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HomeMy WebLinkAboutJuly 9 2025 Regular Meeting Minutes MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JULY 9, 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; Karen Vacchio, Public Information Officer; Wyatt Pearson, Planning Director; Tamara Green, Director of Social Services; Joe Wilder, Director of Public Works;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 The Reverend Kevin Wilson of St. Paul's AME Church in Winchester delivered the invocation. PLEDGE OF ALLEGIANCE Vice Chairman Slaughter led the Pledge of Allegiance. ADOPTION OF AGENDA-APPROVED Vice Chairman Slaughter moved to adopt the draft agenda. Supervisor Lockridge seconded the motion, which carried on a voice vote. CITIZEN COMMENTS Kim Watt, Gainesboro District, referenced the proposed update of the County's Transfer of Development Rights program. She encouraged the Board to allow the preservation of farmland by redirecting growth to more urban areas of the County. Brian Nuri, Opequon District, discussed the minutes of the previous Board meeting regarding the Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia Chairman playing a portion of an audio recording. He requested a copy of the full audio recording used at the meeting under the Freedom of Information Act. ADOPTION OF CONSENT AGENDA—APPROVED Vice Chairman Slaughter moved to adopt 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 the Closed Session & Regular Meeting Minutes of June 11, 2025—CONSENT AGENDA APPROVAL -Approval of the Work Session & BOS-PC Joint Meeting Minutes of June 18, 2025—CONSENT AGENDA APPROVAL -Acceptance of Parks & Recreation Commission Report of June 10, 2025—CONSENT AGENDA APPROVAL -Acceptance of Human Resources Committee Report of June 13, 2025—CONSENT AGENDA APPROVAL -Acceptance of Public Works Committee Report of June 24, 2025—CONSENT AGENDA APPROVAL -Authorization for the County Administrator to Send a Letter in Support of the Shenandoah Valley Battlefields Foundation's Efforts to Purchase and Preserve the Glass Tract in Frederick County at the Kernstown Battlefield—CONSENT AGENDA APPROVAL -Acknowledgment of Receipt of Certified Copies of Abstract of Votes from the 2025 June Republican and Democratic Primary Elections.—CONSENT AGENDA APPROVAL - Resolution for Changes in the Secondary System of State Highways: Cannon Hill Farms Phase 2— CONSENT AGENDA APPROVAL RESOLUTION WHEREAS,the streets described on the attached Form AM-4.3,fully incorporated herein by reference,are shown on plats recorded in the Clerk's Office of the Circuit Court of Frederick County; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on June 9, 1993,for comprehensive stormwater detention which applies to this request for addition; and NOW,THEREFORE,BE IT RESOLVED,this Board requests the Virginia Department of Transportation to add the streets described in the attached Form AM-4.3 to the secondary system of state highways,pursuant to 33.2-705,Code of Virginia,and the Department's Subdivision Street Requirements; and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts,fills and drainage; and Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS - None COUNTY OFFICIALS DEPARTMENT OF SOCIAL SERVICES UPDATE—NEW POSITION REQUESTS—APPROVED Following recent organizational restructuring in the Department of Social Services, County Administrator Bollhoefer and Social Services Director Tamara Green reviewed the request for new positions in the Department of Social Services, saying the Frederick County Department of Social Services (FCDSS) is a non-deviating agency, which means it must follow state Human Resources policies and procedures. Mrs. Green said FCDSS is requesting the addition of an Assistant Director position to provide dedicated oversight of Human Resources, Information Technology, and Finance, and that this would also enable the current Administrative Services Manager to focus more effectively on day-to-day human resources management. Mrs. Green said, in addition, due to the County's high referral volume and response timelines for children served, Frederick County has been selected to receive state funding for two (2) Family Services Specialist II I positions, with the local match for these roles being $32,085. The Board and Mrs. Green discussed the requests. Vice Chairman Slaughter moved for approval of the for new positions and appropriation of funds as follows: $354,997(total salaries and fringes), of that amount, $137,163 is local and$217,834 is state/federal. The motion, seconded by Supervisor Dunn, 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 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 6 ADDITIONAL $40,000 CONTRIBUTION TO THE LAUREL CENTER—APPROVED Supervisor Dunn stated his proposal that the Board provide an additional $40,000 to the Laurel Center. He discussed the mission of the Laurel Center, which provides emergency shelter for battered spouses and their children when one spouse assaults or sexually abuses the other or their children. He said many, if not most, of the people who go to the Laurel Center are referred to the Center by the County's Department of Social Services or the Sheriff's deputies. At Supervisor Dunn's request, Frederick County Deputy Robyn Werner commented on the need for the Laurel Center's services, saying there are no other similar services offered in the region. Faith Power, Director of the Laurel Center, said the organization is a non-profit entity that receives funding from the federal government, local government, foundations, and private funding. She said federal funding has decreased in the last few years, while the number of people using the center has increased. The Board and Ms. Power discussed the original FY 25-26 funding request of $12,600, which had been approved by the Board, as well as plans for the additional $40,000 in funding if it should be approved. Supervisor Dunn moved for approval of an additional $40,000 in funding for the Laurel Center. Supervisor Jewell seconded the motion. Chairman Ludwig noted the request was outside the budget request and that many charities request funding every year. He said it is not appropriate to ask the citizens to fund charities through tax dollars but encouraged the public to be charitable individually. Mrs. Power returned to the speaker's podium to clarify that her organization is not a charity but rather provides a service to the County. The Board members discussed the Center's mission to break the cycle of domestic violence. The motion 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 No Judith McCann-Slaughter Aye + + + + + + + + + + + + + + Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia APPOINTMENTS TO BOARDS, COMMITTEES, AND COMMISSIONS LESLIE SPENCER APPOINTED TO CONSERVATION EASEMENT AUTHORITY—APPROVED Vice Chairman Slaughter moved for the appointment of Leslie Spencer to the Conservation Easement Authority to fill an unexpired 3-year term ending August 24, 2027. The motion, seconded by Supervisor Lockridge, 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 GARY BAILEY REAPPOINTED TO SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE—APPROVED Supervisor Jewell moved for the reappointment of Gary Bailey to a 2-year term expiring August 12, 2027, on the Shawneeland Sanitary District Advisory Committee. The motion, seconded by Supervisor Wells, 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 WHITNEY "WHIT" WAGNER REAPPOINTED TO BOARD OF BUILDING CODE APPEALS— APPROVED Supervisor Jewell moved for the reappointment of Whitney"Whit"Wagner to a 5-year term expiring August 12, 2030, on the Board of Building Code Appeals. The motion, seconded by Supervisor Lockridge, 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 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 8 COMMITTEE BUSINESS—HUMAN RESOURCES COMMITTEE DEPUTY BUILDING OFFICIAL/CODE ADMINISTRATOR POSITION—APPROVED County Administrator Bollhoefer reviewed the request for creation of a new Deputy Building Official/Code Administrator position (Pay Range 219: $71,972—$118,623) in the Public Works Department— Building Inspections Division. He said it is anticipated that a Senior Building Inspector who meets the qualifications will be promoted into this new role, with the goal of transitioning into the Building Official/Code Administrator position upon the incumbent's planned retirement in May 2026, and the Senior Inspector position vacated as part of this transition will remain open but unfilled. Supervisor Wells moved to approve the creation of a new Deputy Building Official/Code Administrator position (Pay Range 219: $71,972—$118,623) in the Public Works Department — Building Inspections Division. The motion, seconded by Supervisor Jewell, 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 + + + + + + + + + + + + + + PUBLIC HEARINGS (NON-PLANNING ISSUES)— None PLANNING COMMISSION BUSINESS—PUBLIC HEARINGS— None + + + + + + + + + + + + + + Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 9 PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS ORDINANCE AMENDMENT—TRANSFER OF DEVELOPMENT RIGHTS &TRAFFIC IMPACT ANALYSIS STANDARDS UPDATE—SENT FORWARD TO PUBLIC HEARING Planning Director Wyatt Pearson explained the proposal to amend Chapter 165 -Zoning Ordinance to clarify the Transfer of Development Rights (TDR) program's receiving property criteria, transfer process, and development approval procedures. He said, additionally, staff proposes revising the adopted Traffic Impact Analysis (TIA) Standards to facilitate the use of a TIA in the consideration of TDR projects and other by-right development. Mr. Pearson said Staff was seeking a decision from the Board of Supervisors for referral of the proposed ordinance amendment and policy update to the Development Review and Regulations Committee (DRRC)for further discussion and the authorization to schedule public hearings for the Planning Commission and Board of Supervisors. The Board and Mr. Pearson briefly discussed the TDR program. Vice Chairman Slaughter moved to approve the resolution sending the proposed ordinance forward to the public hearing process. 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 RESOLUTION DIRECTING THE PLANNING COMMISSION TO HOLD A PUBLIC HEARING REGARDING CHAPTER 165,ZONING ORDINANCE ARTICLE III TRANSFER OF DEVELOPMENT RIGHTS(TDR)PROGRAM PART 302—SENDING AND RECEIVING PROPERTIES §165-302.02.RECEIVING PROPERTIES. PART 303—TRANSFER PROCCESS AND DEVELOPMENT PROCEDURES §165-303.01 TRANSFER PROCESS §165-303.02 DEVELOPMENT APPROVAL PROCEDURES WHEREAS, a proposal to amend Chapter 165 — Zoning Ordinance to clarify the Transfer of Development Rights receiving property criteria,transfer process,and development approval procedures was considered; and WHEREAS, the amendment will be referred to the Development Review and Regulations Committee (DRRC) for Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 10 review at their next regular meeting; and WHEREAS,the Board of Supervisors discussed the proposed changes on July 9,2025; and WHEREAS, the Frederick County Board of Supervisors finds it appropriate in the public necessity, convenience, general welfare, and good zoning practice to direct the Frederick County Planning Commission to hold a public hearing regarding an amendment to Chapter 165; NOW, THEREFORE, BE IT REQUESTED by the Frederick County Board of Supervisors, that in the interest of public health, safety, general welfare, and good zoning practice, the Frederick County Planning Commission hold a public hearing to consider changes to Chapter 165 Article III to clarify the Transfer of Development Rights receiving property criteria,transfer process,and development approval procedures. + + + + + + + + + + + + + + BOARD LIAISON REPORTS Supervisor Liero provided an update from the Planning Commission. Chairman Ludwig noted the discussion of possible overlap of duties and mission between the County's Public Works Department and the Lord Fairfax Soil and Water Conservation District, which had requested a funding increase this fiscal year. He said after checking with the staff and an elected Soil and Water Conservation District Board member, there is no overlap. He said the Board member stated that the Conservation District would be satisfied to receive the same funding in FY 25-26 as it received last fiscal year. CITIZEN COMMENTS Landon Moore, Back Creek District, urged the Board to uphold the rural nature of the County and to reject rezoning for data centers or high-density residential development. Jennifer Adams, Shawnee District, noted a significant number of the meeting audience members who were standing, saying they had each been a victim of bullying,threats, and intimidation by the Chairman and his wife. She stated the community would like to return to having Board meetings for the purpose of County business. Kurt Creager, Back Creek District, discussed electric power issues and data center power requirements. He suggested the Board consider these issues when updating the comprehensive plan. Leslie Spencer, Gainesboro District, said she is in favor of tools for smart growth, such as the proposed update to the County's Transfer of Development Rights program. Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 11 Mr. Allison, Gainsboro District, read the Board's Core Values, which were adopted in 2009. He said it seemed like a good time to have a reminder of those values. BOARD OF SUPERVISORS COMMENTS Supervisor Wells commended the Parks & Recreation staff for a wonderful Independence Day celebration in Sherando Park. Supervisor Jewell commended the Town of Middletown and Mayor Harbaugh for a wonderful Independence Day celebration. Supervisor Dunn suggested that for next year's budget discussion, the outside agency funding requests should be addressed earlier in the budget process. He said he was looking forward to receiving additional information on data centers. Supervisor Lockridge discussed the financial challenges facing farmers and said the County needs to find a way to preserve farmland, possibly using the Transfer of Development Rights program. She referenced a correction she had made via social media concerning a post by Sheriff's Office staff member Captain Gosnell. Supervisor Jewell said he looked forward to staff coming forward with facts about data centers. Chairman Ludwig referenced earlier remarks from citizens, saying that the real bullies are those who attend meetings and make unsubstantiated attacks against Board members and their spouses. He asked that all attendees remain civil. He said he shared concerns about data centers, including power usage. ADJOURN On motion of Vice Chairman Slaughter, seconded by Supervisor Lockridge, the meeting was adjourned at 8:38 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 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 12 Board of Supervisors Meeting Minutes of July 9, 2025 - Appendix 1 PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS Tuesday,June 10, 2025 7:00 p.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA The Parks and Recreation Commission met on Tuesday, June 10, 2025. The members were Ron Madagan, Dennis Grubbs, Vaughn Whitacre, Mollie Brannon, and Michael Stottlemyer. Members absent: Gary Longerbeam, Randy Carter,Jenny Myers ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. None ITEMS SUBMITTED FOR INFORMATION ONLY 1. The Commission approved the attached By-Laws by a vote of(5-0). Cc: Dennis Grubbs, Chairman Josh Ludwig, Liaison, Frederick County Board of Supervisors Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 13 BYLAWS FOR FREDERICK COUNTY PARKS AND RECREATION ADVISORY COMMISSION The Frederick County Parks and Recreation Commission has adopted the following articles in order to facilitate its powers and duties in accordance with the provisions of the State Code of Virginia, Chapter 8, Sections 15.2-1806, and the ordinances of the County of Frederick, Virginia. ARTICLE 1 That there is hereby created a Commission to be known as the Frederick County Parks and Recreation Commission, hereinafter referred to as "the Commission." ARTICLE 2 Purpose of the Commission The Parks and Recreation Commission shall serve as the advisory body to the Frederick County Board of Supervisors. The Commission shall serve as a liaison between the Parks and Recreation Director, the Board of Supervisors, and the citizens of the community. The Commission shall consult with and advise the County Administrator,the Parks and Recreation Director, and the Board of Supervisors in matters affecting recreation policies, policies,programs, personnel, finances, and the acquisition and disposal of lands and properties related to the total community recreation program, and to its long-range, projected program for recreation. ARTICLE 3 Membership Section 1. There shall be eight(8) members on the Commission. One from each County Magisterial District, appointed by the Board of Supervisors to serve for four(4)year terms, and two (2) at large members recommended by the Commission and approved and/or appointed by the Board to serve for four(4)years on a staggered basis. Section 2. The Chair of the Board of Supervisors with the consent of, or the recommendation of the Commission may remove any member of the Commission for misconduct or neglect of duty. 1 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 14 Section 3. Vacancies occasioned by removal, resignation, or otherwise shall be reported to the Board of Supervisors and shall be filled in like manner as original appointments, except that the term of office is restricted to the unexpired term of office. Section 4. Commission members shall be compensated monthly and such reimbursement being made in compliance with the general policies of FrederickCounty. Section 5. Commission members are required to attend 75% of the Commission meetings per calendar year. A member may attend a subcommittee meeting in lieu of a Commission meeting to satisfy this requirement. Members that have not fulfilled this requirement will be notified by the chairperson. ARTICLE 4 Officers Section 1. The officers of the Commission shall be a chair, vice-chair, and a secretary (who is the Parks and Recreation director). The chair and vice-chair shall be elected from among the members who have served for more than one (1)year at the organizational meeting, which is the first meeting of the calendar year(typically in January) to serve for(1) year or until a successor shall be elected. No elected officer shall serve more than two consecutive terms. Section 2. The Commission shall adopt bylaws, rules, and regulations governing its procedure and not be inconsistent with the provisions of the State laws and the approved ordinance as set forth by the Frederick County Board of Supervisors. ARTICLE 5 Meetings Section 1. Regular meetings shall be held once per month during the year. The meeting day shall be determined by the Commission. Section 2. Special meetings may be called by the Chair or at the written request of at least two (2) members, the time and place to be designated in the notice of such a call. Section 3. The time and place for the meetings shall be designated by the Chair. Section 4. The first regular meeting of each calendar year shall be called the organizational meeting. The purpose of this meeting shall be the election of officers, and other business that may need to come before such meetings. 2 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 15 Section 5. The maj ority of the members present in person at any duly constituted meeting shall have the full authority of the Commission, except for the amendment of these bylaws, and provided that over fifty percent (50%) of the members may constitute a quorum. Section 6. All meetings are open to the public. Any citizen of Frederick County may speak at a Parks and Recreation meeting if the topic spoken on is relevant to Parks and Recreation. Comments will be limited to three minutes and Commission members are not obligated to provide feedback. Public comments will be made at the conclusion of the adoption of the agenda. If a Commission member wishes to comment, such comments should be made at the information items portions of the meeting. Requests for public comments must be received by the director two weeks prior to the scheduled meeting. Requests must include name, address, magisterial district, and topic. Requests can be made by electronic mail or telephone. The director will confirm receipt of your request and the meeting agenda one week prior to the meeting. If the meeting is cancelled due to lack of agenda items requiring action, requested comments will be scheduled for the next Commission meeting. Section 7. Meetings shall be conducted in accordance with the procedures prescribed in the bylaws and decisions reached only after full consideration and debate on the issue in question. Section 8. Members may participate in public meetings via electronic communication means pursuant to Virginia Code 2.2-3708.2. The following constitutes the policy of the Parks and Recreation Commission regarding electronic attendance at meetings, and such policy shall apply to all members without regard to identity, and without regard to the matters that will be considered or voted on at the meeting(s) in question. a. A member may request to attend a public meeting via electronic means due to a personal matter, emergency, disability,or other medical condition that prevents him or her from physically attending the meeting. Request for electronic attendance must be made to the Chairperson or Director on or before the day of the meeting for which electronic participation is requested. b. Electronic attendance of Commission and subcommittee meetings due to a personal matter that prevents attendance is limited to two (2)meetings per calendar year. Not such limit applies to attendance due to a medical condition or disability. c. A quorum must be physically assembled at the primary location in order for the meeting to be held. d. If the request for electronic attendance is approved, arrangements will be made for all people at the primary location to hear the voice of the remote participant. e. The physical location of any member participating by electronic means shall be recorded in the minutes. The minutes of the meeting(s) in question shall further 3 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 16 reflect that the members participated through electronic means,and the reason for such participation. In the case of a disability or other medical condition,the minutes shall reflect that the member has a temporary or permanent disability or medical condition that prevented them from physically attending the meeting,though the specific medical condition or disability need to be identified. When electronic attendance is due to a personal matter or emergency,the nature of the personal matter or emergency must be identified and recorded in the minutes. f. Individual member participation from a remote location shall be approved unless such participation violates this policy or the provisions of the Freedom of Information Act. g. If a member's participation from a remote location is challenged,then the Commission shall vote whether to allow such participation. If the Commission votes to disapprove the members participation because participation would violate this policy, such disapproval shall be recorded in the minutes with specificity. Section 9. The following shall be the order of business of the Commission, but the Rules of Order may be suspended, and any matters considered or postponed by action of the Commission. Section 10. Order of Business a. Call to Order. b. Consideration of the minutes of the last regular meeting and of any special meetings held subsequently and their approval or amendment. c. Adoption of Agenda d. Public Comment e. Unfinished business. f. New Business g. Monthly Reports h. Reports of standing committees. i. Information Items j. Adjournment. 4 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 17 ARTICLE 6 Duties and Responsibilities of the Commission Section 1. The Parks and Recreation Commission shall make recommendations: for the establishment of a system of supervised recreation for County; to set apart for use as parks, playgrounds, recreation centers, water areas, or other recreation areas and structures, and lands or buildings owned by or leased to the County and for approval by the Board of Supervisors, and may suggest improvements of such lands, buildings, and structures as may be necessary to the recreation program within those funds allocated to the Department; in the construction, equipping, operation, and maintenance of parks, playgrounds, recreation centers, and all buildings and structures necessary or useful to Department function; in regard to other recreation facilities which are owned or controlled by the Department or leased or loaned to the Department. Section 2. The Commission shall advise in the acceptance by the County of any grant, gift, bequest or donation, any personal or real property offered or made available for recreation purposes, and which is judged to be of present or possible future use for recreation or parks. Section 3. The Commission shall recommend to the Frederick County Board of Supervisors a Parks and Recreation director who possesses the necessary foundation training and who demonstrates by actual work the ability to organize and direct a community recreation system. Additional personnel will be added by the director, contingent upon appropriate funding in the budget. Section 4. Interpret the recreation and park services of the Department to the community and interpret the needs and desires of the community to the Board of Supervisors. Section 5. Determine and establish the general policies to be followed in carrying out the purpose for which the Commission was established. Section 6. Financial Duties and Responsibilities. The Commission shall have no authority to enter into any contract or incur any obligation binding the governing body of Frederick County. a. The Commission and the Parks and Recreation director shall prepare and submit to the County administrator a recommended annual-budget sufficient to finance the program of Parks and Recreation that the Commission feels is necessary for the welfare of the residents of the County of Frederick. 5 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 18 b. The Commission shall annually recommend to the Board of Supervisors a budget for capital improvements (acquisition and development) in accordance with the Master Plan for Parksand Recreation for the County. Section 7. Planning Duties and Responsibilities a. Advise in the preparation of a Master Plan in cooperation with the Planning Commission for the acquisition and development of an adequate system of parks, facilities, and recreation programs for the residents of the County of Frederick and update same yearly, consistent with the County's Master Plan. b. Investigate and determine the needs and interests of the community for recreation facilities and programs. C. Schedule public hearings as needed. ARTICLE 7 Section 1. Director's Relationship. The director shall have a continuing responsibility to explain the organization, responsibilities, and working relations to the Commission. This includes-program objectives, details of the organization, and all matters related to a good organization. The director shall work closely with the Commission in matters of interest to the operation of the efficient program. The director is an ex officio member and secretary of the Commission (by virtue of the office) and attends committee meetings. The Director keeps the Commission informed concerning the interests, needs, objectives, progress, plans, and other factors of importance to them. The director shall be the official medium of communication between employees of the Parks and Recreation Department and the Commission. Section 2. Chair. The chair shall preside at all meetings, sign official papers, appoint committees, call special meetings when advisable, and perform all such duties as usually handled by a chair, except when such duties are properly delegated. Section 3. Vice-Chair. The vice-chair of the Commission, in the absence of the chair shall perform all the duties of the chair. In the absence of both the chair and the vice- chair,the Commission shall elect chair pro tempore, who shall perform the duties of the chair. 6 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 19 The vice-chair shall be charged with the responsibility of seeing that all standing and temporary committees' function as planned by the Commission. Section 4. Secretary. The secretary shall perform the usual duties pertaining to the office. The secretary shall keep or cause to be kept a full and true permanent record of all meetings of the Commission. This includes regular and special meetings plus reports of standing committees and shall be the custodian of all committed documents. The secretary shall issue or cause to be issued notices of regular and special meetings. Also, the secretary must issue minutes of the previous meeting to the Commission members prior to the meetings. ARTICLE 8 The Parks and Recreation Commission shall make full and complete reports to the governing body at such times as may be requested and at such other times as to the governing body may seem proper. ARTICLE 9 Amendments These bylaws may be amended by the membership of the Commission at a meeting at which there is a quorum, held after reasonable notice to the members of the Commission and upon the concurrence of the Frederick County Board of Supervisors. APPROVED BY: Date Chairperson, Board of Supervisors Date Chairperson, Parks &Recreation Commission 7 Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 20 Board of Supervisors Meeting Minutes of July 9, 2025 - Appendix 2 HUMAN RESOURCES COMMITTEE REPORT TO THE BOARD OF SUPERVISORS Friday, June 13, 2025 8:30 a.m. 107 NORTH KENT STREET, WINCHESTER, VIRGINIA A Human Resources Committee meeting was held in the First Floor Conference Room at 107 North Kent Street on Friday, June 13, 2025, at 8:30 a.m. ATTENDEES: Committee Members Present: Bob Liero, Chairman; Josh Ludwig, Blaine Dunn, Joe Brand, and Kevin Callanan. Staff present: Mike Bollhoefer, County Administrator; Michael Marciano, HR Director; DeLois Blevins, HR Manager; Arianna Vahsen-Crosby, HR Generalist—Training & Development and Data Analytics; Tamara Green (connected by phone), Social Services Director II; Linda Gibson, Social Services Assistant Director II; and Mark Fleet, Building Official Code Administrator. ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS 1. Following a year of research and consultation with both state and local partners, the joint recommendation of the Frederick County Department of Social Services (DSS) and County Administration is not to pursue a deviation at this time. Instead, DSS is requesting the addition of an Assistant Director position to provide dedicated oversight of Human Resources, Information Technology, and Finance. This would also enable the current Administrative Services Manager to focus more effectively on day-to-day human resources management. The local match required for this position is $105,078. In addition, due to the County's high referral volume and response timelines for children served, Frederick County has been selected to receive state funding for two (2) Family Services Specialist III positions. The local match for these roles is $32,085. The committee voted 5-0 in favor of moving these position requests and associated funding allocations forward to the Finance Committee for approval. 2. The Public Works Department— Building Inspections Division requests approval to create a new Deputy Building Official/Code Administrator position (Pay Range 219: $71,972—$118,623). No additional funding is required. (Note: The original position Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 21 justification memo incorrectly listed the top of Range 219 as$124,555. The correct figure is$118,623.) This new position will support the current Building Official/Code Administrator by assisting with staff supervision and providing both technical and administrative oversight. It is anticipated that a Senior Building Inspector who meets the qualifications will be promoted into this new role, with the goal of transitioning into the Building Official/Code Administrator position upon the incumbent's planned retirement in May 2026. The Senior Inspector position vacated as part of this transition will remain open but unfilled. The committee voted 5-0 in favor of recommending this position for approval. ITEMS FOR INFORMATION PURPOSES ONLY The HR Committee reviewed the "Turnover Ratio" charts for Frederick County and the Department of Social Services for January to March 20205. Respectfully submitted, HUMAN RESOURCES COMMITTEE Bob Liero, Chairman Josh Ludwig Blaine Dunn Joe Brand Kevin Callanan Emily Kelley By Michael J. Marciano, Director of Human Resources Minute Book 51 Board of Supervisors Regular Meeting ofluly 9,2025 County of Frederick,Virginia 22 Board of Supervisors Meeting Minutes of July 9, 2025 - Appendix 3 PUBLIC WORKS COMMITTEE REPORT to the BOARD OF SUPERVISORS Tuesday,June 24, 2025 8:00 a.m. Public Works Conference Room 107 NORTH KENT STREET, WINCHESTER, VIRGINIA PUBLIC WORKS COMMITTEE ATTENDEES: Committee Members Present: Josh E. Ludwig;Joseph Brand; Bob McDonald Committee Members Absent: Heather Lockridge, Chair; Atilla Gergely Staff present:Joe C. Wilder, Director of Public Works; Christina Tasker, Animal Shelter Manager (Attachment 1)Agenda Packet ITEMS FOR INFORMATION ONLY 1-New digital sign replacement-Animal Shelter At the January 28, 2025, Public Works Committee meeting, staff presented a proposal to replace the existing small sign for the Animal Shelter located along Fort Collier Road with a 50-square-foot monument digital sign. The proposed sign would improve visibility for the shelter, assist the public in locating the facility, and allow staff to post announcements for upcoming events and promote animals available for adoption. It was noted that the cost of the sign would be covered entirely through the Animal Shelter donation fund, with no use of local tax dollars.The committee requested that staff obtain a cost estimate and provide an update on the availability of funds in the donation account, including any funds earmarked for specific purposes. At this meeting, staff reported that the estimated cost to purchase and install the new monument sign—with dual digital displays—would be approximately $75,000.00. Additional funds would be required for electrical hook-up, utilities, and permitting. As such, a total supplemental appropriation of$85,000.00 is being requested to cover the full project cost.The committee was also informed that the current balance in the Animal Shelter donation fund line item is $1,695,000.00. Of that total, approximately $105,000.00 is earmarked for spay/neuter support at the shelter, leaving $1,590,000.00 available for other special projects, including the proposed sign. Committee member Joe Brand made a motion to approve the supplemental appropriation of$85,000.00 from the donation fund for the purchase and installation of the digital sign and to forward the request to the Finance Committee for further consideration. The motion was seconded by committee member Bob McDonald and was unanimously approved by the committee. Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 23 2-Update on Public Works projects a. We recently completed the stormwater diversion project at the C.D.D. Landfill, which involved blasting and excavating approximately 500,000 cubic yards of rock and shale.The total cost of the project was approximately$4,000,000.00. We are currently in the design phase for the expansion of the C.D.D. Landfill and anticipate beginning excavation of the new C.D.D. Area 2 in 2026. b. b. Work on Renaissance Drive, Phase 2, is ongoing. We are currently anticipating that the road will be open for use by mid-July 2025. 3-Update on new position-Building Inspections Recently, the Human Resources Committee approved a request to add a new position within the Building Inspections Department: Deputy Building Code Administrator. The current Chief Building Code Official (CBO) has announced his retirement, effective May 2026. As you are aware, the CBO role is both essential and legally required under Virginia law.This position carries significant responsibility, including the supervision of staff and the enforcement of the Virginia Uniform Statewide Building Code as well as applicable local building codes. As part of our proactive succession planning efforts, this new Deputy position is intended to ensure a smooth and effective leadership transition. At present, there is one Senior Building Inspector on staff who meets the qualifications for the Deputy Building Code Administrator role. Importantly, this is not a request for a new funded position. The plan is to promote from within, filling the Deputy role internally and leaving the Senior Building Inspector position unfunded and vacant at this time. 4-Discussion of new stormwater program — MS4 Frederick County recently received notification from the Virginia Department of Environmental Quality (DEQ) that the County must obtain a Municipal Separate Storm Sewer System (MS4) stormwater permit by the end of July 2025.This permit will require County-owned properties and buildings located within designated urbanized areas to comply with both Virginia State Water Control Board and U.S. EPA stormwater regulations. Currently, Frederick County operates a stormwater management program that regulates new development in accordance with state requirements. However,the MS4 permit will introduce additional obligations for the County in specific areas, and will also necessitate enhanced stormwater requirements for new development projects.To support this effort, the County has engaged WSP, a consulting firm with experience assisting Virginia localities in developing MS4 programs. WSP is working in coordination with our legal counsel and Public Works staff. The initial DEQ permit fee is $4,000.00, which must be submitted with the application. Once the permit is issued, the County will have six(6) months to develop an MS4 Program Plan and submit it to DEQ for review. We anticipate spending up to $70,000.00 in FY2026 for costs associated with developing the MS4 program. Most of these expenses will be consultant-related, focused on assisting Public Works in program design and Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia 24 documentation. Funding for these services will be provided through County Administration capital funds. Following approval, the County will have up to two (2) years to fully implement the MS4 program. As we begin developing the FY2027 budget this fall, we will evaluate any additional staffing needs and other direct or indirect costs required to support ongoing program implementation. We are also planning to schedule a Board work session in the fall of this year to provide further information and discuss the County's MS4 obligations and strategy. 5-Additional items Board Chairman Josh Ludwig added an additional item to the agenda concerning a funding request from the Lord Fairfax Soil and Water Conservation District. During the discussion, a question was raised regarding whether there is any overlap between the County's stormwater programs and the District's programs. The committee was informed that the District's initiatives are primarily focused on managing runoff from farms and agricultural properties, whereas the County's stormwater program is focused on new development and construction-related runoff. Frederick County does not regulate stormwater from most agricultural properties.The District's programs typically include efforts such as keeping livestock out of streams, and administering cost-share programs to help farmers reduce runoff from their land. As such, there is no overlap between the County's stormwater program and the District's programs. Chairman Ludwig indicated that he would conduct additional research related to the District's funding request. Respectfully submitted, Public Works Committee Heather Lockridge Josh E. Ludwig Atilla Gergely Joseph Brand Bob McDonald By: Joe C. Wilder Public Works Director JCW/kco Attachments: as stated cc: Michael Bollhoefer, County Administrator Christina Tasker, Animal Shelter Manager file Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia Board of Supervisors Meeting Minutes of July 9, 2025 - Appendix 4 25 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 June Republican Primary held on June 17, 2025 for, Member Board of Supervisors (Stonewall District) District: STONEWALL DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Lance R. Allen 339 Joe L. Brand 223 Total Number of Overvotes for Office We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on June 17, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member Board of Supervisors (Stonewall District). Given under our hands this day of fLp— , Chairman Jr f Secretary Oja-.�L t`C Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia ABSTRACT of VOTES 26 Cast in FREDERICK COUNTY, VIRGINIA at the 2025 June Republican Primary held on June 17, 2025 for, Member Board of Supervisors (Shawnee District) District: SHAWNEE DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Robert T. Liero 316 David J. Stahura 220 Total Number of Overvotes for Office We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on June 17, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member Board of Supervisors (Shawnee District). Given under our hands this d J ay of UN �t�•' Chairman Vice Chairman Secretary I Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia ABSTRACT of VOTES 27 Cast in FREDERICK COUNTY, VIRGINIA at the 2025 June Democratic Primary held on June 17, 2025 for, Lieutenant Governor NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Levar Marcus Stoney - Democratic 686 Babur B. Lateef- Democratic 206 Aaron R. Rouse - Democratic 675 Victor R. Salgado - Democratic 227 Ghazala F. Hashmi - Democratic 621 Alexander J. Bastani - Democratic 217 Total Number of Overvotes for Office 0 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on June 17, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Lieutenant Governor. Given under our hands this day of Chairman Vice Chairman JOIw _ Secretary Minute Book 51 Board of Supervisors Regular Meeting ofJuly 9,2025 County of Frederick,Virginia 28 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 June Democratic Primary held on June 17, 2025 for, Attorney General NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Shannon L. Taylor- Democratic 1455 Jay C. Jones - Democratic 1169 Total Number of Overvotes for Office 0 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on June 17, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Attorney General. Given under our hands this t day of Chairman Vice Chairman Secretary Minute Book 51 Board of Supervisors Regular Meeting of fuly 9,2025 County of Frederick,Virginia