agendas, attends meetings,transcribes minutes. httpsJ/agency.govemmegobs.comtharrisonburg/defaultcfm?action=speebul ledn&ClassSpeclD=1012124&headerfooter-0 1/2 258 4/21/2021 City of Harrisonburg-Class Specification Bulletin -Collects and prepares data for records and reports. J - Maintains and prepares payroll time sheets and related payroll records. - Enters a variety of operating and accounting data into computer system. - Prepares technical monthly,quarterly and annual reports. - Maintains department files and records. -Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and policies. -Answers telephone, Interviews visitors and refers to proper authority for disposition. - Undertakes special projects regarding department functions as directed. - Posts and makes entries In accounts and other records. -Composes routine correspondence independently from supervisor's notes. -Operates standard office, word processing and data entry equipment. - Performs related tasks as required. TYPICAL QUALIFICATIONS: KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; ability to type and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to follow oral and written instructions; skill in the operation of standard office, word processing and data entry equipment; ability to establish and maintain effective working relationships with associates and the general public. EDUCATION AND EXPERIENCE: High school diploma or GED with coursework in business or secretarial science and moderate experience in administrative support and office operations, or equivalent combination of education and experience. SPECIAL REQUIREMENTS -Successful applicants for this position will be subject to DMV annual review. SUPPLEMENTAL INFORMATION: This is a.classification specification and not an individualized job description. A class specification defines the general characteristics and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position In a classification. FLSA Status: Non-Exempt WC Code: 8810 Compensation Range: Grade 6 EEO Code: 6 i i https://agency.govemmengobs.com/harrisonburg/defauh.cfm?action=specbullatin&CIassSpec]D=1012124&headerfooter=-0 2/2 I 259 4/29/2021 _ City of Harrisonburg-Class Specification Bulletin a.: Administrative `= Specialist Class Code: ti 4 5152 Bargaining Unit: N%A CITY OF HARRISONBURG Established Date:Jul 1,2014 Revision Date:Jul 10, 2014 SALARY RANGE $14.06 - $23.62 Hourly $1,124.80 - $1,889.60 Biweekly $2,437.07 - $4,094.13 Monthly $29,244.80 - $49,129.60 Annually DESCRIPTION: GENERAL DEFINITION OF WORK: Performs intermediate skilled administrative support work that may be specialized or varied in nature including activities such as purchasing, collecting, licensing, inventory control, accounts receivable/accounts payable or requiring the application of rules and regulations, policies and procedures, directing, scheduling and controlling the activities of a facility that is used by the public, employees or students; does related work as required. Work is performed under limited supervision of an assigned supervisor. PHYSICAL REQUIREMENTS: This is generally sedentary work requiring the exertion of up to 50 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects. Work requires reaching, fingering, grasping, feeling, and repetitive motions;vocal communications Is required for conveying detailed or important instructions to others accurately, loudly,or quickly; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data,visual inspection involving small defects and/or small parts, operation of machines, and determining accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions. ESSENTIAL 308 FUNCTIONS: ,f e ESSENTIAL JOB FUNCTIONS: -Regular, reliable attendance necessary. -Operates a City vehicle in the performance of duties. -Performs office support work that emphasizes production, control,general office and administrative support individually or in a team environment;work includes frequent public contact, which requires making decisions based on interpretation and judgment of guidelines and instructions, and a specialized knowledge of office equipment capabilities and operations. httpsJ/agency.govemmangobs.comlhardsonburg/defauf.cftn?acfon=speebulletin&ClassSpeclD=1012125&headerfooter-0 113 260 4/21/2021 City of Harrisonburg-Class Specification Bulletin -Enters and processes larger volumes of normal routine administrative work which may require processing considerable amounts of complex technical reports, manuscripts, and mathematical, scientific, medical and legal documents. -Prepares and formats documents from stored data by inserting variables and manipulating texts;updates databases to store, retrieve, compile, or analyze data information using commercial software to support office program requirements; performs research and documents information obtained from intemet/world wide web sources. - Prepares special reports, tabulations, logs, etc. -Gathers budget data, assists in routine personnel and financial transactions keeping personnel and fiscal records, and processing routine purchases of books, supplies, equipment and services in support of office activities; maintains budget/Inventory records including fees collected, quantity or quality of items purchased,credit or reimbursement due, positions or space needed, and availability of stock. - Prepares and sends correspondence and form letters on general matters where Instructions are explicit and precedence is followed; composes and/or edits documents as instructed; edits and proofreads materials for correct spelling and grammatical form. -Assists with receiving departmental calls and visitors and directing to proper division or personnel. -Work involves frequent internal and external contact with the public,with vendors regarding delegated purchasing responsibilities, with professionals to resolve production and control requirements, and with other units,departments, or other municipalities,state or federal agencies for the exchange of information. -Coordinates and communicates departmental activities and program information intemally and with other City Departments as needed. -Oversees, coordinates and prepares complex reports for payroll processing by compiling data from daily work orders and timesheets. -Organizes, maintains and revises files and forms. - Receives, processes and distributes office mail and other miscellaneous tasks as needed in the absence of other office personnel. f -Assists contractors, vendors, employees and the general public with inquiries or complaints concerning projects, programs or services provided by the department, etc; responds to citizen Inquiries and complaints effectively, courteously and tactfully. -Assists with snow/ice office duties as needed by providing phone and radio support for crews and citizens; may be required to work outside of regular office hours. -Trains and advises other office personnel as needed. -Performs related tasks as required. i TYPICAL QUALIFICATIONS: KNOWLEDGE,SKILLS AND ABILITIES: Considerable knowledge of office practices, procedures and office equipment; thorough knowledge of applicable laws, rules and regulations pertaining to the supported activity; thorough knowledge of a variety of manual and automated filing systems;thorough knowledge of standard English grammar, punctuation, and usage; thorough knowledge of basic computational arithmetic to include fractions, decimals and percentages;thorough knowledge of switchboard operations and of the general services provided by the City; general knowledge of laws, rules, and regulations to process complex certificates, applications, eligibility determinations that result from public contact work; skill in the operation of automated office equipment; ability to interpret and follow oral and written rules and regulations; ability to maintain harmonious working and public relations; ability to learn new practices, procedures,and equipment operations; ability to collect,assemble, and process information; ability to organize work and make independent work processing decisions; ability to work in a team environment and delegate work assignments, as needed; ability to communicate orally and in writing; ability to utilize research methodologies including accessing internet and world wide web search engines; ability to respond to multiple phone https://agency.govemmenqobs.comlharHsonburg/default.cffn?action=speebuiledn&Class8peo[D=1012125&headerfooter=O 2/3 261 4/21/2021 City of Harrisonburg-Class Specification Bulletin lines; ability to establish and maintain effective working relationships with associates and the �! general public. EDUCATION AND EXPERIENCE: High school diploma or GED with coursework in business, bookkeeping, accounting, or related field and moderate experience providing specialized administrative support and office operations, or equivalent combination of education and experience. SPECIAL REQUIREMENTS: -Successful-applicants for this position will be subject to a DMV Motor Vehicle check and must complete a satisfactory credit history and criminal background check and drug screening. SUPPLEMENTAL INFORMATION: This is a classification specification and not an individualized job description. A class specification defines the general characteristics and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification. FLSA Status: Non-Exempt WC Code: 8810 Compensation Range: Grade 7 EEO Code: 6 httpsJ/agency.govemment)obs.comAharrisonburgtdefauft.cfm?action=specbuiletin&classSpeclD=1012125&headerrooter-0 3/3 262 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: Committee Business - Finance Committee Title: (*) Items 1, 4, 5, 6 and 13 were approved under the Finance Committee's consent agenda. Attachments: BOS05-26-21 FinanceCommitteeReport19May2021.pdf 263 FINANCE COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, May 19,2021 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, May 19,2021 at 8:00 a.m. ATTENDEES: Committee Members Present: Judith McCann-Slaughter,Chairman; Charles DeHaven; Robert Wells;Gary Oates; and Jeffrey Boppe. Non-voting liaisons: Seth Thatcher, Commissioner of the Revenue. Committee Members Absent: Angela Wiseman; and non-voting liaison William Orndoff,Treasurer. Staff present: Sharon Kibler,Assistant Finance Director; Kris Tierney,County Administrator;Jay Tibbs,Assistant County Administrator; Rod Williams,County Attorney; Rich Venskoske, Director of Elections; Steve Hawkins,Sheriff Major;Christine Bauserman, EMS Billing Manager; Wayne Corbett, Deputy Treasurer;Jason Robertson, P&R Director;Jon Turkel, P&R Assistant Director; Clay Corbin, NRADC Superintendent;Joe Wilder, Public Works Director;Scott Varner, IT Director;and Kirk Whittle, Deputy Clerk of Court. Others present: none. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: (Q) Items 1,4,5,6 and 13 were approved under consent agenda. 1. (Q)The Treasurer requests a General Fund supplemental appropriation in the amount of $50,000 for the increased cost of DMV registration withholdings. No local funds required. See attached memo, p.4. 2. The Treasurer requests an FY22 General Fund supplemental appropriation not to exceed $49,408. This amount represents a carry forward of unspent FY21 funds for legal fees for real estate tax sales and implementation of the cigarette tax. See attached memo, p.5—6. The committee recommends approval. 3. The Clerk of Court requests an FY22 General Fund supplemental appropriation in the amount of $53,886. This amount represents salary and fringes for a Records Clerk. The position has been funded by the VA Compensation Board in the amount of$34,352; however,there is a local cost of$19,533. See attached information, p.7—8. The committee recommends approval. 1 264 4. (d)The Sheriff requests a General Fund supplemental appropriation in the amount of $5,027.29. This amount represents an auto insurance claim. No local funds required. See attached memo, p.9—10. 5. (Q)The Sheriff requests a General Fund supplemental appropriation not to exceed $9,769.23. This amount represents reimbursements from the DEA. No local funds required. See attached memo, p. 11-13. 6. (Q)The Sheriff requests a General Fund supplemental appropriation not to exceed $54,840. This amount represents traffic control reimbursements. No local funds required. See attached memo, p. 14—15. 7. The Director of Elections requests an FY22 General Fund supplemental appropriation not to exceed$3,600. This amount represents a carry forward of unspent FY21 funds to replace the Assistant Registrar. See attached memo, p. 16. The committee recommends approval. 8. The NRADC Superintendent requests an FY22 Jail Fund supplemental appropriation not to exceed$66,150. This amount represents a carry forward of unspent FY21 funds for the completion of the HVAC control system project. See attached memo, p. 17. The committee recommends approval. 9. The IT Director and the NRADC requests an FY22 Jail Fund supplemental appropriation not to exceed$148,517. This amount represents a carry forward of unspent FY21 funds for the completion of the network upgrade project. See attached memo, p. 18. The committee recommends approval. 10. The IT Director requests a budget transfer in the amount of$10,722 from a personnel line item to cover an unbudgeted expense related to the Sheriff's laptop lease. Policy requires Board action to transfer out of a personnel line item. See attached memo, p. 19. The committee recommends approval. 11. The Parks& Recreation Director requests a General Fund supplemental appropriation in the amount of$20,000. This amount represents proffer funds for the design of the Abrams Creek Trail entrance and parking lot. The Parks& Recreation Commission has approved the request. See attached information, p. 20-22. The committee recommends approval. 2 265 12. The Public Works Director requests an FY22 General Fund supplemental appropriation not to exceed$108,188. This amount represents a carry forward of unspent FY21 funds for the construction of a storage building at the Stephenson Citizen Convenience Site. See attached memo, p.23—24. The committee recommends approval. 13. (121)The EMS Billing Manager requests an EMS Expense Recovery Fund supplemental appropriation in the amount of$275,000. This amount represents anticipated revenue in excess of budgeted revenue. No local funds required. See attached memo, p.25. INFORMATION ONLY 1. The Finance Director provides a Fund 10 Transfer Report for April 2021. See attached, p.26—27. 2. The Finance Director provides financial statements ending April 30,2021. See attached, p.28—38. 3. The Finance Director provides an FY 2021 Fund Balance Report ending May 14,2021. See attached, p.39. Respectfully submitted, FINANCE COMMITTEE Judith McCann-Slaughter,Chairman Charles DeHaven Gary Oates Robert Wells Jeffrey Boppe By .5&VZM Assistant Finance Director 3 266 CoG� COUNTY of FREDERICK Office of Treasurer P.O.Box 225 04 Winchester,Virginia 22604-0225 540/665-5607 FAX 540/662-5838 R.Wayne Corbett,MGDT www.fredtax.com Deputy Treasurer Operations C. William Orndoff,Jr.,MGT Angela Fritts Whitacre,MGDT County Treasurer Deputy Treasurer May 7,2021 TO:Cheryl Shiffler, Finance Direc FROM:C. William Orndo r., Tr The Treasurer requests a supplemental appropriation in the amount of$50,000.00 for the increased cost of DMV registration withholdings. The G/L line is 4-010-012130-3002-000-002 (Professional Services, DMV-VRW Stops). No local funds are needed for the request. The offsetting revenue line item is 3-010-011100-001. 107 NORTH KENT STREET • WINCHESTER,VIRGINIA 22601 4 267 cK CO COUNTY of FREDERICK ati �' . Office of Treasurer P.O. Box 225 Winchester,Virginia 22604-0225 .r 540/665-5607 " FAX 540/662-5838 R.Wayne Corbett,MGDT www.fredtax.com Depute Treasurer Operations C. William Orndoff,Jr.,MGT Angela Fritts Whitacre.MGDT County Treasurer Deputy Treasurer MEMORANDUM TO: Cheryl Shiffler, Finance Director FROM: C. William Orndoff ,fr SUBJECT: Carry forward funds,/ DATE: April 21, 2021 Request a General Fund carryforward in the amount of $49,408 for professional services. These funds are needed for legal fees in connection with real estate tax sales and costs that could be associated with the implementation of the cigarette tax. Attached is an email from the county attorney that his office will no longer provide these services in reference to conducting tax sales. FY21 4010-012130-3002-000-000 to FY22 4010-012130-3002-000-000 ba15/12/21 $49,408 107 NORTH KENT STREET o WJANCHESTER,VIRGINIA 22601 268 Rod Williams Mon 1/4/20215:04 PM To: • Bi110rndoff, • Wayne Corbett Copy of real estate tax sale CW02020.xlsx 31 KB Bill and Wayne, I am following up on the latest tax sale property list (attached), which Laura sent to us on December 22. In terms of tax sales for which we have to this point filed papers with the Circuit Court, and the status of each of those matters, they are as follows: • — order entered 12/9/2020, authorizing Mike Bryan to conduct sale �Mm_ same our next step is to file for an order authorizing Mike Bryan to conduct sale status as — So, that reflects the status of what is truly in the pipeline, in terms of filed with the Court. To the extent that we have properties for which we previously ran the initial "30 day" advertisement before filing cases, enough time has passed that we would likely want to include those properties in a new advertisement. With that said, we have the issue of how we proceed going forward. In that regard, I've given a lot of thought to it, in terms of a number of factors, including the potential volume of these cases, the unique nature of these cases, and the amount of particularized work each typically requires (title work, notice mailings to all parties in interest, inclusion of all such parties as parties to the case, with the corresponding service of process requirements). All of this entails practical issues regarding availability of resources and the efficient prosecution of these cases. We also have the issue, with respect to occupied dwellings, of the perception of internal County legal staff pursuing these matters. As you know, over the past two or threeears, we have had two such cases where the circumstances ended up being most unpleasant (a) or, at a minimum, uncomfortable (M). As you further know, the County's legal needs have become increasingly complex in recent years and the demands on the County Attorney's Office are certainly dramatically different than they were in 2008, when I started here as the County's first full-time in-house County Attorney. After having considered all of the above factors, I have come to the conclusion that it may be best, going forward, to outsource new tax sale cases to one (or more) of the firms that specializes in these cases. Jeff Scharfs firm, Taxing Authority Consulting Services, PC, probably comes to mind as perhaps the leading candidate for this type of work. I'm glad to discuss thoughts on this, as I know it represents movement in a different direction. Rod 6 269 Compensation Board-Approved Budget Page 1 of 2 office=773 locality=069 Comq&'%, ensation 13 -�t 3�, i i � 530 � • � � f onsthuti*io�nal Officers Budgets and Salaries <1 3q 35z, + Approved FY22 Budgets 0.0213 1.00 The Constitutional Officer Budgets provided on this site are as approved by the Compensation Board on May 1 for the following fiscal year, effective July 1 through June 30, and do not reflect any amendments, if any, approved by the Compensation Board since May 1. The Compensation Board approved budgets reflect the minimum amount that must be approved by the local government for the Constitutional Officer. Most local governments approve additional funding .for Constitutional Officers than is reflected on the Compensation Board approved budgets. Local governments may approve salary supplements, additional positions and other increased expenses for Constitutional Officers; this information is not available from the Compensation Board or on the approved budgets herein. This information is available from the Constitutional Officer or local government. FY22 Budget For the Frederick Clerk of the Circuit Court's Office HOGAN, Clerk of the Circuit Court Positions/Salaries: Position Class Budgeted Current Estimated Number Code Salary Salary fringe Benefits 00001 CLER 136,541 136,541 9,156 40002 DCIV 39,271 39,271 2,634 00003 DCIII 34 451 34,451 2,310 .00004 SCT 32,193 32 193 2 159 00005 ACCT 45,525 45,525 3,053 . OOOOfi DCI 32,193 32,193 2,159 00007 DCI UNFUNDED 1 00008 DCI 32,193 32,193 2,159 00009 DCI 32193 32193 2159 00010 MDCII 38,966 38,966 2,613 00011 DCI 32,193 32,193 2,159 ��-- �,a too^ 4 U .5�k�.-,r� ��a�. �r r�-^�c ,3 7 270 httns-//www_sch.virorinia_crcv/n1.RRudeet/hudLyetnrintl2.cfm 5/10/2u2l Compensation Board-Approved Budget Page 2 of 2 Total Positions by Class Code: Class Code Number of Positions ACCT 1 CLERK 1 DCI 5 DCIII 1 DCIV 1 MDCII 1 SCT 1 Total Number of Compensation Board Positions: 11 Total Salaries Budgeted: 455,719 Estimated Fringe Benefits*: 30,560 Total Temporary Employees Salaries Budgeted: 28,403 Temporary Employees Estimated Fringe Benefits*: 1,448 Total Office Expense Budgeted: 0 Total Equipment Budgeted: 0 Total May 1 Approved Compensation Board Budget*: 484,122 (based upon budgeted amounts; does not include Fringe Benefits) *Fringe Benefits are not budgeted, but are reimbursed based upon salary paid. Delivery Address (UPS and Fed Ex): Mailing Address Phone: 804.786.07$6 (U.S. Postal): Directions Fax: 804.371.0235 102 Governor Street,Suite 120 P.O. Box 710 to our building Richmond,VA 23219 Contact us Floor Richmond,VA 23218-0710 {This site is best viewed using Internet Explorer 5.0 and above.} Home I Board and Staff DIrgctQry I Restricted Access I Constitutional Officers Budgets and Salaries Calendar and Meetings i Publications and Forms I FAOs I LLD I Policies and Procedures Land Records Technoloov I Links Privacy&Security Policy I Site Mao Send suggestions about this site to the Webmaster. p 2002 Compensation Board, Commonwealth of Virginia 8 httns://www.scb.virginia.Lyov/OLBBudfset/budLetnrintl2.cfm5/10jEl. RICK COUNTY SHERIFFS g�� FICA 5gC4ERRF1r , �VACK Co i � r V" '3 iai yt��I zsw��t`C+ Sheriff Lenny Millholland ` ° Major Steve A. Hawkins �rRCifN►P 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland DATE : May 11, 2021 SUBJECT : Insurance Reimbursement The Frederick County Sheriff's Office has received a check from VACoRP in the amount of $5,027.29 for auto claim dated March 18, 2021 involving Deputy Fauver.This amount was posted to 3-010-018990-0001 We are requesting this amount to be appropriated to our vehicle maintenance line item 31020- 3004-000-002.This amount will go towards repairs. Thank you, LWM/adc c.s. 4/14/21 9 272 FREDERICK COUNTY APR 12 7071 FINANCE DEPARTMENT VACOR April 5,2021 Frederick'County Attn: Jennifer Place 107 N. Kent Street Winchester,Virginia 22601 Virginia Association of Counties Group Self-Insurance Risk Pool Member: Frederick County Claim Number: 0342021277269 Date of Loss: 03/18/2021 To Frederick County: Enclosed please find.a VACORP property damage check in the amount of$5,027.29 for the damages to the 2015 Ford Taurus VIN#0582. We issued payment of$5,527.29(estimate)— $500.00 (deductible)=$5,027.29 to Frederick County. This repair was determined by S&S Appraisal Services. If you should have any questions regarding this payment, please do not hesitate to contact our office. Sincerely, Corey Reese Claims Associate Enclosed: check Cc: Jennifer Place 1819 Electric Road,Suite C-Roanoke,Virginia 24018 tai rree 888.822,6772 0 rax 877.212.8599 10 273 �R�CK COUNTY SHERIFFS O r'HERfFp EpiGif CO y2,��rw.ryF4G Sheriff Lenny Millholland Major Steve A. Hawkins 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler Director of Finance FROM : Sheriff Lenny Millholland SUBJECT : DEA Federal Reimbursements DATE : May 11, 2021 Frederick County Sheriff's Office has received reimbursements from the DEA totaling $2,908.80 This amount has been posted to 3-010-033010-0025 We have pending$6,860.43 in reimbursements from the DEA. This amount will be posted to 3- 010-033010-0025 Total amount$9,769.23 We are requesting the total amount to be appropriated in our overtime line item 4-010-031020- 1005-000-000. Thank you LWM c.s. 2/17/21 $999.90 5/11/21 $1045.35 5/4/21 $545.40 4/30/21 $318.15 11 274 SLZ r Z O � O O a O O O O Z .2 O 3 O .2 •C C C U Ln C C C •C .0 .0 ~ C C N lV N y ,O O O O y OO O O L t t c c a m m 3 M ro m Y Y Y � 0 0 0 0 C) Lr) C,4 o o v v v U Q Q Q Q Ln of Q Q cn Ln to 'fl fA ami O CL a N N N N N N N N CI O O O O O O O O V N N N N N N N N N d -4 L! Ll 0\1 N N n N A a O\1 O O\1 N M M C_ 9 d o O O N O N O N O N N N N N N N N O N O N O N O O O N N O O O O O N Co N \ N \ N N N O O N N N N I- NO CA N M N 0\i M M 1- \ N O \ \ \ \ O N N \ \ \ \ \ \ \ \ \ d n OO 01 01 .i ,-� .-� .-� N M d' It It d' Ln In N O O N + .L o N N O ON N NO l0 O O N N 'A .4 O N ON N N '1 N O N N N O N N N r N O N .L.r O rl N \ C N O ti O M N N 0 N ++ N N 14 .M-� N L M ~ - NOD W Di N O Q N N LLJ Q u N LO 3 Q (n Z ❑ N LL u LL LO 75 �L a a I� N fOY7 N Ln N N N ti .-� ,�-� n 't L '~ -i .-L > > m v u o u a Lo v a a a a U) o z ❑ o U- Ln a a CD m d 00 v OLO a n T Ln v 1 E 0 Ln 01 4 Ln It Q N O In O 01 41 ti ti 001 pNi ti ti 0�i Ln M N 0: tR 10. +P, i/} in- iFf fA H� H} if? a " LU 0 Q Q Ln O O OLn O Ln O O N Q1 O Ln to O O M Iq 'D N Ln Ln N 14a .O O Ln O d' Ln Q1 n M 10 %0 O O C st v; cn O Ln � v O O N N M M •d -4 -4 01 Qi OO *-i '-i at ,--i .•-i N Sifs io. 103- if} iA• iPr if)- fPr iPr i4 ip, if} if)- ifT V} (R Lnto Ln in Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln L!1 Ln Ln In Ln N N Ln N N N N N N N N N N N N N N N N N N L O N N O O O O O O Cl O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O Cl O O O O O O O O O O O Cl O O O O O O .-1 14 .-I 1-1 r1 14 rl rl N .-i H r-I N r-I 1 O O O O O O O O O O O O O O O O O O O O O M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M C o o 0� 0 0 0 0 0 0 0 0 0 0 0 0 o O o 0 0 0� 0 0 0 0 0 0 0 0 0 0c':, 0 0 0 0 0 o a o 0 0 O o o O O O O O O O, o o O O O O O O o O O C ii M M M M M M M M M M M M M M M M M M M M M H 9LZ d E E 0 U 'O d « rA O Q a E Z d ci « 10 O C_ GI 'O C IO s d « m O N w 'O « N N N N N N O G O0. N N N N N N: O O d � N N N N N N N -0 � V R N N N N N N Y Y 3 O 10 10 T I'2 cm cm CA CD C C a, C C_ C C C_ CL =O O� =O O H C C C C C CCL G IEo �o a a a a a a m CL Io d � a«+ 2 •Y E O O O O O O 0 N N N N N N n n n n n n E VCN rq N N C N N N NN N N N 4; to IL « C 0 « E _ Q G Ln O O O O Ln O N O O M Qt 't O Ln W M N O O O In lO Ill to N N d O d' O V cr O N m -t +-1 V1 N Ill In M M O m Q O Ln oIll m N N M l0 10 t0 E C v O A O N, m It - O N N a M M m N of 0 ear ior .or � � � .sr in- vi- � vi- vi- io} -W 1.1), d. .o L CL .01r o 0 0 0 0 OI 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O O O O O O O O O yo 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 L e o 0 0 o O o 0 0 0 0 o O Oo 0 0 CL J O O O O O O O O O O O O O O O O 0 0 0 0 o O 1 o 0 0 0 0 0 0 0 0 0 fl. Ln Ln Ln in Ln LnLnto Ln Ln LM Ln Ln Ln Ln Ln w' 0 0 0 Cl 0 C. ;°, 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O 0 O 0 O 0 0 0 0 0 0 DV;RICK COUNTY SHERIFFS OF s L� Sheriff Lenny Millhollandy� ,a�e Major Steve A. Hawkins °RGiN►P 1080 COVERSTONE DRIVE WINCHESTER, VIRGINIA 22602 540-662-6168 FAX 540-504-6400 TO : Cheryl Shiffler, Director of Finance FROM : Sheriff Lenny Millholland SUBJECT :Appropriation of Funds—Recovered costs DATE : May 11, 2021 The Sheriff requests a General Fund supplemental appropriation in the amount of$44,640. This amount has been posted to 3010-019010-0018. This amount represents traffic control and overtime from February 2021-April 2021. Invoices has been sent out to Navy Federal and Fellowship Bible Church. We have pending $10,200.00 in recovered costs that we are expecting to receive by June. Total amount$54,840.00 We are requesting this amount to be appropriated in our overtime line item 4-010-031020-1005- 000-000. Thank you. LWM/adc 14 277 ei ei ei ei ei ti e-I e--I 0 0 0 0 0 0 0 0 N N N N N N N N n O r\-1 .tet lqr O 0) n 1 Y m �V � N M e}M � er O O O O O O O O O - 0 0 0 0 0 0 0 0 0 - u'I o 0 6 0 0 6 0 0 - LO N 00 00 N O 00 O O et Lo W O to n w to CD r-i LD e4 r-� r'1 L6 14 a1 i!? V� 1^ 4-4 V). V) V1, ih 0000080000 0 0 0 0 0 CU 0 0 0 0 N w 00 N O 00 O to N 00 - LO w LO O cD n Lo Lo w Ln LD L ri t\ e-I Ln r-I rn 00 e-1 rl tn. :•� V� tri V� ,�, Vr ,r: v> :�~ m f6 U- i L .0 f6 CL O a OQ- O i i > i .Q i O Co :3 m O U -0 U y a U ay, m Q U a 0 a ,(? w +-r a ¢ a r 1 .0 1 _ � -0 > 1 1 �_ O f`6 m R m U m w 7; L6 E m a a a Q- w � c a s C. o "- 3 LL 3 fO 3 Y LL - 3 > o > o o > > o Q Z LL Z LL LL Q Z Z LaL ri c9 vi ei t-1 ei ri e-1 N N N N N e-i N N ci N O O O O O N O O N O N N N N N O N N O N \ \ \ \ \ N \ \ N N LD Ln Ln to \ N CO \ N a-i eN ri e-1 e-1 DO ei eq Cr' ei N N M M -:T V\ d Il Ln 278 4ti�x COGS OFFICE OF VOTER REGISTRATION Richard M.Venskoske Director of Elections + 107 N. Kent Street,Suite 102,Winchester,VA 22601-5039 E-mail: rich.venskoske@fcva.us Telephone: 540-665-5660 To: Frederick County Finance Committee From: Rich Venskoske Subject: Carry Forward Funding Request Date: Thursday, May 13, 2021 The Director of Elections requests to be placed on the Fredrick County Finance Committee Agenda for the Wednesday, May 19, 2021 meeting. The purpose of this request is to request to have funds from 13020-1001-003 carried forward to the next fiscal year. $3,600 is needed to allow for the training of a new Assistant Registrar. I will have an overlap of one month before my current Assistant resigns August 1, 2021. bal 5/12/21 $4,835 16 279 Northwestern Regional Adult Detention Center Clay A, Corkin - tiriperintendentSRN ('1G 141 Fort Collier Road. '4'4'inchester,VA '.2603 (540)667-6374 (540) 665-1615 FAX MEMORANDUM I'o: Ms. Cheryl Shiffler, Director of Finance From: Clay Corbin, Superintendent Date: May 11, 2021 Subject: Request to carry forward funds Request that $66,150 in expenditure code #4-011-033010-3004-000-001, be carried forward into FY22 for payment to Trane for controls migration. Trane has advised Northwestern Regional Adult Detention Center that the work required for the HVAC control system will not be completed prior to July 1, 2021. This project was approved and budgeted for FY21, therefore it is requested to be carried forward to FY22. Thank you for your attention to this matter. bal 5/12/21 $261,452 ,.Serving the Crimil7tistice System Since 1991" 280 �1GK -, cpm w COUNTY OF FREDERICK Information Technologies <•�°,^� (540)665-5614 MEMORANDUM To: Finance Committee From: Scott Varner, IT Director Subject: Request to Carry Forward Funds Date: May 10, 2021 The Information Technology Department and the North Regional Adult Detention Center is requesting to carry forward funds in the amount of$148,516.83 for the NRADC network upgrade project. The bulk of the necessary equipment is not expected to arrive until the first week of August in the new fiscal year (2022) due to issues with the global supply chain for electronic equipment. The amount was approved and budgeted for in the current fiscal precipitating the need to request a carry forward into Fiscal Year 2022. Sincere] , Scott Varner County of Frederick Director of IT bal5/12/21 $261,452 107 North Kent Street,Winchester,Virginia 22601-5039 svamer rufcva.us 18 281 41C r Cp� COUNTY OF FREDERICK Information Technologies a�8f (540)665-5614 MEMORANDUM To: Finance Committee From: Scott Varner, IT Director Subject: Request to Transfer Funds from Personnel Line Item to Operating Line Item Date: May 12, 2021 The Information Technology Department is requesting to transfer $10,721.23 from the personnel budget line item 012200-1001-000-055 (Deputy GIS Manger)to the regular operating budget line item 012200-5401-000-004 (OFFICE SUPPLIES-REFRESH PROGRAM) to cover Personal Property taxes on the Sheriff's Rugged Laptop lease. The lease is a five-year lease and the laptops are subject to Personal Property Taxes. The Fiscal Year 2022 budget has been adjusted to address the taxes moving forward. Sincerely, ycoee tlalclmlc Scott Varner County of Frederick Director of IT 107 North Kent Street,Winchester,Virginia 22601-5039 svarner(&fcva.us 19 282 41G� j CO Ww f COUNTY of FREDERICK Parks and Recreation Department 373 540/665-5678 Fax: 540/665-9687 E-mail: fcprd@fcva.us www.fcprd.net MEMO To: Finance Committee From: Jason Robertson, Director Subj: Proffer Request; Abrams Creek Trailhead Entrance and Parking Design Date: May 13, 2021 The Frederick County Parks and Recreation Commission is requesting$20,000 in Parks and Recreation proffer funds for design work associated with the Abrams Creek Trail trailhead entrance and parking lot. The Abrams Creek Trail project is identified as the top priority on the 2021 Capital Improvements Plan. There are several proffer contributing developments in the service area. The Abrams Creek Trail will address the strong desire for multi-use trail in Frederick County and provide a trail `backbone' with the potential to connect multiple development communities in eastern Frederick County. The Frederick County Proffer Policy is attached(Attachment 1). Phase I development of the trail portion of the Abrams Creek Trail, a one-mile section between Senseny Road and Woodstock Lane, is being funded with $1.1 Million in federal transportation grant funds. Providing a parking lot on County owned property along Abrams Creek will provide trailhead access needed to allow Frederick County residents use of the trail. This current request will fund design work outside the scope of the grant funds. Included, (Attachment 2) is a visual representation of the proposed Phase I trail alignment. Trailhead parking is planned for the lower(southern) terminus of the trail as shown. The approximately 1-acre lot and 7 adjacent downstream lots are County owned and were accepted by the Board of Supervisors as a donation in 2019. The Parks and Recreation Proffer balance is $382,706 as of April 30, 2021. Please feel free to contact me in advance with any questions you may have regarding this request at(540) 722-8294. 107 North Kent Street • 2,onchester, Virginia 22601 283 Frederick County Cash Proffer Policy As approved by the Board of Supervisors on January 28, 2009. Proffered funds received by Frederick County will be held for the use specified by the proffer language. In the case of funds proffered to offset impacts to fire and rescue services,in the absence of other proffered specifications, the funds will be earmarked for the first due company in the area of the subject rezoning at the time the proffered funds are received. All proffered funds will be collected, held, and will accumulate until such time as a capital project funding request is received from a qualifying County department, agency, or volunteer fire and rescue company. Qualifying agency or departmental requests to access proffered funds shall be submitted to the County=s Finance Department for processing. In order to qualify as a capital project, the following criteria must be met: ]) the item or project must have a minimum value offzve thousand dollars ($5,000), and; 2) the item/project must have an anticipated useful life of at least five (5)years. The Finance Department will forward requests to the Finance Committee for a recommendation to the Board of Supervisors on the appropriateness of the use of proffered funds for the requested purpose. To assist the Finance Committee and Board in their deliberations requests to utilize proffered funds should include the following: 1)the amount of funds requested, 2)the total project cost, 3)a detailed description of the desired capital project or purchase including a discussion of how recent or anticipated development contributes to the need for the expenditure, and, 4)indicate whether or not the item or project is listed on the County=s Capital Improvements Plan (CIP). In order to comply with State Code '15.2-2-2298 (A) the Planning staff, working in conjunction with the County Attorney,will attempt to ensure that cash proffers associated with future rezonings are appropriately addressed through inclusion of relevant capital projects in the County=s CIP prior to acceptance of the proffered funds. For the purpose of determining whether a project or item is appropriate for individual listing on the CIP only, a threshold value of$100,000 and useful life of at least five year shall be utilized. (This would not preclude the purchase of capital items valued at less than $100,000 utilizing proffered funds, where other relevant criteria are met and procedures followed.) U:\DOCS\ADMIlV\ADOPTED PROFFER POLICY 128 09.DOCX 21 284 Abrams Creek Trail — Phase I 13 jt 0 Y1 I k J 1 I S3 { r 8 y5 f 4 Trailhead Parking r�# 22 285 4 COUNTY of FREDERICK a' Department of Public Works 540/665-5643 FAX: 540/678-0682 MEMORANDUM TO: Cheryl Shiffler, Director of Finance FROM: Joe C. Wilder, Director of Public Works= SUBJECT: Carry Forward Request DATE: May 12, 2021 At the January 13, 2021 Board of Supervisors meeting, a motion was approved to utilize the $60,000 in leftover funds in the Refuse Collection budget line item 10-4203-8900-00 to construct a 30'x60' storage building at the Stephenson Citizen Convenience Site. (Attachment 1) Since that point, we have performed design work and are currently getting pricing for the building. We have also determined during the design process that some additional modifications are needed to construct the building. We have received estimates on construction and site work that exceeds $60,000.00. We have leftover funds from other line times that would cover the higher cost which we recently transferred into this line item totaling $108,188.00. As you know we are at the end of the fiscal year and we will not be able to complete the building by June 30, 2021. Therefore, we are requesting that all remaining funds in this line item totaling approximately $108,188.00 be carried forward into Fiscal Year 2022 and that it can become effective July 1, 2021. These funds are not encumbered and there is no funding available in the FY2022 budget to build this building. No new local funds are needed for this request. Thank you in advance for considering this request and I will be available during the meeting to answer any questions. JCW/kco Attachments: as stated cc: file 107 North Kent Street, Second Floor, SuP200 9 Winchester, Virginia 22601-5000 286 Attachment 1 4 COUNTY of FREDERICK w Department of Public Works 540/665-5643 FAX: 540/678-0682 MEMORANDUM TO: Board of Supervisors FROM: Joe C. Wilder, Director of Public Works SUBJECT: Request for Use of Funds—New Storage Building DATE: May 12, 2021 At the October 27, 2020 Public Works Committee meeting, a motion was unanimously approved by the committee to spend up to $60,000 of unspent funds from the construction of the Albin Citizens Convenience Center. There has been an on-going need to build a 30'x60' storage building at the Stephenson Convenience Center to store equipment for the Refuse Collection department. As we informed the Public Works Committee, we are using multiple small buildings to house equipment(i.e. mowers, snow blowers, plows, hand tools, etc.) The request for the building has been made in recent budgets but has been cut due to budget saving measures. The leftover funds are in the Refuse Collection Budget line item 10-4203-8900-00 improvements other than building. Currently, the unspent funds will be returned to the general fund. We are requesting that we be allowed to use the unspent funds for the construction of the storage building. We attempted to take this item to the Finance Committee but the November and December meetings have been cancelled. JCW/kco cc: file bal 5/13/21 $108,188 107 North Kent Street, Second Floor, S ?e4200 • Winchester, Virginia 22601-5000 287 COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUE DEPARTMENT 73 1080 Coverstone Drive Winchester, VA 22602 Christine Bauserman EMS Billing Manager The EMS Expense Recovery Fund (Fund 30) budgeted estimated revenue in the amount of$1,867,547 for FY21. Through April 30, 2021, revenue has been collected in the amount of 1,743,040. It is estimated that total of$399,178 will be collected for transports for May and June. This puts the total estimated revenue for FY21 at $2,142,218. Since revenues less expenses are split 50-50 between the County and the Volunteer Companies, a supplemental appropriation in the amount of$275,000 is requested. No local funds are required. FY21 —Fund 30 Budgeted revenue 1,867,217 Revenue received through 4/30/21 (1,743,040) Estimated revenue for May & June (399,177) Estimated budgeted revenue& exp S/A (275,000) Thank you. Office (540) 665-5618 cbauserm@fcva.us Fax (540) 678-4739 25 288 BUDGET TRANSFERS APRIL 2021 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 4/1/2021 FIRE AND RESCUE FULLTIME EMERGENCY COORDINATOR 3505 1001 000 164 13,780.00 FIRE AND RESCUE 3505 1003 000 003 (13,780.00) 4/1/2021 FIRE AND RESCUE TRANSFER FUNDS FOR TRUCKS THAT ARE ON REPLACEMENT 3505 8005 000 000 93,300.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (93,300.00) 4/8/2021 COMMISSIONER OF THE REVENUE BIZHUB COPIER 1209 5401 000 000 (8,444.30) 1209 8007 000 000 8,444.30 4/13/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE FUEL FOR GENERATORS AT PUBLIC SAFETY BUILDING 4304 5302 000 005 (530.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5408 000 0001 530.00 4/13/2021 PARKS AND RECREATION ADMINISTRATION NRPA DUES 7101 5413 000 000 (450.00) PARKS AND RECREATION ADMINISTRATION 7101 5801 000 000 450.00 4/13/2021 COMMONWEALTH'S ATTORNEY REPAIR AND MAINTENANCE EQUIPMENT 2201 3006 000 000 (237.49) COMMONWEALTH'S ATTORNEY 2201 3004 000 001 237.49 4/15/2021 DSS ADMINISTRATION ADJUST COUNTY AND STATE BUDGET APPROPRIATION 5317 5811 000 000 (113,000.00) DSS ADMINISTRATION 5317 5812 000 000 113,000.00 DSS ADMINISTRATION 5317 5813 000 000 2,000.00 DSS ADMINISTRATION 5317 5820 000 0001 1,000.00 DSS ADMINISTRATION 5317 5861 000 000 15,000.00 DSS ADMINISTRATION 5317 5862 000 000 17,000.00 DSS ADMINISTRATION 5317 5866 000 000 4,000.00 DSS ADMINISTRATION 5317 5872 000 000 (39,000.00) DSS ADMINISTRATION 5317 2008 000 000 1,000.00 DSS ADMINISTRATION 5316 2005 000 000 (1,000.00) DSS ADMINISTRATION 5316 8005 000 000 31,000.00 DSS ADMINISTRATION 5316 9001 000 0001 2,000.00 DSS ADMINISTRATION 5316 9002 000 000 (33,000.00) 4/19/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE FIRE AND RESCUE TRAINING AT SMITHFIELD 4304 5400 000 086 5,000.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (5,000.00) 4/20/2021 REASSESSMENT/BOARD OF ASSESSORS ADDITIONAL REQUIRED ADVERTISING 1210 3007 000 000 (900.00) COMMISSIONER OF THE REVENUE 1209 3007 000 000 900.00 4/20/2021 REFUSE COLLECTION FUND OTHER OPERATING SUPPLIES 4203 3004 000 001 (600.00) REFUSE COLLECTION 4203 5413 000 000 600.00 4/20/2021 BOARD OF SUPERVISORS COVER DEFICIT IN PROFESSIONAL SERVICES 1101 5401 000 000 (2,800.00) OTHER 1224 0 000 000 2,800.00 BOARD OF SUPERVISORS 1101 0 000 000 (830.00) OTHER 1224 0 000 000 830.00 BOARD OF SUPERVISORS 1101 (1,500.00) OTHER 12241 0 000 000 1,500.00 BOARD OF SUPERVISORS 1101 0 000 000 (1,500.00) OTHER 1224 1,500.00 COUNTY ADMINISTRATOR 1201 0 000 000 (2,000.00) OTHER 1224 0 000 000 2,000.00 4/21/2021 REASSESSMENT/BOARD OF SUPERVISORS ADDITIONAL NEEDED OFFICE SUPPLIES AND FURNITURE 1210 5401 000 000 (4,000.00) COMMISIONER OF THE REVENUE 1209 5401 000 000 4,000.00 4/21/2021 SHERIFF AMMUNITION 3102 5409 000 002 (5,000.00) SHERIFF 3102 5409 000 000 5,000.00 SHERIFF 3102 5506 000 000 (15,000.00) SHERIFF 3102 5409 000 000 15,000.00 SHERIFF 3102 5401 000 000 (17,219.76) SHERIFF 3102 5409 000 000 17,219.76 4/21/2021 MAINTENANCE ADMINISTRATION FUNDS TO COVER OFFICE SUPPLIES COUNTY ADMINISTRATION BUILDING 43015401 000 005 (50.00) MAINTENANCE ADMINISTRATION 4301 5401 000 000 50.00 4/26/2021 AGRICULTURE ADDITIONAL FUNDS TO COVER TRAVEL 8301 5401 000 000 (89.60) AGRICULTURE 8301 5806 000 000 89.60 4/26/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE JANOTORIAL SUPPLIES FOR PUBLIC SERVICE BUILDING 4304 3004 000 006 (2,500.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5405 000 005 2,500.00 4/26/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE PURCHASE FLOOR BURNISHER FOR PUBLIC SERVICE BUILDING 4304 5413 000 006 (1,000.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 005 1,000.00 COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5302 000 005 (558.75) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 005 558.75 COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5302 000 005 (1,555.86) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 005 1,555.86 4/26/2021 ANIMAL SHELTER SUPPLEMENT LINE ITEM FOR THE REMAINDER OF FY21 43053004 000 002 (1,000.00) ANIMAL SHELTER 4305 3004 000 003 1,000.00 ANIMAL SHELTER 4305 54051 0001 000 (3,000.00) ANIMAL SHELTER 4305 3004 000 000 3,000.00 4/28/2021 SHERIFF B.A.4/28/21 REPLACEMENT OF SHERIFF'S VEHICLES 3102 8005 000 000 576,000.00 TRANSFERS/CONTINGENCY 9301 5890 000 000 (576,000.00) 4/29/2021 FIRE AND RESCUE APRIL PROMOTIONS 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 035 625.00 SHEIRFF 3102 1002 000 022 (737.00) SHERIFF 3102 1001 000 0291 737.00 COUNTY ADMINISTRATOR 1 1201 5506 000 000 (1,013.00) COUNTY ADMINISTRATOR 1201 1001 000 031 1,013.00 FIRE AND RESCUE 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 037 625.00 26 289 BUDGET TRANSFERS APRIL 2021 Page 2 DATE DEPARTMENT/GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT FIRE AND RESCUE APRIL PROMOTIONS 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 106 625.00 FIRE AND RESCUE 3505 1007 000 001 (625.00) FIRE AND RESCUE 3505 1001 000 127 625.00 TREASURER 1213 1001 000 058 (10,486.00) TREASURER 1213 1001 000 062 10,486.00 REFUSE COLLECTION 4203 30041 000 001 (6,600.00) REFUSE COLLECTION 4203 1001 000 0021 6,600.00 5/4/2021 REFUSE COLLECTION CELL PHONES/2 FOR STAFF 4203 5506 000 000 (550.00) REFUSE COLLECTION 4203 5413 000 000 550.00 5/4/2021 REASSESSMENT/BOARD OF ASSESSORS DMV REGISTRATION FEE 1210 3004 000 002 (5.00) COMMISSIONER OF THE REVENUE 12095415 000 000 5.00 5/4/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE HOT WATER HEATER ROUND HILL FIRE&RESCUE 4304 3004 000 008 (5,000.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 3004 000 009 5,000.00 5/4/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE (2)VERSAMATIC VACCUMS FOR COUNTY ADMINISTRATION BUILDING 4304 5401 000 000 (974.96) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 000 974.96 COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5413 000 000 (125.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5407 000 000 125.00 5/4/2021 INFORMATION TECHNOLOGY TO COVER INVOICES FOR IT PROJECTS 1220 3005 000 000 (53,266.00) INFORMATION TECHNOLOGY 1220 5413 000 003 53,266.00 5/4/2021 INFORMATION TECHNOLOGY TO PAY INVOICES FOR TRAINING 1220 3005 000 000 (1,420.00) INFORMATION TECHNOLOGY 1220 5506 000 000 1,420.00 5/4/2021 PUBLIC SFETY COMMUNICATIONS COVER INVOICES FY21 3506 5407 000 000 (110.00) PUBLIC SFETY COMMUNICATIONS 35063002 000 000 110.00 PUBLIC SFETY COMMUNICATIONS 3506 5407 000 000 (2,800.00) PUBLIC SFETY COMMUNICATIONS 3506 3005 000 000 2,800.00 5/6/2021 ELECTORAL BOARD AND OFFICIALS FUNDS TO COVER DEFICITS 1301 5204 000 000 (1,000.00) REGISTRAR 1302 5204 000 000 1,000.00 5/6/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE INSUFFICIENT FUNDS JANITORIAL SUPPLIES MILLWOOD FIRE AND RESCUE 4304 5403 000 021 (375.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 4304 5405 000 0211 375.00 5/6/2021 COUNTY OFFICE BUILDINGS/COURTHOUSE INSUFFICIENT FUNDS PHONE BILL MILLWOOD FIRE AND RESCUE 4304 5102 000 021 (656.00) COUNTY OFFICE BUILDINGS/COURTHOUSE 434 5204 000 021 656.00 5/6/2021 CLEARBROOK PARK TO COVER A[RIL PURCHASES 7109 5101 000 000 (150.00) CLEARBROOK PARK 7109 5408 000 000 150.00 SHERANDO PARK 7110 5301 000 000 (2,600.00) SHERANDO PARK 7110 5408 000 000 2,600.00 5/6/2021 SHERIFF TO COVER DEFICIT AND YEAR END 3102 1001 000 016 (21,155.75) SHERIFF 3102 1003 000 000 21,155.75 SHERIFF 3102 10011 000 017 (42,544.25) SHERIFF 3102 1003 000 000 42,544.25 5/6/2021 BOARD OF SUPERVISORS ITO COVER DEFICIT IN ADVERTISING 1101 5401 000 000 (1,000.00) BOARD OF SUPERVISORS 1 1101 3007 000 000 1,000.00 5/6/2021 SHERIFF IVEST CARRIERS 3102 5409 000 002 (25,710.00) SHERIFF 1 3102 5410 000 000 25,710.00 27 290 County of Frederick General Fund April 30,2021 ASSETS FY21 FY20 Increase 4/30/21 4/30/20 (Decrease) Cash and Cash Equivalents 26,886,025.88 25,131,938.61 1,754,087.27 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: Receivable Arrears Pay Deferred 427,825.99 486,130.44 (58,304.45) Taxes,Commonwealth,Reimb.P/P 145,783,557.41 131,083,518.40 14,700,039.01 Streetlights 24,417.37 23,737.23 680.14 Miscellaneous Charges 39,840.83 22,997.19 16,843.64 Due from Fred.Co.San.Auth. 0.00 657,083.23 (657,083.23) Prepaid Postage 3,678.24 1,111.33 2,566.91 GL controls(est.rev/est.exp) (20,050,113.62) (14,311,880.35) (5,738,233.27) (1)Attached TOTAL ASSETS 153,116,787.10 143,096,191.08 10,020,596.02 LIABILITIES Accrued Wages Payable 1,532,417.87 1,439,785.27 92,632.60 Retainage Payable 0.00 91,663.30 (91,663.30) Performance Bonds Payable 839,374.01 796,844.87 42,529.14 Taxes Collected in Advance 54,638.57 39,805.36 14,833.21 Deferred Revenue 145,847,485.84 131,130,551.82 14,716,934.02 "113 TOTAL LIABILITIES 148,273,916.29 133,498,650.62 14,775,265.67 EQUITY Fund Balance Reserved: Encumbrance General Fund 1,069,155.04 789,521.53 279,633.51 (2)Attached Conservation Easement 4,779.85 4,779.85 0.00 Peg Grant 457,784.03 371,751.60 86,032.43 Prepaid Items 949.63 949.63 0.00 Advances 657,083.23 657,083.23 0.00 Courthouse Fees 487,960.80 453,620.55 34,340.25 Animal Shelter 1,209,505.42 1,181,179.07 28,326.35 Sheriffs Reserve 1,000.00 1,000.00 0.00 Proffers 3,449,458.72 6,323,097.26 (2,873,638.54) (3)Attached Parks Reserve 86,948.99 17,174.06 69,774.93 E-Summons Funds 164,573.40 69,760.08 94,813.32 VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance (3,182,598.30) (708,646.40) (2,473,951.90) (4)Attached TOTAL EQUITY 4,842,870.81 9,597,540.46 (4,754,669.65) TOTAL LIAB.&EQUITY 153,116,787.10 143,096,191.08 10,020,596.02 NOTES: *A Cash increase includes an increase in revenue and transfers and a decrease in expenditures and fund balance (refer to the comparative statement of revenues,expenditures,transfers,and change in fund balance). "B Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags,and motor vehicle registration fees. 28 291 BALANCE SHEET (1)GL Controls FY21 FY20 Inc/(Decrease) Estimated Revenue 198,933,150 190,840,514 8,092,636 Appropriations (102,914,658) (93,673,894) (9,240,764) 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 1,069,155 789,522 279,634 Total (20,050,114) (14,311,880) (5,738,233) (2)General Fund Purchase Orders 4/30/21 Amount Cares Act Funds Indicated by Asterisk* Commissioner of the Revenue 8,444.30 Konica Minolita Bizhub Copier Fire and Rescue 3,216.24 Quarterly Air Testing and Annual Compressor Maintenance 43,994.00 Kappler Gowns 64,053.90 (2)F250 3/4 Ton Pick Up Crew Cab 1,525.94 Training Room Smart System Installation* 77,136.00 Life Pak Annual Preventative Maintenance 60,048.00 Body Armor for Rescue Task Force 53,440.00 Uniforms 11,065.50 Firefighting Equipment 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. 54,825.00 PC Refresh 11,806.00 (2)Think System Backup Servers Parks and Recreation 2,658.93 Ballfield Diamond Mix 10,071.00 Power Pole Relocation for Volleyball Court 9,047.25 Program Shirts 15,930.00 Rose Hill Park Tar/Chip Trail 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 17,803.68 Body Armor Volunteer Fire Departments 15,228.00 Gooseneck Car Trailer 17,460.00 Loadmaster Trailer 7,596.33 Dry Suits 5,738.00 30HP Tohatsu Outboard Motor Total 1,069,155.04 Designated (3)Proffer Information Other SCHOOLS PARKS FIRE&RESCUE Projects TOTAL Balance 4/30/21 1,039,211.95 206,023.70 168,774.81 2,035,448.26 3,449,458.72 Designated Other Projects Detail Administration 412,304.94 Bridges 16,214.32 Historic Preservation 129,000.00 Library 278,357.00 Rt.50 Trans.lmp. 10,000.00 Rt.50 Rezoning 25,000.00 Rt.656&657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 122,557.00 Solid Waste 12,000.00 Stop Lights 52,445.00 Treasurer 700.00 Freedom Manor Transportation 4,250.00 BPG Properties/Rt.11 Corridor 330,000.00 Blackburn Rezoning 452,745.00 Clearbrook Bus.Ctr.Rezoning 2,500.00 Total 2,035,448.26 Other Proffers 4/30/21 (4)Fund Balance Adjusted Beginning Balance 4/21 40,554,653.95 Revenue 4/21 123,630,871.72 Expenditures 4/21 (69,862,920.77) Transfers 4/21 (97,505,203.20) Ending Balance 4/30/21 (3,182,598.30) 29 292 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance April 30, 2021 FY21 FY20 YTD REVENUES: 4/30/21 4/30/20 Actual Appropriated Actual Actual Variance General Property Taxes 135,657,816.00 66,051,667.79 65,286,285.22 765,382.57 (1) Otherlocaltaxes 39,705,976.00 30,652,047.38 29,360,898.34 1,291,149.04 (2) Permits&Privilege fees 2,266,235.00 1,979,893.07 1,944,826.04 35,067.03 (3) Revenue from use of money and property 1,398,323.97 3,049,393.82 855,042.68 2,194,351.14 (4) Charges for Services 3,498,694.00 1,897,633.22 2,207,028.71 (309,395.49) *1 Miscellaneous 783,429.85 475,844.05 257,730.30 218,113.75 Recovered Costs 2,872,152.31 2,646,769.47 1,735,596.48 911,172.99 (5) Proffers 1,547,473.87 1,451,384.43 96,089.44 (5) Intergovernmental: Commonwealth 12,511,475.44 15,145,865.21 15,525,281.52 (379,416.31) (6) Federal 164,746.73 27,728.84 90,048.19 (62,319.35) (7) Insurance Recoveries 0.00 9,684.00 7,703.11 1,980.89 Transferred from County Capital 72,570.00 72,570.00 3,783,654.99 (3,711,084.99) *2 Transferred from Cares Act 74,301.00 74,301.00 0.00 74,301.00 TOTAL REVENUES 199,005,720.30 123,630,871.72 122,505,480.01 1,125,391.71 EXPENDITURES: General Administration 15,575,221.00 11,914,289.81 13,834,235.47 (1,919,945.66) Judicial Administration 3,161,066.74 2,298,320.37 2,339,670.24 (41,349.87) Public Safety 46,738,580.39 36,155,998.19 35,638,918.37 517,079.82 Public Works 6,743,587.39 4,838,998.21 4,516,921.37 322,076.84 Health and Welfare 11,271,157.61 7,720,000.16 7,462,055.90 257,944.26 Education 81,308.00 60,981.00 60,981.00 0.00 Parks, Recreation, Culture 7,950,008.70 5,012,066.60 5,898,994.82 (886,928.22) Community Development 2,234,144.01 1,862,266.43 1,231,546.06 630,720.37 TOTAL EXPENDITURES 93,755,073.84 69,862,920.77 70,983,323.23 (1,120,402.46) (8) OTHER FINANCING SOURCES( USES): Operating transfers from/to 126,369,915.12 97,505,203.20 91,476,980.01 6,028,223.19 (9) Excess(deficiency)of revenues&other sources over expenditures &other uses (21,119,268.66) (43,737,252.25) (39,954,823.23) 3,782,429.02 Fund Balance per General Ledger 40,554,653.95 39,246,176.83 1,308,477.12 Fund Balance Adjusted to reflect (3,182,598.30) (708,646.40) (2,473,951.90) Income Statement 4/30/21 *1 Decrease in Parks and Recreation Fees. *2 Transferred from the Board of Supervisors Funds' 30 293 (1)General Property Taxes FY21 FY20 Increase/Decrease Real Estate Taxes 33,387,339 33,763,652 (376,313) Public Services 1,298,170 1,422,152 (123,982) Personal Property 29,533,949 28,533,023 1,000,926 Penalties and Interest 1,358,134 1,153,929 204,205 Credit Card Chgs./Delinq.Advertising 7,786 7,777 9 Adm.Fees For Liens&Distress 466,290 405,754 60,536 66,051,668 65,286,287 765,381 (2)Other Local Taxes Local Sales Tax 11,828,252.56 10,571,831.95 1,256,420.61 Communications Sales Tax 673,953.97 749,956.64 (76,002.67) Utility Taxes 2,706,620.73 2,767,045.74 (60,425.01) �1 Business Licenses 7,903,144.22 7,947,284.62 (44,140.40) Auto Rental Tax 136,793.66 128,556.73 8,236.93 Motor Vehicle Licenses Fees 700,266.50 861,792.37 (161,525.87) Bank Stock Taxes - 63,583.00 (63,583.00) Recordation Taxes 2,261,034.14 1,686,952.74 574,081.40 Meals Tax 31870,751.05 3,919,557.91 (48,806.86) Lodging Tax 555,576.63 648,274.22 (92,697.59) Street Lights 11,573.92 11,802.42 (228.50) Star Fort Fees 4,080.00 4,260.00 (180.00) Total 30,652,047.38 29,360,898.34 1,291,149.04 (3)Perm its&Privileges Dog Licenses 38,456.00 42,029.00 (3,573.00) Land Use Application Fees 4,225.00 3,350.00 875.00 Transfer Fees 3,443.17 2,911.50 531.67 Development Review Fees 368,322.50 321,716.80 46,605.70 Building Permits 1,128,478.57 1,177,049.04 (48,570.47) 2%State Fees 4,082.83 3,432.70 650.13 Electrical Permits 82,895.00 121,599.00 (38,704.00) Plumbing Permits 23,143.00 27,822.00 (4,679.00) Mechanical Permits 88,953.00 95,832.00 (6,879.00) Sign Permits 3,775.00 5,725.00 (1,950.00) Commerical Burning - 150.00 (150.00) Explosive Storage Permits - 2,000.00 (2,000.00) Blasting Permits 430.00 270.00 160.00 Institutional Inspections Permit 5,750.00 - 5,750.00 Land Disturbance Permits 226,039.00 138,839.00 87,200.00 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 1,979,893.07 1,944,826.04 35,067.03 (4)Revenue from use of Money 103,955.84 751,283.98 (647,328.14) �2 Property 2,945,437.98 103,758.70 2,841,679.28 *3 Total 3,049,393.82 855,042.68 2,194,351.14 *1 Timing of the receipt of revenue in the current year. *2 Difference is due to lower interest rates. *3 Sale of Frederick County Middle School for$2.8 million. 31 294 (5)Recovered Costs FY21 FY20 Increase/Decrease 4/30/2021 4/30/2020 Recovered Costs Treasurer's Office 67,730.02 30,561.00 37,169.02 Recovered Costs Social Services 71,632.18 47,558.35 24,073.83 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 344,553.12 441,260.53 (96,707.41) Recovered Cost Fire Companies 205,353.24 206,697.64 (1,344.40) Recovered Costs Sheriff 151,105.00 87,737.50 63,367.50 Recovered Cost Cares Act 919,729.31 - 919,729.31 Reimbursement Circuit Court 6,999.95 7,112.78 (112.83) Reimb.Public Works/Planning Clean Up 1,400.00 725.00 675.00 Clarke County Container Fees 58,884.63 49,860.24 9,024.39 City of Winchester Container Fees 49,323.01 35,649.37 13,673.64 Refuse Disposal Fees 108,510.34 94,261.15 14,249.19 Recycling Revenue 17,165.50 19,499.69 (2,334.19) Sheriff Restitution 391.09 507.32 (116.23) Container Fees Bowman Library 1,344.34 1,750.51 (406.17) Restitution Other 1,000.00 3,359.00 (2,359.00) Litter-Thon/Keep VA Beautiful Grant - 750.00 (750.00) Reimb.of Expenses Gen.District Court 14,208.75 21,367.79 (7,159.04) Reimb.Task Force 61,850.90 60,398.36 1,452.54 Sign Deposits Planning 440.00 440.00 Reimb.Elections 10,338.40 1,802.57 8,535.83 Westminister Canterbury Lieu of Tax 18,961.80 18,961.80 - Labor-Grounds Ma int.Fred.Co.SchooIs 210,997.66 197,417.00 13,580.66 Comcast PEG Grant 86,347.50 89,395.00 (3,047.50) Fire School Programs 10,610.00 10,229.00 381.00 Clerks Reimbursement to County 9,056.10 8,535.61 520.49 Parks Other Grants - 5,000.00 (5,000.00) Equip-Grounds Maint.Fred.Co.Schoolds - 33,500.27 (33,500.27) Reimburse Sheriff 10,710.64 17,714.56 (7,003.92) Subtotal Recovered Costs 2,646,769.47 1,735,596.48 911,172.99 Proffer Soverign Village 7,317.46 (7,317.46) Proffer Redbud Run - 19,362.00 (19,362.00) Proffer Southern Hills 261,968.27 255,578.80 6,389.47 Proffer Snowden Bridge 754,673.49 812,783.94 (58,110.45) Proffer Cedar Meadows 78,096.00 170,835.00 (92,739.00) Proffer Madison Village 163,281.60 - 163,281.60 Proffer Freedom Manor 12,750.00 3,000.00 9,750.00 Proffer The Village At Middletown 276,704.51 182,507.23 94,197.28 Subtotal Proffers 11547,473.87 1,451,384.43 96,089.44 Grand Total 4,194,243.34 3,186,980.91 1,007,262.43 32 295 (6)Commonwealth Revenue FY21 FY20 4/30/2021 4/30/2020 Increase/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 - 414,196.47 (414,196.47) *1 P/P State Reimbursement 6,526,528.18 6,526,528.18 - State Noncateforical Funding 53,568.00 - 53,568.00 Shared Expenses Comm.Atty. 421,488.30 429,772.34 (8,284.04) Shared Expenses Sheriff 2,003,040.37 1,975,856.13 27,184.24 Shared Expenses Comm.of Rev. 166,783.49 172,685.08 (5,901.59) Shared Expenses Treasurer 131,660.51 131,489.68 170.83 Shared Expenses Clerk 347,068.77 356,226.77 (9,158.00) Public Assistance Grants 3,978,677.52 4,131,978.99 (153,301.47) *2 Litter Control Grants 14,931.00 13,000.00 1,931.00 Other Revenue From The Commonwealth 17.95 - 17.95 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 141,535.46 53,171.20 88,364.26 Sheriff State Grants 37,993.44 89,805.37 (51,811.93) JJC Grant Juvenile Justice 128,358.00 96,269.00 32,089.00 Rent/Lease Payments 165,648.03 221,709.30 (56,061.27) Spay/Neuter Assistance-State 2,116.12 2,434.04 (317.92) Wireless 911 Grant 208,388.23 201,697.19 6,691.04 State Forfeited Asset Funds 17,675.93 11,885.38 5,790.55 Victim Witness-Commonwealth Office 248,154.32 96,204.23 151,950.09 Total 15,145,865.21 15,525,281.52 (379,416.31) *1 Recordation Taxes will not be distributed from the Commonwealth in FY21. *2 Staff Vacancies 33 296 County of Frederick General Fund April 30, 2021 (7) Federal Revenue FY21 FY20 Increase/Decrease Payments in Lieu of Taxes - 142.00 (142.00) Federal Forfeited Assets 5,349.82 6,837.80 (1,487.98) Housing Illegal Aliens-Federal - 41,607.00 (41,607.00) Federal Funds Sheriff 22,379.02 41,461.39 (19,082.37) Total 27,728.84 90,048.19 (62,319.35) (8) Expenditures Expenditures decreased $1,120,402.46. General Administration decreased $1.9 million and reflects the purchase of Sunnyside Plaza for $2.1 million in the previous year. Public Safety increased $517,079.82 and includes an increase for the local contribution to the Jail of$449,420 over the previous year. Public Works increased $322,076.84 and includes $380,111.63 for the Albin Compactor Site. The Parks and Recreation decrease of$886,928.22 was impacted by the Clearbrook Park Parking Expansion Project and the Sherando Park Recreation Access Project in FY20. Community Development increased $630,720.37 and reflects the $614,301.00 budgeted transfer to the Economic Development Authority. The transfers decreased $6,028,223.19. See Chart below: (9)Transfers Increased $6,028,223.19 FY21 FY20 Increase/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 2,239,196.86 2,271,882.12 (32,685.26) *2 Transfer to School Operating Capital 3,715,900.00 - 3,715,900.00 *3 Operational Transfers 85,082.04 (43,038.07) 128,120.11 *4 Reserve for Merit/COLA Increases 29,950.00 4,100.00 25,850.00 Reserve for Capital 13,004,306.00 11,504,520.00 1,499,786.00 Operational Contingency 1 (2,306,730.69) 146,015.00 1 (2,452,745.69) *5 Total 1 97,505,203.20 1 91,476,980.01 1 6,028,223.19 *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. 34 297 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER April 30, 2021 ASSETS FY21 FY20 Increase 4/30/21 4/30/20 (Decrease) Cash 10,746,296.63 11,270,183.95 (523,887.32) *1 Receivable Arrears Pay Deferred 117,989.36 128,295.26 (10,305.90) Receivables Other 0.00 0.00 0.00 GL controls(est.rev/est.exp) (2,255,080.62) (2,159,416.09) (95,664.53) TOTAL ASSETS 8,609,205.37 9,239,063.12 (629,857.75) LIABILITIES Accrued Wages Payable 440,238.90 425,780.15 14,458.75 Accrued Operating Reserve Costs 2,679,115.00 2,614,497.00 64,618.00 TOTAL LIABILITIES 3,119,353.90 3,040,277.15 79,076.75 EQUITY Fund Balance Reserved Encumbrances 39,256.94 15,687.00 23,569.94 Undesignated Fund Balance 5,450,594.53 6,183,098.97 (732,504.44) *2 TOTAL EQUITY 5,489,851.47 6,198,785.97 (708,934.50) TOTAL LIABILITY & EQUITY 8,609,205.37 9,239,063.12 (629,857.75) NOTES: *1 Cash decreased $523,887.32. Refer to the following page for comparative statement of revenue expenditures and changes in fund balance. *2 Fund balance decreased $732,504.44. 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 $1,023,713.49. Current Unrecorded Accounts Receivable- FY21 Prisoner Billing: 25,358.68 Compensation Board Reimbursement 4/21 494,791.17 Total 520,149.85 35 298 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance April 30, 2021 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY21 FY20 REVENUES: 4/30/21 4/30/20 YTD Actual Appropriated Actual Actual Variance Credit Card Probation - 465.69 347.23 118.46 Interest 100,000.00 12,435.30 100,854.25 (88,418.95) Salvage/Surplus - - 475.00 (475.00) Supervision Fees 87,376.00 27,573.50 34,004.13 (6,430.63) Drug Testing Fees 1,000.00 225.00 30.00 195.00 Work Release Fees 380,000.00 181,780.76 289,888.28 (108,107.52) Prisoner Fees From Other Localities 0.00 - 396.60 (396.60) Federal Bureau Of Prisons 0.00 605.00 1,485.00 (880.00) Local Contributions 7,706,061.00 7,706,061.00 7,572,537.00 133,524.00 Miscellaneous 14,000.00 13,748.51 12,966.61 781.90 Phone Commissions 600,000.00 396,672.07 481,345.70 (84,673.63) Food &Staff Reimbursement 82,000.00 50,469.77 60,686.69 (10,216.92) Elec.Monitoring Part.Fees 126,000.00 60,154.92 63,828.60 (3,673.68) Recovered Costs Cares Act 19,197.29 19,197.29 Share of Jail Cost Commonwealth 1,275,000.00 1,033,844.35 941,960.76 91,883.59 Medical & Health Reimb. 58,000.00 43,830.72 37,510.57 6,320.15 Shared Expenses CFW Jail 5,822,125.00 4,384,845.16 4,329,928.53 54,916.63 State Grants 365,050.00 159,076.00 182,416.00 (23,340.00) D.J.C.P. Grant 0.00 0.00 0.00 0.00 Local Offender Probation 247,933.00 138,714.00 134,520.00 4,194.00 Pretrial Expansion Grant 161,852.00 366.00 Bond Proceeds 0.00 0.00 1,236,568.99 (1,236,568.99) Transfer From General Fund 5,520,958.00 5,520,958.00 5,071,538.00 449,420.00 TOTAL REVENUES 22,566,552.29 19,751,023.04 20,553,287.94 (821,828.19) EXPENDITURES: 24,860,889.85 18,727,309.55 17,760,538.42 966,771.13 Excess(Deficiency)of revenues over expenditures (2,294,337.56) 1,023,713.49 2,792,749.52 (1,769,036.03) FUND BALANCE PER GENERAL LEDGER 4,426,881.04 3,390,349.45 1,036,531.59 Fund Balance Adjusted To Reflect 5,450,594.53 6,183,098.97 (732,504.44) Income Statement 4/30/21 _ 36 299 County of Frederick Fund 12 Landfill April 30, 2021 FY21 FY20 Increase ASSETS 4/30/21 4/30/20 (Decrease) Cash 37,701,123.45 37,980,935.33 (279,811.88) Receivables: Accounts Receivable 72,434.00 6,264.60 66,169.40 Fees 748,562.49 652,828.52 95,733.97 *1 Receivable Arrears Pay Deferred 19,841.34 24,905.02 (5,063.68) AIIow.Uncollectible Fees (84,000.00) (84,000.00) 0.00 Fixed Assets 56,682,005.22 52,132,978.40 4,549,026.82 Accumulated Depreciation (35,591,828.07) (33,332,386.56) (2,259,441.51) GL controls(est.rev/est.exp) (2,665,453.50) (4,151,350.72) 1,485,897.22 TOTAL ASSETS 56,882,684.93 53,230,174.59 3,652,510.34 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay 195,919.35 175,948.75 19,970.60 Accrued Remediation Costs 14,337,949.36 13,906,420.91 431,528.45 *2 Deferred Revenue Misc.Charges 72,434.00 6,264.60 66,169.40 Accrued Wages Payable 57,529.70 55,847.62 1,682.08 TOTAL LIABILITIES 14,663,832.41 14,144,481.88 517,668.45 EQUITY Fund Balance Reserved: Encumbrances 6,244.50 38,751.58 (32,507.08) *3 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 32,354,166.02 29,188,499.13 3,165,666.89 *4 TOTAL EQUITY 42,218,852.52 39,085,692.71 3,133,159.81 TOTAL LIABILITY AND EQUITY 56,882,684.93 53,230,174.59 3,652,510.34 NOTES: *1 Landfill receivables increased$95,733.97. Landfill fees at 4/21 were$739,682.13 compared to$608,319.73 at 4/20 for an increase of$131,362.40. Delinquent fees were$56,125.58 at 4/21 compared to$111,943.71 at 4/20 for a decrease of$55,818.13. *2 Remediation increased$431,528.45 that includes$325,772.00 for post closure and$105,756.45 in interest. *3 The encumbrance balance at 4/30/21 was$6,244.50 for an upgrade to software(Cares Act funds). *4 Fund balance increased$3,165,666.89. 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$400,805.37 for a year to date revenue less expenses. 37 300 County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance April 30, 2021 FUND 12 LANDFILL FY21 FY20 YTD REVENUES 4/30/2021 4/30/2020 Actual Appropriated Actual Actual Variance Credit Card Charges 0.00 8,788.70 5,579.22 3,209.48 Interest on Bank Deposits 300,000.00 34,520.98 333,328.03 (298,807.05) Salvage and Surplus 110,000.00 140,902.20 101,772.05 39,130.15 Sanitary Landfill Fees 7,268,650.00 5,691,469.52 5,382,514.90 308,954.62 Charges to County 0.00 555,652.75 511,091.47 44,561.28 Charges to Winchester 0.00 167,515.50 141,258.95 26,256.55 Tire Recycling 181,640.00 243,384.02 287,911.09 (44,527.07) Reg.Recycling Electronics 80,000.00 35,240.00 36,599.00 (1,359.00) Greenhouse Gas Credit Sales 10,000.00 0.00 3,200.00 (3,200.00) Miscellaneous 0.00 8,695.00 8,794.00 (99.00) Recovered Cost Cares Act 36,059.38 36,059.38 Renewable Energy Credits 55,714.00 6,269.90 47,504.30 (41,234.40) Landfill Gas To Electricity 367,920.00 278,367.99 215,186.90 63,181.09 Insurance Recoveries 0.00 0.00 21,597.76 (21,597.76) TOTAL REVENUES 8,409,983.38 7,206,865.94 7,096,337.67 74,468.89 Operating Expenditures 5,886,524.30 3,634,206.02 3,949,627.92 (315,421.90) Capital Expenditures 5,195,157.08 3,171,854.55 3,565,523.73 (393,669.18) TOTAL Expenditures 11,081,681.38 6,806,060.57 7,515,151.65 (709,091.08) Excess(defiency)of revenue over expenditures (2,671,698.00) 400,805.37 (418,813.98) 819,619.35 Fund Balance Per General Ledger 31,953,360.65 29,607,313.11 2,346,047.54 FUND BALANCE ADJUSTED 32,354,166.02 29,188,499.13 3,165,666.89 38 301 County of Frederick,VA Report on Unreserved Fund Balance May 14,2021 Unreserved Fund Balance,Beginning of Year,July 1,2020 51,749,766 Prior Year Funding&Carryforward Amounts C/F forfeited asset funds-Sheriff (27,262) C/F forfeited asset funds-Comm Atty (35,508) C/F Albin convenience center (250,000) C/F Fire Company Capital (168,999) Reserve F&R proffer (15,000) C/F unfinished maintenance projects (51,281) C/F Chesapeake Bay grant (2,495) C/F Sheriff insurance proceeds for impound lot bldg (40,021) C/F Old Charlestown Rd park (152,890) Reduce P&R retainage 31,005 CARES expenses 288,351 Sheriff grants received for budgeted expenses 48,086 Reserve P&R SGEMF (66,669) C/F school restricted funds (294,943) AA: FY20 CARES funds-public safety salaries 3,861,389 AA: Sanitation Authority debt write-off per agreement (657,083) 2,466,680 Other Funding/Adjustments Airport Capital local share (414,376) No Excuse Early Voting (94,577) DHCD grant Inspections (1,650) COR refund-Toyota Lease Trust (6,627) COR refund-disabled veteran (5,264) COR refund-Artisan Plumbing (6,254) COR refund- Brian Omps Towing (3,660) COR refund- Fernando Velasco (3,808) COR refund- Lease Plan USA (25,297) COR refund-disabled veteran (5,912) COR refund-CAB East LLC (5,945) COR refund-Toyota Lease Trust (7,638) VDEM SHSP grant 60,000 Transfer to County Capital Fund (F/B above 20%) (9,800,000) COR refund-Toyota Lease Trust (6,068) COR refund-disabled veteran (10,437) COR refund-ARI Fleet (7,005) VJCCCA return upsent FY20 funds (16,065) Transfer to County Capital Fund (F/B above 20%) (3,204,306) June primary election (25,000) Sunnyside renovation (50,000) COR refund- NVR, Inc. (9,021) COR refund-Vanguard Emergency Mgmt (12,882) (13,661,792) Fund Balance,May 14,2021 40,554,654 39 302 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: Public Hearings (Non Planning Issues) Title: Proposed Ordinance — Salaries of the Board of Supervisors (FY 2021-2022) — Pursuant to Section 15.2-1414.3 of the Code of Virginia, 1950, as Amended, the Board of Supervisors Will Hold a Public Hearing to Fix the Annual Salaries of the Board of Supervisors as Follows: Chairman, $10,800; Vice Chairman, $10,200; and Each Other Member of the Board of Supervisors at $9,000. Attachments: BOS05-26-21 Board SaIaryFY2021-2022.pdf 303 ORDINANCE SALARIES OF BOARD OF SUPERVISORS FISCAL YEAR 2021-2022 BE IT ORDAINED, the annual salary for each member of the Frederick County Board of Supervisors, for fiscal year beginning July 1, 2021, shall be as follows: Chairman, $10,800; Vice Chairman, $10,200; and each other member of the Board of Supervisors at $9,000. Upon motion made by and seconded by , the above was by the Board of Supervisors of the County of Frederick, Virginia, at a regular meeting and public hearing held on May 12, 2021, by the following recorded vote: Charles S. DeHaven, Jr. Shawn L. Graber Robert W. Wells Blaine P. Dunn J. Douglas McCarthy David D. Stegmaier Judith McCann-Slaughter A COPY ATTEST: Kris C. Tierney Clerk, Board of Supervisors County of Frederick, Virginia cc: Cheryl B. Shiffler, Finance Director C. William Orndoff, Jr., Treasurer Michael Marciano, Human Resources Director U:\TJP\ordnces\BoardSalaryFY2021-2022(051221 BdMtg).docx 304 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: Public Hearings (Non Planning Issues) Title: Ordinance to Amend the Frederick County Code, Chapter 90 Fire Protection and Prevention, Article I General Standards, §90-2 Administration, Enforcement, and Appointment of Fire Marshal; Interpretation; Applicability; Appeals. The Proposed Ordinance Revision is to Provide Clarity to Training Agencies that the Fire Marshal and Assistant Fire Marshals have Certain Law Enforcement Powers. Attachments: BOS05-26-21 Proposed RevisionChapter90.pdf 305 COUNTY OF FREDERICK 4r Roderick B.Williams County Attorney 540/722-8383 ''�� Fax 540/667-0370 E-mail rwillia@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 Assistant Fire Marshals Attached please find 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 Marshals have certain law enforcement powers. Various training agencies require that individuals seeking training have law enforcement powers and, 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 Assistant Fire Marshals to 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 27-34.2 and 27-34.2:1 (copies attached). A favorable recommendation on the revision is requested. Attachments cc: Steven A. Majchrzak, Fire Chief S. Mark Showers, Fire Marshal 107 North Kent Street • Winchester, Virginia 22601 306 Code of Virginia Title 27. Fire Protection Chapter 3. Local Fire Marshals § 27-34.2. Power to arrest, to procureand serve warrants and to issue summons; limitation on authority In addition to such other duties as may be prescribed by law, the local fire marshal and his assistants appointed pursuant to § 27-36 shall, if authorized by the governing body of the county, city or town appointing the local fire marshal, have the authority to arrest, to procure and serve warrants of arrest and to issue summons in the manner authorized by general law for violation of fire prevention and fire safety laws and related ordinances. The authority granted in this section shall not be exercised by any local fire marshal or assistant until such person has satisfactorily completed a training course designed specifically for local fire marshals and their assistants, which course shall be approved by the Virginia Fire Services Board. The Department of Fire Programs in cooperation with the Department of Criminal Justice Services shall have the authority to design, establish and maintain the required courses of instruction through such agencies and institutions as the Departments jointly may deem appropriate and to approve such other courses as such Departments determine appropriate. The authority granted in this section shall not be construed to authorize a fire marshal or his assistants to wear or carry firearms. 1974, c. 334; 1975, c. 173; 1979, c. 402; 1984, c. 779; 1986, c. 60; 1988, c. 65; 1997, c. 436. The chapters of the acts of assembly referenced in the historical citation at the end of this section(s) may not constitute a comprehensive list of such chapters and may exclude chapters whose provisions have expired. 1 3/21/2021 12:00:00 307 Code of Virginia Title 27. Fire Protection Chapter 3. Local Fire Marshals § 27-34.2:1. Police powers of fire marshals In addition to such other duties as may be prescribed by law, the local fire marshal and those assistants appointed pursuant to § 27-36 designated by the fire marshal shall, if authorized by the governing body of the county, city or town appointing the local fire marshal, have the same police powers as a sheriff, police officer or law-enforcement officer. The 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 shall be the responsibility of the fire marshal or his designee, if authorized by the governing body of the county, city or town appointing the local fire marshal. The police powers granted in this section shall not be exercised by any local fire marshal or assistant until such person has satisfactorily completed a course for fire marshals with police powers, designed by the Department of Fire Programs in cooperation with the Department of Criminal Justice Services, which course shall be approved by the Virginia Fire Services Board. In addition, fire marshals with police powers shall continue to exercise those powers only upon satisfactory participation in in-service and advanced courses and programs designed by the Department of Fire Programs in cooperation with the Department of Criminal Justice Services, which courses shall be approved by the Virginia Fire Services Board. 1977, c. 209; 1979, c.446; 1984, c. 779; 1986, c. 60; 1988, c. 65; 2000, cc. 39, 390. The chapters of the acts of assembly referenced in the historical citation at the end of this section(s) may not constitute a comprehensive list of such chapters and may exclude chapters whose provisions have expired. 1 3/21/2021 12:00:00 308 .r , r 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) of Chapter 90 (Fire Prevention and Protection) of the Code of Frederick County, Virginia be, and the same hereby is, amended as follows (additions are shown in bold underline): ARTICLE I GENERAL 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 responsibility of the Fire Marshal and/or a designated representative. The Fire 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 a designated representative as referred to as the "Authority Having Jurisdiction." 309 C. Subject to the provisions of Subsection E, the Fire Marshal or a designated 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 a designated 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. Tierney Frederick County Administrator 2 310 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: Public Hearings (Non Planning Issues) Title: Proposed Amendment to the Lease Agreement between the County of Frederick, Virginia and H&R Block Eastern Enterprises, Inc. This is a proposed amendment (Lease Amendment 8) to the lease agreement between the County of Frederick, Virginia and H&R Block Eastern Enterprises, Inc. for H&R Block's office space located at 223 Sunnyside Plaza Drive and more particularly described as certain real property containing approximately 1,440 square feet said property being part of that parcel identified as Parcel Number 53-A-52E in the Stonewall Magisterial District. The proposed amendment would extend the existing lease for an additional period of two years commencing on May 1, 2021 and expiring on April 30, 2023. The base rent would be $1,000.00 per month. Attachments: BOS05-26-21 HRBlockLeaseAmendmentAndMemoFINAL.pdf 311 f ' COUNTY of FREDERICK Office of the County Administrator ygG117 Tel:540.665.6382 Fax:540.667.0370 MEMORANDUM To: Frederick County Board of Supervisors From: Jay E. Tibbs, Deputy County Administrator Date: May 20, 2021 Re: Proposed Amendment to the Lease Agreement between the County of Frederick, Virginia and HEtR Block Eastern Enterprises, Inc. Attached please find a proposed amendment (Lease Amendment 8) to the lease agreement between the County of Frederick, Virginia and HEtR Block Eastern Enterprises, Inc. for HEtR Block's office space located at 223 Sunnyside Plaza Drive and more particularly described as certain real property containing approximately 1,440 square feet said property being part of that parcel identified as Parcel Number 53-A- 52E in the Stonewall Magisterial District. The proposed amendment would extend the existing lease for an additional two year period commencing on May 1, 2021 and expiring on April 30, 2023. The base rent would be $1,000.00 per month for 23 months. The tenant would receive one month rent free, that being May 2022. As the Board might recall, the rent income received from the tenants at Sunnyside Plaza has been appropriated to cover the costs to carry the property to include property management fees, utilities, repairs, etc. The County's property manager Virginia Property Group has worked with representatives from HEtR Block to negotiate this lease renewal. You will note there was on option to renew for a third year; however, recommended not accepting the option to renew. This provision is marked as a strikethrough in the lease document. The lease document has been reviewed by the county attorney. The Board will conduct a public hearing on the proposed lease and at the conclusion of the hearing, staff would be seeking Board approval of the proposed lease amendment and authorization for the county administrator to execute the lease on behalf of the county. Should you have any questions, please do not hesitate to contact me. Attachment 107 North Kent Street•Winchester, Virginia 22601 312 Lease Amendment#8 This Agreement,dated March 23,2021,by and between County of Frederick Virginia, 107 N KENT STREET,Winchester,VA 22601 (hereinafter referred to as "Landlord")and H&R Block Eastern Enterprises,Inc.,a Missouri corporation, (hereinafter referred to as"Tenant"), WITNESSETH WHEREAS,Landlord and Tenant entered into that certain Lease dated July 11, 1990,which has been modified and extended from time to time,which is currently scheduled to expire April 30,2021 (collectively hereinafter referred to as the "Lease"),for certain real property containing approximately 1,440 square feet located at 223 Sunnyside Plaza Circle,Winchester,VA 22603-4265 (hereinafter referred to as the 'Premises")which is located in Sunnyside Plaza(hereinafter referred to as the "Shopping Center"), WHEREAS,Landlord and Tenant desire to amend the Lease; NOW,THEREFORE,IT IS HEREBY AGREED AS FOLLOWS: That the Lease is amended effective upon full execution of this Agreement as follows: 1. Term: The term of the Lease is hereby extended an additional two(2)year(s)commencing on May 1,2021 and expiring on April 30,2023 ("Expiration Date"). 2. Base Rent: May 1,2021 —April 30,2022 $1,000.00 per month (One Thousand and No/100 Dollars) May 1,2022-May 31,2022 $0.00 per month (Zero and No 100/Dollars) June 1,2022—April 30,2023 $1,000.00 per month (One Thousand and No/100 Dollars) opti"to T?anaw• 14QA1id.Gd.thQt TO-149M ig 40t 01, At�l i14 default a this Lease,TeuapA is 1wwby grapAcd otw(14 optiQ14 to r4PGPA the schadule bGlow,dw cx4cudad term sha-11 be op the sa-ma tar-ms A144 oopdwons as pw;,idcd in the I ease TWs option shall by yxyr4isad.by giviug 3Aqittyp i4otioa to Lapd.IoW.not lass dm d44:4,(304 days prior-to Expir-ation Dat,-_. May 1 2073—A+41 4 30 2074 $1 100.00 rear month 4. Rent Payments: Under Section 6109 of the Internal Revenue Code,Landlord is required to provide Tenant with the correct Taxpayer Identification Number(TIN)for Tenant to file information returns to the IRS to report income paid to Landlord. Said W-9 form is included,and Landlord shall return the form filled out upon Lease execution. 313 Rent shall be payable to: COUNTY OF FREDERICK VIRGINIA 107 N KENT STREET WINCHESTER,VA 22601 Payee's Taxpayer Identification Number(TIN): 546001290 5. Title: Notwithstanding anything contained to the contrary in the Lease,Landlord represents and warrants that Landlord owns the Premises and the Shopping Center and has the authority to lease the Premises. 6. Notices: Notwithstanding anything contained to the contrary in the Lease,all notices from Landlord to Tenant must be sent to the following address to be deemed sufficiently given: H&R Block c/o Cushman&Wakefield 575 Maryville Center Drive,Suite 500 St. Louis,MO 63141 Atlas:H&R Block Dept ID#44601 Notwithstanding anything contained to the contrary in the Lease,all notices from Tenant to Landlord must be sent to the following address to be deemed sufficiently given: COUNTY OF FREDERICK VIRGINIA 107 N KENT STREET WINCHESTER,VA 22601 All other terms,covenants and conditions of the Lease shall remain in full force and effect.In the event of any conflicts between the terms and conditions of the Lease and the terms and conditions of this Agreement,the terms and conditions of this Agreement shall prevail. IN WITNESS WHEREOF,Landlord and Tenant have caused this Agreement to be fully executed as of the date last written below. LANDLORD: TENANT: County of Frederick Virginia H&R Block Eastern Enterprises,Inc.,a Missouri corporation By: By: Cushman&Wakefield U.S.,Inc.Agent Printed Name: By: Title: Printed Name: Caroline Hemann Date: Title: Senior Manager Date: 3/26/2021 Approved as to form: /s/ Roderick B. Williams County Attorney 314 'r ` r Board of Supervisors Agenda Item Detail Meeting Date: May 26, 2021 ��Gt• Agenda Section: Planning Commission Business - Public Hearings Title: Ordinance to Amend 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; Article IV Agricultural and Residential Districts, Part 401 RA Rural Areas District. Revisions to the Frederick County Zoning Ordinance to Add Agricultural Supply Cooperatives as a Conditional Use in the RA (Rural Areas) Zoning District. Attachments: BOS05-26-21 OrdAmendAGCoop.pdf 315 CO �� 4w , COUNTY of FREDERICK w w .® Department of Planning and Development w'q 540/ 665-5651 158 Fax: 540/ 665-6395 MEMORANDUM TO: Frederick County Board of Supervisors FROM: Mark R. Cheran, Zoning Administrator SUBJECT: Public Hearing - Ordinance Amendment—Agricultural Supply Cooperatives DATE: May 20, 2021 At the Board of Supervisors meeting on April 14,2021,staff was directed to prepare an amendment to the Zoning Ordinance to add"Agricultural Supply Cooperatives" as a conditional use in the RA (Rural Areas)Zoning District. Staff has prepared a text amendment for three areas of the Zoning Ordinance. These include: 1) a new definition for Agricultural Supply Cooperatives, 2) supplemental use regulations pertaining to this use, and 3) the inclusion of Agricultural Supply Cooperatives as a conditional use in the RA District. The Development Review and Regulations (DRRC) discussed this item at their meeting on April 22, 2021. The DRRC agreed with the text amendment with minor revisions and forwarded it to the Planning Commission for discussion. The Planning Commission discussed this item at their May 5, 2021 meeting; the Commission endorsed the amendment as drafted and sent it forward to the Board of Supervisors for discussion. The Board of Supervisors discussed this item at their May 12, 2021 meeting and sent the amendment forward for public hearing with minor revisions. The Planning Commission held a public hearing on the proposed ordinance amendment on May 19, 2021; there were no citizen comments and the Commission recommended approval of the amendment. The attached document shows the existing ordinance with the proposed changes supported by the Planning Commission. This proposed amendment is being presented to the Board of Supervisors as a public hearing item. Staff is seeking action by the Board of Supervisors on this proposed Zoning Ordinance text amendment. Attachments: 1. Revised ordinance with additions shown in bold underlined italics. MRC/pd 316 OA—Agricultural Supply Cooperatives Revised May 13, 2021 ARTICLE I General Provisions; Amendments; and Conditional Use Permits Part 101 General Provisions 165-101.02 Definitions and word usage. Agricultural Supply Cooperatives-an agricultural cooperative association, organized under Article 2 of Chapter 3 of Title 13.1 of the Code of Via-inia, and that is primarily en,-a,-ed in the retail or wholesale distribution of livestock and animal feed, fertilizers, agricultural chemicals, pesticides, seeds, and other agricultural products or services. ARTICLE II Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses Part 204 Additional Regulations for Specific Uses Agricultural Supply Cooperatives located in the RA (Rural Areas) Zonin,- District shall meet the followinz requirements: A. The sale of agricultural and-arden machinery shall only be permitted as an accessory use. B. The repair of agricultural and-arden machinery shall be prohibiter. C. The bulk sale of,-asoline, propane, off-road diesel or other types of fuel may be permitted as an accessory use. D. A site plan shall be submitted to and approved by Frederick County prior to the establishment of the use. E. B2 (General Business)Zonin,-District standards apply, includinz but not limited to building hei,-ht, buildinz setbacks, parkin,-setbacks, bufferinz, screenin,-, and landscapinz. ARTICLE IV Agricultural and Residential Districts Part 401 RA Rural Areas District 165-401.03 Conditional Uses. EE.Agricultural Supply Cooperatives 317 4�GK CO w ORDINANCE AMENDMENT w aarni 173E Action: PLANNING COMMISSSION: May 19, 2021 Recommended Approval BOARD OF SUPERVISORS: May 26, 2021 AN ORDINANCE AMENDING THE FREDERICK COUNTY CODE CHAPTER 165 ZONING ARTICLE I GENERAL PROVISIONS; AMENDMENTS; AND CONDITIONAL USE PERMITS PART 101 - GENERAL PROVISIONS §165-101.02 DEFINITIONS AND WORD USAGE ARTICLE II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES PART 204—ADDITIONAL REGULATIONS FOR SPECIFIC USES ARTICLE IV AGRICULTURAL AND RESIDENTIAL DISTRICT PART 401-RA RURAL AREAS DISTRICT WHEREAS, an ordinance to amend Chapter 165, Zoning to allow Agricultural Supply Cooperatives 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 Agricultural Supply Cooperatives, supplemental use regulations for Agricultural Supply Cooperatives, and permit Agricultural Supply Cooperatives 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 May 19, 2021 and recommended approval; and WHEREAS, the Board of Supervisors held a public hearing on this ordinance on May 26, 2021; and PDRes 419-21 318 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 11 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 Agricultural Supply Cooperatives, supplemental use regulations for Agricultural Supply Cooperatives, and permit Agricultural Supply Cooperatives in the RA (Rural Areas) Zoning District with a Conditional Use Permit. Passed this 26th day of May 2021 by the following recorded vote: Charles S. DeHaven, Jr., Chairman Blaine P. Dunn Shawn L. Graber Judith McCann-Slaughter David D. Stegmaier Robert W. Wells J. Douglas McCarthy A COPY ATTEST Kris C. Tierney Frederick County Administrator PDRes 419-21 319