PublicWorksCommitteeReport2023August29 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS
Tuesday, August 29, 2023
8:00 a.m.
Public Works Conference Room
107 NORTH KENT STREET, SUITE 200, WINCHESTER, VIRGINIA
PUBLIC WORKS COMMITTEE ATTENDEES:
Committee Members Present: Robert W. Wells, Chairman; Gene Fisher; Harvey E. "Ed"
Strawsnyder,Jr.; Gary Longerbeam; Kevin Kenney; and Heather Lockridge
Committee Members Absent: None
Staff present:Joe C. Wilder, Director of Public Works; Ron Kimble, Landfill Manager; Andrew
Clark, Environmental Manager; Rod Williams, County Attorney;Jay Tibbs, Deputy County
Administrator; Mike Stewart, Senior Project Manager; Ryan Dougall, Civil Engineer
(Attachment 1)Agenda Packet
ITEMS FOR INFORMATION ONLY
1-Update on Public Works projects:
The committee was updated on multiple projects that are currently active or recently
completed. We have completed the upgrade to the Gore Citizen Convenience Site. The
improvements consisted of a single compactor unit with expanded recycling options and a
much-improved traffic pattern. The final project costs came in under budget.
The office space renovation for the Voter Registrar at Sunnyside Plaza has been completed and
they have moved into the space. This project was completed on budget.
Construction began on Renaissance Drive, Phase 2 in June of 2023. A contract was signed by
W-L Construction and Paving. The total project budget is approximately$5,000,000. The
project consists of installing approximately 1 mile of road, a relocated at grade railroad
crossing, and removing an at grade crossing on Springdale Road. We anticipate completing the
road by July 2024.
Due to the uptick in building development, projected revenue for the Building Inspections
Department far exceeded projected revenue for FY2023.
The committee was also informed that the Animal Shelter is currently at capacity. Throughout
the region, there is an over-abundance of dogs and cats. Staff continue to manage the
situation. Kathy Whetzel, Shelter Manger has announced she plans to retire in January 2024.
She has been a part of the shelter in some capacity since 1988. Staff will be advertising for her
replacement in September. She will be missed.
2-The Animal Shelter carry forward and supplemental appropriation requests:
The Animal Shelter brought multiple small restitution requests related to court cases totaling
$3,777.55. A motion was made by committee member Strawsnyder recommending a total of
$3,777.55 be appropriated to line item 10-4305-3001-00 Professional Health Services from
3-10-1904-14 Restitution Fund. The motion was seconded by committee member Kenney and
unanimously approved by the committee. The request will be forwarded to the Finance
Committee for further consideration.
Also, the Animal Shelter is requesting a supplemental appropriation for FY2024 budget from
1034 donation fund into line item 10-4305-3001-01 Professional Services-Donation, in the
amount of$25,000. The funding is part of the Dorothy Flemming trust given for the purpose
of spaying and neutering shelter pets. A motion was made by committee member
Strawsnyder recommending the request. The motion was seconded by committee member
Kenney and was unanimously approved by the committee. The request will be forwarded to
the Finance Committee for further consideration.
3-Update on glass recycling:
As stated in attachment 3 of the agenda packet, we continue to operate a glass recycling
program within the county at the Frederick County Regional Landfill Citizen Convenience
Center. The program has been operational for one year. The committee discussed if the
county should expand the glass recycling program at other convenience sites in the county.
After further discussion, it was the consensus of the committee that expanding the glass
collection program was not fiscally responsible with glass being used less in the marketplace.
The committee recommended that we continue to provide the glass collection program at the
landfill only since its already funded for this fiscal year. It was recommended that we provide
an update on the glass recycling program in one year.
4-Update on Landfill projects:
The committee was updated on multiple projects that are currently active, recently
completed, or proposed in the next year. We recently purchased 170 acres of land that is
adjacent to the landfill. In the near future, the land will be used for a soil stockpile in
conjunction with the CDD landfill expansion.
The methane gas collection system was just expanded with the addition of multiple horizontal
and vertical gas collection wells in the MSW Permit 529 landfill. The additional gas is being
used to generate almost 2 MW/hr of energy on the electric power grid. That is enough
electricity for approximately 1,200 homes.
The landfill will be obtaining the Virginia Water Permit soon which will allow us to begin the
stormwater diversion project and expansion of the Construction/Demolition and Debris (CDD)
Landfill, Permit 591. These projects will cost approximately$5-6 million. The permit process
has also begun to add an additional 15 acres of area to the current Area 2 of the CDD landfill.
This process will take approximately 2 years to obtain the permit approval.
A brief update was given on the tire recycling program and mulch/yard waste program. The
landfill continues to see a high demand for the disposal of yard waste and tires. Further
analysis is underway to determine whether a tipping fee increase is needed for the FY2025
budget. Further discussion will occur at the fall budget meeting in November 2023.
5-Landfill carry forward requests:
As stated in attachment 4 of the agenda packet, the landfill is requesting to carry forward
funds from the FY2023 budget into FY2024 budget totaling$2,850,975. A motion was made
by committee member Fisher to approve the request to carry forward $2,850,975 into the
FY2024 budget. The motion was seconded by committee member Longerbeam and
unanimously approved by the committee. The request will be forwarded to the Finance
Committee for further consideration.
Respectfully submitted,
Public Works Committee
Robert W.Wells
Gene Fisher
Harvey E. "Ed" Strawsnyder,Jr.
Gary E. Longerbeam
Kevin Kenney
Heather Lockridge
By: Joe C.Wilder
Director of Public Works
JCW/kco
Attachments: as stated
cc: Michael Bollhoefer, County Administrator
Jay Tibbs, Deputy County Administrator
Ron Kimble, Landfill Manager
Gloria Puffinburger, Solid Waste Manager
Rod Williams, County Attorney
Kathy Whetzel, Animal Shelter Manager
file
TT,),("I �Nvi F 1 T II
COUNTY of FREDERICK
Department of Public 'Works
540/665-5643
1738 FAX- 540/678-0682
MEMORANDUM
TO: Public Works Committee
FROM: Joe C. Wilder, Director of Public Works
SUBJECT: Meeting of August 29, 2023
DATE: August 22, 2023
There will be a meeting of the Public Works Committee on Tuesday, August 29, 2023 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 Public Works projects.
2. Supplemental appropriation request for the Animal Shelter.
(Attachment 1)
3. Donation fund appropriation request for the Animal Shelter.
(Attachment 2)
4. Update on glass recycling.
(Attachment 3)
5. Update on Landfill projects.
6. Carryforward requests for the Landfill.
(Attachment 4)
7. Miscellaneous Reports:
a. Tonnage Report: Landfill
(Attachment 5)
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000
Page 2
Public Works Committee
August 22, 2023
b. Recycling Report
(Attachment 6)
C. Animal Shelter Dog Report:
(Attachment 7)
b. Animal Shelter Cat Report
(Attachment 8)
C. Shawneeland Sanitary District Advisory Committee meeting minutes
(Attachment 9)
JCW/kco
Attachments: as stated
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000
Attachment 1
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: 7/28/23
The shelter is requesting funding in the amount of$836.84 be appropriated to line
item 010-04305-3001-00 Professional Health Services from 10DR 3-010-019040-0014
restitution fund in FY24.
This amount represents funding received from court ordered restitution in the
following cases:
RECEIVED CASE AMOUNT
22-Jun Clatterbuck $50.00
22-Aug Helsley $150.00
22-Sep Helsley $134.71
22-Sep Smallwood $170.80
22-Nov Munzer $291.88
22-Nov Hall $39.45
Total $836.84
Please contact me if you have any questions.
KMW:hag
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: 7/28/23
The shelter is requesting funding in the amount of$2,940.71 be appropriated to
line item 010-04305-3001-00 Professional Health Services from 10DR 3-010-019040-
0014 restitution fund in FY24.
This amount represents funding received from court ordered restitution in the
following cases:
RECEIVED CASE AMOUNT
5/15/23 Whitacre $200.00
5/17/23 Stokely $200.00
6/7/23 McDonald $1,810.71
6/16/23 Whitacre $200.00
7/1/23 Neff $450.00
7/26/23 Meyers $80.00
Total $2,940.71
Please contact me if you have any questions.
KMW:hag
Attachment 2
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 24 Donation Fund Appropriation
DATE: 7/28/23
The Shelter is requesting an appropriation from 1034 donation fund into line item
10-4305-3001-01 Professional Services - Donation, in the amount of$25,000.00 for the
FY 24 Budget.
The funding is part of the Dorothy Flemming trust given for the purpose of
spaying and neutering shelter pets.
Please contact me if you have any questions.
KMW:hag
Attachment 3
0
COUNTY' o REDERICK
Department of PuIndic 'Woaks
540/665-5643
FAX: 5410/678-0682
MEMORANDUM
TO: Public Works Committee
THROUGH: Joe Wilder, Director of Public Works
FROM: Gloria Puffinburger, Solid Waste Manager
SUBJECT: Glass Recycling Update
DATE: August 22, 2023
As you are aware,with the committee's support, Frederick County reinstituted glass recycling into its
diversion program in August 2022 after securing a stable market. In cooperation with Fairfax County,
which accepts and crushes the county's clean glass,the material is then sold to Strategic Materials Inc.
and converted into new glass bottles and jars. With 40 plants across the U.S., Strategic also produces
abrasives, fiberglass,kitchen tiles and countertops. The county's program offers one drop-off at the
regional landfill's citizens center where collection is also open to residents of the City of Winchester and
Clarke County.
Currently, one or two loads of glass (up to about eight tons) are shipped each month. A total of 81 tons of
glass have been collected during the first year. Below is a breakdown of costs associated with the glass
recycling program through July 2023:
• Processing by Fairfax County @ $15/ton: $1,122.23.
• Transportation to Fairfax County by Republic Services @ $600/load: $8,430
Due to an approved rate increase effective July 1, hauling costs will increase to $630/load. Transportation
costs are partially offset by contributions made by the city and Clarke County for use of the shared
regional citizens center.
At this time,there is no recommendation to expand the glass recycling program due to the costs
associated with transportation and the need to purchase and customize roll-off containers. During the
committee's February meeting,it was projected to cost about$33,000/year to offer glass recycling at
three additional convenience sites.
/gmp
cc: file
107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000
Attachment 4
. ..
COUNT"Yof FREDERICK
.......... ----------------- -----
Dqiiiartnient of Public WorIcs
5401665,S6113
FAX 540/678-0682
MEMORANDUM
TO: Public Works Committee
FROM: Ron Kimble,Landfill Manager
THROUGH: Joe C.Wilder,Director of Public Works
SUBJECT: Carry Forwards to 2023/2024 Fiscal Year
DATE: August 16,2023
We are requesting that the funding remaining at the end of the 2023 fiscal year in each of
the following line items be carried over into the new 2023/2024 budget.
12-4204-3002-00 Professional Services
Funding associated with this line item is associated with engineering costs for
ongoing projects at the landfill. Moving the remaining funding in this line item
into the 23/24 budget will ensure the current projects remain on schedule. An
estimated amount of$406,036 remains in this line item at the end of FY 23.
12-4204-3004-04 Repair and Maintenance- Generators
We are requesting to carry forward funds remaining in this line item to cover
costs associated with the gas treatment skid maintenance. The skid was installed
in 2010 during the construction of the landfill gas to energy plant. Components
such as the chiller and blowers are nearing the end of their useful life and will
require replacement. This line item currently has approximately $179,389
remaining.
12-4204-8900-00 1MiR,)Ero2vyements Other Than
Funding for a large diversion channel were included in the 2022/2023 budget.
This project has been delayed due to the permitting process and are expected to
start in the 2023/2024 budget cycle. An estimated amount of$2,265,550 remains
in this line item at the end of FY 23.
In total I am requesting that an estimated$2,850,975 be carried over into the
2023/2024 budget. Please contact me at 540-665-5658 should you have any
questions regarding this request.
Attachment 5
U Off" E
Oft _ W
De tm e t 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 22/23
DATE: August 22, 2023
The following table shows the tonnage for the current fiscal year. The average monthly tonnage for fiscal years 04/05
through 22/23 is also listed below:
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: 17,553 TONS(UP 750 TONS)
FY 22-23: AVERAGE PER MONTH: 17,954 TONS(UP 401 TONS)
FY 23-24: AVERAGE PER MONTH:22,732 TONS(UP 4,778 TONS)
MONTH FY 2019-2020 FY 2020-2021 FY 2021-2022 FY 2022-2023 FY 2023-2024
JULY 17,956 17,677 17,893 17,250 22,732
AUGUST 17,267 16,517 21,437 20,877
SEPTEMBER 17,985 16,789 19,306 19,195
OCTOBER 22,528 20,127 18,215 19,273
NOVEMBER 17,304 15,432 16,927 16,546
DECEMBER 14,362 15,496 16,391 15,294
JANUARY 14,913 14,480 12,932 16,583
FEBRUARY 13,380 12,030 14,622 16,488
MARCH 15,533 18,758 18,167 17,987
APRIL 17,475 18,627 16,952 16,744
MAY 17,010 17,105 18,054 20,124
JUNE 17,968 18,594 19,737 19,081
JCW/gmp
T
E
U
Q
O O O O O O O O O O O O O O M M I� O (O O I� (O I� a7 � O M O N O lf) O a7 (O (O O O a7
N N a7 � a7 (O � (O a7 � M N I� O O N a7 N (O I�
(O (O M O V N (O M N M O (O (C O V O O M Lf) N M M V M V V O O
J LO LO V (O (O � � LO N O N N (O I� (O m V O m N LO O O O M O V V LO
QIM m m N m � O N' LO I� M N O N V (O N O O M O O m M (O I� O N' O
V V N N N N N N (O O O I� (O V M O M O M (O CDN — V M CD �' M M O
0 Lf) (O (O (O (O (O (O (O Lf) Lf) Lf) Lf) Lf) Lf) M N N N N N N N N N N N I-
H M
O O m O H O V O LO m m � m O O O O O O O O O O
N_ N_ (O (O O LO O �' �' N N M I� O_ O Lf) m � N m M m N' N m N
O N V M � N M � N O (O M M O N O N (O (O a; �
N N M M O O �T I-- (O O O N O M I-- N O V LO (O M O V M V
LO LO O N O O I� m � O M N M N V O I� LO O N M I� LO V V co
N N LO N O M (O M M (O M �T N M O LO N CO (O
U N M M N N N N
cn
O O I: O O O O O O M O 0 0 0 0 0 0 N' O � 0 0
N N O O N N O O M M M O N M (O � (O O � V O co
I� r- N (O O r- V Lf) V N Lf) (O (O O (O r- Lf) Vr- M M O O
U CO M N N I� (O LO O N 7 N V � LO V m N M (O N V LO
W N N V (O O CDMNT LO O m M OLO CD LO m (O M O O m a7 � LO (O LO N
W co
V
N O O O O O V O O O O O O O O O O O O CDM X �' V N N O_ O_ (O N N V CD CDN CD (O m V
N W O O r- (O N N M V Mr- Or, r, W
>- t V V O LO LO M I� � m O � O � m N
LL cn LO N' LO m M M N' N' M M M �' N N V
W co
O
O cn
a
LL1 O CD V N CD I-- M M CD I-- M O I-- N O
N N O m M M m LO O m O LO I� (O LO O N O
Ur M M O (O Lf) N O M I� V M (O O O M V
Z U O (O m CD �' M CD 11' M N 00 O � V Lf) I--
O O m V I� V m O � O O � V N Iz (O V V V
U O C\L� Lr�Lr C\L� O O O M O M M M (0 LO LO V LO
M
U
u1
Q' O O O O O LO O I� O O LO O (O (O V N M N LO (O � O O O O (O
00 M N N LO O M (O (O O N N O N O M O (O O O M M LO O O (O O
g O O N � M a7 M r- O (O O M M (O M M — �' N r- Lf) O O O O N
N N M I V M (O N LO N � 00 N V LO M V M N M O (O O O M O
V V V LO O (O M i r a7 O O O M O I� m N LO V a7 O LO 00 M O LO LO
V I� a7 O O O � � � � V V � � O O � � V � V � (O V M (O � C
")
co
O O O O 'T V O (O N LO I� LO (O V (O (O V LO (O LO N m M m � LO LO LO LO LO
(O (O (O M I� O M I� LO I� � V I� (O V V co N N T V Lf) co V O I-- N O W)
J � � � rl M O V Lf) O N Lf) M M V (O N Lf) N Lf) Lf) W O M Orl (O O M
W Z (A (A (A N' 00 (O V 0') I� M O N O 00 (O LO O O m � M LO N' N N 0') (O V V
W M Lf2 O O O 00 O O O O O O O Lf) 'I' N N N M N N N N N N V V co
H V N
O O O N V N I� O 0') (O V O '' co M N' M LO I� O LOI�
I� m N O � (O O m m N V I-- m M I� M V (O (O I� (O O m V M
(n M O N O O O M O M � M �' � M �' �' '11' M W M W M Lf) '11' r-
JQI QI � Cl) (V O O LO Cl) N N Cl) LO N O O O O O M M 00 00
Cl) V LO V LO V Cl) V V V V N N N LO
V
U
O O O O 0') Cl) 0 LO O Cl) O m O N (O m O O � �' (O O O O O LO O LO (O m
O O O O LO (O m M O O O M N LO m N N N N LO I� V (O O O m
Lf) M M O O �' M r- O M M �' M O N I� (O N N r- O Lf) N V V O
(n M M Cl) Cl) NT O LO O 00 I� � O 00 00 O N V O O M �T (O - M I� �' (O I� O
JQ N N M M LO M (O M N O O I� N M O O O r �' M O � M M (O O
N N V V V V V V V V M M M M N N N O
o. (o
O O O O O O O O O O O LO O N V I� (O I� O LO I� N V (O m
00 00 O O V O m M m m M (O (O N O N 00 V 0') 0') O � N
O O (O (O Lf) (O r- Lf) M V7, (0 00 (3 V M Lf) M (O N (O VV7, N O M
Cl) Cl) I� N O Lf) V M Lf) O M N V O a7 O M O (O N N LO M I�
JI N N Cl) I� O O (O V N (O O O W) V V LO Cl) N O 00
JQ Cl) O 00 O O 00 O I� I� (O LO LO LO V V V V V V Cl) W) N
M — O T 00 h CO LO -e M N — O T 00
J (> cL > U Z Co Z N N N
Z W U O W W N O T 0 I.- D n M N O T O0 O' Oh O(D OLn O OM ON O OO TT T
0 0 O Z ❑ ON — — — — — — — — — 00 hT L(TDn
WQ o 0 0 0 0 0 o rn rn rn rn rn ❑
�
iI
® >
O z
E O
v Ems $
3 i \
� L
< Z
U
AZ
\ - o
O
/
\ w
i ƒ o
3 $
# w
L
\ 00
\ CL
m
\ 6
U i
C� 2
r ¥ / w
A
\
U) 2
\_ / E /
2 0- \ G
< g 0 =
\ R < \
\ w \
/ ƒ / \
\ 2 V §
L
\ \ U) \
0 I / 0
U 2 $
le� � E \
b 0
»
/ 21 \
2 w \
L / g
23 %
Qa \
� E
< _
I 2!,
R z
® O \
O
/ 0 (D 0
E
0 \R /
E 5
k
z » ZI ZR
/ \ < \ 0 \ \ \ ƒ \ < \ \ /
o =
00 z
oO
W
� � rn rn
Qx
U Z
Q Z
W w
JO o 0
Q
U �-
U U
W
� J
Q W
Z
W_ w
0 Y
0
W
U)
00.) rn
0-
U)
0
0
w
2
Q o 0
J
U Ci
W a)
m
0- wW co
of m L
Q
0
U Q o
Q w
cn
m Y co
W W v
�— U) N N
°0 U O
z
= O
C� Q am rn cn
�- o
O0 m
m °
w co
> Z
Z L, LO
UY co
Q
Z
Q O o
z o o
W o 0 0
= O 0
O C
UZ=
W > UZWZ
� QwOoQU- Q � � �2 0z 22JQH
Attachment 9
Shawneeland Sanitary District Advisory Committee (SSDAC) -Minutes of May 1,2023
The meeting was called to order at 7:03 p.m.
Those in attendance were Barry Van Meter,Jeff Stevens, Rhonda Sargent(Chairperson), George Bishop,
Kevin Alderman, Director of Public Works, Joe Wilder and eight(8)residents. Supervisor Shawn Graber
was absent.
Rhonda called for approval/correction of the November 2022 and January 2023 Special/Regular 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. (. ttac]lmiinciat 1)
Removal of dead trees
• Staff has removed the dead trees that were marked back in the fall.
• Licensed contractor will be in Shawneeland on May 15, 2023 and June 20, 2023 to continue to cut down
trees that the staff are not qualified to remove due to safety concerns.
• Staff will begin marking dead trees at the end of summer for removal in 2024.
Cul-de-sac installation
• Expanding cul-de-sacs on some trails to improve ability to turn around during snow removal operations
and to protect private driveways. Cul-de-sacs were expanded on the following Trails: Braveheart,
Chippewa, Deer, Eagle, Fawn, Gannentaha and Navajo.
Drainage Culverts
• Staff has been upgrading and replacing drainage culverts and will continue to do so as needed.
• To date, 205 feet of culverts on five different trails -Braveheart, Dakota, Gannentaha, Graywolf, and
Tecumseh
• Chairperson voiced recognition and praise for those efforts.
Fishing Derby
• The manager indicated that fish had been purchased on February 6, 2023, and the two (2)ponds would be
stocked on May 12, 2023.
• Signage would be in place to ensure no one would begin fishing prior to the start of the Derby on
Saturday morning, May 13, 2023.
Cherokee Beach:
The beach season is right around the corner. Currently the lake level is four (4) feet six (6) inches below
the full pool. If the lake level is still this low at the time the beach is to open, we may have to reconsider opening
on May 25, 2023.
Fence:
The staff started installing chain link fence at the Shawneeland office/shop during the month of March.
This fence was given to the Sanitary District by the solid waste manager of the Public Works Department. This
fence was removed from the old Clearbrook and Bryarly Convenience Sites in 2016 and 2019. Once again, the
mild winter has allowed time for the staff to start installing the fence. We will work on it as time allows.
Playgrounds:
• The manager indicated that the playgrounds were checked in the fall.
• Playground on Tomahawk was installed in the spring of 2008 and is in good condition.
• Playground on Maple was installed during the mid-90's and is showing age and a decision of
whether to keep or close the playground should be made.
• There has been discussion in the past about the playgrounds;however at some point a decision
must be made on the disposition of this playground.
Mailbox Houses Roofs:
• The manager reported that there is considerable time being expended on making repairs to the
cedar shake shingles currently in use on the mail house on Bowman.
• The manager recommends a metal roof be installed on the mail houses.
• The chairperson inquired if there was a motion to authorize the manager to investigate pricing
for metal roof installation.
• Barry made a motion to authorize the manager to get quotes for metal roof installation. George
seconded. During discussion, George asked if there had been any inquiry about replacing the
cedar shake shingles with architectural shingles. The manager stated that there had been no
movement toward cost replacement quotes but that something needed to be done. The manager
stated that the cost difference between shingles and metal is not significant. The chairperson
ended discussion and the motion passed unanimously.
Update on Crystal Lake(Cherokee Dam):
• Mr. Wilder provided a brief update on the status of the lake. It was reiterated that the lake was
4.5 feet low. Staff verified that the leak was continuing and was at approximately 125 gallons
a minute. The Chairperson asked the question of the pleasure of the Committee regarding
further remediation efforts to the lake and dam. Barry clarified the question by including the
pleasure of the Committee concerning a second attempt to repair and stop the leak after a
partial initial success. Joe stated that was accurate. Jeff stated that he would personally prefer
the lake bottom be coated with clay and grout and to not put any additional money into the
remediation. George stated that he would be in favor of monitoring the water level through the
summer and look at the issue later in the year. Joe stated that his thought was to get through
the summer and come back to it in the fall. The funds have been allocated for remediation and
would only require moving the funds at the county level. Barry would like to have the
engineering firm at the August meeting. George clarified that the lake would have to be
drained to continue remediation efforts and Joe verified that such was true. George reiterated
his opinion that the lake should be monitored and readdress the issue after the summer. Joe
agreed. The issue was tabled until the August SSDAC meeting.
Tar and Chip Program
• The Chairperson opened a discussion regarding the road improvement and repair program, and
equipment purchase stating the tar and chip program should be reinstituted and that equipment
purchase/replacement is necessary for property values to be maintained. In addition, the chairperson
stated that these roads are also utilized 365 days of the year and are also utilized by first responders
and law enforcement during emergency situations.
• The Chair asked for a motion to do so. Hearing none,Barry asked about the equipment and tar and
chip program being done simultaneously. The Chair responded that yes that was the idea. George
asked for clarification on the budget cycle as the Committee had previously recommended one of the
three (3)budget options presented previously. The Chair verified that there was a budget in place.
• Discussion ensued about the Reserve Funding Level. The Chair pointed out that fees in the SSD had
not been increased since 2019. Jeff pointed out that funds were not being replaced in the Reserve
Fund. The Chair informed Jeff that any funds in the budget that were not spent were returned to the
Reserve Fund at the end of each fiscal year. At which point, the public works director confirmed that
any funds in the Shawneeland budget that were not spent were returned to Shawneeland's reserve
fund. It is required that an amount equivalent to one (1)year's budget be kept in the Reserve Fund.
In addition, the Sanitary District fees collected go into the Reserve Fund.
• George asked the manager which trails and how many miles of trails were in need of service, and the
anticipated cost. The manager stated he did not know because he was under the belief that it was
unfunded. The Committee will revisit the item at the August 2023 SSDAC meeting.
Sale of Shawneeland Sanitary District Lots
• The Chairperson opened a concerning discussion with regard to a citizen who inquired about the sale of
lots owned by the SSD. She contacted the Frederick County Attorney and received guidance. The Chair
asked the attorney about whether the proceeds would go into the Reserve Fund or would it be necessary to
create a new revenue line item when lots were sold. Jeff stated that he was under the impression that an
auction had to be conducted. He asked about the equity of selling a lot to anyone without public notice.
George asked how many lots were owned by the SSD. There was no definitive number. Barry stated that
the lots would have to go to auction and would have to be lots that the manager said were unnecessary.
Joe stated that lots could be marked for sale, and sealed bids could be accepted as an alternative to an
auction. More discussion ensued regarding procedure and availability. George stated that the Chair could
respond to the citizen about the process. The Chair stated that she had initially responded and that she
would again reply to the citizen. The Chair asked if a Motion would be necessary to proceed. Barry and
George stated that such Motion was unnecessary.
Shawneeland Bus Stop Update
• Barry reported that the Maple Trail current bus stop was presenting additional safety issues in his
opinion. Representatives from the Frederick County Public School Transportation Department
could not attend the meeting. The Chair stated that the representative, Mr. Davis,had responded
to her inquiry with an email that the Chair passed out to SSDAC members (See Attachment 2).
• George asked about the actual route the buses followed. The Chair and Barry replied. Barry
stated that he has video suggesting the new location was not as safe as the original location.
After further discussion, Barry moved that the bus stop be returned to its original location.
However, Barry indicated that ultimately, the decision would be up to the transportation
department. George seconded. No further discussion and the motion passed.
Picnic Shelters
• The Chair presented the issue of the picnic shelters being abused by users leaving trash on the grounds.
The Chair stated that a citizen had contacted her to use the shelter,but did not provide detailed
information regarding the usage. There was discussion about putting signs up to clean up after use or
having a sign up to use the shelter option. George asked the manager what can be done from the
maintenance aspect. There could be signs placed in the area. Barry stated the beach had similar issues
and that No Dumping signs could be placed onsite. George suggested signs be placed and follow the
situation throughout the summer. Jeff stated that it might even be non-residents of the SSD who are
creating issues. George suggested the manager place signs and continue to monitor the picnic areas. The
manager agreed to do so.
Public Comments:
• A resident about trees against power lines and who would remove them. The manager advised the resident
to call the utility company. The resident then asked about the action regarding the playgrounds. The
resident stated that the public areas should be maintained. The resident asked what will make the bus stop
safer. The resident stated that the roads need to be paved instead of tar and chip.
• Another citizen reported that contractors are damaging the road near his home (Dogwood
Trail) and there are reckless drivers. He indicated that drivers could use a different
approach and it would make a difference. He stated that it is a safety issue for people
walking along the road
• Another resident spoke to the picnic shelter issue and stated she was treated rudely when
addressing a noise issue. The resident stated she was under the impression that everything
had been addressed regarding the lake. She is asking why it is being put off until August.
The reason for putting it off until August was covered. The resident also commended the
staff for removing tires that were breeding mosquitoes.
• A resident stated there was no enforcement of the rules regarding private or public
property. Questioned the collection and allocation of funds as he is new to the community.
The tax collection and distribution process was covered.
Committee Comments:
• None.
Chairperson entertained a motion to adjourn. Jeff moved to adjourn and received a second from
George. Meeting was adjourned at 8:07 p.m.
Attachment 1
FREDERICK. COUNTY SANITARY DISTRICTOF
SHAWNEELAND
MANAGER'ST' ._ MAY 2023
Tree Removal:
The staff has removed the dead trees that were marked last fall for in-house removal. A
licensed and insured tree contractor will be removing dead trees from the right-of-way on May
15th and again on June 20th. This will be an ongoing process as trees continue to die. The staff
will mark dead trees at the end of summer to be removed in the winter of 2024.
Cul-de-sac Install:
The staff expanded and improved 7 cul-de-sacs over the past few months. Braveheart,
Chippewa, Deer, Eagle, Fawn, Gannentaha, and Navajo Trails had little to no space to turn
around at the end of the road. By expanding the cul-de-sacs, traffic will have a place to turn
around to exit the trail without using a private driveway. This will also help staff during snow
removal operations, making it safer for the plow trucks to turn around.
This task has been on my list of things to do for a long time. The mild winter allowed
time to get this task completed.
Pipe Replacement:
The staff has been replacing and upgrading drainage culverts over the past couple of
months. We have replaced 205' of culvert on 5 different trails. Braveheart, Dakota, Gannentaha,
Graywolf, and Tecumseh Trails have been upgraded thus far and the staff will continue replacing
and upgrading drainage culverts as needed.
Fishing Derby:
The annual fishing derby will be held on May 13, 2023. The trout for the derby was
ordered on February 6, 2023. The trout will be delivered and stocked on Friday, May 12, 2023.
Cherokee Beach:
The beach season is right around the corner. Currently the lake level is 4 feet 6 inches
below the full pool_ If the lake level is still this low at the time the beach is to open, we may have
to reconsider opening on May 25, 2023.
Fence:
The staff started installing chain link fence at the Shawneeland office/shop during the
month of March. This fence was given to the Sanitary District by the solid waste manager with
the Public Works Department. This fence was removed from the old Clearbrook and Bryarly
Convenience Sites in 2016 and 2019. Once again, the mild winter has allowed time for the staff
to start installing the fence. We will work on it as time allows.
Playground:
As we do every spring and fall, the staff inspects the playground equipment. This
inspection took place on March 27, 2023 to look for any safety concerns with the equipment. The
playground on Tomahawk Trail was installed in the spring of 2008 and is in relatively good
condition. No safety issues were noted.
The playground on Maple Trail was installed during the mid-90's and has several issues.
The staff removed some of the equipment a few years ago that was deemed to be unsafe. The
equipment is in fair to poor condition but currently has no safety issues. I first brought the issue
of the Maple Trail Playground to the SSDAC in February 2016 when the staff had to remove
some of the unsafe equipment. The SSDAC at that time formed a subcommittee to look into
upgrading this playground but nothing transpired. I checked into purchasing replacement parts
for the equipment in place, but it is too old and obsolete. It has been a topic of discussion a few
times since 2016 but nothing has resulted from this.
At some point a decision must be made on the fate of this playground.
Mailhouse Roofs:
The mailhouse on Bowman Lane was completed in late 2007. It was decided by the
SSDAC at that time to have a cedar shake roof installed. Although a cedar shake roof looks
good, it has not held up very well to the elements. This roof is going to need to be replaced soon.
I would recommend a metal roof be installed in place of the cedar shake roof. This will be a
permanent solution for many years to come. The staff spends several hours a year replacing
blown off shingles. The shingles that are there now are becoming brittle and in some cases
starting to rot.
Fast forward to 2012 when the mailhouse on Tomahawk Trail was built. The SSDAC at
the time decided to go with a cedar shake roof. This mailhouse was completed in 2012 and we
are starting to have the same issues on this roof as well.
5/1/23,2:25 PM Gmail-Shawneeland
Attachement 2
140111
rn i Rhonda Sargent<rsargent7677@gmail.com>
....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ ......___.
Shawneeland
1 message
....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ .....____ ......___.
Calvin Davis<davisc@fcpskl2.net> Thu, Apr 27, 2023 at 11:45 AM
To: Kevin Alderman <klderman@fcva.us>, Rhonda Sargent<rsargent7677@gmail.com>
Cc: Judy Young <youngju@fcpskl 2.net>, Emily Hudson <hudsone@fcpskl 2.net>
Good Morning All,
I just wanted to reach out and give an update on the status of the changes that were made last summer
in Shawneeland concerning bus stop locations. We feel that the Bowman Lane bus stop is working well.
I have had no concerns from drivers or parents concerning this location. The Maple Trail bus stop
location also has overall been working well. I do understand and have witnessed that there is a "full
house" of parents there at one time. One suggestion I can make is for my routing department to
possibly extend the bus stop times between the buses to the fullest extent possible to have an early/late
shift of parents to arrive and depart at different times. We would need to inform the parents to only
arrive about 5 minutes early morning and afternoon to retrieve their children. This would help with
overcrowding. My office, again, has not received any recent complaints from the drivers or parents
concerning this change since last fall. My recommendation would be to continue to utilize the Bowman
Lane and Maple Trail bus stop locations for the 2023-2024 school year. Any questions or concerns with
this recommendation please feel free to reach out to me anytime at 540-667-2770 x 68114. Thank you
both so much for helping Frederick County Public Schools by making Shawneeland bus service safe and
feasible. Calvin Davis
Cal tin s
Assistant Director of Transportation
Frederick County Public Schools
2261 Front Royal Pike
Winchester VA 22602
540.667 2770 x 68114
540.450-4176 Cell
DavisC@fcpslsf2.net
This e-mail message and any attachments are for the sole use of the intended recipient and may contain confidential or
privileged information. Receipt by anyone other than the intended recipient(s) is not a waiver of any legal privilege or
confidentiality protected under law. Any unauthorized review, use, disclosure or distribution is prohibited and may be a violation
of law. If you are not the intended recipient or a person responsible for delivering this message to an intended recipient, please
contact the sender by reply e-mail and destroy all copies of the original message. All communications may also be subject to
Virginia's Freedom of Information Act.
https://mail.google.com/mail/u/O/?ik=c559d5el 4e&view=pt&search=a II&pe rmthid=thread-f:1764344850973620757%7Cmsg-f:1764344850973620757&... 1/1