PublicWorksCommitteeReport2022August30 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS
Tuesday,August 30, 2022
8:00 a.m.
107 NORTH KENT STREET, SUITE 200, WINCHESTER, VIRGINIA
PUBLIC WORKS COMMITTEE ATTENDEES:
Committee Members Present:J. Douglas McCarthy; Bob Wells; Gene Fisher; Gary Longerbeam; and
Harvey E. "Ed" Strawsnyder,Jr.
Committee Members Absent: Kevin Kenney
Staff and others present: Mike Bollhoefer, County Administrator;Jay Tibbs, Deputy County
Administrator; Rod Williams, County Attorney;Joe C. Wilder, Director of Public Works; Mike Stewart,
Senior Project Manager; Kevin Alderman, Shawneeland Manager; Ron Kimble, Landfill Manager; Mark
Fleet, Building Code Official.
(Attachment 1)Agenda Packet
ITEMS REQUIRING ACTION
1-Updating the Inspection Departments fee schedule relating to solar farm projects
There are currently multiple large solar farm projects that are planned to be constructed in Frederick
County. One Large project is applying for building permits in the next few days. In looking at the current
commercial building permit fee schedule,the fees were developed for construction of buildings and the
multiple inspections required. However, the solar farm projects are very large but do not need the
number of inspections as a commercial building would require. When you apply the current commercial
building permit to these large projects,the building permit fees become very high.
Therefore, we have reevaluated the amount of inspection time necessary for the solar projects and have
determined a building permit fee schedule below:
*Construction of the first 250,000 square fee would be$.05 per square feet
*Additional square feet over 250,000 square feet would be charged $.03 per square feet
The proposed fee schedule would adequately cover all associated inspection costs. This fee is separate
from the electrical permit fees that will also be charged to ensure all the electrical work is installed per
all applicable code requirements.
In the attached justification memorandum from the building code official, we provide an example of the
costs associated with a typical solar farm project under the proposed fee schedule. We did perform
research on what other localities have charged for building permits fees for solar farm projects in their
locality and could not determine a cost. Most solar farm projects directly involve an electric power
company and they are exempt from the building code and do not require permitting. The solar farm
developers in Frederick County are private and therefore, must obtain permits and pay the permitting
fees.
A motion was made by committee member Fisher recommending the new fee schedule for new solar
farm projects. The motion was seconded by Supervisor Wells and unanimously approved by the
committee. This action will go directly to the Board of Supervisors for their consideration and approval.
ITEMS FOR INFORMATION ONLY
1-Discuss the Tomahawk Trail/Maple Trail bus stops-Shawneeland Sanitary District
Currently,there are three bus stops in Shawneeland. The Tomahawk Trail bus stop is located adjacent
to a mailbox house, playground, and a recreational pond. During the Spring of this year, it was
determined by the school transportation director and the school resource officer with the Frederick
County Sheriff's Office that the Tomahawk Trail bus top has become unsafe due to increased traffic
volumes and so many children occupying the same space. They communicated with Kevin Alderman,
Sanitary District Manager and recommended we close the Tomahawk Trail bus stop.
To handle the increased volumes, we have expanded the Maple Trail bus stop. In order to have a long-
lasting parking lot for the parents to park in, we need to pave and stripe the expanded lot. We
anticipate these improvements should cost less than $100,000. We will be discussing this at an
upcoming Finance Committee Meeting.
2-Update on Public Works Projects
A. The grouting project for Cherokee Dam is scheduled for October.
B. The Gore Convenience Center site improvement project is scheduled to begin in late
September.
C. The Marion Drive road project has begun with an end of September completion date.
D. Kee Construction has begun the Sunnyside Plaza renovation for the Voter Registrar with
an April 2023 completion date.
E. We are going through the Department of Environmental Quality (DEQ)Virginia Water
Permit process with an anticipated completion in March 2023. Through the permitting
process, some adjacent property owners have been contacted.
Respectfully submitted,
Public Works Committee
J. Douglas McCarthy, Chairman
Robert W.Wells
Gene E. Fisher
Gary E. Longerbeam
Harvey E. "Ed" Strawsnyder,Jr.
Kevin Kenney
By;
, C.Wilder
Public Works Director
JCW/kco
Attachments: as stated
cc: Michael Bollhoefer, County Administrator
Rod Williams, County Attorney
Kevin Alderman, Shawneeland Manager
Kathy Whetzel, Animal Shelter Manager
Gloria Puffinburger, Solid Waste Manager
Ron Kimble, Landfill Manager
file
COUNTY RE E C
Department of Public Worksl
4 1/ -s 4
, t FAX. 540/678-0682
MEMORANDUM
TO: Public Works Committee
FROM: Joe C. Wilder, Director of Public Works
SUBJECT: Meeting of August 30, 2022
DATE: August 23, 2022
There will be a meeting of the Public Works Committee on Tuesday, August 30, 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 updating Inspections fee schedule relating to solar farms.
(Attachment 1)
2. Discuss Tomhawk Trail/Maple Trail bus stops-Shawneeland Sanitary District
2. Public Works project updates.
3. Miscellaneous Reports:
a. Animal Shelter Dog Report:
(Attachment 2)
b. Animal Shelter Cat Report
(Attachment 3)
C. Shawneeland Sanitary District Advisory Committee meeting minutes
(Attachment 4)
JCW/kco
Attachments: as stated
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000
COUNTY of FREDERICK
Inspections Department
Mark A. Fleet, Building Official
540-665-5650
Fax 540-678-0682
Memorandum
To: Joe Wilder, Director of Public Works
From: Mark Fleet, Building Official
Date: August 18, 2022
Subject: Fee schedule for solar farms
Our current fee schedule for utility use group is based on buildings designated for utility use purposes and
not free-standing structures that do not have an occupancy associated with the permit. Base on the current
fee schedule a Solar Farm permit could be an enormous fee. An example of a project with five million square
feet of solar panels.
First 250,000 sq. ft x .18=$45,000
Remaining 4,750,000 sq. ft. x.15 =$712,500.00
Total-$757,500.00
This total does not include the State surcharge or the electrical permit fee. Based on previous experience
with ground mounted solar panels, we would generally perform two inspections per rack of solar panels
(footing &final).This does not include electrical inspections which would be covered by the electric permit. I
would like to propose to establish a building permit fee for all commercial solar projects.
Minimum fee$120.00
First 250,000 sq. ft. $0.05 per sq. ft.
Additional sq. ft. over 250,000 sq. ft. $0.03 per sq. ft.
107 North Kent Street 9 Winchester,Virginia 22601
Example five million square feet
1st 250,000 sq. ft.x$0.05=$12,500.00
Additional 4,750,000 sq. ft. x$0.03 =$142,500
Total $155,000.00
Solar Farms are large scale projects but a require limited number structural inspections performed by the
County Inspections department. I feel the fee will more than cover our expenses while creating a more
reasonable permit fee.
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Shawneeland Sanitary District Advisory Committee (SSDAC) -Minutes of August 1,2022
The meeting was called to order at 7:03 p.m.
Those in attendance were George Bishop,Jeff Stevens, Rhonda Sargent,Kevin Alderman, Director of Public
Works, Joe Wilder and three (3)residents. Barry Van Meter, SSDAC member and Supervisor Shawn Graber
were absent.
Rhonda called for approval/correction of the May 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. (Attachment 1)
New Business:
Update on Crystal Lake(Cherokee Dam) Remediation Funds:
• To date, the remediation has not been performed due to the water level having risen.
• A request to carry forward the $380,000 allocated for the remediation from the Fiscal Year
2021/2022 budget to the fiscal year 2022/2023 budget has been made. The request has been
approved by the public works committee and the next steps are to present it to and be approved
by the finance committee and board of supervisors,respectively.
• (Please refer to Attachment 1 for specifics
Shawneeland Bus Stop
• Staff has completed their part of the upgrades to the Maple Trail bus stop parking lot area.
(Please refer to Attachment 1 for specifics).
• Mr. Davis and Mr. Grubbs of the Frederick County Public Schools Department of Transportation,
were out to view the site work that has been completed to date. (Please refer to Attachment A
for specifics)
• The manager received a quote from the county's on-call contractor General Excavation, Inc.
(G.E.I.). (Please refer to Attachment B for specifics) The quote will be provided to the SSDAC
members August 2, 2022.
• The cost for these improvements is $126,700. This cost includes the paving, guardrail, signage
and striping of the parking lot. Paving will consist of three (3)inches of asphalt on the entire
parking lot and five (5)inches of asphalt on the bus lane to accommodate the weight of the buses.
Fishing Derby Update
• Rhonda Sargent, SSDAC chairperson, gave a brief update on the derby which was held on
Saturday, May 7, 2022 which turned out to be a cold,wet day.
• There were approximately 14 children in attendance—ages five (5) to 18.
• Mostly all trout were caught by the participants so all of the trout prizes were awarded.
• Anna Campbell indicated that they have a good start toward the prizes for next year's derby.
• There were three (3) age groups—two (2) —five (5), six(6)— 12 and 13 — 18. Most of the
participants were between the ages of six(6)— 12.
• No one won the Golden Trout prize.
• The prizes consisted o£ Golden Trout, First Trout, First Non-Trout, Largest Trout, Largest Non-
Trout, First Six(6) Trout and Most Non-Trout. Six(6)was the daily Trout Limit.
• The SSCAC chairperson brought up a request to the committee that Anna Campbell be
recognized for all of her efforts in organizing and running the derby. She has done a wonderful
job. The chairperson suggested that a tree be planted by one of the ponds as a way to honor
Anna. After some discussion as to what type of tree and where (the latter will be determined by
Kevin), a motion was made by Jeff to plant a tree to honor Anna for her work with the fishing
derby seconded by George. Motion was unanimously approved.
Request to Have Beach Gate Remain Unlocked All Year
• The chairperson brought up a request to have the Beach Gate Remain unlocked all year. This
item was brought up by Jeff during the committee comments portion of the May 2, 2022 SSDAC
meeting; however, 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.
• Jeff spoke up and said not all year,but maybe until either late October or some time in November.
He indicated that a lot of people would like to use the beach somewhat past the actual swimming
season.
• The chairperson then asked Kevin how he felt about it. After determining that the beach would
only be open until either late October or some time in November,it would not be a problem.
Staff would just need to check the trash.
• A motion was made by Jeff to have the beach remain open until November first and was
seconded by George. Motion was unanimously approved.
Request to Hold a "Farewell to Summer Potluck Event"
• The chairperson informed the SSDAC that she had received a request from citizens within the
community to hold a"Farewell to Summer Potluck Event". An email had been received from the
citizens making the request which outlined what the event would consist of as well as when and
two (2)possible locations. This email had been forwarded to all of the committee members for
both their input as well as any concerns/questions they may have.
• Upon receipt of the committee's concerns/questions the chairperson prepared and sent an email to
the citizens who made the request to obtain answers to these questions/concerns. The chairperson
indicated that to date, she had not received a response. Additionally, she stated that if things
would stay under control and not get out of hand, she didn't see a problem with the event.
• The chairperson stated that one of the things she told the residents is that she didn't think that
creating the proposed event on the Shawneeland Facebook page would be a good idea due to the
fact that there are a lot of people that are members of that page that are not necessarily residents
of Shawneeland which would attract even more people to the event.
• Jeff stated that there were a lot of concerns associated with this proposed event. Such as underage
drinking,who would deal with the trash, extra portable toilets, security, etc.?
• The chairperson stated that without the citizens actually being at this meeting to answer the
committee's questions and address the concerns,it was difficult to make any type of decision.
Jeff then said that if one person took responsibility and they set it all up and signed a waiver,then
that would more than likely be the way to go.
• The chairperson then indicated that the citizens were planning on holding the event in September
and since it was now the first of August and September was coming up - she was unsure of how
the committee felt. Is it necessary to make a motion? Jeff stated that we would have a hard time
doing anything since we had no responses to our questions and concerns. Basically,it would be
hard to move forward at this point.
• The chairperson inquired as to what type of motion the committee recommended. George
indicated that one response was to table it until we received a response to the questions/concerns.
• During this discussion, a citizen in the audience inquired as to who "they"were (meaning the
people making the request). The chairperson indicated that it was Lauren Spinelli and Jess
Jenkins. In addition, the citizen inquired as to when these people had reached out to me. I
indicated that I was contacted on July 15, 2022. In addition, I indicated that based on the email I
received, I then prepared and sent an email on July 20,2022 to Ms. Spinelli and Ms.Jenkins
outlining the committee's questions/concerns about the proposed event. To date I hadn't heard
anything from either Ms. Spinelli or Ms.Jenkins. I also explained that I had informed them that
further questions/concerns may be addressed either by email or if they attended this meeting in
person.
• This citizen then inquired as to whether the grounds (i.e.,pavilion on Tomahawk, etc.)in
Shawneeland could be rented out for parties. The chairperson indicated that they didn't think so.
Kevin, the manager,indicated that use of these facilities was on a first come, first serve basis—
there were no facility rentals.
• The citizen then said that basically anyone can just show up and do their thing—there's no waiver
that they would have to sign? The chairperson responded that this event was a larger scale event
as it was to include a band possibly two (2). The citizens requesting the event offered to do a lot
of things,but there again, the committee had some concerns that they wanted to have addressed
and at this point they hadn't been.
• The citizen then went on to state that from what she'd heard and what she'd seen posted on social
media—people want to have social activities, they want to encourage a sense of community here.
She also indicated that she understood the committee's concerns. The chairperson then stated that
it's not that the committee or anyone has a problem having activities,it's just how they're
handled and who is going to be responsible. Especially in a situation where you could attract a
large volume of people. Jeff stated that it's not necessarily"no",it's that more clarifications are
needed.
• After this discussion, the chairperson suggested tabling this item;however, George recommended
that it not be tabled,but postpone any type of decision until further information is received from
the citizens who made the request to hold the proposed event. George made a motion to this
affect, and Jeff seconded the motion. Motion was unanimously approved
Public Comments:
• There were no citizen comments as the person that originally signed up to comment indicated that
their concerns had been addressed during the meeting.
Committee Comments:
• Committee members George Bishop and Jeff Stevens indicated that they had no comments/items
for discussion at this time.
Chairperson entertained a motion to adjourn. So moved by Jeff seconded by George. Meeting was adjourned at
7:23 p.m.
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Carry Forward:
I have requested that the funds in the amount of$380,000,00 be moved forward from
the fiscal year 21/22 budget to the fiscal year 22/23 budget. This will allow us to move forward
with the repairs to Cherokee Lake. The repairs had originally been planned for early spring of
2022, but the lake level rose much faster than expected therefore the repairs were delayed. We
are now looking at the 151 part of September for the repairs to begin. This will allow the water
level to drop to a point that is easier to access the sinkholes. This will also allow for the full
swimming season. The only way this will change is if the water level reaches a low point of
being unsafe to keep the beach open until the end of August.
I have also requested the remaining funds from the fiscal year 21/22 budget be
forwarded to the fiscal year 22/23 budget. This will allow the Sanitary District to purchase some
much needed equipment as we have discussed in the recent past. These funds will also help
with the upgrade to the Maple Trail bus stop parking lot.
Maple Bus Stop:
The staff has completed our part of the upgrades to the Maple Trail bus stop parking
area. We expanded the back of the parking area by 25ft. We also armored this added area with
shot rock to hold it all in place and deter erosion. We relocated the bus shelter and added 21-A
stone over the entire parking area.
We are currently waiting on pricing from G.E.I. (General Excavation, Inc.). G.E.I. is the
on-call contractor for Frederick County.
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Dead Trees:
As you have probably noticed, we have many trees that are dead or dying. The staff has
been marking the trees for removal starting this fall. Some of those trees will be taken down by
a licensed and insured tree contractor. Trees marked with 1 orange dot will be taken down by
staff. Trees marked with 2 orange dots will be taken down by the tree contractor. We are going
to leave the wood on the right of way where it is safe to do so. This wood is first come, first
serve to any Shawneeland resident. September 12th will be the first date for the tree contractor
to remove trees. November 7th will be the second date for dead tree removal.
Mowing the Trails:
Sickle bar mowing has been very challenging this spring and summer.The tractor used
to do the mowing has been down most of the season. The part needed to get the mower going
was ordered and picked up 2 months ago. Once the part was installed it did not function
properly. We sent that part back and ordered another that we are still waiting on.
Unfortunately,this has become quite common in today's world. We are experiencing the same
issues with getting parts for other equipment. Once the tractor is up and going, we will mow all
the trails in the Sanitary District. This of course will take quite some time.
Drainage Culverts:
The staff has been installing new drainage culverts in locations that the culverts were at
the end of their useful life. We are upgrading these culverts to carry a higher water flow. As we
go through this process, we are lengthening these culverts to widen out the intersection by
several feet. These culverts were to short and larger vehicles had a hard time getting around
the intersection without running over the end of the culvert. This in some cases crushed the
end of the culverts. Upgrading the culverts will help this situation.
Cherokee Lake Beach:
Swimming season has gone well so far this year.The water has tested very clean every
week. We started the season with the water level 5" above full pool. As of 7/25/2022 the water
level has dropped to 41" below full pool. We will continue to monitor the lake level. We are
going to try to get a full swimming season in but if the water drops to an unsafe level we will
have to close the beach early.
Kevin Alderman
From: Calvin Davis <davisc@fcpsk12.net>
Sent: Wednesday, hfly 6_2022 10:18 AM
To: Kevin Alderman
Subject: '[Externall'Re: M.-aple bus stop
Good Morning Kevin,
Sorry for the delay in responding, 1 was out iL)f the office last, week through
yesterday.
Thanks for meeting Mr. Grubbs and myself at the Maple Trail Bus Stop last
week. The work that has been performed looks awesome. We are very
pleased, as this will make a much safer stop for all involved. The aspecjt of
keeping the bus lane and the parent parking will definitely be very beneficial
for safety while loading and unloading. We appreciate all that vo'u are doing,
and if we can be of any assistance in the future.please don't, hesitate to reach
out. Have a great rest of your week. Calvin
^
Kevin Alderman
From: Mark Rowies «nnrow|es@ge-vm.cmrn>
Sent: Tuesday,July 19, 2022 10:09AM
To: Kevin Alderman
Cc: Grant White
Subject: '[Externa|]'Shuvvnee Land Bus Lot Update
Good Morning Kevin,
Just wanted to give you a quick update on the status of the quote for this project.As |'m auna you are aware, it has been
an extremely busy season for contractors. Unfortunately this has led to longer lead times for quotes on our end. We
have a quote for asphalt and are expecting the quote for pavement markings any time now. Our guardrail sub is
currently working on getting someone scheduled to do a site visit, but we are not expecting a quote from them until late
this week/early next week. Once we have the quote for guardrail xme'|| be able to put something together fairly quickly
and will most likely have it over to you next week. I have stressed the time constraints for construction and we are
hoping to get subs scheduled as quickly os possible once vvm have a Purchase Order.
Our pavement marking sub has requested that we meet on-site once asphalt is placed so that we can go over the plan
for parking spaces.
We apologize for the delay and are looking forward to getting this project started!
Thanks,
MarkRnvv|es
Project Manager
General Excavation, Inc.
Office: 54O-439-22OZ Ext. 117
Cell: (540)454-6914