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HomeMy WebLinkAboutNovember 13 2024 Regular Meeting Minutes 143 MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, NOVEMBER 13, 2024 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: Josh E. Ludwig, Chairman; Judith McCann-Slaughter, Vice Chairman; Robert W. Wells; Blaine P. Dunn; Heather H. Lockridge; John F. Jewell; and Robert T. Liero were present. Staff present: Michael Bollhoefer, County Administrator; Jay E. Tibbs, Deputy County Administrator; Wyatt Pearson, Planning Director; Tyler Klein, Senior Planner; Amy Feltner, Planner I; Kayla Peloquin, Planner I; Karen Vacchio, Public Information Officer; Scott Varner, Director of Information Technologies; Austin Cano, Assistant County Attorney; Tonya Sibert, Commissioner of the Revenue; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman Ludwig called the meeting to order at 7:00 p.m. INVOCATION Pastor Ross Halbersma of New Hope Alliance Church delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chairman Slaughter led the Pledge of Allegiance. ADOPTION OF AGENDA-APPROVED Vice Chairman Slaughter moved for the adoption of the draft agenda. The motion was seconded by Supervisor Wells and carried on a voice vote. Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 144 CITIZEN COMMENTS - None ADOPTION OF CONSENT AGENDA—APPROVED Vice Chairman Slaughter moved for the adoption of the consent agenda. Supervisor Wells seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye -Approval of Work Session and Regular Meeting Minutes of October 23, 2024—CONSENT AGENDA APPROVAL -Approval of Legislative Forum Work Session Minutes of October 30, 2024 —CONSENT AGENDA APPROVAL -Approval of Joint Work Session Minutes of November 6, 2024—CONSENT AGENDA APPROVAL -Acceptance of Public Safety Committee Report of October 17, 2024—CONSENT AGENDA APPROVAL, Appendix 1 -Acceptance of Transportation Committee Report of October 28, 2024 —CONSENT AGENDA APPROVAL, Appendix 2 -Acceptance of Public Works Committee Report of October 30, 2024 —CONSENT AGENDAAPPROVAL, Appendix 3 -Approval of Request from the Commissioner of the Revenue for Refund and Supplemental Appropriation: Michael G Prelip Building -$12,230.44—CONSENT AGENDA APPROVAL - Resolution Ratifying Declaration of an Emergency Ban on Open-Air Burning - CONSENT AGENDA APPROVAL RESOLUTION RATIFYING DECLARATION OF AN EMERGENCY BAN ON OPEN-AIR BURNING WHEREAS,because of extreme atmospheric and drought conditions,the threat of wildfires due to minimum relative humidity, winds, and extremely low fuel moisture is increased thereby facilitating the possibility of multiple and possibly large incidents that could threaten lives and property within Frederick County; and WHEREAS, following the identification of the above-stated circumstances, the Frederick County Fire Marshal, in coordination with the County Administrator, implemented emergency measures and declared an emergency ban on open-air burning effective Friday,November 8,2024. NOW, THEREFORE, BE IT RESOLVED that the Frederick County Board of Supervisors, pursuant to Chapter 45, Article II, Section 45-1 OE of the Code of Frederick County,ratifies the declaration of the emergency ban on open- air burning issued on November 8,2024. Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 145 + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Supervisor Jewell announced the recipients of the recent Valor Awards presented by the Top of Virginia Regional Chamber of Commerce. Supervisor Dunn offered remarks about the budget discussion at the previous Board meeting. Chairman Ludwig offered remarks about the budget discussion at the previous Board meeting. COUNTY OFFICIALS - None + + + + + + + + + + + + + + APPOINTMENTS TO BOARDS, COMMITTEES, AND COMMISSIONS MICHAEL SWEDBERG APPOINTED TO HISTORIC RESOURCES ADVISORY BOARD AS RED BUD DISTRICT REP. - APPROVED Supervisor Dunn moved for the appointment of Michael Swedberg to the Historic Resources Advisory Board to fill a vacant four-year term expiring July 8, 2027. Supervisor Jewell seconded the motion which carried on the following recorded vote: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye LLOYD WINTERS REAPPOINTED TO BOARD OF BUILDING CODE APPEALS - APPROVED Vice Chairman Slaughter moved for the reappointment of Lloyd Winters to the Board of Building Code Appeals for a five-year term expiring December 11, 2029. Supervisor Wells seconded the motion which carried on the following recorded vote: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 146 ROBERT LIERO REAPPOINTED TO NORTHERN SHENANDOAH VALLEY REGIONAL COMMISSION - APPROVED Vice Chairman Slaughter moved for the reappointment of Robert Liero to the Northern Shenandoah Valley Regional Commission to serve concurrently with his elected term expiring December 31, 2025. Supervisor Lockridge seconded the motion which carried on the following recorded vote: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye LESLIE SPENCER APPOINTED TO AGRICULTURAL DISTRICT ADVISORY COMMITTEE - APPROVED Supervisor Lockridge moved for the appointment of Leslie Spencer to fill an indefinite term on the Agricultural District Advisory Committee. Supervisor Jewell seconded the motion which carried on the following recorded vote: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye + + + + + + + + + + + + + + COMMITTEE BUSINESS—PUBLIC SAFETY COMMITTEE BLUE LINE SOLUTIONS SCHOOL ZONE PHOTO SPEED ENFORCEMENT SYSTEM PROPOSAL —SENT FORWARD TO PUBLIC HEARING On motion of Supervisor Lockridge, seconded by Supervisor Jewell, the Board approved sending the Blue Line Solutions school zone photo speed enforcement system proposal forward to public hearing. The motion carried on a recorded vote as follows: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia + + + + + + + + + + + + + + 147 PUBLIC HEARINGS (Non Planning Issues)— None + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS—PUBLIC HEARINGS CONDITIONAL USE PERMIT CONDITIONAL USE PERMIT #06-24 OF ROBERT MOLDEN APPROVED Planner Kayla Peloquin explained the request for using an existing barn to hold a total of 12-18 special events per year. She said the events will consist of 4-6 weddings, 4-6 private parties, and 4-6 music events per year with a proposed maximum of 250 people for weddings and private parties, and 500 people for music events. She concluded by saying the applicant would bring in portable restroom facilities and allow food trucks on the property for events. The Board and Ms. Peloquin discussed the proposed hours of operation and the permission for three-day events. Chairman Ludwig opened the public comment period. No one wished to address the Board. Chairman Ludwig closed the public comment period. Supervisor Wells noted that the neighbors are in favor of the request and moved for approval of Conditional Use Permit#06-24 of Robert Molden. Supervisor Jewell seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye ORDINANCE CONDITIONAL USE PERMIT 06-24 ROBERT MOLDEN WHEREAS, CONDITIONAL USE PERMIT 06-24 was submitted by Robert Molden for a special event facility at 230 Dependence Lane Middletown,Virginia,identified with Property Identification Numbers(PINS) 91-A-47& 91- Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 148 A-47A&91-A-67 in the Opequon Magisterial District; and WHEREAS, the Frederick County Planning Commission held a public hearing on this Conditional Use Permit on October 2,2024 and recommended approval; and WHEREAS,the Frederick County Board of Supervisors held a public hearing on this Conditional Use Permit on November 13,2024; and WHEREAS,the Frederick County Board of Supervisors finds the approval of this Conditional Use Permit to be in the best interest of the public health, safety, and welfare, and in conformance with the Comprehensive Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors, that in accordance with Chapter 165 of the Frederick County Code,Zoning, Conditional Use Permit 06-24 for a special event facility on the parcels identified with Property Identification Numbers(PINS)91-A-47&91-A-47A&91-A-67 is approved with the following conditions: 1. All review agency comments and requirements shall be complied with at all times. 2. Outdoor amplified music shall begin no earlier than 10:00 AM and shall conclude by 10:00 PM. 3. No more than 500 people on the property at any one time. 4. No more than 4 music festivals or concerts per year. For the purposes of this condition, a music festival or concert is defined as an event that may last a single day or up to three consecutive days,whereby the primary purpose is to feature performances by musicians, singers, and groups. 5. No more than 14 other special events per year,excluding music festivals(including but not limited to weddings or private parties). 6. This CUP shall be rendered null and void if any of the 3 parcels(91-A-47,91-A-47A,or 91-A-67)is sold or if ownership is transferred from the current owner. 7. An illustrative sketch plan, addressing the additional regulations for special event facilities contained in §165-204.30 shall be approved by Frederick County, and the improvements shown on the plan, including the commercial entrance required by VDOT, shall be completed prior to the establishment of the use. S. Any expansion or change of use shall require a new Conditional Use Permit. + + + + + + + + + + + + + + CONDITIONAL USE PERMIT#07-24 OF WOLFE LYNN RAMEY TRUST (BRENDA EDWARDS) • APPROVED Planner Amy Feltner explained the proposal to utilize a 20' x 30' open picnic shelter, a wooden low- rise platform, and a 10' x 12' low rise photo deck for the primary area of the special event facility. An existing 30' x 60'metal building is proposed to be utilized as the primary office, Bridal Ready Suite, and staging area. She said in the event of inclement weather, the building would serve as the event area. She said the special event facility will operate from May to November (seasonally) with hours of operation limited to Fridays, Saturdays, and Sundays—dawn to dusk- but under no conditions, later than 10:00 p.m. She concluded by saying the applicant proposes no more than 10-26 total events per year with each event averaging 25-100 people in attendance, and that the applicant is proposing no amplified music. Chairman Ludwig opened the public comment period. Minute Book 50 Board of Supervisors Regular Meeting of November 13,2024 County of Frederick, Virginia 149 Bradley Whetzel, Gainesboro District, said his property is next to the site and has concerns about the parking area affecting his septic field which is five feet from the property line. Erica Whetzel, Gainesboro District, echoed the comments of her husband who spoke immediately prior and said she also had concerns about traffic on the road. The applicant, Brenda Edwards, addressed the Board regarding her request. Chairman Ludwig closed the public comment period. The Board, the Applicant, and staff discussed the neighbors' concerns and agreed to revise the conditions regarding a setback from the property line for the designated parking area as well as a physical delineation of the parking area. On motion of Supervisor Lockridge,seconded by Supervisor Jewell,the Board approved Conditional Use Permit#07-24 of Wolfe Lynn Ramey Trust(Brenda Edward)with revised conditions. The motion carried on a recorded vote as follows: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W.Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye ORDINANCE CONDITIONAL USE PERMIT 07-24 Wolfe Lynn Ramey Trust(Brenda Edwards) WHEREAS, CONDITIONAL USE PERMIT 07-24 was submitted by Wolfe Lynn Ramey Trust(Brenda Edwards) for a special event facility at 1261 N. Hayfield Road, Winchester, Virginia, identified with Property Identification Number 40-A-5 in the Gainesboro Magisterial District; and WHEREAS, the Frederick County Planning Commission held a public hearing on this Conditional Use Permit on October 2,2024 and recommended approval; and WHEREAS,the Frederick County Board of Supervisors held a public hearing on this Conditional Use Permit on November 13,2024; and WHEREAS,the Frederick County Board of Supervisors finds the approval of this Conditional Use Permit to be in the best interest of the public health, safety, and welfare, and in conformance with the Comprehensive Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors, that in accordance with Chapter 165 of the Frederick County Code,Zoning, Conditional Use Permit 07-24 for a special event facility on the parcel identified with Property Identification Number 40-A-5 is approved with the following conditions: 1. All review agency comments and requirements shall be complied with at all times. 2. Operation shall begin no earlier than 6:00 a.m. and shall conclude by 10 p.m. 3. Special events shall be held on Friday, Saturday, and Sundays only. 4. No amplified music will be allowed at any time. 5. Special events may accommodate up to and not to exceed 100 persons. Minute Book 50 Board of Supervisors Regular Meeting of November 13,2024 County of Frederick, Virginia 150 6. An illustrative sketch plan, addressing the additional regulations for special event facilities contained in §165-204.30 shall be approved by Frederick County,and the improvements shown on the plan,including the commercial entrance required by VDOT, shall be completed prior to the establishment of the use. 7. The parking area shall be setback from the adjoining property lines a minimum of twenty-five feet. 8. A physical barrier, or a line of trees, placed 3 feet from the parking area edge, shall be provided along the north side of the property line adjacent to the sloped parking area to mitigate runoff and enhance vehicular and pedestrian safety. 9. Any expansion or change of use shall require a new Conditional Use Permit. This ordinance shall be in effect on the date of adoption. + + + + + + + + + + + + + + REZONING #08 -24 OF D&M CONTAINER SERVICE (JIMMY JOHNSON) - APPROVED Senior Planner Tyler Klein explained the request to rezone one (1) parcel totaling 13-acres from the RA (Rural Areas) Zoning District to the M1 (Light Industrial) Zoning District with proffers for the purposes of establishing a container service facility and other M1 Zoning District uses. David Frank of Pennoni Associates, representing the applicant, addressed the Board regarding the request. Supervisor Dunn and Mr. Frank discussed the proposed building facing Route 277 and the Applicant's willingness to commit to using building material other than metal for the front of the building to make it more compatible with the surrounding building types. Chairman Ludwig opened the public comment period. No one wished to address the Board. Chairman Ludwig closed the public comment period. Supervisor Wells moved for approval of Rezoning #08 -24 of D&M Container Service (Jimmy Johnson) with the stipulation that the Applicant commit to using a building material other than metal for the front of the building to make it more compatible with the surrounding building types. Supervisor Jewell seconded the motion which carried on a recorded vote as follows: Blaine P. Dunn Aye Robert T. Liero Aye John F. Jewell Aye Robert W. Wells Aye Heather H. Lockridge Aye Josh E. Ludwig Aye Judith McCann-Slaughter Aye Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 151 ORDINANCE AMENDING THE ZONING DISTRICT MAP REZONING 08-24 FOR D&M CONTAINER SERVICE Q.JOHNSON) WHEREAS, REZONING 08-24 for D&M Container Service (Jimmy Johnson) submitted to rezone approximately+/- 13-acres from the RA (Rural Areas) Zoning District to the MI (Light Industrial) Zoning District with proffers. The properties are generally south of Fairfax Pike(Route 277)and west of Ridings Lane at 1290 Fairfax Pike,White Post,VA and is identified by Property Identification Number 86-A-180 in the Opequon Magisterial District;and WHEREAS,the Frederick County Planning Commission held a public hearing on this rezoning on September 4,2024, and tabled action to October 2,2024;and WHEREAS,the Frederick County Planning Commission held a public meeting on this rezoning on October 2, 2024 and recommended approval;and WHEREAS,the Frederick County Board of Supervisors held a public hearing on this rezoning during their regular meeting on November 13,2024;and WHEREAS,the Frederick County Board of Supervisors finds the approval of this rezoning to be in the best interest of the public health,safety,and welfare,and in conformance with the Comprehensive Plan;and NOW,THEREFORE,BE IT ORDAINED by the Frederick County Board of Supervisors,that in accordance Chapter 165 of the Frederick County Code,Zoning,to rezone+/- 13-acres from RA(Rural Areas)Zoning District to the Ml (Light Industrial)Zoning District with proffers.The conditions voluntarily proffered in writing by the Applicant and the Property Owner are attached. This ordinance shall be in effect on the date of adoption. + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS - None BOARD LIAISON REPORTS Supervisor Liero offered updates from the Planning Commission and the Parks and Recreation Commission. Supervisor Jewell noted the joint meeting earlier in the evening where the Board received an update from the Extension Leadership Council. Supervisor Dunn reported that the Social Services Board has reported a need for foster parents. CITIZEN COMMENTS Daniel Boyce, Gainesboro District, discussed the damage to the road and the noise caused by dump trucks hauling debris on his road, Route 799. He asked that the Board reevaluate the situation. Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 152 Allen Shepherd, Red Bud District, discussed his concerns about how the County mitigates conflicts of interest of staff members. Bryan Nuri, Opequon District, criticized the Chairman's presentation from the prior meeting about school issues and a Board member's comments regarding the health and status of a school principal. He said the School Board employees and students were owed an apology for these occurrences. James Moulder, Back Creek District, commented on the vote to fund the fourth high school at the previous meeting and his emails to the Board members on the same topic. BOARD OF SUPERVISORS COMMENTS Supervisor Liero noted Veterans Day had just been celebrated and thanked all veterans for their service. Supervisor Wells assured his constituents that he has not colluded by phone, email, text, or letters with any state representatives. Supervisor Jewell said he would like an update on the current status of the broadband project. Supervisor Slaughter said the Board was expecting an update, and that the project has a target completion date of the end of 2026. Supervisor Dunn discussed using the capital fund to pay debts. Supervisor Lockridge referenced the citizen's comment about owing the School Board staff and students an apology saying that the Superintendent could have cleared the air instead of leaving the status of a missing school principal unknown. She criticized the Winchester Star reporter for his characterization of her vote at the previous meeting on the matter of funding the fourth high school. Chairman Ludwig said he agreed with Supervisor Lockridge's failed motion at the last meeting to amend the funding action for the fourth high school to provide funds in phases which would have allowed the Board to supervise the construction project. Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 153 ADJOURN On motion of Vice Chairman Slaughter, seconded by Supervisor Lockridge, the meeting was adjourned at 8:55 p.m. Josh E. Ludwig Michael Bollhoefer Chairman, Board of Supervisors County Administrator Minutes Prepared By: Ann W. Phillips Deputy Clerk, Board of Supervisors Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 154 Board of Supervisors Meeting Minutes of November 13, 2024 - Appendix 1 PUBLIC SAFETY COMMITTEE REPORT to the BOARD OF SUPERVISORS Thursday October 17, 2024 8:30 a.m. 1080 COVERSTONE DRIVE, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Chairwoman Heather Lockridge, Kermit Gaither, Josh Ludwig and Al Sibert. Staff and guests present: County Administrator Michel Bollhoefer, Fire & Rescue Chief Steve Majchrzak, Volunteer Fire& Rescue President Dan Cunningham, Major Steve Hawkins, Lt. Warren Gosnell, and Sheriff Lenny Millholland. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. Blue Line Solution progress and update: Sheriff Millholland stated that a presentation from Blue Line Solutions had been given to the Committee in November 2023, followed by a Public Safety Committee workgroup forum and presentation to the Board of Supervisors in January 2024. He recapped that this system will initially monitor 4 of the primary school zone areas with growth in the future. Drivers cited under this system will receive a civil penalty and fine of$100. Citations do not impact auto insurance or DMV license points. Lt. Gosnell punctuated that this traffic enforcement is a focus within the school zones. Mr. Sibert made a motion to forward the Blue Line Solutions proposal to the Board of Supervisors for a public hearing. Mr. Gaither seconded the motion and the Committee unanimously approved. ITEMS FOR INFORMATION ONLY: 1. Update on the Fire and Rescue RFP assessment: Mr. Bollhoefer discussed the proposed RFP for the Fire& Rescue department. There has been dialog about splitting the document into smaller, separate divisions such as the Dispatch Center, Revenue Recovery and Fleet maintenance which also affects the Sheriff s Office. Chairwoman Lockridge, Mr. Ludwig and Mr. Bollhoefer will be attending the Chiefs Work Group on 10/17/24 to discuss the proposed RFP with all 11 volunteer Chiefs to obtain feedback, ideas and concerns. Mr. Bollhoefer will submit additional notes from the Chiefs Work Group to the Board of Supervisors for their comments and review regarding the proposed RFP. Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 155 2. Other business: Mr. Gaither reiterated his interest in health care benefits for retired law enforcement officers as a retention tool for personnel. Mr. Bollhoefer stated that benefit is being phased out due to cost issues and that in prioritizing retention methods, Sheriff Millholland has created a Master Deputy position. Among the criteria required for this position include: 10 plus years as a deputy, training certifications, and achievements. Currently, there are 21 qualifying deputies. Respectfully submitted, Public Safety Committee Heather Lockridge Al Sibert Kermit Gaither Josh Ludwig Minute Book 50 Board of Supervisors Regular Meeting of November 13, 2024 County of Frederick, Virginia 156 Board of Supervisors Meeting Minutes of November 13, 2024 - Appendix 2 TRANSPORTATION COMMITTEE REPORT to the BOARD OF SUPERVISORS Monday, October 28, 2024 8:30 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present: Judith McCann-Slaughter Chair (Voting), Will Weber (Voting), Brandon Monk(Voting),Josh Ludwig(Voting) participated remotely, Robert Liero (Voting) and Tim Stowe. Committee Members Absent: Donald Capps, and Lewis Boyer(Liaison Stephens City) Staff Present:John Bishop,Assistant Director and Kathy Smith ITEMS FOR INFORMATION ONLY: Route 37 Eastern Frederick Transportation Study: McCormick Taylor presented both the Executive Summary Draft as well as the full report to the Committee. Staff asked for feedback on the presentation since the intention is to take the study forward to the Planning Commission and Board of Supervisors for adoption and eventual inclusion into the Comprehensive Plan. The Committee had many questions about the affordability and the data of the proposed area projects that had been included in the study. After much discussion, it was recommended that the draft study be forwarded to the Planning Commission for further consideration. Capital Improvement Plan Update: Staff are preparing the annual update of the Capital Improvement Plan. Staff gave an overview of the basic updates that reflect the recent grant approvals for County applications. Staff gave an overview of the project additions that represent potential applications in the upcoming round of Transportation Alternatives and Revenue Sharing programs through VDOT. Staff will bring more information to the Committee next month. County Project Updates: Renaissance Drive: The County contractors work has largely stopped on site as we are awaiting on the CSX installation of the crossing itself which must be completed by their contractors per CSX requirements. The expected date has been pushed back by CSX several times and is currently in December. Upon completion of the crossing installation, County contractors will be able to complete tie-ins and other ancillary work which should be able to be completed within 90 days of CSX completing their work. Gainesboro Road/Route 522 Intersection Project: Staff and the School Division Staff have met with our consultant to direct the merging of the school's on-site needs to accommodate access with the removal of any aspirational items and the road improvements into a single plan set and cost estimate. Minute Book 50 Board of Supervisors Regular Meeting of November 13,2024 County of Frederick, Virginia 157 Route 37(Eastern Frederick Transportation)Study: Discussed previously. Other: Staff received a paving petition request for Veterans Road (west of Middletown) that will be discussed further at the Secondary Road Plan update in the Spring/Summer. The Transportation Committee upcoming December 23rd meeting will be cancelled. VDOT Staff will be at the November meeting to discuss the maintenance priority list for upcoming projects. Staff updated the Committee on new business brought forward by BOS Chairman Josh Ludwig on Summary of H.R. 3372 bill. Minute Book 50 Board of Supervisors Regular Meeting of November 13,2024 County of Frederick, Virginia 158 Board of Supervisors Meeting Minutes of November 13, 2024 - Appendix 3 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS Wednesday, October 30, 2024 8:00 a.m. Public Works Conference Room 107 NORTH KENT STREET, WINCHESTER, VIRGINIA PUBLIC WORKS COMMITTEE ATTENDEES: Committee Members Present: Heather Lockridge, Chair;Josh E. Ludwig; Atilla Gergely;Joseph Bland Committee Members Absent: Scott Madigan Staff present:Joe C. Wilder, Director of Public Works; Ron Kimble, Landfill Manager; Andrew Clark, Environmental Manager;John Jewell, Back Creek Supervisor (Attachment 1)Agenda Packet ITEMS FOR INFORMATION ONLY 1-Recently, committee member Shawn Graber resigned his position from serving on the committee since he moved out of the county. Board Chairman Ludwig appointed a new citizen to serve on the committee,Joseph Brand. Mr. Brand attended his first meeting today. 2-The committee was updated on the current schedule for providing our E-cycle events at the Landfill.The E-cycle recycling event is on the fourth Wednesday of each month from 7:00 a.m. to 11:00 a.m.There was a recent inquiry about possibly moving the event to a Saturday. Due to heavy traffic on Saturdays with citizens bringing in waste to the convenience site, we could not hold any special events on this day. The goal of the E-cycle event is to provide a way for citizens to dispose of TV's, computers, monitors, etc. Included in the agenda packet located in attachment one is a printout of the E-cycle event found on the county website. We will continue to provide this important event each month and provide this option to the citizens. 3-The committee was also updated on the weekly schedule for the county Citizen Convenience Centers.There was a recent inquiry about whether the convenience sites should be closed on different days other than Wednesday.The current hours of operation at the Citizen Convenience Centers are Thursday through Tuesday from 7:00 a.m. to 6:00 p.m. Through past citizen use surveys, it was determined that the slowest day of the week was Wednesday. The sites are closed one day a week so the site workers can have off one day per week.This one day off also allows the positions to remain part time. The landfill Convenience Center is open Monday through Friday from 7:00 a.m. to 6:00 p.m., Saturday Minute Book 50 Board of Supervisors Regular Meeting of November 13,2024 County of Frederick, Virginia 159 7:00 a.m. to 4:00 p.m. and closed on Sundays. We will continue to operate all convenience centers during the days and times listed above. 4-Recently, there were two letters to the editor in the Winchester Star that discussed traffic flow and safety issues at the Albin Citizen Convenience Center.The main concern is related to parking spaces in front of the recycling containers. We discussed that the current traffic plan has no parking spaces in front of the containers to promote parallel parking in front of the recycling containers. This is to avoid the possibility of having vehicles back out into traffic that is by-passing the recycling cans and going to the trash compactor drop offs. After some discussion, this department will continue to monitor traffic flow and keep the same traffic safety plan. 5-Recently, the Board of supervisors held a joint meeting with the Public Works Committee and the Landfill Oversight Committee to discuss the Pro Forma analysis proposed by the Landfills consultant, SCS Engineers.The report assists with determining future costs to manage Landfill operations and help set tipping fees. We had a thorough discussion about current projects and trends with solid waste in the regional area.As indicated at the work session, the report recommends increasing the tipping fees over the next few years to increase accruals to pay for future Landfill expansions.The report recommends using option B for increasing tipping fees over the next few years. As we prepare the FY2026 budget, we will recommend the option B tipping fee schedule. 6-In order to review the FY2026 Public Works budget package, the November 26' meeting has been cancelled and rescheduled to Tuesday, December 10, 2024, at 8:00 a.m. Respectfully submitted, Public Works Committee Heather Lockridge Josh E. Ludwig Atilla Gergely Scott Madigan Joseph Brand By: Joe C.Wilder Public Works Director JCW/kco Attachments: as stated cc: Michael Bollhoefer, County Administrator Austin Cano, Interim County Administrator Ron Kimble, Landfill Manager Gloria Puffinburger, Solid Waste Manager file Minute Book 50 Board of Supervisors Regular Meeting of November 13,2024 County of Frederick, Virginia