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PublicWorksAgenda2024December10 COUNTY' o REDERICK Department of Public Works 540/665-5643 738FAX: 541 / 8-0 8, MEMORANDUM TO: Public Works Committee/Landfill Oversight Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Meeting of December 10, 2024 DATE: December 4, 2024 There will be a joint meeting of the Public Works Committee and the Landfill Oversight Committee on Tuesday, December 10, 2024, 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. Public Works Committee/Landfill Oversight Committee Joint Items — 8:00 a.m.: 1. Discuss on-going projects at the Landfill. 2. Review Proposed FY 2026 Landfill Budget. (Attachment 1) Public Works Committee Items —8:30 a.m.: 3. Update on Public Works projects. 4. Review Proposed FY 2026 budgets (Attachment 2) 5. Miscellaneous Reports: a. Tonnage Report: Landfill (Attachment 3) b. Recycling Report (Attachment 4) C. Animal Shelter Dog Report: 107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000 Page 2 Public Works Committee/Landfill Oversight Committee December 4, 2024 (Attachment 5) d. Animal Shelter Cat Report (Attachment 6) e. Shawneeland Sanitary District Advisory Committee meeting minutes (Attachment 7) JCW/kco Attachments: as stated 107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000 Landfill Fund Department Description • The Landfill provides non-hazardous solid waste disposal needs for Frederick and Clarke Counties and the City of Winchester • The landfill property includes 1,158 acres of which 90 acres have been permitted under Subtitle "D" Regulations as a municipal solid waste facility, and 50 acres permitted as a Construction Demolition Debris waste facility.The additional acreage is maintained as borrow area and buffer • In addition to operating the two permitted landfills,the facility operates a fully equipped Citizen's Convenience Center offering disposal options for several waste streams including household municipal, construction demolition debris, household hazardous waste,electronics,and numerous other recycling opportunities • Frederick County operates a tire chipper as part of the Northern Shenandoah Valley Regional Commission RTOP program, serving all localities within the Commission • A program to convert landfill gas to electricity was established in 2010 • Currently two Jenbacher 320 engines are fueled by the landfill gas and can produce approximately two megawatts of power • The Landfill operates and maintains a leachate pre-treatment system designed to collect and provide treatment from all three of the permitted landfills located at the facility Public Works Director Landfill Manager Environmental Convenience Administrative Landfill Manager Site Supr(2) Scale Operator Assistant Operations Mgr Environmental Convenience Heavy Equip Maintenance Senior Landfill Landfill Safety Tech Site Attendant Mechanic Mechanic Asst Technician(5) Technician(6) Gas Plant Laborer Landfill Spotter Operator (2) Landfill Fund Goals/Objectives • Maintain vegetative cover on exposed soils by overseeding and fertilizing,increase frequency of mowing established vegetation. • Improve management of storm water controIf eatures. • Increase safety awareness of all landfill employees and continuing education of operators. • Continue permitting process to expand CDD landfill area. • Begin excavation for future CDD Area 2 Cell A. • Maintain the leachate system to better manage collection,treatment,and disposal. • Maintain the landfill gas collection system as needed to maximize collection efficiency. • Utilize GPS systems to maximize waste placement in landfill cells. • Strive for waste reduction through recycling,composting, brush grinding,tire shredding,etc. • Maintain Landfill Gas to Energy facility. Tons of waste weighted and disposed 220,397 205,000 210,000 Megawatt/hours of power generated from Gas to Energy Plant 12,432 12,571 12,571 Gallons of pretreated leachate collected and discharged 17,392,000 25,000,000 25,000,000 Tons of scrap metal recycled 1,184 1,400 1,400 Tons of household hazardous waste collected 60 100 100 Tons of tires processed to rubber chips 1,230 1,500 1,500 Tons of yard waste processed to mulch 9,214 9,500 9,500 The Citizens Conveh erioe Center at the Landfit[provides solid waste management e,rvioes„fic►r tooal o'itizeft. Wit,were able td provide tei ride for are avetage,of 900 trip per day and a daily maxi mum of 2,,505`rn FY 24/1 . 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M cu CL x C: CU Lu c- -r- a- CL u C: LA (D cu a) UJ a) E CL r- "o C: 0 . -0 0) - C: -6 E C o uj 0 — 0 0 E ® C: m 0 >1 0 0 0 cr cu in w cu r m - to6 m w E CL .- - u 0 CL a) M a) UJ a) 0 C: o a) a) 1 :3 c z z ui LL C a) 0 2 ci- tA 0 T 4A - p o — E C 8 0 W C) w E 'o tA o u 0 v -Fu Lu E ui 0 S - 5: C) E ui C? C? C? e 0 CL u Z Z o — , 0 u 0 X W x zui 0 u — w 5 0 X 0 1.- 0 0 0 U ui z (L' a _ 0 z uo 0 C U TY' tl , C . I; Department of Public Works 540/ 65-5643 . ro 54�0/68-Q168,2 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Fiscal Year 2025/2026 Budgets DATE: December 5, 2024 The following is a summary of the proposed Public Works budgets and the projected revenues for Fiscal Year 2025/2026 and the current amended Fiscal Year 2024/2025 budgets: DISCIPLINE FY 24/25 FY 25/26 FY 25/26 AMENDED BUDGETS PROJECTED BUDGETS (Proposed) REVENUES Inspections-3401 1,907,928 1,887,867 1,900,000 Building Appeals Board-8106 561 561 0 Animal Shelter-4305 1,214,489 960,850 78,045 Refuse Collection—4203 1,832,504 1,892,984 299,472 Refuse Disposal—10-4204 750,540 913,908 122,532 Litter Control-4205 41,258 41,762 29,546 Engineering-4201 700,104 666,921 381,000 General Fund Total 6,447,384 6,364,853 2,810,595 Landfill(12 fund)—4204* 13,456,388 13,752,494 13,287,858 Shawneeland-8108** 1,429,564 1,176,003 870,800 Public Works Total Budget 21,333,336 21,293,350 16,969,253 *Balance from Landfill Reserve. **Balance from Shawneeland Reserve 107 North Kent Street, Second Floor, Suite 200 9 Winchester, Virginia 22601-5000 Fiscal Year 2025/2026 Budgets Page 2 December 5, 2024 Summary of Capital Requests, New Personnel Requests and Revenues We are requesting no new personnel during Fiscal Year 2026. 1. Inspections Budget 10-3401-000-000 Our projected expenditures for Fiscal Year 2026 are $1,887,867. This is a decrease of $20,061 from Fiscal Year 2025. We are proposing revenues of$1,900,000. 2. Building Appeals Board 10-8106-000-000 We are projecting no changes to this budget. The total FY2026 request is $561. 3. Animal Shelter 10-4305-000-000 We are proposing one capital expense in this budget. We are requesting $175,000 for the replacement of the back-up air unit. It is an original piece of equipment and will help improve the air quality in the building. Our projected expenditures for Fiscal Year 2026 are $960,850. This is a decrease of $253,639 over the current Fiscal Year 2025 budget. We are proposing revenues of $78,045. 4. Refuse Collection Budget 10-4203-000-000 Our projected expenditures for Fiscal Year 2026 are $1,892,984. This is an increase of $60,480 over the current Fiscal Year 2025 budget amount. We are proposing revenues of $299,472. 5. Refuse Disposal Budget 10-4204-000-000 We have proposed a Fiscal Year 2026 expenditure amount of$913,908. This represents an increase of$163,368 from the current Fiscal Year 2025 budget. We are proposing revenues of$122,532. 6. Litter Control 10-4205-000-000 107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000 Fiscal Year 2025/2026 Budgets Page 2 December 5, 2024 We have proposed a Fiscal Year 2026 expenditure amount of$41,762. This represents an increase of$504 from the current Fiscal Year 2025 budget. We are proposing revenues of$29,546. 7. Engineering 10-4201-000-000 We have proposed a Fiscal Year 2026 expenditure amount of$666,921. This represents a decrease of$33,183 from the current Fiscal Year 2025 budget. We are proposing revenues of$381,000. 8. Landfill 12-4204-000-000 We have proposed a Fiscal Year 2026 expenditure of$13,752,494. This represents an increase of$296,106 from the current Fiscal Year 2025 budget. We are proposing revenues of$13,287,058. 9. Shawneeland 16-8108-000-000 We are proposing no Sanitary District fee increases in Fiscal Year 2026. We have proposed a Fiscal Year 2026 expenditure amount of$1,176,003. This represents a decrease of$253,561 from the current Fiscal Year 2025 budget. A Shawneeland Sanitary District Advisory Committee (SSDAC) meeting was held on Monday, November 18, 2024. This was a public meeting to discuss the FY 2026 budget. The proposed budget was unanimously endorsed by the SSDAC. 107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000 Inspections Department Description • The primary function of this office is toad minister provisions of the State Building and Local Land Development Codes • This office currently provides inspections for residential,commercial,and industrial in the fields of general building, plumbing, mechanical, and electrical • This office also enforces the provisions of the Virginia Property Maintenance Code and the Virginia Rehabilitation Code on existing structures • The Building Department is responsible for maintaining and tracking permits issued for all new construction, alterations,additions, repairs,and demolitions • Staff is on call 24/7 to respond in the event of an emergency to evaluate existing structures which have been subject to physical damage • This department is an active member of the Virginia Building Code Officials Association Public Works Director Operations Building Manager Official/Code Administrator Administrative Senior Design Senior Inspector Assistant Review (3) Inspector(6) Specialist(2) Secretary L Design Review Specialist(1) Senior Permit Tech Permit Technician(3) Inspections Goals/Objectives • Inform contractors and the public of 2021 Virginia Construction Code changes. • Workwith Region III of the Virginia Building and Code Officials Association to conduct local training courses related to the Virginia Construction Code. • Work with current staff to maintain work schedule with efficient response to inspections and permit issuance. • Continue to cross-train office staff to make the permitting process more efficient and to provide excellent customer service. • Work to improve customer service by providing alternative payment methods to customers. Number of inspections performed 23746 24,112 24250 Number of building/zoning related permits issued 8255 7,611 8997 Number of failed inspections 7664 7,472 8311 Number of code-related FOIA inquiries 197 158 178 Number of code-related Property Maintenance and complaints received 341 156 250 Number of plans submitted for review 2150 2,234 2192 O N O N Q 00 N N (O O LO O LO ch O M 00 0 0 r• N O N r• ch O O (O LO O) M 00 N ch LO LO O) (O N O) LO O) r• LO LO N (O O (V) O r• (O M O O _ 00 (O (O Cl �h N O N M O r• r• O O N O r• Vh O O 0 r• ch (O C' (O w (O M O M r• L 00 O N O C7 N 413- O) 00 O O (O O C7 N LO ch M M W 00 (O r• CY L (D r• (O LO 00 LO r• (O (O N rn LO 00 d N N M z U O N CO r• r• CO cl CO CO CO M cl N r cl I— cl m a0 CD M d' 00 U O r a0 a0 a0 N c7 N O O (O LO O) N CO N LO (O O LO CO -t N U Lr N Lr N a0 N �I' N Lo Lr r• O a0 V �I' '=t' L( N r• O) N Q CM 'P r- r- M O M O N O 00 N LO LO O O O) I`- IT N N CO N N N N N CO N N N N N IT (O (`) C� M r• a0 N N r• O O O O O M O r• O N N N O 00 LO M (O O r• LO O r• O O O r• O M N �I' O u`i r• O O M r• Lr! 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Revenue Expendittures 1,000,000.00 .............. 500,000.00 .............. 0.00 ............... FY 20-21 FY21-22 FY 22-23 FY23-24 35 000.00 ...................................................................................................................................................................................................................................................................... 30 000.00 ................................................................................................... 25 000.00 ................................................................................................... 20,000.00 ................................. IIIIIIIIIII Permits 15,000.00 ................................. IIIIIIIIIIII Inspections 10,000.00 ................................. 5,000.00 ............... 0.00 ............... FY 20-21 FY21-22 FY 22-23 FY23-24 Building Appeals Board Department Description • The Building Appeals Board is composed of five voting citizen members,each having a certain technical building background • The Board is to review and rule on questions on interpretation of the Virginia Uniform Statewide Building Code as made by the County Building Official • This Board meets on an "as needed" basis • This Board is staff supported by the Planning and Inspections Departments O N O N Q 0 0 O O O O O O r• LO N C7 LO 0000 N (a) LO W a � MI� z 19' z U 0 U Q V � O o O O o O O o u`i r r• LO N CO LO 0000 N (a) LO maim W � mn Z W a x W mn H W C9 Q m fy w cn = Q_ 0 O M CD CD CD z Q 15- W W W O OCDw UU 0- _ � L) W � � UwL) W z J > OU cnW � U � wCD C/) Lij Q YU Z ~ W~ HW� WW W Z J > 0 Q () r?, o (?0- cn Waz � pz WzLL zQJ O � ¢ ~LY CL W Z (DZz < CnU (nLD W Q J W � U L11 Z � W p � ® ? Lij � y Z L H pd LL LL J R' �5 E U Z Z O > LY W Z (n LL = Q LL W Dw0w - LYORpJ ~ wOLLP O D a- m 0- U CL LL LL U d Q I CL Iz U 1 d O O I- JQ Q W O O O O O O O O O O Z 00 O O O O O O O O O O U coo 0 coo Coco W Q O O O coo Coco 0 0 0 0 O O O O O O O O O O (O O N r• O M O N O IDN OO OOOOOO N ',I- O O M M M IT IT Ln Ln OOOi O coo Coco O O O O O O O O O O O N Z O O O O O O O O O O O O � 0; 0; 00 00 00 00 00 00 00 00 00 � LL 0 0 O O O O O O O O O Animal Shelter Department Description • Operates in accordance with Virginia state law and the Virginia Department of Agriculture • Accepts approximately 600 dogs and 600 cats peryear as well as other companion animals • The shelter is cleaned and disinfected daily and is open six days a week • Strives to return lost animals to their owners and to find permanent loving homes for animals surrendered or unclaimed • Provides for the emergency veterinary treatment of sick and injured animals in Frederick County • Engages with the community by participating in events,school projects,tours,and civic groups • Participates in the Northwestern Regional Detention Center's Community Corrections Program to utilize inmate labor to reduce operational costs and benefit inmates • Refers citizens to available resources for animal related issues • Provide for the care of animals confined for rabies observation and those seized pending court proceedings • Partners with the Northern Virginia Community College Vet Tech Program; selected shelter animals are provided with pro Bono veterinary care; nearly 100%of animals involved in the program have been adopted Public Works Director Shelter Manager Secretary Assistant Shelter Manager Senior Animal Caretaker(3) Animal Caretaker(2) Animal Shelter Goals/Objectives • Promotes pay/neutering of all animals(dogs and cats)at time of adoption. • Reduce the number of surrendered animals by offering solutions and resources. • Continue to improve information technology. • Provide humane education to the community. • Provide staff career training in the animal care field. • Remain current with rapidly changingtrends in the animal sheltering fields. Number of dogs adopted or reclaimed 532 550 545 Adoption and reclamation rate for dogs 94.6% 90% 92% Number of cats adopted or reclaimed 372 450 400 Adoption and reclamation rate for cats 74.4% 75% 74% Number of rabies clinics held 2 1 1 Number of animals vaccinated at rabies clinics 241 150 150 Business,community and other public events attended 10 10 10 a�r�iri�ylr.url4ryrri6da��h;��`�Riu�Vhrti d r� u P i ra ' ?; The River Furrver Summer O N O N p O I- "P M O 00 O I- O N O (O O M O O m O N 00 O ch (D 0900 O O (O (O O �I' (O LO N N «� L!i M L!i O O S O N I� Lr O O O O O M M LC) W 00 r- N r- O ch N (O I- «) O O O ,T N M «O M O O W 00 L!) L!) M M CP Ch M 0 O M LO N M N a � � MI� z U O N O O «� O NT LO 00 CO «O «O (O O I� O (O N U cl O M O M N LO ch ch NT M 00 00 r— co N LO O N I- U (O 0) N I� O M V co O Lo 0') 0') M M ch (O 00 (O r— L!') Q N �I' N COP N �I' N COOP M O N 00 «o N Lr ch ch ch Ln N L(! 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M V 70 y. m 0 i O � 2 O O cn '� i L N O U N m m Itn cm o J cu > U Q 75 cu � c C H > I ® U) w Y m s CO �o E W Q w Z W o 0 0 �- a Z o 0 0 J LO co W W LO LO O) ~ O O O a d d d W o 0 0 o 0 0 0 z M Lu LM 0 0 Lu cm 2 a0 aLLJ 0 u z LLJ Z M Lu 0 LLJ _0 cu _0 cu E cu F- E tko 0 Ln cu ui u m .=, u cu _0 D " . c E % 4i cu cu cu cr cu Ln -0 ui CL _0 cu CL Ln LU 0 --% 0 0 o CL L.: Z E cu =CU cu cu 0 X 0 LU a)0 'Fu w 'cu cu m CL D CL CL CU -0 a) u cu w bB if) cu % z _0 0 -0 >- cu LU a) cu cr LU u CL -3 cu 0 0 Lh E CL o _0 bD 0 cu O a) CL CU 0 CU >- -0 C) CL > 0 CU r1i p u _0 :3 u 0 >- 0 CL w bD m :3 0 .— 4:� 0 0 c " jE cu 3: 0 cr cu cu C: C:E ." u 0 cu CL 0 cu 0 LU to .2 cu u> C: t CL CL F C:a 0 a) CL bD m c o 0 0 Ln 0 k u.E 5 ix (D z ui 0 0 0 0 Z uj o 9 z 6 CL LU 0 0 0 0 u0 9 z V4 0 ui 0 (D -q 0 Z 0 00 m 6 6 LM (D Ln 0 0 cm Z m ui a a o 0 Refuse Collection Department Description • This department is responsible for the collection and removal of Frederick County municipal solid waste from all County compactor and container sites • This function is a contractual service provided to the County by an approved hauler and is extended to schools, parks, library,airport,and other municipal facilities within the County • The County owns or leases the compactor and container site and provides necessary labor and supervision to maintain appearance and function • Manages the County's recycling program to include collection containers, hauling, and all associated processing fees • Performs in-house collection of used footwear and textiles from convenience sites and other community drop-offs • Collects used books for recycling from the Bowman Library. • Hosts community events such as rain barrel and compost bin sales • Conducts public outreach and environmental education • Manages waste/recycling hauling, recycling processing,electronics recycling,and shoe/textiles contracts and agreements, including tracking tonnage,convenience site usage,and industry and market trends • Assists local businesses in locating markets for their recyclable materials • Files annual Recycling Rate Report with DEQ which entails extensive survey of local business activity • Coordinates with the regional planning district on solid waste planning and recycling reports Public Works Director Solid Waste Manager Solid Waste Assistant Coordinator Convenience Site Supervisor Compactor Workers (P/T- 21) Refuse Collection Goals/Objectives • Minimize the number of pulls and maximize compaction densities from compactor sites to reduce collection costs. • Maintain coverage at all sites to discourage illegal dumping and misuse. • Continue to promote recycling program-encourage proper recycling habits and curtail contamination which controls costs and maintains markets. • Maintain glass recycling program and work to reduce associated hauling costs. • Emphasize waste reduction as the most effective method of solid waste management. • Continue to work with local businesses and industry regarding best disposal options. • Continue to maintain and upgrade services,facilities, and equipment. Refuse collected and hauled (tons) 23,011 26,935 23,701 Household material recycled (tons) 2,834 2,790 2,865 Recycling Rate 53% 46% 53% Business,community,and other public outreach audience members 148 300 155 fffi A recycling container is delivered to the landfill citizens' center. 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J Z < w LL LY Z W U o v O 0 z Q rv, P 0 LIJ J W U Z w ~ D � Z w U � U = z U ¢ Q LL LLzD -r wOUfleWE: I— w OU OU ~O w w w 2 ILL Z U O J Z g O NT O O O O O =) W coo 0) O coo 0 Z 0Coco O O O C 0 0 0 0 U W 0 0 0 0 0 C9 6999 Coco 00000 O O O O M O_ N r• NO Roo O a0 coo O M M M 00 00 00 N Coco O O O O O O N Z O O O O O O O O N N N N N N N N N O Nh NP NP NP NP NP NP NP NP LL O O O O O O O O O OODD O (D � OD O M M OD M OD In J N M M OD 04 O N CD a O Iq 0 LU 0 m 7 U o 0 I- w U Z 9Y W > 0 °1a aLL a Cl) w W Z o Wz U. > LL W LL O C0 LU � U Z w O 0 F- N 04 OD O w OD w OM OD M 00 LL W N CO M OD M CO Z w o! W U. w W ,W V 0 0 MM W � r E N co y O v E N d O N co O C9 E v L N z co u W U cn 04 04 O 04 N X y- _ X G� a) X a) X — X — '� OND IT c04 ' O N OD ` c � N W Z W ~ W W a w z W J c d. 0 rn OD OD z LU M M 0 d7 d7 d 2 w N a z N � W O 0 d w 0 O U J Cl) w � � W w0 M (L w _ 0 Z W X L 0 W "' 04 O N Z Q O O OD F cn O p) Q O M Q Z rn E O =3 N d O a. X t- OLo 3 rn Z C0 M OD c LV a Cf) N O ( F M N Q- Q ka W C <fl 0 CD I I o v O � Q N F o Q E In M O N (n X M to Cf) � W = O OL 'a N 0 N 0) = � T C' m NQ V N r— ° � a � co a O O O N c o co co cn N o co U) > > O �a N cn 0 a 0 0 m cn w 0 w 0 — wLU z o 0 z X J c W W o CD d' a N a �r w c 0 Litter Control Department Description • This budget includes personnel costs associated with providing a part-time employee for the supervision of the County's trustee litter crew and associated operating costs • The Northwestern Regional Adult Detention Center provides labor at no charge through the Community Inmate Workforce Program.This partnership resulted in an in-kind contribution on behalf of the regional jail of$75,503 during FY2024 • The crew collects litter from along the County's roads with a focus on roads leading to the landfill • Completes annual application and performance data for state Litter and Recycling Grant Goals/Objectives • Control litter along County roads,with an emphasis along the main roads leading to the landfill. • Discourage illegal dumping and littering throughout the County. • Educate citizens regarding the costs and dangers of litter,including trash that is lost during transport to citizen's convenience sites and the regional landfill. O � m°fib N O N m T I-_ 00 L() O O O O O O O O 00 O O O O N O (C) � [t LC) L() L() L() O O L() O It O (C) [t (0 O O O O c-- (O N N c-- 00 O N O CO N I-_ (0 h W N Pl-N N M N 4 N N cl a Z Hill z oLf) CDm 0 0) M It P (0U V [t V [t N (O CO co- C-) O O Cl) N O O L(') L() Cl) M L(') O (M O O W W (O (O M O O I- h It '[t V' O � O (O (0 V) I� h O O 6) t L(') O Cl) M N O 00 N I� LC) L() N N '[t (M M (M L(7 W Cl) L(') M m 0) Cl) L(') O M L() O � It It m (0 (0 I-_ LC) N 00 M N 00 N M Z N Lr W (L w CO N LO O L(') '[t m 0) 00 O It (O O h 6) LO LO (O It O It L(') O co M CA co CA co (O N N N N N N N N W t7 LLJ m H U Q W 2 Q z W W 2 U' W w w W 2 2 M ° z Ory > U z W W QD0 � X 06OU � W O z O LLJ LL w U > 0 � w o wQ0 LLJ U) co Q O= 2ry � vo w � � > v o (D0 U) UZZ pLL O 0- < u) LLJ Jew UO Z W D W U (n CO W Z p Q (n W Q W LL H �— Z z J Q Q U (n U!7 W Z_ z U U U W O U z (n W W z Q O CO (n W U J LL W > H H m Lu2LLJ JO W W O Un U) W y �c OC — 2 UnQ > ry > ryp J — cn �— LL (� I— Zz W J <C F— YZ W O p2p COryoGCMo- � UJpZ JQp W C7UJ � U F— LLJUn U z C� F— w z D o- o- o Q p Q ry } Of— L) LL Z W W Un W Un W Z Z Z p (n ~ O p W p Z (n Z LL W <C J F- Q Un Q O Z 2 U H < Q LL WO O � � FLwQ < co NCO < (D C' JJJW = Oj Z > U) xsQ O Z � Qw O W z U U U LL U Q <C W O W m LL U > Z W Q W Q Z F— <C U F— W LL' H W 1- � � � F— � O ryry — ryry WZ � ZQ � } ry ryW p � J � Q � U' W ry � OC � Q J � Q W W WLL' F— rye (Dby(DF' Q ~ W W UryF- � F- LLJ ( OU_ zQUOUW LL' > HW Of- <C LLp' HHHW LL' 0eZ ZzLLz > 2OCF11ZW UnF- JUmF' W pLL2LLp2 WQZ = WF- LL H Ly W HF- F- > FLX LL' — >UOCO WLL' pI- z Wz0HQ W > OLLQW WZpf- 2ry0I- F- O <C (� O a J J J O 2 W LL LL W > W U ry m Q O Cis — U ..... LL J > (n Y O J » W O W F— U O O U F- O J Z Q It O O O O O O O O N O O O O N O O N CO O O O O O O O O O O O O O W C) C) C) C) C) C) C) C) C) C) C) C) CD CD CD CD CDO CD CD C) C) C) C) C) C) C) C) 0) C) C) C) C) O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O U W D 0 0 0 0 0 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O C7 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O E M of 6 O O O 4 6 I� O O M 4 4 4 4 4 of — Ln r� 00 O N M M 6 O 4 Ln O Oi O O O O 0 0 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N co It It It I t V' V' V' V' L(') (O (O O N O N N N M M M M M �}' �}' L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') L(') 00 N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O ;-_ 0 LO LO LO LO LO LO LO LO LO LC) LC) LC) LC) LC) LC) LO LO LO LO LO LO LO LO LO LO LO LC) LC) LC) LC) LC) LC) LC) LC) N z O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N = It It It It It It It It It It It It It It It It It It It It It �t �t �t �t It It It It It It It V' V' 6 LL CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CS IT 4T LO LO rn 0 L Q N N o 04 LU 0 m 7 U o 0 I- W U z 9Y W > 0 °1a aLL a Cl) W W � Z o Wz U. > LL W LL 0 C0 W IT Z U L W N O 0 F- N Q O W 6L w Z W � W � U. w W ,W V 0 0 MM W N W O U N Lh 0 W N C0 o O 0 N z p 0 z o � o _ L _ U U J J LU N W z W W Q > W CDa W z W w J CD 0 d. 0 N O � OD O O O ZO O O (D N N = LUN N — N — O Ln 2 Lu N Q Z d• J J N � O LU N d LU 0 O U J Cl) LU � � W LU 0 M a LU 0 Z X W � Z Q 0 E E O o Q o > C m Z c m rn o O Q- O �- N V 'V d 11 L N � N N L � � > O Z cn N d L O C O ''' c0LO V O Q- _ O_ _ co _ O O W O N 2 G� 1 (0 0 CD y O = Q O J cn 'O _ Q O N cn C) LO cn W d a) O J M U) N p p c� 'a Q V N �- O M � .0 Q i N L > N V! 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LO LO LO LO LO LO CD CD CD CD CD CD Q N N N N N N W o 0 0 0 0 0 Grant lic ion ReqUest FOrrn The Grant Application&Acceptance Policy,adopted by the Board of Supervisors on March 23,2016,outlines the policies for submitting grant applications on behalf of Frederick County and for the acceptance and appropriation of all grant awards. This policy applies to any Frederick County program,department or constitutional office preparing and submitting grant applications to agencies outside the County government for funds,materials or equipment to be received and administered by the County or by an agency for which the County acts as fiscal agent. Please refer to the policy flow chart on the back of this form to assist in determining the appropriate course of action. The policy in its entirety can be found on the Finance intranet page. Complete the information below and attach as the cover to all grant applications sent to the County Administrator for approval. Requesting Department Refuse/Litter Control Name of Grant Virginia Litter Control and Recycling Grant Grantor VA Dept of Environmental Quality Grant deadline for submission 06/30/2025 Total Amount of Anticipated Award $29,000.00 FY 2026; support litter control and recycling programs Purpose of grant (summary) PLEASE INCLUDE FISCAL YEAR Grant approved through budget Yes process? (Yes/No) Local Match Requirement (Yes/No) No Amount: If yes, Source(s) &amount(s) of local match (fin comm/BOS approval required if match requires a budget amendment) Other associated costs Continuing obligation and cost (fin comm/BOS approval required) Addition of Staff and cost (Yes/No) No How many?? Total cost, (fin comm/BOS approval required) including fringes: Revenue and Expenditure codes & 2404-0007 revenue line item amounts litter control budget 10-4205 Department Contact (name,email,phone) Gloria M. Puffinburger, gpuffinb@fcva.us, 540-665-5643, ext. 1 Department Head approval to apply Date for grant BOS approval date (if applicable) Finance review of grant policy Date compliance rafor y Administrator approval to grant Date Notes: 111512019 i GRANT APPLICATION . STA RT Approved through BUDGET? NO YES �ndifure $$ MATCH REQUIRING A BUDGET ) CONTINUING ADDITION AMENDMENT OBLIGATION? OF STAFF? NO YES YES BOS approval County Administrator (via FinanceIJlJ1111�1111111111111111111111��a authorized to approve Committee*) U1!llJllll�llllJJ1111,!U111J1 ,,,grant application Submitgranf l OpUcatian re m ar grant rantd app,trr J=�nanae' w How to route Grant Application Request Form&Grant Application to the County Administrator: i 1. Grant Application Request Form and Grant Application sent to Finance / (Sharon or Cheryl)for review(grant application need not be complete). 2. Finance forwards to County Administration (Ann). 3. County Administrator will approve or deny the request to apply for grant. If applicable,completed grant application will be signed with the request. 4. County Administration (Ann)will return signed Grant Application Request Form to the requestor(with signed grant application, if applicable). 5. If completed grant application was not included in#3,and the County Administrators signature is required,requestor will send completed grant Department Responsibilities: application to County Administration (Ann). pr 6. County Administration (Ann)will return signed grant application to ✓ Grant reporting,&monitoring requestor. ✓ Requesting carry forward at 7. Department submits grant 4 follow remainder of this flow chart. "year end, if applicable I1I 1/15/19 General Engineering Department Description • This department performs plan reviews for site plans, subdivision plans, stormwater, erosion and sediment control, master plans, rezoning, single family dwellings, etc. • Engineering performs project management of capital improvements related to landfill and solid waste projects, new roads, buildings, and other projects as necessary • Engineering responds to citizen complaints related to stormwater drainage issues • Engineering serves as the program authority related to stormwater management and erosion and sediment control as administered by the Virginia Department of Environmental Quality (DEQ) • Engineering assists the Planning and Development Department in assessing bonds for new development within the County • Engineering assists the County Administrator and all divisions of the County government with engineering support as deemed necessary, i.e., buildings, dams, bridges, county facilities, schools, etc. Public Works Director Senior Project Operations Environmental Manager Manager Program Administrator Environmental Inspector (3) General Engineering Goals/Objectives • Manage capital improvement projects such as new buildings, building renovations, roads, and stormwater detention structures. • Respond to citizen complaints related to stormwater problems. • Provide engineering support to County Administration. • Coordinate design of new landfill expansion and inspect new landfill construction. • Review site, subdivision, and erosion and sediment control plans. • Program authority for issuance of DEQ Stormwater/Erosion and Sediment Control permits. • Provide an initial stormwater permitting system under the direction of DEQ. • Perform bi-monthly inspections of all active land development projects within the County. • Assist Planning Department in assessing bond and letter of credit amounts. • Continue to customize SWPPPTrack software to help perform all functions required by County and State requirements. Number of land disturbance permits issued 947 915 900 Number of preliminary erosion&sediment control inspections performed 1007 1020 1130 Number of final grading inspections performed 840 850 830 Number of residential permit applications reviewed 913 925 930 First submittal reviews(i.e.,site,subdivision, rezoning, Master Development,stormwater, land disturbance applications) performed 101 105 105 Second submittal reviews(i.e.,site,subdivision, rezoning, Master Development,stormwater, land disturbance applications) performed 1 56 1 55 1 55 11� v The image above depicts the current expansion of Renaissance Drive. This project went to bid in December of 2022 and was awarded to W-L Construction & Paving, Inc. in the amount of$2,870,106.64 on June 9, 2023.This project consists of a .32-mile section of road including an at-grade crossing over CSX tracks. Once complete this section will connect Shady Elm Drive and Route 11 South. The project is currently waiting on CSX to complete the at-grade crossing.The project should be complete by the summer of 2025. All design work and construction of this roadway is managed by Frederick County Public Works. 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The board of supervisors is responsible for all aspects of the operation of the Shawneeland Sanitary District(SSD). The SSD is financed from SSD taxes imposed only on property owners within the SSD. SSD taxes are not commingled with other funds in the county, are separately accounted for, and are used only within the sanitary district. To provide an interface between the citizens of the SSD and Frederick County a "Shawneeland Sanitary District Advisory Committee" was appointed by the Frederick County Board of Supervisors. The suggestions of the advisory committee are directed through the SSD manager to the board of supervisors for approval. The main priority for the SSD is the maintenance of existing roads. This task has increased in scope and complexity with time because of the aging road surfaces, poor drainage, and more traffic. As Shawneeland grows, the road network is exposed to more traffic and construction vehicles. The roads were not designed or built for vehicles of such size or weight. Therefore, although new homes add to our tax base, they also have a detrimental impact on the budget until the cost of damage repair is countered by tax collection. In addition to road maintenance and snow removal, we maintain two lakes and two ponds.We fabricate and install our own street name signs. We are responsible for maintaining Cherokee Lake Dam. In addition, we maintain a beach on Cherokee Lake, two mail houses, three bus stop shelters, the Shawneeland Office and Maintenance Shop, a ball diamond,two playgrounds, and picnic areas. We maintain about forty acres of grass which is kept neatly groomed for the use of all property owners within the SSD. ; r ✓ ,. 1��r 4; a Y��Pu➢�1(p 1�+ 4,y>�,w ;,p K; � r( � `tYa�4 �� fa rw s ��aW d,�:. a`��Y��.�Ir�7��.fa,rh��,�l � � �>�✓'u'� r�'��+ �.�l, q,, �I„ 5 XqH¢b z .. aS�",�, .., W a .>m' .,, a u w�..�� ,. � ��' ��,+«•� i.d- i. Yi IIII [1] Shawneeland SanitaryDistrict What We Do • The Shawneeland Sanitary District (SSD) was established by the Frederick County Board of Supervisors • By designating this area as a Sanitary District, the County can levy additional taxes on the residents and/or landowners • The Manager of the SSD is hired by and works for the Board of Supervisors • An active advisory committee within the Sanitary District makes recommendations to the Board of Supervisors through the SSD Manager • The Shawneeland Sanitary District crew maintains 104 lane miles throughout Shawneeland • The staff maintains and repairs all SSD-owned equipment in-house when possible • The staff maintains the beach area at Cherokee Lake and collects samples each week to ensure a safe swimming season for the residents.The staff grooms and maintains 40 plus acres of common area Public Works Director Sanitary District Manager Senior Motor Secretary Equipment Operator (2) Motor Equipment Operator (1) Laborer (2) [2] Shawneeland SanitaryDistrict Goals/Objectives • Operate within the approved budget. • Maintain and improve all existing roads within the Shawneeland Sanitary District (SSD). • Will continue to use the equipment to complete each task as safe and cost effective as possible. • Maintain all common grounds and amenities with the SSD. • Maintain and repair all SSD-owned equipment in-house, when possible, to help reduce repair cost. • Upgrade or replace culverts throughout the SSD. • Continue with snow removal, upgrading of main arterial roads and maintenance of existing roads. • Improve and extend the recreational areas. • Works with the Shawneeland Advisory Committee and subcommittees on long and mid-range plans. Departmental Accomplishments • Staff has cut back trees and brush at intersections and on fifteen miles of roadway.The staff upgraded five miles of ditches and shoulders on the roadways. • Placed 600 tons of asphalt millings on 3,855ft. of gravel trails. • Continued cutting dead trees along roadways to prevent trees from falling on roads and power lines. • Staff has replaced and upgraded 515ft. of damaged and undersized culverts to improve and maintain roadways and drainage ditches. • Cross-use of equipment and manpower between Frederick County and the sanitary district continues to be an asset. • Staff continues to mow and trim the grounds to maintain the appearance the property owners have become accustomed to. Also maintained are two playgrounds, one ball diamond, Cherokee and Swan Lakes, two ponds, and two Mail Houses. • Staff monitors the level of the lake throughout the year and the area is mowed and seeded.The crew weed eats the dam four to five times per season. • Staff continues to fabricate and replace street signs as necessary. • Staff cut sight distance issues on five miles of trails with the boom ax attachment on the 924G wheel loader. • Replaced the wooden swing set at the Maple Playground. • Installed a chain link fence around the Shawneeland Maintenance Office. 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C \t['a ,' COUNTYmad" FREDERICK Oft Department of Public Works 540/ 5-5 43 �3 FAX. 54,0/678-0682 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Monthly Tonnage Report-Fiscal Year 24/25 DATE: December 3, 2024 The following table shows the tonnage for the current fiscal year. The average monthly tonnage for fiscal years 04/05 through 24/25 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: 17,776 TONS(DOWN 178 TONS) FY 24-25: AVERAGE PER MONTH: 18,619 TONS(UP 843 TONS) MONTH FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24 FY 24-25 JULY 17,956 17,677 17,893 17,250 22,732 19,050 AUGUST 17,267 16,517 21,437 20,877 18,527 19,442 SEPTEMBER 17,985 16,789 19,306 19,195 16,935 17,286 OCTOBER 22,528 20,127 18,215 19,273 18,442 21,317 NOVEMBER 17,304 15,432 16,927 16,546 16,814 15,998 DECEMBER 14,362 15,496 16,391 15,294 15,520 JANUARY 14,913 14,480 12,932 16,583 14,467 FEBRUARY 13,380 12,030 14,622 16,488 15,828 MARCH 15,533 18,758 18,167 17,987 18,112 APRIL 17,475 18,627 16,952 16,744 18,151 MAY 17,010 17,105 18,054 20,124 19,078 JUNE 17,968 18,594 19,737 19,081 18,707 JC W/gmp C ( 'i yh:::: LO O O �' O O O O O O O O O O O M M I- CD "' (O O I- (O I- m I- "' O M O N O Lo O m (O (O CD m �,�,,,,,,,,,, (O O_ ..�i,...., M M M O (O N M O V N (O M N M O (O (O O �' O O M Lf) N M o0 V M V V O O O LO LO N LO I� V (O (O I� I� LO N O N N (O I� (O mV O M N LO O CD M O �' �' Lo N I� M M O (O (O m N m � O �' LO I� M N O N V (O N O O M O O m M (O I� O �' O W n LO m N (O N N N N N N (O O O I� (O V M O M O M (O (O N — CTM CD �' M M O ,.W.... 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Rhonda made a motion to elect Micah as the SSDAC chairman for a one-year term ending November 2025, seconded by Jason and approved unanimously by the committee. The meeting dates have been set for 2025. February 3, 2025 May 5, 2025 August 4, 2025 November 17, 2025 Kevin presented the manager's report (Attachment 1). Kevin presented the Fiscal Year 2025/2026 budget. Micah made a motion to endorse the budget as presented, seconded by Rhonda, and endorsed unanimously by the committee. No increase in the sanitary district fees is proposed. The budget will not go to the board of supervisors for final approval until April, 2025. Jason explained that the mini-libraries have been completed structurally and are with another Shawneeland resident for painting. Micah provided the group with a project chart (Gantt) including costs since the dam's first repair till now. (Attachment 2) The bus stop change from two to three stops was discussed. Several meeting attendees agreed that this change was for the better. Public Comments: Melanie Curry addressed the change to the bus stops. She indicated that the change from two to three stops has been an improvement. Jeny Guy requested that E Coll testing continue past the swim season. This request will be tabled until the February 3, 2025 SSDAC meeting. David Yankoviak requested that a sidewalk be added to the area indicated by the arrow to prevent children from using the road to get from the parking lot to the playground. Kevin will look into options and costs. See below. An anonymous Shawneeland resident requested help with a noisy neighbor. After a lengthy discussion which included meeting attendees, it was concluded that this type of issue is to be brought to the appropriate county departments/entities. The SSDAC does not have any authority to take action on this type of issue. Vince Staup is concerned that the Shawneeland Sanitary District (SSD) fees are increasing by 40 percent. It was explained that the SSD fees have not gone up since 2018 (see below). The graph shows that the fees have increased less than the CPI for the same period. John Jewel commented that Vince may have gotten confused about the recent assessment which he pointed out that the millage rate to go with the assessment has not been decided by the Frederick County Board of Supervisors (BOS). This rate will be determined by the BOS in April, 2025. Vince stated that he is confused about paying Shawneeland fees and home owner taxes. See the pie charts of revenue and expenses (Attachment 3) to visualize the flow of funds. Road maintenance is not part of Frederick County expenses, it belongs to VDOT; however, our roads do not meet the VDOT requirements and Shawneeland must maintain them through the SSD fees. hipiruu^ed(Lots sauu e;uu IC�I"'�C Ed ��f''IIP�'f�(oved Fuu Sulu u,ll ,Kur, uI", , MO u r I I I I I I I I I I I 2z z s n u u 0 00 u 0 a 0 it 0 0 a 0 0 G 17 0 II 11 17 II a 0 0 0 a 0 0 u I. 2 3 .I 6 6; / fh a t! 1 :'�' t ,r f'} & q G '7 2 i! '1 M a 6} '1 Ff Lastly the Charter for SSDAC is attached to clarify areas of responsibilities by the SSDAC members. (Attachment 4) ATTACHMENT 1 FREDERICK COUNTY SANITARY LAND m��fF �4 m��fF y��-q;c y��-q;c.. ... ..... .q .q MANAGER'S LLL. LIL P . 1 1. ........ '. Wi.'e.. .. Wi.'e R 2024. Winter Weather Preparations: With the winter season approaching the Shawneeland staff has been busy preparing all the equipment in anticipation of the first winter weather event. We have stocked calcium, salt, and stone that we use to treat the roads during these events. Please make sure that all vehicles are parked away from the road and shoulder during winter weather events. Any vehicles parked in a fashion that hinders snow removal operations will be towed at the owner's expense without warning. We do thank you for your cooperation. Pipe Replacement: The staff has replaced and upgraded 405ft. of drainage culverts throughout Shawneeland this year. This process will continue through the fall and into the winter months. Grader Asphalt Patching: The staff has been grader asphalt patching various trails over the past 2 months. During this time 504.43 tons of asphalt has been placed. The patching will resume in the spring once the weather allows. Tree Removal: A contracted tree crew removed 18 dead and dying trees that the staff could not safely remove on October 21" and 22nd. This crew will be back in December to remove more dead and dying trees. Boom-Ax Trimming: The staff has been using the boom-ax cutter to remove brush and small trees that are creating sight distance issues. They are also trimming tree branches that are hanging low over the road surface. Most of this work is being done on Timber Ridge Trail and all the side trails off Timber Ridge. At this point a total of 5.5 miles have been cut. Mailhouse Roof Replacement: The Bowman and Tomahawk Lane mailhouses have had new metal roofs installed. The project was completed by Vertex Roofing Contractors, LLC. From Manassas, VA. The total cost for the project was $42,500.00. ATTACHMENT 2 Shawneeland Dam IF epairs Since'19,99, 10, l5 99 2C 00 rask Name �Stwl 1O 2 2W 200 20a MO 200 200 2'001 2'M 2'01 201 201 201 201 201 2D1 201 2011 201 202 2'02 202 2112 202 2112 202 20LI Grtuding Pirt)jjed: Tue 6/1/439 1 2 G401OWral Mapping Fri 6/1107 1111 $22,48"4 G,rout-ing PirojoLt: Main 6111/09 111 $812,0" 4 Silphon Rejpa4 Main 3,a/115 M $40,000 5 Spillway Repair Moin Q11/11 5 SWOOO 6 s6de Repair Fri 6/1118 1111 7 Ruck man,Engineering Fri 6/1/12 5 $27,984 Mair5h/Legge, Moin fi/l/15 American ConLrete Wed 6/11122 1 $1 6, "40 1 0 Vida Fri 6/1118 $1,425,737 Spent to,Date ATTACHMENT 3 FY2025 kcal Reieiiue 411 FuiTCls $091.440,166 R= State Revenue, '�I11711t ��iJfffdl' Ou Zrvzazs „t., enei<U,e, nurURnS >a9zaao,ive ATTACHMENT 4 Shawneeland Sanitary District Advisory Committee CHARTER L Organization There shall be a committee, appointed by the Board of Supervisors ("Board") of Frederick County, Virginia ("County"), known as the Shawneeland Sanitary District Advisory Committee ("Advisory Committee"). The Advisory Committee shall be Comprised of five (5) members, who shall be appointed by the Board, and who shall be resident property owners in Shawneeland Sanitary District. Members shall be appointed for terms not to exceed two (2)years each, and may be appointed for multiple terms. All members shall serve without compensation. The Advisory Committee shall elect its own Chairman each calendar year. Should the position become vacant prior to the end of the year, the Advisory Committee may elect a new Chairman within the same calendar year. The Chairman, in addition to duties laid out below, is authorized, within his/her discretion, to form subcommittees of the Advisory Committee to address specific areas of concern. Such subcommittees shall be considered working groups, and shall make recommendations or reports to the Advisory Committee. Subcommittees shall not have the authority to make recommendations to the Shawneeland Sanitary District Manager ("Manager") or Board without action of the Advisory Committee. IL Member Responsibilities; Vacancies Members are expected to participate in all meetings and activities of the Advisory Committee with usual exceptions for illness, family emergency, and related matters. Should a member fail to attend three (3) consecutive meetings, s/he will be deemed to have resigned the position, and the Board shall appoint a replacement member. When vacancies arise on the Advisory Committee, an announcement of the vacancy and request for application(s) shall be posted at the mailbox houses by the Manager. The Manager shall receive applications from qualified persons, and shall forward them to the Back Creek Supervisor, who will review the same for consideration and appropriate action by the Board. III. Purpose The Advisory Committee serves to provide input and suggestions to the Board regarding issues affecting Shawneeland Sanitary District. While the Advisory Committee serves an important role, the ultimate authority and decision-making power for Shawneeland Sanitary District operations rests with the Board. The Advisory Committee welcomes input from property owners on issues which are important to the health, safety, economic vigor, and well-being of the community. However, the Advisory Committee is not a forum for issues which are clearly beyond the authority of County Officials to resolve. Rather, the Advisory Committee provides a forum for property owners to discuss issues which may be of concern to the Sanitary District community, and for which remedies from County Officials may be reasonably expected. IV. Meetings The Committee shall meet at least quarterly to permit and encourage participation by Shawneeland property owners. Such meetings shall be set by the Advisory Committee on an annual basis. The fall and/or winter meetings of each year shall be scheduled to be in phase with the Frederick County budgeting process, and shall have the Shawneeland budget as an agenda item. The Advisory Committee is encouraged to work cooperatively with the Manager to develop a draft budget for consideration. While the Manager or his designee is encouraged to attend all Advisory Committee meetings, his or her attendance shall be required at all meetings scheduled to discuss the Shawneeland budget, as well as the mid-year quarterly meeting as set by the Advisory Committee. In addition to regularly scheduled quarterly meetings, the Chairman may call special meetings to address issues which affect the property owners when consideration of those matters cannot be delayed until the next regularly scheduled quarterly meeting. Regular meetings shall be advertised in advance. Such advertisement shall include, at a minimum, posting notices on the bulletin board of the Shawneeland mail houses, on the official bulletin board at the Frederick County Administrator's office, and on the Frederick County website Calendar. Notices shall include the date, time, and location of the meeting, and shall be posted no later than seven (7) calendar days prior to the scheduled meeting. Should the Advisory Committee call a special meeting, advertisement shall take place as soon as possible after the meeting is called. The Advisory Committee may only act to recommend matters to the Board if a quorum, which shall be defined as three (3) members, is in attendance. Meetings may take place if a quorum is not in attendance, but the members may only hear and discuss issues, and may not vote or take official action. V. Agendas, Minutes, and Written Requests At least ten (10) days prior to each regularly scheduled meeting, the Advisory Committee Chairman will distribute a proposed agenda to the Advisory Committee members, as well as the Manager. This agenda shall contain specific topics that require discussion and/or action by the Advisory Committee. No later than seven (7) days prior to each regularly scheduled meeting, the Manager shall cause a copy of the proposed agenda to be posted on the Frederick County bulletin board at the County Administrator's Office, as well as on the bulletin board(s) at the mail houses. Should the Advisory Committee require a special meeting, the agenda shall be distributed and posted as indicated above as soon as is possible after the meeting is called by the Advisory Committee. All meetings, both regularly scheduled and specially called, shall be documented in minutes. Such minutes will contain, at a minimum, a list of members present, the agenda and additional topics of conversation, and a description of the Advisory Committee's actions and recommendations. Copies of the minutes shall be provided to the Advisory Committee members, the Manager, and the Back Creek Supervisor. The Manager shall forward a copy of the minutes to the Director of Public Works, or his designee, for inclusion in the Public Works Committee agenda. A copy of the minutes shall also be filed in the Advisory Committee files. VI. Requests to and from the Sanitary District Manager Requests or recommendations from the Advisory Committee to the Manager shall be in writing, separate from any recordation of the request that may be documented in the minutes. The Manager shall respond to the Advisory Committee in writing, and include descriptions of any action taken, identification of additional discussions that may be necessary, and/or reasons that the request or recommendation is rejected. Should a request or recommendation still be pending by the time of the next regular Advisory Committee meeting, the Manager shall provide an interim report at all meetings until the matter has been resolved. The Manager may also make written requests to the Advisory Committee for input on operations. Should the Advisory Committee not respond in a timely manner, the Manager is authorized to proceed without the Advisory Committee's input where immediate action is needed to address time- sensitive issues where failure to act would cause risk to the health, safety, or economic viability of the Sanitary District. In such cases, the Manager shall update the Advisory Committee of the action taken in writing. VIL Clerical Duties; Maintenance of Files The Advisory Committee files shall be primarily retained by the Chairman, who shall be responsible for ensuring the safekeeping of the files, and ensuring their content is accurate. Official files shall include meeting agendas and minutes, Advisory Committee actions and recommendations, correspondence, and other documentation that is sufficient to provide a meaningful historical record of Advisory Committee activities. These files will be housed in space provided by the Manager, and shall be considered public files. The Chairman shall bear primary responsibility for ensuring that the Advisory Committee's clerical activities, such as preparation and distribution of agendas,preparing minutes, and documenting Advisory Committee actions, are carried out. The Chairman may delegate specific clerical tasks to other Advisory Committee members at his/her discretion. The Manager is not obligated to provide clerical support to the Advisory Committee, but may do so if mutually agreed among the members and Manager.