PublicWorksAgenda2022March29 COS
COUNTY FRE ERICK
Department rt uent of Public Works
4 [ -s4
, t FAX. 540/678-0682
MEMORANDUM
TO: Public Works Committee
FROM: Joe C. Wilder, Director of Public Works
SUBJECT: Meeting of March 29, 2022
DATE: March 22, 2022
There will be a meeting of the Public Works Committee on Tuesday, March 29, 2022 at 8:00 a.m. in the
conference room located on the second floor of the north end of the County Administration Building at
107 North Kent Street, Suite 200. The agenda thus far is as follows:
1. Discuss the bid results/funding for Sunnyside Plaza-Renovation for Voter Registrar.
(Attachment 1)
2. Public Works project updates.
3. Miscellaneous Reports:
a. Tonnage Report: Landfill
(Attachment 2)
b. Recycling Report
(Attachment 3)
C. Animal Shelter Dog Report:
(Attachment 4)
d. Animal Shelter Cat Report
(Attachment 5)
e. Shawneeland Sanitary District Advisory Committee meeting minutes
(Attachment 6)
JCW/kco
Attachments: as stated
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000
COUNTY of FREDERICK
o
Jay E. Tibbs
Deputy County Administrator
540/665-63 82
Fax: 540/667-0370
E-mail: jtibbs@fcva.us
To: Public Works Committee
From: Jay E. Tibbs,Deputy County Administrator
Date: March 18, 2022
Re: Voter Registrar Renovation/Relocation - Sunnyside Plaza
As the committee might recall, staff was authorized to prepare construction drawings, bid
documents, and advertise for a proposed renovation of a section of Sunnyside Plaza to
accommodate the Voter Registrar's Office. Below is a list of the companies and bids received for
this project:
Kee Construction: $467,996.00 **
Alta Vista Consultants: $468,663.00
LCW Construction: $499,900.00
Meghinis Construction: $512,000.00
Hammerhead Construction: $572,000.00
The apparent low bid was received from Kee Construction in the amount of$467,996.00,which is
higher than originally estimated. In addition to the cost of the construction project, there are
additional furniture and equipment items needed to complete this project. There is $91,876 in IT
equipment needs,which includes $23,683 for network equipment, firewall, and phones and $68,193
for security access and video monitoring. There will also need to be funds allocated for furniture,
fixtures, and moving expenses,which is estimated to be $25,000.
A summary of the project is budget is:
Bid $467,996
Contingency $40,000
IT Equipment $91,876
FF&E $25,000
Total Project $625,000
107 North Kent Street 0 Winchester, Virginia 22601
Staff has identified $472,954.00 in proffer dollars that have been received and identified for
administration building,which would be used to pay for much of this project. Use of these dollars
does conform with the County's proffer policy. In addition, the renovation of Sunnyside Plaza as
county office annex is an approved project on the County's Capital Improvement Plan. The
remainder of the project$152,046 could be funded from the County's capital fund.
As the Committee might recall from prior discussions,relocating the Voter Registrar's office would
free up space in the existing County Office Complex,which could be reallocated to other
departments. We have one department that expends approximately$40,000 in rent, utilities, and
janitorial services to occupy space outside of our facility. The vacated space could be repurposed for
that department and the monies paying for rent, etc.would no longer need to be expended and thus
result in a long-term savings to the county.
Staff is seeking a recommendation from the Committee to move forward with the proposed
renovation of a portion of Sunnyside Plaza to accommodate the Voter Registrar's Office with a total
project cost of$625,000 along with a recommendation to the Finance Committee for a proffer fund
supplemental appropriation in the amount of$472,954.00 along with a transfer from the County's
capital fund in the amount of$152,046 for this project.
Should you have any questions, staff will be present at the meeting to answer questions.
C .0
�. COUNTY
NTY Off` CK
Department of Public Works
40/665- 64;
�34 FAX. 40/678-068
MEMORANDUM
TO: Public Works Committee
FROM: Joe C. Wilder, Director of Public Works
SUBJECT: Monthly Tonnage Report-Fiscal Year 21/22
DATE: March 1, 2022
The following table shows the tonnage for the current fiscal year. The average monthly tonnage for fiscal years 03/04
through 21/22 is also listed below:
FY 03-04: AVERAGE PER MONTH: 16,348 TONS(UP 1,164 TONS)
FY 04-05: AVERAGE PER MONTH: 17,029 TONS(UP 681 TONS)
FY 05-06: AVERAGE PER MONTH: 17,785 TONS(UP 756 TONS)
FY 06-07: AVERAGE PER MONTH: 16,705 TONS(DOWN 1,080 TONS)
FY 07-08: AVERAGE PER MONTH: 13,904 TONS(DOWN 2,801 TONS)
FY 08-09: AVERAGE PER MONTH: 13,316 TONS(DOWN 588 TONS)
FY 09-10: AVERAGE PER MONTH: 12,219 TONS(DOWN 1,097 TONS)
FY 10-11: AVERAGE PER MONTH: 12,184 TONS(DOWN 35 TONS)
FY 11-12: AVERAGE PER MONTH: 12,013 TONS(DOWN 171 TONS)
FY 12-13: AVERAGE PER MONTH: 12,065 TONS(UP 52 TONS)
FY 13-14: AVERAGE PER MONTH: 12,468 TONS(UP 403 TONS)
FY 14-15: AVERAGE PER MONTH: 13,133 TONS(UP 665 TONS)
FY 15-16: AVERAGE PER MONTH: 13,984 TONS(UP 851 TONS)
FY 16-17: AVERAGE PER MONTH: 14,507 TONS(UP 523 TONS)
FY 17-18: AVERAGE PER MONTH: 15,745 TONS(UP 1,238 TONS)
FY 18-19: AVERAGE PER MONTH: 16,594 TONS(UP 849 TONS)
FY 19-20: AVERAGE PER MONTH: 16,973 TONS(UP 379 TONS)
FY 20-21: AVERAGE PER MONTH:16,803 TONS(DOWN 170 TONS)
FY 21-22: AVERAGE PER MONTH:17,215 TONS(UP 412 TONS)
MONTH FY 2018-2019 FY 2019-2020 FY 2020-2021 FY 2021-2022
JULY 17,704 17,956 17,677 17,893
AUGUST 18,543 17,267 16,517 21,437
SEPTEMBER 14,799 17,985 16,789 19,306
OCTOBER 18,158 22,528 20,127 18,215
NOVEMBER 15,404 17,304 15,432 16,927
DECEMBER 14,426 14,362 15,496 16,391
JANUARY 13,973 14,913 14,480 12,932
FEBRUARY 12,764 13,380 12,030 14,622
MARCH 17,079 15,533 18,758
APRIL 20,313 17,475 18,627
MAY 19,443 17,010 17,105
JUNE 16,519 17,968 18,594
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Shawneeland Sanitary District Advisory Committee (SSDAC) -Minutes of February 7,2022
The meeting was called to order at 7:03 p.m.
Those in attendance were Barry Van Meter, Jeff Stevens, George Bishop, Rhonda Sargent, Kevin Alderman,
Director of Public Works, Joe Wilder and three (3)residents. Ken Baker, SSDAC member and Supervisor Shawn
Graber were absent. Chairperson, Rhonda Sargent informed the SSDAC that Ken Baker had informed her in
writing that it would be necessary for him to resign from the committee.
After indicating that the November 7, 2022 date originally stated in the minutes had been revised to reflect a date
of November 14, 2022, Rhonda called for approval/correction of the November meeting and January special
meeting minutes. Motion to accept the Minutes as presented was made by George and seconded by Jeff. Motion
passed unanimously.
Manager's Report:
See Attached Manager's Report. (Attaclllvu�neiimt A)
New Business:
Update on Crystal Lake(Cherokee Dam) Remediation:
• Joe Wilder indicated that the Shawneeland Sanitary District Advisory Committee's (SSDAC)
request to take the amount of$380,000 from Shawneeland's reserve fund to perform the subject
remediation had been presented to the public works committee during their meeting held on
January 25, 2022. The committee unanimously approved the request and recommended that it
be forwarded to the finance committee for their recommendation/approval. The finance
committee is scheduled to meet on Wednesday, February 16, 2022.
• If approved by the finance committee,it is anticipated that the request will go before the Board
of Supervisors for review/approval during either their February 23, 2022 meeting or March 9,
2022 meeting. If approved, the funds will be transferred from the reserve into the contractual
services line item and then a final firm remediation cost will be obtained from Viola Engineering
and American Concrete Services.
• At that point, Mr. Wilder indicated that he will get back with the subcommittee to follow up.
• It is anticipated that the work will occur in either April or May of this year as long as the lake
doesn't come up too far.
Tomahawk Madhouse Mailboxes
• A subcommittee had been formed previously regarding the need for replacing existing mailboxes
as well as adding new ones due to the amount of new homes that are being/have been constructed.
Ken Baker was on/in charge of that subcommittee. Since Ken has resigned from the SSDAC,
George Bishop agreed to take up where Ken left off. George indicated that he would contact Ken
to obtain any and all information he had on this matter and take it from there.
Possible Upgrades to Playground on Aspen/Maple Trails—Creation of a Subcommittee
• The chairperson stated she had received an email from a resident that had expressed an interest in
being on a subcommittee for the potential upgrade to the subject playground.
• The manager indicated that more than likely, this project would be something to be discussed for
inclusion in the next fiscal year budget.
• Based on the manager's comment, this item was tabled until the next fiscal year budget process.
Fishing Derby
• In his report, the manager indicated that he was going to stock the ponds, the lake on Bowman
Lane as well as Cherokee Lake (if the repairs were complete)with trout. This will be done the
Friday before Mother's Day.
• After discussion about possibly reinstating the fishing derby,including comments from the
citizens in the audience in favor of having one, a motion was made Mr. Stevens and seconded by
Mr. Van Meter to hold a fishing derby. It was unanimously approved. The derby will be held
rain or shine on the Saturday before Mother's Day.
• It was recommended that the chairperson contact Anna Campbell,who,in the past,had organized
and coordinated the event in the past to determine if she would be interested in doing so again. If
so,it is recommended that posters are created and prizes are purchased(for each age group
eligible to participate).
Public Comments:
• A resident suggested that the SSDAC consider adding a Frequently Asked Questions (FAQ)
section on the county's SSDAC website. This may help with concerns/questions residents have.
• Another resident spoke up to say that they really appreciated everything that the staff was doing
and that they knew that they were doing the best that they could.
• Another resident inquired about the funding requested for the lake remediation. In particular,if
the remediation did not require the all of the $380,000 allocated—could the remaining amount be
utilized toward the replacement of aging/declining equipment?
• The public works director stated that this money,if approved,will be allocated for the
remediation of the lake and only the lake. Any amount which remains from the remediation
project,is required to be returned to the SSD reserve. For replacement of equipment,it would be
necessary to go through the process to request funding to replace the equipment(as was done for
the lake remediation).
• The resident also inquired about the possibility of cracks in the aquifer being discovered during
the dye injection process that will be performed prior to initiating the remediation.
• The public works director indicated that when the contractor injects the dye, the purpose is to
determine how long it takes it to get from the lake to the council house. There will be a chemist
(who works with the company that makes the polyurethane resin product)on site who will
calculate (based on how long it took the dye to get from point A to point B) exactly how much of
the product is required along with a certain catalyst for it to react and perform. It is anticipated
that the product will wind up expanding along the fault line. The company will have a more
specific idea once the actual dye test is performed.
• A resident inquired about the number of vehicles that cross the dam and if during the study it was
determined how many and at what speed. Is there any way to resolve the problem with drivers
passing other drivers where they are not supposed to in this area?
• Barry responded that the study indicated an amount of 18,541 vehicles at speeds of 26-45 miles
per hour were registered on Tomahawk Trail. Other than slowing down or separating the
roadway, there is not much that can be done about this.
Chairperson entertained a motion to adjourn. So moved by George, seconded by Jeff. Meeting was adjourned at
7:35 p.m.
FRE ERA R COUNTY SAMTARYM E SHAWNEELAND
REPORTMANAGERPS FE
Snow Removal:
The staff has been busy over the last month with snow and ice events on 1/7/2022,
1/9/2022, 1/16/2022-1/17/2022, 1/20/2022, and 1/28/2022-1/29/2022. The staff prepares for
winter weather events a couple of days in advance depending on the forecast. Smaller events
only take a day of preparation.The preparations include checking over the snow equipment
that will be needed for the event at hand. We make sure our generators are in good working
order in case of a power outage. We make sure we have plenty of snow melting materials ready
for the incoming storm as well as having an adequate amount of fuel to keep the equipment
running.
A few hours before a winter weather event begins to fall, we pretreat the roads with a
mixture of chemicals. This includes salt, calcium flakes, and #9 Stone. We also use sand mixed
with salt and calcium. Although we use these materials, when the temperature drops below
approximately 20 degrees, they will not melt the snow and ice. This is the problem we had with
the snow on the 171" into the 18t". The wind also created a challenge as well.
The staff and contract drivers use our trucks to push snow on approximately 90 lane
miles of roads. We also remove snow on 6 parking lots, 3 bus stop walkways, and 2 mailhouse
sidewalks. We also help North Mountain Fire and Rescue by pushing snow from in front of the
truck bays.
Snow removal is a very difficult task in Shawneeland with the challenges of the terrain
even with the most experienced plow drivers. At times it is difficult for our plow trucks to gain
traction even with chains on the equipment to help us do our job.
We would greatly appreciate if vehicles were not parked on the roadway's during snow
removal operations. It would also be appreciated if the snow from driveway's did not end up in
the road. I know that we have been accused of purposely blocking driveways, but this is not the
case. We are simply doing ourjob in a safe, effective manner.
Aging Equipment:
Over the past couple of years, I have casually mentioned my concerns over aging
equipment. We are now at the point where I am going to address some of those needs by
purchasing some used equipment over the next couple years. I can save a considerable amount
of money by purchasing good, used equipment and trucks.
We have 2 plow trucks that are 25 plus years old. One of those is a 1995 F-350 1 ton
truck that needs a new dump bed and hoist. The bed is rusted very badly, and the hoist
structure broke in half from the rust. It would cost approximately $10,000.00 to repair. We
have a 1997 F-350 plow truck that is also badly rusted. I will not be replacing this truck; I will
however upgrade with a 1-ton truck with a dump bed.
We have a Case tractor that is 31 years old. This tractor is used to mow along all the
trails in Shawneeland. It is equipped with a side sickle bar mower and bush hog. This tractor
gets used 8 months out of the year. I will be replacing this tractor next year.
The bobcat is 26 years old and has 3,200 hours. The bucket for the bobcat needs
replaced.This piece of equipment is a vital part of our snow removal operations. We cannot
afford to be without this equipment.
The backhoe is 16 years old and has 6,300 hours. Although at this point it is working
fine. It does have some leaks and things that need to be addressed. The average life span of a
backhoe is 7-10 years and 5-7 thousand hours. This will need to be replaced within the next 3
yea rs.
During the month of January, we were without 2 of our regular snow removal trucks.
The 2007 F-350 pick-up truck has some major engine problems and some electrical issues.
Repairs will cost approximately$9,000.00. The 2009 D2500 pick-up truck had a transmission
failure during the first snow event. This repair will cost $6,800.00. It is not cheap to maintain a
fleet of trucks and equipment. We do all we can do in-house to keep the trucks and equipment
moving. We keep very accurate records of all the in-house servicing that we do on the trucks
and equipment. Please keep in mind the terrain in Shawneeland is very taxing on all the
equipment we use to maintain the roads.
So, in short, we need to be prepared to purchase some newer equipment so we can
continue to be effective and efficient in our daily tasks.
Cherokee Lake Beach:
There is a plan to expand the sandy area under the water in the beach area. We are
going to drop the bottom of this area down about 18"-24" during the expansion. By doing this
work, we will be able to extend the buoy's further out from the beach. This will give beach
goer's a larger, deeper swimming area.The width of the buoy area will not change. As we do
every year, the beach area itself will receive several tons of fresh sand.
Fishing Derby:
Not sure if the fishing derby is going to take place this spring but I am going to stock
trout in the ponds, the lake on Bowman Lane, and Cherokee Lake if it is repaired by then. I will
be ordering the usual amount of 406 trout. Last year the total for the fish was $1,286.00.
Shop Furnace:
The furnace in the maintenance shop has not been working properly for a couple of
months. Upon having it checked by a HVAC Technician he discovered that some parts needed
replaced. While trying to order the parts for the 25+ year old furnace, the technician found the
parts to be obsolete. So, at this point we are in the process of replacing the unit. We are
waiting to receive 3 quotes from different companies and will move forward with the lowest
bid.