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HomeMy WebLinkAboutAugust 25, 1999 Regular Meeting '296 A Regular Meeting of the Frederick County Board of Supervisors was held on August 25, 1999, at 5:00 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman James L. Longerbeam; Vice Chairman Richard C. Shickle; Charles W. Orndoff, Sr.; W. Harrington Smith, Jr.; Robert M. Sager; and Margaret B. Douglas. CALL TO ORDER Chairman Longerbeam called the meeting to order. INVOCATION The invocation was delivered to Supervisor Sager in absence of a minister. ADOPTION OF AGENDA County Administrator Riley asked that an item dealing with HP Hood, Inc. be added under County Officials. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the agenda was adopted as amended by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye CONSENT AGENDA County Administrator Riley suggested the following tabs for approval under the consent agenda: 1. Parks and Recreation Commission Report - Tab J; 2. Code and Ordinance Committee Report - Tab K. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the consent agenda was approved as requested by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye CITIZEN COMMENTS Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 291'" Ritchie Wilkins, local developer, appeared before the Board to express his concerns about the Capital Facilities Impact Model update that is on the agenda for this meeting. He explained that it was his understanding, along with other members ofthe Builders Association, that this would not be coming back to the Board until July of2000. He further explained that the builder's association was not prepared to have this plan implemented before that time. MINUTES Supervisor Orndoff advised that on page 9, under the letter D, bottom line, the figure should read $700,000, and on page 19, at the bottom ofthe page, where the vote appears, it should indicate that Chairman Longerbeam abstained from voting. Upon motion made by Supervisor Orndoff, seconded by Supervisor Sager, the minutes of the regular meeting of July 14,1999 were approved as amended by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Upon motion made by Supervisor Orndoff, seconded by Supervisor Smith, the minutes of the regular meeting of July 28, 1999 were approved as presented by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye RICKY F. BRILL RECEIVES EMPLOYEE OF THE MONTH AWARD Supervisor Sager presented the Employee of the Month award to Ricky F. Brill employee ofthe County Sheriffs Department. Deputy Brill was present to accept his award. RAY E. EWING REAPPOINTED TO THE SHENANDOAH AREA AGENCY ON AGING Upon motion made by Supervisor Sager, seconded by Supervisor Douglas, Ray E. Ewing was reappointed to Shenandoah Area Agency on Aging. This term will commence on September 30, 1999 and expire on September 30, 2002. This is a three year appointment. The above motion was approved by the following recorded vote: Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 29.8 James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye RESOLUTION (#010-99) - GLEN BURNIE MUSEUM FACILITY - APPROVED AS AMENDED County Administrator Riley presented this resolution to the Board. Discussion by the Board indicated that they wanted to be sure that their approval of this resolution in no way committed the county to any type of funding for this project. Supervisor Shickle suggested that in paragraph seven, second line, the word lends be omitted and the word supports inserted. Upon motion made by Supervisor Shickle, seconded by Supervisor Smith the following resolution was approved, as amended: WHEREAS, Glen Burnie, the home of Winchester's founder, Colonel James Wood, has, since the mid-eighteenth century, been an important landmark for our region; and WHEREAS, Glen Burnie was opened to the public in 1997 and has been recognized for its excellence in programming; and WHEREAS, an increasing number of people from a wide geographic area are visiting Glen Burnie; and WHEREAS, Glen Burnie has recently announced plans to construct a new museum facility which will interpret Shenandoah Valley arts, culture and history; and WHEREAS, Glen Burnie will increasingly become a gateway tourist attraction for the Shenandoah Valley, and it is anticipated that the new museum facility will dramatically increase the number of persons visiting Glen Bumie, with those tourists having a positive influence on the economy of Winchester and Frederick County and surrounding region; and WHEREAS, the Board of Supervisors of the County of Frederick, Virginia, seeks to encourage and promote the development of the tourism industry and the economy ofthis region and wishes to demonstrate its support for Glen Burnie and the construction of the new Glen Burnie museum facility. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors commends and endorses the work that Glen Burnie has done and supports the efforts of Glen Burnie to construct a new museum facility interpreting Shenandoah Valley art, culture and history. BE IT FURTHER RESOLVED, that the Frederick County Board of Supervisors urges community support for this worthy project and further urges the Commonwealth of Virginia to offer significant financial support to assist in constructing this highly desirable facility which will greatly enhance the tourism industry and economy of our region. ADOPTED, this 25th day of August 1999. The above motion was approved by the following recorded vote: Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 299 James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PLANNING COMMISSION BUSINESS (DISCUSSION ITEMS): CAPITAL FACILITIES IMPACT MODEL UPDATE - POSTPONED Chairman Longerbeam stated that his recollection was that this update would not be coming back to the Board until July 2000. Assistant Planning Director Evan Wyatt presented this update to the Board wherein he explained that according to the minutes of the Board this update was to be brought back annually starting with July of 1999. Extensive discussion followed between the Board and staff as to each others understanding as to when this impact model update was to be implemented. Commissioner ofthe Revenue Ellen Murphy appeared before the Board to explain how her office had worked with Mr. Wyatt to provide figures on assessment values within the county that was used in his update. Planning Director Kris Tierney explained that he felt the Board should decide ifthey wanted the most accurate up to date figures, and if so, then this report should be as of July 1999, otherwise the figures will be a year old on July 2000. The consensus of the Board was to table this update until a later Board meeting. DISCUSSION OF SINGLE FAMILY SENIOR HOUSING AMENDMENT - FOR INFORMATION ONLY Zoning Administrator Mike Ruddy presented this information to the Board. He explained it was for their information and discussion at this time. He further explained that the proposed housing amendment has been revised in an effort to combine patio homes with the proposed senior housing to form a single housing type referred to as Single Family Small Lots. As proposed by staff, the housing type would not be limited to elderly housing but would require additional amenities if this smaller lot size were used. He explained that the amendment enhances the existing RP (Residential Performance) requirements and provides additional flexibility within the Ordinance. More importantly, administration and enforcement of the ordinance would be much simpler. The general consensus of the Board was that they were in agreement with the proposal and Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 .300 felt that staff and the developer should be able to work any obstacles out. This will be going back to the planning staff and then back to the Board for a public hearing. DISCUSSION OF SCHOOLS WITH A RESIDENTIAL COMPONENT IN THE RA (RURAL AREAS) ZONING DISTRICT AMENDMENT - FOR DISCUSSION ONLY - REOUlRES A PUBLIC HEARING AT A LATER DATE Zoning Administrator Mike Ruddy presented this proposed amendment to the Board for their review and discussion as it will be coming back to the Board at a later date as a public hearing item. Staff discussed with the Board the various areas where schools are currently allowed and defined for them the difference between a school and a training center wherein staff explained that a corporate training center is not considered a school. The Board felt there were some areas that needed further clarification before being presented as a public hearing item at a future meeting. AMENDED REZONING APPLICATION FEE SCHEDULE - APPROVED Assistant Planning Director Evan Wyatt presented the amended rezoning fee schedule to the Board and explained that a public hearing was not necessary. The previous fee schedule included a $550.00 base fee plus an additional $35.00 per acre ofland to be rezoned. The amended fee of $75.00 will be the same as the fee paid for a CUP. Upon motion made by Supervisor Shickle, seconded by Supervisor Sager, the amended rezoning fee schedule was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PLANNING PROJECT PRIORITIES - APPROVED AS AMENDED Planning Director Kris Tierney presented this priority list to the Board. Following discussion, the consensus of the Board was that Land Use Study: Route 11 North, Clearbrook to WV A line - Major Project, would be moved to the number 4 slot as they felt this area definitely needs a plan. This would replace the current number 4. Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the planning project priorities' list was approved as amended by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Board of Supervisors Meeting of 08/25/99 Minute Book Nnmber 26 301 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye CDB GRANT FUNDS TO BE RETURNED TO STATE AS H. P. HOOD, INC. WILL CONSTRUCT, OWN, AND OPERATE THEIR OWN WASTEWATER PRETREATMENT FACILITY - APPROVED County Administrator Riley explained that Frederick County was unsure at the time of Hood's announcement as to the company's plans for ownership of the wastewater pretreatment facility; thus the reason for applying for the CDB Grant. He further explained that once plans were finalized, Hood determined it would own and operate the facility. Knowing that the grant funds must be returned to the Department of Housing and Community Development, plus interest at a rate of 4. 75% annually on unpaid principal and interest; therefore, returning the grant to the Department of Housing and Community Development would be the most cost effective solution. Upon motion made by Supervisor Sager, seconded by Supervisor Shickle, the $700,000 grant will be returned to the Department of Housing and Community Development as stated above. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye COMMITTEE REPORTS PARKS AND RECREATION COMMISSION REPORT - APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on May 18, 1999. Members present were: Charles Sandy, Robert Hartman, Cheryl Swartz, Jane Vickers, Robert Roper, Paul Spain and board liaison Margaret Douglas. Submitted for Board Information Only: 1. Public Relations Committee (Pro~ram Review) The Commission unanimously agreed to accept the following new program offerings: Archery, Craft Classes for Adults, Cross Country Skiing, Health and Wellness Weekend for Women, Rock Climbing, Co-Recreational Softball League for the over 35 Crowd, Wally ball Leagues. (6-0). CODE AND ORDINANCE COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Code & Ordinance Committee met on Monday, August 2, 1999,3:30 P.M., in the Conference Room, Planning and Development Office, Fourth Floor ofthe County Administration Building, 107 North Kent Street, Winchester, Virginia. Present was chairman of the committee Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 302 Richard C. Shickle, Supervisor Robert M. Sager, Stephen G. Butler, and Michael L. Bryan. Also present was Deputy Planning Director Evan A. Wyatt, Planner I Mark R. Cheran, County Administrator John R. Riley, Jr., and Assistant County Administrator Lauren G. Carrier. Also in attendance was Margaret Douglas (there as a Frederick County citizen) and Barbara Burroughs. The committee submits the following for information. No action is required. 1. Reauest of County Citizen Barbara Burroul:hs to Address Tractor-Trailer Traffic at Intersection of Klines Mill and Hites Roads. The committee addressed the request raised by citizen Barbara Burroughs to add tractor- trailer operation to the list of home occupations. It was her request to have this added so as to rectify the problem of destruction of her property currently occurring by a neighbor's tractor-trailer operation. It was determined that the destruction of property issue was not within the planning/zoning reahn and that perhaps the issue was a civil matter between the two property owners. After thorough discussion, the committee recommended that staff request someone from VDOT witness the situation on Ms. Burroughs' property (between the hours of 3: 15 P.M. and 5: 15 P.M.) to see ifthey may be of assistance in Ms. Burroughs' dilemma. PUBLIC WORKS COMMITTEE REPORT , The Public Works Committee met on Tuesday, July 27, 1999, at 8:00 a.m. All members were present. The following items were discussed: *** Items Requiring Action *** 1. Bid Results for Closure of Cells "A" and "B," Phase I - Approved at Suecial Board Meetinl! of Julv 28, 1999 Only two (2) bids were received for the closure of cells "A" and "B," Phase I at the Frederick County Landfill. Based on the results ofthese bids which are outlined in the enclosed memorandum dated July 26, 1999, the Public Works Department recommended awarding the contract to Perry Engineering Company, Inc. (Attachment 1) A motion was made by George Ludwig and seconded by Jim Vickers to award the contract to Perry Engineering Company, Inc. subject to the approval of the board of supervisors. The motion was unanimously approved. Following the approval by the committee, the contract in the amount of$943,708 was approved by the board during a special public meeting held on July 28, 1999. 2. Tippinl! Fees for Suecial Waste - Approved The landfill manager presented a request to adopt a tipping fee of $76 per ton for special waste. This fee had previously been adopted by the landfill oversight committee. The determination of special waste will be based on the definition established by the Department of Environmental Quality in the solid waste regulations A motion was made by W. Harrington Smith, Jr. and seconded by Jim Vickers to recommend a tipping fee of $76 per ton for special waste as defined in the solid waste regulations for the Commonwealth of Virginia. The motion was unanimously approved. Upon motion made by Supervisor Omdoff, seconded by Supervisor Sager, the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Board of Supervisors Meeting of 08125/99 Minute Book Number 26 ;303 Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 3. Street Sien Manufacturinl: and Installation Request for Proposal (RFP) Results - Auuroved The attached memorandums dated July 19, 1999 and July 26, 1999, respectively, present the results of our RFPs for the manufacturing and installation of street signs. (Attachment 2) Based on the results of the manufacturing RFP, Public Works recommended awarding a contract to Shannon Baum Signs, Inc. Only one (1) proposal was received for the sign installation contract. The fees associated with this proposal are considerably higher than our current contract. Therefore, the Director of Public Works requested permission to enter into negotiations with the only respondent to arrive at fair and reasonable unit rates to install signs in Frederick County. A motion was made by George Ludwig and seconded by Tom Offutt to approve the selection of Shannon Baum Signs, Inc. to manufacture the signs. The motion was expanded to include negotiating with the only respondent to the installation RFP. The motion was unanimously approved. Upon motion made by Supervisor Orndoff, seconded by Supervisor Sager, the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye *** Items Not Requiring Action *** 1. Vehicle Replacement Request - Inspections The Building Official, John Trenary, requested a supplemental appropriation in the amount of $16,500 to purchase a mid-size two-wheel drive pickup truck. The attached memorandum dated July 9, 1999, provided the justification for this purchase. (Attachment 3) A motion was made by Tom Offutt and seconded by George Ludwig to approve the request. The motion was unanimously approved. The request will be forwarded to the Finance Committee for their review. 2. ReQuest for Free Landfill Disuosal Privilel!e A request was received from Lil Hauler, a business operating out of Warren County, to provide free disposal for refuse hauled from Frederick County citizens. After discussing the ramifications of approving this request, a motion was made by W. Harrington Smith, Jr. and seconded by George Ludwig to deny the request. The motion was unanimously approved. A letter will be sent to Lil Hauler presenting our decision. 3. Discussion of New Landfill Groundwater Monitorine Requirements The Director of Public Works presented a new house bill recently passed by the General Assembly which would double the groundwater sampling and testing costs at the landfill. The attached copy ofHB 2471 basically requires quarterly sampling for any landfill within a one (1) a mile radius of a wetland. Considering the potential cost impact to our monitoring program, the Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 304 landfill staff plans to seek legislation which would overturn this bill or minimize the impact to our landfill. Our state legislators will be contacted to assist us in this effort. (Attachment 4) 4. Carry Forward Request - Approved The attached memorandum dated July 26, 1999, outlines the Public Works Department's carry forward requests from the Fiscal Year 1998/1999 budget to the current fiscal year budget. Basically, these requests include projects that were included in the Fiscal Year 1998/1999 budget, but were either not initiated and/or not completed. The subject memorandum referenced above describes each project and includes the corresponding funding amounts. (Attachment 5) A motion was made by Tom Offutt and seconded by Jim Vickers to approve the carry forward request as presented in the July 26, 1999, memorandum. The motion was unanimously approved. The request will be forwarded to the Finance Committee for their action with the endorsement of the Public Works Committee. This request is being presented at the board meeting on August 25 as part of the Finance Committee Report. Upon motion made by Supervisor Orndoff, seconded by Supervisor Smith, the above carry forward request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 5. Fiscal Year 1998/1999 Revenue Review The Director of Public Works presented a Fiscal Year 1998/1999 year end revenue summary for the review of the committee. The summary included presents a comparison of the projected revenue versus actual revenue collected for Fiscal Year 1998/1999. (Attachment 6) 6. Update on Echo Villa\:e Sewer Improvement Project The Director of Public Works presented a brief update on the status of the Echo Village Sewer Improvement Project. The City of Winchester has reviewed the plans and specifications. As a result ofthis review, several issues need to be resolved before the project can be advertised for bid. Ifthese issues cannot be resolved, then the Frederick County Sanitation Authority will be contacted as a potential alternative solution. 7. Miscellaneous Reports a. Tonnage Report (see Attachment 7) b. Recycling Report (see Attachment 8) b. Animal Shelter Cat Report (see Attachment 9) c. Animal Shelter Dog Report (see Attachment 10) FINANCE COMMITTEE REPORT The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on July 28, 1999 at 8:00 a.m. The Finance Committee recommended and approved under consent agenda items 5,6,7,8,9,12,13,14 and 19. 1. The County Administrator Updated the Finance Committee on the Status of Fauquier Countv to the CFW Jail as Requested hv the Committee at a Previous Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 305 Meetin\: 2. The County Administrator Presented a Proposal for Equipment Maintenance Insurance Provided by V ACo Insurance Pro2:rams See attached proposal, p.1-20. The committee tabled this item pending additional information. 3. The County Administrator Requests a General Fund Supplemental Appropriation in the Amount of $2.000.00 - Approved This amount would require $1,000.00 in additional local funds and $1,000.00 from a Local Government Challenge Grant. See attached memo., p.21-22. The committee recommends approval. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 4. The Director of Information Services Requests a General Fund Supplemental Appropriation in the Amount of $19.000.00 - Tabled This amount was received in FY99 and represents the balance of Fauquier County's $30,000.00 purchase of our AS/400 computer system. $11,000.00 ofthe money was used to payoff the old lease. It is requested to be placed in line item 1220-7007-000-000 ADP Equipment to make our Web Server, Mail Server, and Internet Access independent of the School Board. No additional local funds are required. See attached memo, p.23. The committee tabled this item and felt that research should continue regarding the request. 5. The Clerk of the Circuit Court ReQuests a General Fund Supplemental Appropriation in the Amount of $68.860.07 - Approved Under Consent A\:enda This amount is a carry forward and represents unspent state grant money and is requested to be placed in line item 2106-1005-000-000 Extra Help Overtime. No additional local funds are required. See attached memo, p.24. The committee recommends approval. 6. The Clerk of the Circuit Court Requests a General Fund Supplemental Appropriation in the Amount of $1.000.00 - Approved Under Consent A2:enda This amount is a carry forward and represents an upgrade for a computer, a bill will not be received in time for payment from FY1999.1t is requested to be placed in line item 2106-3004-000- 001 Repair and Maintenance-Equipment. No additional local funds are required. See attached memo, p.25. The committee recommends approval. 7. The Director of Fire and Rescue Requests a General Fund Supplemental Appropriation in the Amount of $2.951.64 - Ap{lroved Under Consent Al:enda These funds were received in FY99 but need to be carried forward to FY2000 in order to repair several Fire and Rescue vehicles damaged by hail and is requested to be placed in line item 3505-3004-000-002 Repair and Maintenance-Vehicles. No additional local funds are required. See attached memo, p.26-28. The committee recommends approval. 8. The Director of Fire and Rescue ReQuests a General Fund Suoolemental Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 306 Appropriation in the Amount of $2.430.00 - Approved Under Consent A2:enda These funds were received in FY99 but need to be carried forward to FY2000 in order to make auto repairs and is requested to be placed in line item 3505-3004-000-002 Repair and Maintenance-Vehicles. No additional local funds are required. See attached memo, p.29-31. The committee recommends approval. 9. The Director of Fire and Rescue ReQuests a General Fund Supplemental Aporopriation in the Amount of $1.000.00 - Approved Under Consent A2:enda This amount represents a donation and would assist in the purchase of much needed Microsoft Office computer software and is requested to be placed in line item 3505-5413-000-000 Other Operating Supplies. No additional local funds are needed. See attached memo, p.32-34. The committee recommends approval. 10. The Director of Public Safety Communications ReQuests a General Fund Supplemental Aopropriation in the Amount of $11.435.00 - Approved The funds were remaining in the FY99 budget and are requested to be appropriated in Y2000 and used to purchase a backup repeater for the Sheriffs office and to be placed in line item 3506- 7003-000-000 Communications Equipment. See attached memo, p-35. The committee recommends approval and requests that the Finance department forward to the committee information regarding 911 funds received and disbursed Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 11. The Director of Public Works ReQuests a General Fund Supplemental Appropriation in the Amount of $8.000.00 - Tabled Indefinitely This item was tabled from the last monthly meeting on 5/19/99. This amount is needed for a feasibility study for converting the existing school bus maintenance garage into office space and is requested to be placed in line item 4201-3002-000-000 Professional Services-Other. Additional local funds are required. See attached memo p.36-37. The committee recommends this item be tabled indefinitely. 12. The Director of Parks and Recreation ReQuests a General Fund Supplemental Appropriation in the Amount of $109.65 - Approved under Consent A!:enda These funds were received in FY99 and need to be carried forward into FY2000 in order to make auto repairs and are requested to be placed in line item 7109-3004-000-002 Repair and Maintenance -Vehicle. No additional local funds are required. See attached memo p.38-40. The committee recommends approval. 13. The Director of the Economic Development Commission Requests a General Fund Supplemental Appropriation in the Amount of $775.00 - Approved Under Consent A2:enda These funds were received in FY99 to repair the hail damage to the Chevrolet Caprice and are requested to be placed in line item 8102-3002-000-000 Repair and Maintenance-Vehicle FY1999. See attached memo p. 41-42. The committee recommends approval. Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 307 14. The Director of Division of Court Services Requests a Division of Court Services Fund Suuulemental Appropriation in the Amount of $2.410.00 - Approved Under Consent Al:enda This amount represents an auto claim for the repair of vehicles and is requested to be placed in 13-2109-3004-000-002 Repair and Maintenance-Vehicles FY1999. No additional local funds are required. See attached memo, p.43. The committee recommends approval. 15. The Director of the Handlev Rel!:ional Library Requests a General Fund Suuulemental Appropriation in the Amount of $4.662.00 - Auuroved This represents the difference in the provisional budget. Local funds are required. See attached memo, p.44. The committee recommends approval. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved by the following recorded vote: James 1. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 16. The School Finance Director Requests a School Operatinl!: Fund Supplemental Appropriation in the Amount of$102.837.00 - Auuroved This amount represents replacement of windows in the school administration building and requires additional local funds. See attached memo, p.45-48. The committee recommends approval. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: James 1. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 17. The School Finance Director Reauests a School O{leratint: Fund Supplemental Auurouriation in the Amount of $125.280.00 - Auuroved This amount reflects an increase in federal revenues for the Title VI-Class Size Reduction Grant and it is recommended that three positions at the elementary level be funded. No additional local funds are requested. See attached memo, p.45-48. The committee recommends approval. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved by the following recorded vote: James 1. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 ;3D8 18. The Finance Committee Is ReQuested to Make a Countv Policv for Use ofthe Credit Card for Purchases on the Internet - Tabled See attached memo, p.49. The committee tabled this item and requested that our auditor recommend a policy for Internet guidelines and procedures. 19. The City Manaeer for the City of Winchester Requests a General Fund Supplemental Appropriation in the Amount of $63.107.26 - Approved Under Consent Aeenda This request represents a carry forward for completion on the JDR Court and Clerk's office renovation and furniture. No additional local funds are required. See attached memo, p.50-57. The committee recommends approval. 20. The Lord Fairfax Health District Requests a General Fund Supplemental Appropriation in the Amount of $4.586.00 - Withdrawn This item was tabled from the May 19, 1999 meeting. The amount was reduced from the FY2000 budget request. Additional funds are required. See attached memo, p.58. This reQuest was withdrawn. 21. Information Rel:ardinl: Manaeement Letters for the Fire Companv's Audit Have Been Included in the Al!:enda The committee needs to establish criteria regarding the fire company audits. (The audit reports are included). See attached memo, p.59-79. The Finance Director and President ofthe Fire and Rescue Association will meet to discuss prioritization of recommended procedures by the auditor. 22. The Director of Fire and Rescue Requests a General Fund Supplemental Appropriation in the Amount of $19.650.00 - Tabled This request is for two personal computers to be placed in the local hospital for completion of the Pre-Hospital Patient Care Report (PPCR). The Fire and Rescue Department has obtained a 50/50 matching grant from the Rescue Squad Assistance Fund. Additional local funds in the amount of $9,825.00 are required. See attached memo, p.80-82. This item has been tabled for more information on the implementation and future operating costs. Additional information is also requested on funding options. **For Information Only** 1. Beginning July 1, 1999, as approved by the Finance Committee, all contributions in excess of $10,000 will be paid on a quarterly basis other than contributions to Fire Departments and Rescue Squads. 2. Monthly financial reports for the General Fund, Regional Jail Fund and Landfill Fund for the month ending May 31, 1999, along with disclosing notes, as requested by the committee. See attached memo, p.83-93. 3. Information concerning the School Health Insurance Reserve Fund. See attached memo, p.94-103. BOARD RETIRED INTO EXECUTIVE SESSION Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Board retired into executive session in accordance with the Code o/Virginia, 1950, as amended, Section 2.1-344, Subsection A(l) (3) and (7) to Discuss Personnel, Acquisition and Disposition of Real Estate and Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 309 Legal Matters. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye BOARD WITHDREW FROM EXECUTIVE SESSION Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Board withdrew from executive session. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye BOARD RECONVENED INTO REGULAR SESSION Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the Board reconvened into regular session and certified nothing other than what was noted as reason for going into executive session was discussed. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye EVALUATION OF ASSISTANT COUNTY ADMINISTRATOR CERTIFIED Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the evaluation of Assistant County Administrator Lauren Carrier was certified. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PLANNING COMMISSION BUSINESS Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 310 PUBLIC HEARINGS PUBLIC HEARING - CONDITIONAL USE PERMIT #10-99 OF GLENN AND NATALIE MILLER (GEM LIMOUSINE) FOR A COTTAGE OCCUPATION TO OPERATE A LIMOUSINE SERVICE. THIS PROPERTY IS LOCATED AT 1100 FRONT ROYAL PIKE AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 64D-A-17 IN THE SHAWNEE MAGISTERIAL DISTRICT - TABLED Planner II Chris Mohn presented this request to the Board noting that staff and planning commission recommended approval with conditions. Supervisor Smith inquired as to how many times the Millers had been warned about how they were continuing to operate this business. Planning Director Kris Tierney replied approximately five times. Mrs. Rebecca Myer, adjoining property owner, appeared before the Board to explain what the Millers had done to her property while she was out of town with the destruction of her fence, as well as her property being used as a turn around area for their limousines. She had pictures, which she shared with the Board, to explain further what had happened to their property. Her husband, Franklin Myer was also present to endorse what his wife had said. Mark Smith with Greenway Engineering, representing Mr. & Mrs. Miller, appeared before the Board to explain that he was not aware of everything that had just been explained to the Board by Mr. and Mrs. Myer; therefore, he would request that this item be tabled. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, CUP #10-99 of Glenn and Natalie Miller was tabled. PUBLIC HEARING - CONDITIONAL USE PERMIT #11-99 OF W. R. BARNEY, JR. FORA COTTAGE OCCUPATION TO OPERATE AN ANTIOUE RESTORATION BUSINESS. THIS PROPERTY IS LOCATED AT 341 GAINESBORO ROAD AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 29-A-1 03 IN THE GAINESBORO MAGISTERIAL DISTRICT - APPROVED Zoning Administrator Mike Ruddy presented this request to the Board. There was no public input. Upon motion made by Supervisor Shickle, seconded by Supervisor Smith, CUP # 11-99 of W. R. Barney, Jr. was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 311 PUBLIC HEARING - CONDITIONAL USE PERMIT #12-99 OF VA PCS ALLIANCE/CFWINTELOS FORA 195' MONOPOLE TELECOMMUNICATIONS TOWER. THIS PROPERTY IS LOCATED AT 3100 BERRYVILLE PIKE (FREDERICK/WINCHESTER SERVICE AUTHORITY, OPEOUON WATER RECLAMATION FACILITY) AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 56-A-19 IN THE STONEWALL MAGISTERIAL DISTRICT - APPROVED Zoning Administrator Mike Ruddy presented this request to the Board. There was no public input; however, Tom Whitacre with Intelos did appear before the Board to address number four of the staff recommendations. Upon motion made by Supervisor Orndoff, seconded by Supervisor Smith, CUP #12-99 was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PUBLIC HEARING - REZONING #12-99 OF DAVE AND VIOLA ORNDORFF. SUBMITTED BY GREENWAY ENGINEERING, TO REZONE 6.0 ACRES FROM RA (RURAL AREAS) TO B2 (BUSINESS GENERAL). THIS PROPERTY IS LOCATED ON THE SOUTH SIDE OF TASKER ROAD (RT. 642), AND ON BOTH SIDES OF TADPOLE LANE, AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 76-A-43 IN THE SHAWNEE MAGISTERIAL DISTRICT - APPROVED Assistant Planning Director Evan Wyatt presented this rezoning request to the Board. Allen Hudson, general partner of East gate Commerce Center, and adjoining property owner, appeared before the Board to explain that he had spent $600,000 of his money to bring water and sewer down Tasker Road. He is concerned about capacity, and would like some assurance from the Board that his capacity will be there when he needs it. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, rezoning #12-99 was approved by the following recorded vote: (NOTE: At the end of the Planning Commission Business, Public Hearings, statement made by Chairman Longerbeam concerning this request). James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 312 PUBLIC HEARING - REZONING #13-99 OF LENOIR CITY COMPANY (STONEWALL INDUSTRIAL PARK!. SUBMITTED BY G. W. CLIFFORD AND ASSOCIATES. INC.. TO REZONE 7.5 ACRES FROM MH1 (MOBILE HOME COMMUNITY) AND 25.7 ACRES FROM RA (RURAL AREAS) FORA TOTAL OF 33.2 ACRES TO M1 (LIGHT INDUSTRIAL). THIS PROPERTY IS LOCATED ON THE WEST SIDE OF WELL TOWN PIKE (ROUTE 661 ). APPROXIMATELY 3.100 FEET NORTH OF THE INTERSECTION OF WELLTOWN PIKE AND MCGHEE ROAD (STONEWALL INDUSTRIAL PARK). AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 43-A-63 IN THE GAlNESBORO MAGISTERIAL DISTRICT - APPROVED Assistant Planning Director Evan Wyatt presented this request to the Board noting that the planning commission recommended approval with proffers. There was no public input. Upon motion made by Supervisor Shickle, seconded by Supervisor Sager, rezoning request #13-99 was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Chairman Longerbeam stated that he wants to be sure that Mr. Hudson's request is remembered when future rezonings are considered in the area of Tasker Road. OTHER PLANNING ITEMS REVISED MASTER DEVELOPMENT PLAN - SHENANDOAH UNIVERSITY APPROVED Supervisor Shickle stated that he would not be participating in any discussion or vote on this request. Assistant Planning Director Evan Wyatt presented this request to the Board. Chuck Maddox, of G.W. Clifford Associates, along with Gene Fisher of Shenandoah University, appeared before the Board on behalf of this request. Board members discussed future plans for additional parking and whether or not the future expansion ofI-81 would have any affect on this plan. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Revised Master Development Plan for Shenandoah University was approved as presented by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Board of Supervisors Meeting of 08/25/99 Minute Book Number 26 313 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Abstained Charles W. Orndoff, Sr. - Aye BOARD OF SUPERVISORS COMMENTS Supervisor Shickle stated that he was concerned about the recent article in the Winchester Star about Y2K readiness or lack thereof within the Communications Center. He further stated that the article distressed him and he feels the citizens ofthe county are entitled to know the facts about this very important operation. County Administrator Riley advised Supervisor Shickle that a full report would be forthcoming. Supervisor Douglas invited all county residents to come out to the country and visit the farms as there is a great deal to see and do, especially on the weekends. UPON MOTION MADE BY SUPERVISOR SMITH, SECONDED BY SUPERVISOR SAGER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (TIME: 8:23 P.M.) _/ Minutes Prepared By: th . I ~ "') , 'U.2L / \15 0.t . , Ie ..a..d / Carol T. Bayliss Deputy Clerk, Board of Supervisors Board of Supervisors Meeting of 08/25/99 Minute Book Number 26