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PublicWorksAgenda2022June28
COS COUNTY FRE ERICK Department rt uent of Public Works 4 1/ -5 4 , t FAX. 540/678-0682 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Meeting of June 28, 2022 DATE: June 21, 2022 There will be a meeting of the Public Works Committee on Tuesday, June 28, 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. Update on the recycling program for Frederick County. (Attachment 1) 2. Update on Glass Recycling. (Attachment 2) 3. Carry forward request for Refuse Collection. (Attachment 3) 4. Carry Forward Request for the Animal Shelter donated funds. (Attachment 4) 5. Supplemental Appropriation request for the Animal Shelter. (Attachment 5) 6. Carry forward requests for the Landfill. (Attachment 6) 7. Carry forward requests for Shawneeland. (Attachment 7) 8. Public Works project updates. 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 Page 2 Public Works Committee November 27, 2018 9. Miscellaneous Reports: a. Tonnage Report: Landfill (Attachment 8) b. Recycling Report (Attachment 9) C. Animal Shelter Dog Report: (Attachment 10) d. Animal Shelter Cat Report (Attachment 11) e. Shawneeland Sanitary District Advisory Committee meeting minutes (Attachment 12) JCW/kco Attachments: as stated 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 C COUNTY mad" F E' C" Oft _ ... Department of Public Works 4 / - 4; MEMORANDUM TO: Public Works Committee FROM: Gloria Puffinburger, Solid Waste Manager SUBJECT: Recycling Program Update DATE: June 8,2022 The purpose of this memorandum is to inform you that staff has successfully reduced hauling costs for recyclables by approximately $125,000 per year. In May, Frederick County awarded a two-year contract to Ridgerunner Container Service LLC for the processing and marketing of the county's recyclables (mixed paper, cardboard, cans and plastic bottles and jugs) through a competitive bid process. Since that time, staff has re-negotiated hauling rates with Republic Services that are reflective of a local market. Late last year, RCS erected a multi-million dollar materials recovery facility on Kent Street property formerly owned by the P.W.Plumly Lumber Corp. The facility has been accepting cardboard and mixed paper from the City of Winchester, Waste Management Inc. and Republic Services of Winchester for several months. Additionally,when the county's previous processor located in Hagerstown, Maryland could not accept any materials in March of 2022 due to equipment failure and supply chain issues, RCS voluntarily agreed to accept the county's materials for processing at the same contract rate, avoiding a disruption in service to the residents of Frederick County that would have extended for approximately five weeks. Since mid-March, RCS has been accepting,processing and marketing the county's recyclables. Under the new contract,the county will be paid rebates for its recycled goods,based on market conditions for commodities which have improved over the past year.Aside from this small revenue stream and the immediate reduction in hauling costs, staff intends to work in the coming months to further reduce hauling costs by returning to service county-owned roll-off containers,replacing rental containers that have been used during the past two years. Securing a local outlet for the area's recyclables not only benefits the local economy through savings in transportation costs and time-savings for haulers,but also realized the environmental benefits of reducing fuel consumption, carbon emissions, and congestion on I-81. According to staff research, a diesel trash truck averages about 4 mpg during highway travel. Roughly 450 100-mile/three hour round trips per year 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 Recycling Update (page 2 of 2) to the Hagerstown sorting facility in order to move the county's recycled goods equaled 45,000 miles of travel along busy I-81 and a consumption of 11,250 gallons of diesel fuel. Please keep in mind that transportation costs associated with the recycling program are included in the Refuse Collection(4203)budget. A 4.3 percent rate increase based on the Consumer Price Index as listed by the U.S.Bureau of Labor Statistics will take effect on July 1 per the provisions of the hauling contract. Staff wishes to thank the committee,board and administration for its support of the county's recycling program,particularly the past three years which have seen a great deal of change and rising costs. It's always welcome news whenever the county can reduce costs and maintain services to its residents. In the upcoming FY 22/23 budget, staff has requested funding in order to restore a limited glass recycling program to Frederick County. Staff intends to bring this issue before the committee for consideration during its next meeting. cc: file 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 COUNTY' o ' ' Department of Pnbllc ' orbs 540/665-5643 �, , , FAX: / 7' - tea MEMORANDUM TO: Public Works Committee FROM: Gloria Puffinburger, Solid Waste Manager SUBJECT: Restoration Glass Recycling; Proposal DATE: June 17, 2022 In November of 2016, this committee recommended, and the Board of Supervisors concurred to suspend the county's glass recycling program due to the loss of a local market willing to accept the material. At the time, utilization of the material as daily cover at the landfill was also rejected since additional hauling costs would still be incurred only to have the material end up at the regional landfill. The only positive in this approach would be that the county could claim glass tonnages used as daily cover as a"beneficial use" in its recycling reports to the Commonwealth. The county continues to exceed the minimum recycling rate. At the time the program was suspended, the county consistently maintained that it would continue to explore alternatives for glass recycling. Since the 2021 fiscal year, I have requested funding in order to transport the county's glass bottles from a single drop-off at the landfill's citizens' center to Fairfax County's million-dollar crushing operation in Lorton. Since its inception in October of 2019, Fairfax's operation has collected and processed about four million pounds of glass from its own residents and municipalities in the Northern Virginia area. The material was first used primarily as construction aggregate. However, the cutlet is now also marketed for building insulation and cutlet is sold which is turned back into bottles by Owens- Illinois' at its plants located in Danville and Toano, Virginia. Staff is offering a proposal that will add Frederick County to Fairfax County's "Purple Can Club". This program involves renting two custom recycling containers from Fairfax County and paying all associated hauling costs and tipping fees. I have estimated a rough cost of$20,000 for a single collection point serviced once per month. By our meeting date, I intend to be in a position to provide a more detailed estimate for your review. 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 Glass Recycling (page 2 of 2) Staff suggests that now is an ideal time to restore glass recycling. Residents have continued to request the service and there is a viable glass alternative. Our new recycling processor, Ridgerunner Container Service, is not accepting glass from the county at this time but remains open to options in the future. A private citizen in Clarke County has purchased her own small crusher and is offering the free service to residents of Clarke. A much larger diversion opportunity is well underway in the City of Winchester which has purchased its own glass crusher. The equipment is expected to come on-line in the fall of 2022. There exists the potential for Frederick County to participate with the city in its recycling effort. Staff is seeking the committee's input and a recommendation. /gmp cc: file 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 COUNIN of FREDERICK Department of Public Works 54 / - 643 FAX: 540/678-0682 MEMORANDUM TO: Joe C. Wilder, Director FROM: Gloria M. Pufbnburger Solid Waste Manager RE: Carryforward Request; FY 21/22 DATE: June 17, 2022 The purpose of this memo is to request a carryforward amount of$540,900 or the remaining balance at the end of the fiscal year, from line item 10-4203-8900-00 (Improvements Other Than Buildings) for costs associated with the expansion of the Gore convenience site, scheduled to be completed in November. Requested funds should be placed into the 10-4203-8900-00 line item in the FY 22/23 fiscal year. • Carryforward in the amount of$31,800 or the remaining balance for professional services associated with this project. Funds should be placed into 10-4203-3002-00 (Professional Services) in the FY 22/23 fiscal year. • Carryforward in the amount of$3,400 or the remaining balance to off-set completion of electrical work at the Stephenson location. Funds should be placed into 10-4203-3004-03 (Repair and Maintenance Buildings) in the FY 22/23 fiscal year. Requests total approximately $576,100. If you have any questions,please do not hesitate to contact me at Extension 8219. /gmp FREDERICK COUNTY-ANIMAL SHELTER Kathy M.Whetzel Shelter Manager 540/667-9192 ext.2502 FAX 540/722-6108 E-mail:kwhetzel@fcva.us MEMORANDUM TO: Joe Wilder, Director of Public Works FROM: Kathy Whetzel, Shelter Manager SUBJECT: FY 21/22 Carry Forwards DATE: 6/16/22 The Shelter is requesting a funding carry forward from FY 21/22 from line item 10-4305-3001-01 Professional Services -Donation in the amount of$406.22. This amount is the unused portion of spay/neuter funding. The funds were appropriated from the Fleming donation for spaying and neutering shelter pets. Please contact me if you have any questions. KMW:hag /\ "1.d„P I q�'I "q„ I, 5 FREDERICK COUNTY-ANIMAL SHELTER Kathy M.Whetzel Shelter Manager 540/667-9192 ext.2502 FAX 540/722-6108 E-mail:kwhetzel@fcva.us MEMORANDUM TO: Joe Wilder, Director of Public Works FROM: Kathy Whetzel, Shelter Manager SUBJECT: Supplemental Appropriation Request Court Case Restitution—Professional Health Services DATE: 6/16/22 The shelter is requesting funding in the amount of$157.12 be appropriated to line item 010-04305-3001-00 Professional Health Services from lODR 3-010-019040-0014 restitution fund in FY23. This amount represents funding received from court ordered restitution in the following cases: Porter case $80.00; Hall case $7.69 and $69.43. Restitution is from court cases in 2020 and 2021. Please contact me if you have any questions. KMW:hag LUIt`l I III,IIl L 6 f"t11fNI'Y of FREDERICK l epaaautniert of smalls: Works FAX- 5401678-01682 MEMORANDUM TO: Public Works Committee FROM: Ron Kimble, Landfill Manager THROUGH: Joe C. Wilder,Director of Public Works SUBJECT. Carry Forwards to 2022/2023 DATE: June 1.0,2022 e are requesting that fiinding remaining at the end ofthe 2022 fiscal year in each of the following line items be carried over into the new 2022/2023 budget. 1 -4204-30 2-00 Professional Services Funding associated with this line item is associated with engineering costs for ongoing prgjects at the landfill. Moving the remaining funding in this line item into the 22/23 budget will ensnare that current projects remain on schedule. An estimated amount of$41 ,861 remains in this line item at the end of FY22. 1 -420 -3 04-04 a air andMaintenance- Generators Decent work that has been performed by the manufacturer of the Jenbaucher engines has yet to be billed. Through discussions with manufacture representatives, it is not expected that we will have accurate invoices for this work for several.months. 1 expect that invoices will not be received until September 22 or later. Billing is handled through offices located in Hungary. avid 19 continues to have a major impact on the manufacturers billing process. An estimated amount of$1.35, 62 remains in this line item at the end ofFY 22. 12-4204-3010-01 Contractual Services-Tire fro ra Frederick County operates the regional Fire Operations Program for the Northern Shenandoah Valley Flegional. Commission. Over the course of the last 2 years landfill staff have been unable to process the number of tires that have been collected dare to staff`shortages, a lapse in the Community Inmate Worldorce Program, and equipment repairs. d 8 large accumulation of tires currently exists at the landfill that will require focused effort to process throughout the next fiscal. year. Approximately $198,008 remains in this line item. 12-4204-5408-03 Generator S )are Parts This line item is for parts associated with operation of the landfill gas to energy plant. As mentioned above, issues with billing persists with the manufacturer representative. We have several parts purchases that are outstanding at this time and do not expect to be invoiced for several months. This line item has approximately $111,288 remaining at the end of the fiscal year. 12-4204-8900-00 Imprave meats her Than Funding for stormwater management and a large diversion channel were included in the 2021/2022 budget. These projects are currently still in the permitting process and expect to be started in the 2022/2023 budget cycle. .. . estimated amount of$2,265,550 remains in this line item at the end of FY 22. In total, I am asking that an estimated $3,129,269 be carried over into the 2022/2023 budget, Please contact me at 540-665-5658 should you have questions regarding this request. 7 COUNIN of FRI"'DERHA .................—----------- Sanitary District of'Shawneelan(] Kevin Alderman Distfict Manager Officeo 540/877...1035 Rix: 54(V8'17-136 1, MEMORANDUM TO: Joe Wilder,Director of Public Works FROM: Kevin C.Alderman, District Manager, Shawneeland Sanitary District SUBJECT: Carry Forward of Funds from Fiscal Year 2021-2022 Budget to Fiscal Year 2022-2023 Budget DATE: June 7,2022 I am requesting that any unencumbered funds from the Fiscal Year 2021-2022 budget be carried forward to the Fiscal Year 2022-2023 budget. This amount will allow Shawneeland to purchase much needed equipment,upgrade the Maple Trail bus stop, and allow for additional asphalt patching. I am also requesting that an amount of$380,000.00 be carried forward from the Fiscal Year 2021-2022 Shawneeland Sanitary District budget line item QM=Wal Smirega to line item 16-8108-301 Q-QQ-Qjbg-r_c2aUM&MW Services in the Fiscal Year 2022-2023 budget. This amount will be used for the repairs of the sinkholes at Cherokee Lake. If you have any questions,please do not hesitate to call me. KCA/pms Cc: file 107 Nortli Kent Street 50 "rbrnahwyl� "Frai I Winchester, VA 22601 5000 Winchester, VA 22602 1351 TY ICK OftU____ .. Department of Public Works 40/665- 64; 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: June 9,2022 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:17,354 TONS(UP 551 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 18,167 APRIL 20,313 17,475 18,627 16,952 MAY 19,443 17,010 17,105 18,054 JUNE 16,519 17,968 18,594 JCW/gmp N 0 0 0 0 0 0 V O M O O O M M ID O (D M O M N M M 0 (D O NT O M N M O O 00 O (O O LO 00 (O (O M �' 00 (O N 00 (O (O 00 I� M N I� M O O �' I� M 00 (O O_ �' �' O N 00 N (O I� V O 00 00 00 Lf) 00 r- � N M O V N (O 00 N M O (O (O O V O O 00 Lf) N 00 00 V 00 V V O O J m I-- (O U-) m CD 00 V N N O (O (O I-- I-- W) N O N N (O I-- (O 00 V CD 00 N U-) O CD co O V V W) """'llllll° I CO U') (0 (0 CD U') CD U') �' I- O (O N 00 I-- CD '' W) I-- co N O N V (O N CD co O CD 00 co (O I-- O 11' CD„ �o�: W) 'T co Lf) O N N N N N (O O O I-- (O V CO O CO O 00 (O (O N — V CO O ICT M M O O V O O O O O O (O Lf) Lf) Lf) Lf) Lf) V Lf) M N N N N N N N N N N N � 0 0 0 0 0 0 �' O O O (O O I� O V O W) 00 00 I-- 00 CD CD O O O O O O O CDM, 00 O (O (O 00 O V O 00 �' LO (O O LO O �' �' N N M I� O_ O LO 00 I� N 00 M 00 �' N 00 N O O r- N O Lf) O M r- Lf) N N V 00 r- N M � N O (O M 00 O N O N (O 7, (C 00 I� (O 00 I' m (O 00 m I- m O co O O 4 � (O O O N O 00 I� N O I- U-) (O 00 m V 00 V 00 'I, (O Lf) O O O U') N M M O N CDO I-- 00 I-- O M N M N V O I-- U') CDN M I� Lf) V V co N N N N N N N U') — N O M CDM M (0 co �' N M CD N co (O U N M M N N N N cn O O O CD CD O O M O M O O CD O O O M CD 0 0 0 0 0 0 0 I-- 0 0 V V (O 00 O V 00 V O (O V O O N N O CD00 00 00 O N 00 (O 7 (O O � V O co O 00 00 (O Lf) I- V (O O (O O r- V Lf) V N Lf) (O (O O (O � Lf) V rl 00 00 O O U I-- Lf) 00 (O co co 00 Lf) co O co N I-- (O W) O N N V I-- Lf) I' 00 N M (O N V Lf) W N N N N N N N N Lf) I-- (O O O M O 00 M O 00 (O M O O 00 00 I-- Lf) (O Lf) N W co N N O CD O O O CD O CD O O O O O V O O O O O O O O O O O O O N W O V V 00 O N O O 00 V 00 00 N O O (O N N V O O N O (O 00 Lf) M 00 N O r- V (O r- r- O V7 (O V7 V7 N N 00 V 00 r- Or- r- Lf) M �' �' M M (O M M co �' �' (O LO LO M I� � 00 (A I� O � 00 N LL �' �' LO 00 M M �' �' M M M W M ~ O O cn a- LU _ _ ry O O O O O O V 00 (O V O 00 00 (O (O (O (O 00 M M 00 LO O 00 O LO I� (O LO O N O (D Lf) N N V N r- � (O r- 00 (O (O Lf) N O "* M I� "* - 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U z G U � / \ wo < \ t o A m m (o m c S / i m \ Eco I / E w \ w z / ZZo # ww # o no0t t c / $ o m A A A A m A A o % / ƒ R 2 < , ¥ z co < O \ / w c o A o A o o m f ƒ \ c o 0 0 o o n # # 2 2 / � / � E 5 k z » ZI zR / \ \ \ \ \ \ \ ƒ \ \ \ \ / 2 Shawneeland Sanitary District Advisory Committee (SSDAC) -Minutes of May 2,2022 The meeting was called to order at 7:03 p.m. Those in attendance were Barry Van Meter, Jeff Stevens, Rhonda Sargent, Kevin Alderman, Director of Public Works, Joe Wilder and four(4)residents. George Bishop, SSDAC member and Supervisor Shawn Graber were absent. Rhonda called for approval/correction of the February meeting minutes. Motion to accept the Minutes as presented was made by Jeff and seconded by Barry. Motion passed unanimously. Manager's Report: See Attached Manager's Report. (Attaclllvu�neiiit 1) New Business: Update on Crystal Lake(Cherokee Dam) Remediation: • Joe Wilder indicated that Crystal Lake has risen and continues to rise. With the lake water level continuing to rise, the remediation cannot be performed. Remediation is still a priority, once the rain stops it is anticipated that possibly in June, the water level will begin to drop approximately one (1) foot per week and return to the previous level. • A Task Order has been signed with Viola Engineering PC and American Concrete Services (ACS) listed as a subcontractor to perform the repairs. ACS is ready to perform the remediation; however,it cannot be done until the water level in the lake drops. If the water level was only up by one (1) or two (2) feet the work could be done; however, the water level is up by approximately seven(7) or eight(8) feet. • After some additional evaluation,is anticipated that the cost to complete the remediation will be $130,000 to $140,000. The remainder of the $380,000 originally requested to perform the work will be returned to the Shawneeland Sanitary District reserve account. • It may be necessary to carry forward the funds from the current fiscal year budget to the fiscal year 2023 budget if the work cannot be performed by June 30, 2022. A carry forward would be required as a purchase order was not issued for the work. • Staff will continue to monitor the level throughout the swimming season. It is anticipated that the water level will be extremely low by late summer or early fall. Thus requiring the carryforward of funds for the remediation. • It will take approximately one (1)week to complete the remediation(start to finish). Update on Tomahawk Madhouse Mailboxes • George Bishop is now on/in charge of the subcommittee 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. A report was prepared based on his March 4, 2022 discussion with Mr. William Knapp of the LISPS. (Attachment 2) • The post office no longer purchases/installs Cluster Box Units (CBU's). Consequently, Mr. Knapp provided Mr. Bishop with a website where Shawneeland can purchase the required CBUs (Type III, Model 93316) • Once the CBU's have been ordered and arrive, Shawneeland will need to tag the new boxes to match the current ones. At that point, a representative from the post office will come out and remove the locks from the CBU's currently installed. The new boxes will be installed and then the post office will provide the residents with new keys. • There should only be a minor disruption in service per the post office. • Shawneeland can have the old mailboxes and dispose of them at their discretion(i.e., sell). Once the new CBU's have been installed, Mr. Knapp will provide Shawneeland with a letter to this affect. • This will occur during at some point during fiscal year 2023 (which begins July 1, 2022). Shawneeland Bus Stop Report • Next school year,based on the information contained in the Manager's Report, students will no longer wait for/depart the bus at the Tomahawk Trail bus stop. It will be shut down and all students from the Tomahawk Trail site will wait for/depart the bus at the Maple Trail bus stop. This decision was based on safety concerns/recommendations from the Frederick County Public Schools Assistant Deputy Director of Transportation, Calvin Davis and Deputy Roberts, Frederick County Sheriff's Office Traffic Division (Please refer to Attachment 1 for specifics). • Part of the improvements to the Maple Trail site will include 50 parking spaces to accommodate the additional vehicles that will utilize this site. In addition,there will be a separate means of ingress (Maple Trail) and egress (Tomahawk Trail) from the parking lot. • Mr. Davis indicated that the transportation department will send a letter to each of the residents that will be affected by this change well in advance of it occurring. • In addition, the transportation department can alter the bus schedule slightly so that there will only be one (1)bus at a time at this location. • The shelter currently located at the Tomahawk Trail site,will not be relocated to the Maple Trail site. Request to Hold Farmers' Market at Tomahawk Trail Mailbox House Extra Parking Lot • The chairperson informed the SSDAC that she had received a request from citizens within the community to hold a Farmers' Market at the subject location. She indicated that she had been doing research with and talking to various county entities. In particular, the zoning department who indicated that this was not an allowed use/function in an area zoned R5. Shawneeland is Zoned R5. If the citizens still want to have a Farmer's Market,it was suggested that they contact the fire hall to see about holding one there as a community yard sale had been held there a few years ago. Consequently,it was decided that committee did not need to vote on this request due to the fact that per zoning a Farmer's Market in Shawneeland is not allowed. Fishing Derby • Rhonda Sargent, SSDAC chairperson, gave a brief history on the derby as well as a status update. • The first fishing derby occurred in 1985. It is believed that Halos and SKORE were the original groups that sponsored and hosted the derby and the sanitary district supplied the fish. • Anna Campbell has been the person to organize and plan this event. However, due to Covid, this will be the first one in approximately two (2)years. • The posters were made and sent to the office for posting at the mailbox houses. Prizes have been obtained and there is someone that has agreed to take pictures of the participants. • The SSCAC chairperson indicated that she had created events on the Shawneeland Facebook pages to promote the fishing derby; she stated that she had also put a disclaimer in the event that stated that she was not hosting/creating the event. The event will be held on Saturday, May 7, 2022. • The manager indicated that all fish had been purchased and the two (2)ponds would be stoked with 150 fish each and the lake would be stoked with 100 fish on Friday May 6, 2022 Public Comments: • A resident stated that Dogwood Trail has pot holes that need attention. • Another citizen wanted to know what was going on with the roads, they need to be addressed. He indicated that the tar and chip program had been deferred the previous year and,now again this year. He stated that the fishing derby is not that big of an expense; however,the lake/dam repair is and that we don't all use the lake—we do all use the roads. He also indicated that he knew that the sanitary district staff was not at full capacity and hoped that they were actively trying to recruit staff as they are needed. Lastly,he shared that he's disturbed to see the dwindling participation in terms of the advisory committee and is unsure how Supervisor Graber feels about it. • Another resident spoke up to introduce himself and indicated that he had just moved to the community and wanted to get involved and participate. Committee Comments: • Committee member Jeff Stevens stated that he has had several people inquire about the possibility of leaving the gate to the beach unlocked all year. Some like to play volleyball, etc. Jeff asked the sanitary district manager if this would be possible to which the manager responded that he would leave that up to the SSDAC. After some discussion, a motion was made by Barry and seconded by Jeff to add this item to the August 1, 2022 SSDAC meeting agenda. Motion passed unanimously. Chairperson entertained a motion to adjourn. So moved by Barry seconded by Jeff. Meeting was adjourned at 8:15 p.m. R E 11),IIIIIIhIII 114 1 C CO U N T'Y SA III N I A I(Y DIS 1 1110 01' SIIIIIAW NEE I NIND MANAGER'S REII�)ORT MAY 2022 IRoad Surface Conditions: Now that spring Iles arrived, and the Iharslh temll.)eratuires of winter are IbeHnd us I can see-the distress that has occurred to-the iroad surfaces over the past 6 ii-nonths. This is normally the time of year that I do a final assessment of the trains that will receive the tairaind cHp 'treatment. IUrnfortuurnately, this year we w11111 not do a -tar and chip program iirm Shawineelaind because of some varying opinions oin Ihow the -trails shoulld The irnaintaiiined. The Frederick County Public Works Director-finv[ted a VDOT representative that is an expert in road mall ntenanceto come to Shawn eelland and assess the irna4itenance Ibeing one. The VD0'T representative Mr. IMonroe who is the Maintenance Operations Manager for d w Edinburg Residency met with Mr. Wilder and me on September-9, 2020, !in Shawineelaind.. After, a brief conversation Mr. I\Aonroe and 11 traveled some of the-trails in Shawineeland. I\Ao. Monroe s4-nply reiterated what I have been saying-for the past 14 years.. it is vital to contlnue-to do the tair and chip program. p have included -the emaH from IMir-. Monroe in my managers report. A) Over the 1past few years, 11 have been encouraged to cut back moire and more on the tar and chip program and -the overall budget which i have relluctaintly done.. 11 have cautiloined those -that have (beam pushing-this agenda that at some pofint we would pay-for the lack of mallinteinance lby way of-the tar aind cINIp progiram,. I have always irnalintained -that I am not Ihuuge-fain of-tar and chip, lbut [it is the nnost cost..- effective way-to maintain road surfaces from deteriorating in the country. By cut-Ung back on -the-tar and chip prograrn as we have doine, we can keep the budget numbers down and it looks good on paper.,The downside of cuttliing back on the tar and cMp progran-i is the road surfaces deteriorate even furtheir and in the pain g ruin will cost more to irepa4% A simple anallogy fir-orn -the old Fram oil filiter commercial (you can pay me now or pay me Ila-ter) with 2 different scenarios., You can either be proactive or reactive aind we all know -that reactive cost more. Tomahawk Bus Stop-, Oveir''the past-few months, we have had several iinc dents at the Tomahawk bus stop locaflon.'TINs usually involves ciflzen's getting their mail at the saran e time the lbuses are loicHing up or clirojpjping off students. Several ver-ball aitercations have occurred as well as a vehicle being held -from exlting the area by way of parents star-iiding !!in its 1path -to leave. l decided to cointact the Frederick County Tirairiisl:)ortation Department and inv[te them out to observe the problem.The trainsportadon department sent out Il r. Davis and Deputy Roberts of the Frederick County Sheriffs Office"Traffic Mvision. We it net-the morniing of March 17, 2022, at 6:45am to observe the bus business at the Tomahawk bus stop. Deputy Roberts stated that this situation is clearly a safety problem. We all discussed ways to fix this safety issue. The only real solution is to move the bus stop from this location.The combination of the bus stop,the mailhouse,the playground, and the rest of the common grounds just add up to too much traffic. And with more and more homes being built,this issue will only grow in the future. Mr. Davis, Deputy Roberts, and I then went to the Maple Trail bus stop to observe the bus business the same morning. It became clear that this would be the best location to move the students too. Mr. Davis and Deputy Roberts made some suggestions, and we all came to an agreement at that point. Mr. Davis sent me an email outlining what they would like to see at this location. I have included that email in my manager's report. ( tt hmetit B) My staff and I have started expanding the parking area to accommodate the bus traffic.The Transportation Department will send a letter to each of the residents that will be using the bus stop location well in advance of any changes. Mr. Davis explained that he could alter the bus schedule slightly so that only 1 bus will be at this location at a time. Trout Stocking: We will stock 406 trout for the fishing derby.This is the same total as the past few years. We will stock 400 rainbow trout, 4 golden trout, and 2 brooders in the ponds on Tomahawk Trail and Cherokee Lake.The ponds will be closed for fishing on May 6, 2022, which is the day the stocking will take place. We want to preserve the trout for the children's fishing derby on Saturday, May 7, 2022. The lake will remain open for fishing when stocked. Mowing Season: Mowing season is upon us once again. Staff will be mowing and weed eating the common grounds as needed throughout the mowing season. Mowing along the trails will begin sometime in late May. This will continue until the last cut in the fall. As has been the case over the past 2 years, we are still short staffed. Once we get into asphalt patching,the mowing along the trails will slow down.This will lead to tall grass and complaints but until we are fully staffed some maintenance activities will suffer. Swimming Season: With the hope that we have a swimming season,the staff has been very proactive in preparing the beach for swimming season. We have extended the beach by 20 feet and dropped the depth by 2 %feet at the deepest point. The depth at the buoy's when the lake is full will be 8 %to 9 feet. We have painted the shelters. We will be adding 200 tons of sand and new buoys and rope. We trimmed the brush and removed the grass from the beach. Equipment Needs: In the manager's report from February 2022, 1 explained the need to update some of the aging equipment in our small fleet. As I stated during that meeting, purchasing used equipment is our best option. Most of the equipment purchased over the past 14 years has been used equipment. I am going to request a carry forward of the remaining balance of the 2022 budget to address some of those equipment needs. Below is a list of the equipment that needs to be replaced in the very near future. Equipment. ... ... .. ....... .. ... _. . _..� _.. Description Service New/Used Useful Lie Purchased Resla e ated l Equipped p ment With Cost ............................. ........__. 595 Case- 12/17/1990 New 20 17,221 65,000 Sickle Bar IH 52 HP and Brush Tractor Hog EaEager Beaver.. 4 16/1992 Used 20 9,000 40........_ e_... - g / ,000 t Woodchipper ------- , ...... ..... .. _ ....... �m Melroe 10/30/1998 New 20 18,715 50,000 Bobcat Skid Loader . 1995 Ford F- 7/28/�. ........ --- ----- _ ... ......___ ... ..... . .....e 995 New 20 31,297 65,000 Salt 350 Spreader and Plow .-- Scag Zero....... 5�. M.m... .. --.- �.... _....� /5/2004 New 10 7,030 20,000 Turn Mower Kevin Alderman a '. From: Monroe, Charlie <samuel.monroe@vdot.virginia.gov> Sent: Wednesday, September 9, 2020 11:47 AM To: Joe Wilder Cc: Kevin Alderman; Edwin Carter Subject: '[External]'Re: Meeting Mr. Wilder, I hope all is well . It was nice to get to spend some time with you and Kevin last week.After speaking with the two of you Kevin and I traveled over a good many of the roads in Shawnee Land. In talking with Kevin in my opinion he has a good plan in place for the continued maintenance of the roadway infrastructure in Shawnee Land. Kevin is addressing everything we try to address in our roadway maintenance ( drainage, leveling,sealing, and vegetation control )which all have a negative impact to the roadway if they are not continually part of the plan.All though a road looks fine and rides fine these items need to be addressed each year in a cyclical fashion to stay in front of future roadway failures. As I stated before I believe Kevin has a good plan and is working his plan.Thanks for the opportunity to spend some time with the two of you and let me know if you need anything else. Thanks and Stay SAFE !!! On Tue,Sep 1, 2020 at 1:58 PM Kevin Alderman<kaldei i n:o°14ein'�a.,.us>wrote: Charlie, Wanted to thank you for taking time out of your busy day to meet with me this morning. I appreciate you looking at our operation from a VDOT perspective.Thanks for sharing your thoughts on what you seen here in Shawneeland. Hope you have a safe and enjoyable trip to Georgia Thursday. Sincerely, Kevin Alderman Frederick County Sanitary District of Shawneeland Manager 540-877-1035 i Charlie Monroe Edinburg Maintenance Operations Manager Office 540-535-1822 Cell 540-820-5148 2 Kevin Alderman From: Calvin Davis <davisc@fcpsk12.net> Sent: Thursday, March 17, 2022 3:29 PM To: Kevin Alderman; Eddie Roberts;John Grubbs Subject: '[External]'Maple Road Bus Stop Mr. Alderman, Good Afternoon, I wanted to send an email to summarize our meeting this morning at the Maple Road bus stop location in Shawneeland. We are recommending that the Tomahawk bus stop location be moved and combined with the Maple Road bus stop next school year. Improvements to the Maple Road bus stop will need to be addressed to accommodate the parent load and a separate lane for the school bus be installed off Maple Road on the rear of the lot for school bus traffic only. A recommendation of paving and stripping the lot and bus lane with a barrier between the bus lane and parent parking would be appreciated. We believe that this would help with the safety of loading and unloading students at this location. I appreciate you willing to help and meeting with myself and Sergeant Roberts this morning. Any questions or concerns please let me know. Thank you. Calvin Davis w` :: Assistant Director of Transportation Frederick County Public Schools 2261 Front Royal Pike Winchester, VA 22602 540.667.2770 x 68114 540.450-4176Cell 4' I' 1 ATTACHMENT 2 Report of conversation with Mr.William Knapp: I spoke with Mr. Knapp; on March 4, 2022 We discussed the mailboxes at the current location and how the SSD should proceed. Bill provided the URL for mailboxes.com and we looked at the approved LISPS Commercial boxes,the TYPE III Cluster Box is the type needed. Model 93316 is the option we use and we can select the color of the boxes. https://www.mailboxes.com/cluster-box-unit-16-a-size-doors-type-iii-usps/ Once the new boxes arrive, SSD needs to tag the new boxes to match current mailboxes, then Mr. Orndorff will come and remove the locks of the current boxes.New boxes will be installed, and keys provided to customers/residents. This is not a time-consuming evolution so there should be only a minor disruption in service. The disposition of the old mailboxes will fall to the SSD. Mr. Knapp will provide a letter that the boxes are the property of the SSD and can then be sold for recycling if so desired.