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January 22 2025 Regular Meeting Minutes) 214 MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JANUARY 22, 2025 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; Austin Cano, Interim County Attorney; Karen Vacchio, Public Information Officer; Wyatt Pearson, Planning Director; John Bishop,Assistant Director of Planning; Cheryl Shiffler, Finance Director;Joe Wilder, Director of Public Works; Stacy Herbaugh, Director of Parks and Recreation; Tonya Sibert, Commissioner of the Revenue; Patrick Fly, Deputy Director of Information Technologies; 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 Jonathan Martinez of Calvary Covenant Brethren Church delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chaiman Slaughter led the Pledge of Allegiance. ADOPTION OF AGENDA -APPROVED Vice Chairman Slaughter moved for the adoption of the draft agenda. Supervisor Lockridge seconded the motion which carried on a voice vote. CITIZEN COMMENTS - None Minute Book 50 Board of Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 215 ADOPTION OF CONSENT AGENDA—APPROVED Vice Chairman Slaughter moved for the adoption of the consent agenda. 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 -Approval of Minutes of Work Session and Regular Meeting of January 8, 2025—CONSENT AGENDA APPROVAL -Acceptance of Information Technology Committee Report of January 7, 2025 -CONSENT AGENDA APPROVAL,Appendix 1 -Acceptance of Finance Committee Report of January 15, 2025 -CONSENT AGENDA APPROVAL, Appendix 2 - Request from the Commissioner of the Revenue for Refund and Supplemental Appropriation: Don Beyer Volvo Winchester-$22,304.32 - CONSENT AGENDA APPROVAL + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Supervisor Dunn announced his upcoming town hall meeting for a budget discussion. Supervisor Dunn asked the Chairman to reconsider his standing committee appointments since four members of the Board have very few appointments. Supervisor Dunn referred to comments about developers controlling the County and staff members being on the take. He said there is no truth to the accusations and praised the Planning staff for its level of service to the residents and the Board members. COUNTY OFFICIALS EASTERN FREDERICK COUNTY TRANSPORTATION STUDY (EFCTS)—ACCEPTED Assistant Planning Director John Bishop reviewed the newly completed Eastern Frederick County Transportation Study. He said the study identified and documented specific transportation needs and then developed potential solutions as concepts. He concluded by saying that this study is intended to precipitate a Phase II analysis to fully vet the alternatives so that the County and Commonwealth can make the best- Minute Book 50 Board of Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 216 informed decisions possible with tax funds. Vice Chairman Slaughter moved that the Board accept the Study and incorporate it into the County's plans. Supervisor Dunn seconded the motion which carried on a voice vote. BROADBAND INITIATIVE UPDATE Jimmy Carr, CEO of All Points Broadband, provided an update on the ongoing regional broadband initiative. The Board and Mr. Carr discussed the availability of data explaining which County properties will be served by the project. He said broadband service is expected to be available in the County starting in the summer of 2025. + + + + + + + + + + + + + + APPOINTMENTS TO BOARDS, COMMITTEES, AND COMMISSIONS DELANE KARALOW APPOINTED TO HISTORIC RESOURCES ADVISORY BOARD AS OPEQUON DISTRICT REP. -APPROVED Supervisor Wells moved to appoint Delane Karalow to the Historic District Resources Advisory Board as Opequon District Rep. to fill an unexpired term ending 11-8-25. Supervisor Dunn 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 ELIJAH FILBERT REAPPOINTED TO HISTORIC RESOURCES ADVISORY BOARD AS AT- LARGE REP. -APPROVED Chairman Ludwig moved to appoint Elijah Filbert to the Historic District Resources Advisory Board as at-large Rep. for at 4-year term ending 1-12-29. 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 Minute Book 50 Board of Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 217 LISA CALLANAN, JENNIFER FLITTON ADAMS, AND ANN FOX APPOINTED AS AT-LARGE REPRESENTATIVES TO THE EXTENSION LEADERSHIP COUNCIL —APPROVED On motion of Supervisor Jewell, seconded by Supervisor Lockridge,the following appointments were made to the Extension Leadership Council as at-large Representatives as follows: Lisa Callanan to fill an unexpired four-year term ending 2-13-26; Jennifer Flitton Adams to fill an unexpired four-year term ending 10-28-27, and Ann Fox to fill a new 4-year term as a Winchester City representative. The recorded vote was 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 KARINA RICE ROBERTS APPOINTED TO TOURISM BOARD AS LODGING SECTOR REP. — APPROVED Supervisor Liero moved to appoint Karina Rice Roberts to the Tourism Board as Lodging Sector Rep. to fill an unexpired 3-year term ending 6-30-27. Supervisor Dunn 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 JASON CROASDALE REAPPOINTED TO SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE -APPROVED Supervisor Jewell moved to reappoint Jason Croasdale to the Shawneeland Sanitary District Advisory Committee for a 2-year term ending 2-27-27. 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 Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 218 + + + + + + + + + + + + + + COMMITTEE BUSINESS—FINANCE COMMITTEE MULTIPLE FINANCE COMMITTEE BUSINESS ITEMS —APPROVED Supervisor Lockridge moved for approval of the following: -The Department of Social Services Administrative Services Manager requests a General Fund supplemental appropriation in the amount of$15,738. -The Parks&Recreation Director requests a General Fund supplemental appropriation in the amount of$2,694. -The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of$900. -The Sheriff requests a General Fund supplemental appropriation in the amount of$1,932. -The Sheriff requests a General Fund supplemental appropriation in the amount of$4,233.56. -The Finance Director and FCPS Finance Department request an amendment to the FY 2025 budget resolution. Supervisor Liero 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 THE OLD DOMINION ASAP DIRECTOR REQUESTS A COURT SERVICES FUND SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $59,329. —APPROVED On motion of Supervisor Lockridge, seconded by Supervisor Wells, the Board approved the following: The Old Dominion ASAP Director requests a Court Services fund supplemental appropriation in the amount of$59,329. 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 Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 219 PUBLIC HEARINGS (NON PLANNING ISSUES)— None + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS—PUBLIC HEARINGS CAPITAL IMPROVEMENTS PLAN (CIP)2025-2030—ACTION POSTPONED TO FEBRUARY 26, 2025 Planning Director Wyatt Pearson said the CIP is intended to assist the Board of Supervisors in the preparation of the County budget by determining priorities for capital expenditures. He said the County must also ensure that projects contained within the CIP conform to the Comprehensive Plan and are specifically reviewed with considerations regarding health, safety, and the general welfare of the public, and the policies of the Comprehensive Plan, adding that when the CIP is adopted, it becomes a component of the Comprehensive Plan with the intent of satisfying Virginia Code § 15.2-2232. Mr. Pearson said in keeping with changes in recent years, and at the direction of the County Administrator, departments were advised that only projects that could be feasibly funded and started in the ensuing five-year period were to be included in the plan. He continued saying the removal of projects outside of this timeframe resulted in a greatly reduced quantity of projects and total potential cost to the County. Additionally, he said Planning staff prepared the plan using ArcGIS StoryMap to improve the readability of the plan. He concluded by saying the CIP includes projects from the following: Schools, Parks and Recreation, Regional Library, County Administration, Fire and Rescue, Sheriff's Office, Public Safety Communications, Transportation, Regional Landfill, and the Winchester Regional Airport. The Board and Mr. Pearson discussed the Plan. Board members Dunn and Jewell praised the Planning staff for their work on the CIP. Chairman Ludwig opened the public comment period. No one wished to address the Board. Chairman Ludwig closed the public comment period. Following a brief discussion, Supervisor Wells moved to postpone action on the CIP until February 26, 2025. Supervisor Lockridge seconded the motion which carried on a voice vote. + + + + + + + + + + + + + + Minute Book 50 Board of Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 220 + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS - None + + + + + + + + + + + + + + BOARD LIAISON REPORTS Supervisor Liero provided an update from the Planning Commission. Supervisor Jewell provided an update from the Library Board. Chairman Ludwig provided an update from Frederick Water including the resolution of the issue of the rate increase related to the inter-county service area. Supervisor Wells added his thanks to Frederick Water Executive Director Eric Lawrence and Board Chair Gary Oates for their work on resolving the rate increase issue. CITIZEN COMMENTS Rick Miller, Back Creek District, referenced by the Chairman's recent appointments to the Board's standing committees saying several Board members had not been placed on any of the committees. He suggested the Chairman either reappoint members or explain his logic in leaving some members off the committees. Christie Scarborough, Stonewall District, discussed some book titles she found available in some County schools' libraries. She spoke in favor of removing inappropriate books from the school libraries. BOARD OF SUPERVISORS COMMENTS Supervisor Lockridge said she agreed with the previous speaker about the need to remove inappropriate books from the school libraries. She said the current system allowing parents to opt-out of allowing their children to check out some books should be changed to an opt-in system. Chairman Ludwig said he agreed with the concern about inappropriate books in schools. Minute Book 50 Board of Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 221 Chairman Ludwig discussed his committee assignments saying that all Board members had been assigned several positions even if they were not on the Board's standing committees. Supervisor Jewell said the Chairman makes the committee appointments and should take responsibility for his choices. ADJOURN On motion of Vice Chairman Slaughter, seconded by Supervisor Lockridge, the meeting was adjourned at 8:59 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 Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 222 Board of Supervisors Meeting Minutes of January 22, 2025 - Appendix 1 INFORMATION TECHNOLOGY COMMITTEE REPORT to the BOARD OF SUPERVISORS Tuesday,January 7, 2025 1:00 P.M. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES: Committee Members Present:Josh Ludwig,John Jewell, Kermit Gaither, Raphael Francis Committee Members Absent: None Staff present: Michael Bollhoefer, Patrick Fly, Andrew Farrar, Jennifer Nicholson ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: None ITEMS FOR INFORMATION ONLY 1- The Committee plans to meet more throughout the year for updates. 2- 2024—2025 IT Accomplishments: Throughout the year, the IT department successfully completed several key projects, including: a. Implementation of a new IT Helpdesk system b. Migration from Stonewall Tech to Vision 8 Cama software c. Development of the Fire & Rescue Mobile Command Terminal d. Redesign of the NRADC website e. Overhaul of the Board of Supervisors Room technology f. Acquisition and setup of new forms and bill printers g. Refresh of 65 business machines h. Assignment of 1,229 new addresses 3- Budget requests for FY 2025-2026: This year's budget request is an increase of$556,534 compared to last year. The increase will cover: a. Licensing and support cost for the Nutanix virtual environment b. Microsoft Enterprise Licensing Agreement c. Wasabi Cloud storage for backups d. General increase in software licensing expenses. Respectfully submitted, Patrick Fly Minute Book 50 Board of Su pervisors Regular Meeting of January 22,2025 County of Frederick,Virginia 223 Board of Supervisors Meeting Minutes of January 22, 2025 - Appendix 2 REPORT & RECOMMENDATIONS FINANCE COMMITTEE WEDNESDAY, JANUARY 15, 2025 8:30 AM FIRST FLOOR CONFERENCE ROOM 107 NORTH KENT STREET WINCHESTER, VA 22601 ATTENDEES Committee Members Present: Heather Lockridge, Chairman; Josh Ludwig; Robert Liero; Mike Stottlemyer; Delane Karalow; and Brandon Monk (who participated remotely from Jacksonville, FL, for business reasons). Non-voting liaisons: Tonya Sibert, Commissioner of the Revenue; and William Orndoff, Treasurer. Committee Members Absent: None. Staff Present: Cheryl Shiffler, Finance Director; Michael Bollhoefer, County Administrator; Steve Hawkins, Sheriff Major; Jennifer McVeigh, Old Dominion ASAP Director; and Stacy Herbaugh, Parks & Recreation Director. Others Present: Kristen Anderson, FCPS Assistant Director of Finance; and Dr. George Hummer, FCPS Superintendent. A. Action Items A.1. The Department of Social Services Administrative Services Manager requests a General Fund supplemental appropriation in the amount of $15,738. This amount represents an auto insurance claim and will be applied toward the cost of a replacement vehicle. No local funds required. The committee recommends approval. DSS Auto Claim.pdf A.2. The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of$2,694. Minute Book 50 Board of Su pervisors Regular Meeting of fan uary 22,2025 County of Frederick,Virginia 1 224 This amount represents an auto insurance claim and will be applied tow cost of repairs to the damaged vehicle. No local funds required. The committee recommends approval. Parks Auto Claim.pdf A.3. The Parks & Recreation Director requests a General Fund supplemental appropriation in the amount of$900. This amount represents a donation for a memorial park bench at Clearbrook Park. No local funds required. The committee recommends approval. Parks Bench Donation.pdf A.4. The Sheriff requests a General Fund supplemental appropriation in the amount of$1,932. This amount represents donations to go toward the impound lot building. No local funds required. The committee recommends approval. Sheriff Donations.pdf A.5. The Sheriff requests a General Fund supplemental appropriation in the amount of$4,233.56. This amount represents an auto insurance claim and will be used for repairs to the damaged vehicle. No local funds required. The committee recommends approval. Sheriff Insurance Claim.pdf A.6. The Finance Director and FCPS Finance Department requests an amendment to the FY 2025 budget resolution. The FCPS Special Grants Fund 44 was established in December 2023 for the State All In Virginia funds received. The funds were one-time state dollars for the implementation of the Virginia Literacy Act, learning loss, and additional operating and infrastructure support. No local funds required. This fund was inadvertently omitted from the FY 2025 budget resolution that allows the appropriation of the unspent funds. The committee recommends approval. Minute Book 50 Board of Su pervisors Regular Meeting of fan uary 22,2025 County of Frederick,Virginia 2 FCPS Special Grants fund.pdf 225 FiscalYear2024-2025Budget Resolution excerpt.pdf A.7. The Old Dominion ASAP Director requests a Court Services fund supplemental appropriation in the amount of $59,329. This amount represents additional funds received from the Commission on VASAP to be used for purposes deemed necessary. Any salary increases are pending approval from the Regional Jail Authority. No additional local funds required. The committee recommends approval. Court Services SA.pdf B. Items For Information Only B.1. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement in Popular Annual Financial Reporting for the June 30, 2023 Popular Annual Financial Report (PAFR). This is the 18th consecutive year that Frederick County has received this achievement. 2023 PAFR Award.pdf B.2. The Government Finance Officers Association (GFOA) has awarded the County the Certificate of Achievement for Excellence in Financial Reporting for the June 30, 2023 Annual Comprehensive Financial Report (ACFR). This is the 38th consecutive year that Frederick County has received this achievement. 2023 ACFR Award.pdf B.3. The Government Finance Officers Association (GFOA) has awarded the County the Distinguished Budget Presentation Award for the 2025 fiscal year. This is the 38th consecutive year that Frederick County has received this award. 2025 Budget Award.pdf BA. The Director of Elections returns the full $25,000 unspent postage funds that were requested in August 2024. Registrar Postage.pdf Minute Book 50 Board of Su pervisors Regular Meeting of fan uary 22,2025 County of Frederick,Virginia 3