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HomeMy WebLinkAboutJanuary 14 2026 Regular Meeting Minutes 167 MINUTES REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JANUARY 14, 2026 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA ATTENDEES Board of Supervisors: John F. Jewell, Chairman; Robert W. Wells, Vice Chairman; Robert T. Liero; Jason C. Aikens; Albert L. Orndorff; Michael D. Guevremont; and Gary R. Oates were present. Staff present: Michael Bollhoefer, County Administrator; Jay E. Tibbs, Deputy County Administrator; Andrew R. Fox, County Attorney; Karen Vacchio, Public Information Officer; Wyatt Pearson, Planning Director; John Bishop, Assistant Director of Planning; Bill Orndoff, Treasurer; Tonya Sibert, Commissioner of the Revenue; Patrick Fly, Director of Information Technologies; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors. CALL TO ORDER Chairman Jewell called the meeting to order at 7:00 p.m. INVOCATION Pastor Dennis Smith of Valley Bible Church delivered the invocation. PLEDGE OF ALLEGIANCE Supervisor Wells led the Pledge of Allegiance. ORGANIZATION OF BOARD OF SUPERVISORS FOR 2026 Election of Vice-Chairman—Robert W. Wells Elected Chairman Jewell opened nominations for Vice-Chairman. Supervisor Liero moved to nominate Supervisor Wells. Supervisor Oates seconded the motion. No other nominations were made, and Supervisor Wells was elected on a voice vote. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 168 Adoption of Rules of Procedure -Approved Vice Chairman Wells moved that the Board adopt the Rules of Procedure and Conduct, adopted May 28, 2003, amended through January 14, 2026, and Robert's Rules of Order Simplified and Applied. Supervisor Oates seconded the motion, which carried on a voice vote. RULES OF PROCEDURE AND CONDUCT FREDERICK COUNTY BOARD OF SUPERVISORS Adopted by the Frederick County Board of Supervisors at a Regular Meeting Held on May 28,2003 Amended through January 14,2026 ARTICLE I—MEETINGS Section 1-1. Annual Meeting;Schedule of Regular Meetings [AmendedOl/09/19] On the second Wednesday of January of each year,or on such other date in the month of January as it may designate, the Board shall assemble in the Board of Supervisors' Meeting Room of the County Administration Building, 107 North Kent Street, Winchester, Virginia, or such other public place as it may designate, in regular session and conduct its annual or organizational meeting.During the course of such meeting,the Board shall fix the date,time,and place of all of its regular meetings during the ensuing calendar year and shall fix the day on which a regular meeting shall be continued should the Chairman later declare that weather or other conditions make it hazardous for members to attend. Thereafter, no changes shall be made to the schedule of regular meetings and continued dates of same unless the requirements of Section 15.2-1416 of the Code of Virginia, 1950,as amended, are first met,except that the Chairman may cancel a regular meeting in extenuating circumstances. Section 1-2. Special Meetings The Board of Supervisors may hold such special meetings as it deems necessary and at such times and places as it may find convenient.A special meeting can only be called pursuant to the requirements imposed by Sections 15.2-1417 and 15.2-1418 of the Code of Virginia, 1950,as amended. Section 1-3. Continued Meetings Upon majority vote of the members attending,the Board may continue its meetings,regular or special,from time to time as it may find convenient or necessary with no requirement to further advertise or announce. Section 1-4.Quorum and Method of Voting(Amended 1-10-24) At any meeting,a majority of the Supervisors shall constitute a quorum.All questions submitted to the Board for decision shall be determined by a majority vote of the Supervisors present and voting on any such question unless otherwise provided by law or these Rules of Procedure. The name of each member voting and how he or she voted will be recorded for each motion on an ordinance or resolution taken by the Board of Supervisors. The Board of Supervisors has elected not to have a tiebreaker,as provided for by the Code of Virginia, 1950,as amended. Section 1-5. Motions Subject to limitations imposed hereafter in these rules,discussion of items on the agenda shall be permitted for purposes of clarifying the issues and/or the options available for consideration.No call for a vote shall be allowed until a member of the Board moves a specific action with reasonable clarity and each member of the Board has Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 169 thereafter had an opportunity to speak to the specific motion.Motions shall require a second.When possible,Board members making complex,multi-part,or lengthy motions are requested to provide the clerk with a written copy of the motion at the time the motion is made. Section 1-6. Motion to Adjourn At a meeting of the Board, a motion to adjourn shall always be in order and shall be decided without debate,provided each member of the Board is given a reasonable opportunity to be heard. Section 1-7. Motions While a Question is Under Debate When a motion is under debate at a meeting of the Board,no motion shall be received unless it is one to amend,to refer to committee,for the previous question,for a substitute,motion to lay on the table,or to recess, or adjourn. Section 1-8. Reconsideration of Motions,Etc.,Upon Which Vote Has Been Announced;Rescission of Previous Actions [Amended05/27/20;01/10/24] At any meeting of the Board,when any vote upon any motion,resolution,ordinance,or question has been previously announced at that meeting, the Board may not reconsider the matter unless and until a motion to that effect is presented at that meeting by a member of the Board who voted with the prevailing side when such motion, resolution, ordinance, or question was considered. Any such motion to reconsider shall be decided by a majority vote of the members present at the time such motion to reconsider is presented. If the Board approves the motion to reconsider,the Board shall then proceed with debate on the matter as it was pending prior to the original vote on the matter. At a subsequent meeting of the Board,the Board may not rescind any motion,resolution,ordinance, or question announced at a previous meeting,except and unless: -The action at issue is practically capable of being rescinded (e.g., a completed transaction or an approval upon which a party has detrimentally relied may not be the subject of a motion to rescind); -A Board member makes the motion to rescind not more than 30 days after the vote upon the matter; and either -If the Board member has given notice of intent to make the motion to rescind, either by giving such notice at the immediately previous meeting of the Board or by requesting inclusion of the motion to rescind on the agenda for the meeting at which the Board member intends to make the motion, and such motion to rescind receives the affirmative vote of a majority of the members present at the time such motion to rescind is presented;or -If the Board member has not given such notice of intent to make the motion to rescind,the motion to rescind receives the lesser of(i)the affirmative vote of a majority of the members(including those not present at the time such motion to rescind is presented)or(ii)the affirmative vote of two-thirds of the members present at the time such motion to rescind is presented. This situation of having not given notice shall be an exception to the notice requirements of Article V, Section 5-1 and, in the circumstances in the previous clause, if the requisite vote is obtained, advance notice to the Clerk is not required. If the Board approves a motion to rescind,the Board shall proceed with debate on the matter as it was pending prior to the original vote on the matter. Section 1-9. Robert's Rules of Order;Suspending Rules[Amended 09/14/11][Amended 02/14/18] The proceedings of the Board of Supervisors,except as otherwise provided in these rules and by applicable State law, shall be governed by the latest version of Robert's Rules of Order, Simplified and Applied, with the exception of motions to postpone.Motions to postpone shall be for durations as decided by the Board of Supervisors and in conformity with the Code of Virginia, 1950,as amended,as applicable. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 170 These Rules of Procedure of the Board may only be suspended on presentation of a motion to that effect, which is carried by majority vote of the members present and voting. Section 1-10. Board to Sit with Open Doors The Board of Supervisors shall sit with open doors, and all persons conducting themselves in an orderly manner may attend the meetings.However,the Board may hold closed meetings as permitted by law. Closed meetings may be placed on the agenda or may be requested by any member of the Board. However,no closed meeting shall be convened unless and until the Board has favorably acted on a motion to so convene,and then,only if such motion accurately states a lawful reason for such closed meeting as permitted by and outlined in Section 2.2-3711 of the Code of Virginia, 1950,as amended. Section 1-11. Limitations on Duration and Hour of Meetings;Adjournment Meetings of the Board of Supervisors shall not continue for more than 4 consecutive hours or later than 11:00 P.M.without the consent of a majority of the members present. Should it appear to the Chair that the matter or matters before the Board cannot be heard within the time remaining,the Chair shall poll the members of the Board to determine the desire of the members.The Chair shall adjourn or recess the meeting upon final action on the current agenda item unless a majority of the members agree to exceed the limits established by this section. Any items not taken up by the Board of Supervisors prior to adjourning will be added to the agenda of the next meeting without further action of the Board. Section 1-12. Remote Meeting Participation[Adopted 3-25-20;Inserted Into Rules 1-13-21;Amended 1-12-22; 1- 10-24] This policy shall apply to the Board and the standing committees of the Board as identified in Section 8-1 of these Rules. A Supervisor may participate from a remote location when he or she experiences a personal matter or medical condition or disability that prevents attendance in person,or when a family member's medical condition that requires the member to provide care for such family member prevents the member's attendance in person. Whenever a Supervisor wishes to participate from a remote location,the following requirements apply: • On or before the day of the meeting, the Supervisor must notify Chair or, if the Supervisor who wishes to participate remote is the Chair,the Chair must notify the Vice Chair,and indicate the nature of the matter necessitating remote participation,as set forth below. • The Supervisor's absence must be due to a personal matter or medical condition or disability that prevents attendance in person,or when a family member's medical condition that requires the member to provide care for such family member prevents the member's attendance in person. o In the case of absence due to a personal matter (not medical/disability), the Supervisor may not participate remotely more than twice in one calendar year or 25%of the meetings held in one calendar year rounded up to the next whole number,whichever is greater.The Supervisor shall identify the personal reason, for inclusion in the Board's minutes to note remote participation for that reason. o In the case of absence due to medical/disability reason,or a family member's medical condition,the minutes must note the fact of remote participation for that reason,but minutes need not note the particular condition/disability. There is no limit on the number of times a Supervisor may participate remotely for medical/disability reasons. • The Supervisor's voice must be audible to all persons attending the meeting in person. • The Board must approve such participation on the particular occasion and note that fact in the minutes, including the reason for remote participation and the remote location from which the member participated.If the Board denies participation,the Board also must note that fact in the minutes,with the reasons for disapproval. With respect to approval/denial,the Board must uniformly apply the policy(denial can only be for noncompliance with the policy). • A quorum of the Board must be physically present at the meeting location. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 171 ARTICLE II—GENERAL CODE OF CONDUCT[Added 5/27/20] Section 2-1.General Conduct A. Each Board member will treat fellow Board members, citizens, staff, employees, and committee members with respect. B. Members of The Board, as individuals, have no legal authority to bind the County outside the meetings of The Board. C. To ensure the highest standards of respect and integrity during public meetings, the Board will observe the following: 1. Board members will refrain from engaging in dialogue with members of the public during hearings or citizen comments periods. 2. Board members will honor the role of the presiding officer in maintaining order and equity and respect the efforts to focus discussion on current agenda items. Section 2-2.Roles and Responsibilities A. The role of the Board of Supervisors is to develop County policy. The role of the County Administrator is to direct the fulfillment of County policy in the day-to-day oversight of County staff. B. Board members will ensure that policy decisions and directions are communicated from the entire Board; no single member will provide direction on policy implementation to the County Administrator. C. Board members' interactions with staff should not unreasonably interfere with employee productivity. Board members should refrain from making requests that may unreasonably affect workload.Members of The Board will not give direction to any County staff member.Any request for action,which is not part of the routine or customary work of a committee or for routine or customary assistance, will be submitted to the County Administrator for consideration by The Board if necessary. D. Board members will forward any concerns about employees or staff to the County Administrator. Concerns about the County Administrator will be forwarded to the Chairman and presented as necessary to the Board in executive session for discussion. E. Board members will forward citizen complaints to the County Administrator for him to pass on to the appropriate personnel. F. Board members will not discuss or disclose to any person not a party to the privileged discussion any matter involving communication between the Board and legal counsel or any aspect of legal strategy or work product without approval of the full Board to avoid waiver of legal privileges. G. Board members will not discuss any matter that has been presented to the Board in closed session with the public or otherwise make disclosure of such matters,unless the full Board authorizes disclosure,or unless such matter has become a part of the public record,and only then shall discussion be allowed to the extent that no undisclosed or privileged information is disclosed. H. The Board recognizes that documents related to County Business,including all electronic transmittals sent or received in the performance of their duties as a Board Member, are subject to the requirements of the Freedom of Information Act. I. When responding to the media,Board members will make sure there is a clear distinction between personal opinion or belief and a position of the Board. Whenever appropriate,the Public Information Officer will assist in communications with citizens and themedia. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 172 J. If a Board Member repeatedly violates this Code of Conduct, the Board may, by an affirmative vote of a majority of the Board,officially censure that member. Article III-OFFICERS Section 3-1. Chairman and Vice Chairman[Amended 01/14/09] At the annual or organizational meeting of the Board of Supervisors,as described in Section 1-1 hereof, the Board shall elect from its membership a Vice Chair,who shall serve for a one year term expiring on December 31 st of the same year in which he or she is elected;provided,however,that unless the term of office has expired and the member has not been re-elected,the Vice Chair shall serve until their respective successor(s) shall have been elected and qualify. In the event that the Chair is absent from any meeting,the Vice Chair shall assume the authority and duties of the Chair.In the event the Chair and Vice Chair are absent from any meeting of the Board, then the members present at such meeting shall choose one of their number as temporary Chair by majority vote of the members present and voting. Section 3-2. Authority of the Chairman The efficient and dignified conduct of public business is the ultimate concern of the Board.Accordingly,it is the policy of the Board that its meetings be conducted with the highest degree of order and decorum, and the Board will permit no behavior,which is not in keeping with this policy. The Chairman shall preserve order and decorum at all meetings. He shall recognize persons desiring to speak and shall ensure that speaker's comments are limited to the issue before the Board for consideration and that any limitations on time are observed.The Chairman shall ensure that all persons entitled and desiring to speak are permitted to do so without interruption or comment during their presentation. The Chair shall determine if statements are demeaning,inappropriate,or out of order,and shall have the authority to revoke the speaker's right to continue. The Chairman may order the expulsion of any person for violation of rules,disruptive behavior,or any words or action that incite violence or disorder, subject to appeal to the Board. Any person so expelled shall not be readmitted for the remainder of the meeting from which he was expelled.Any person who has been so expelled and who at a later meeting again engages in words or actions justifying expulsion may be barred from attendance at future meetings of the Board for a specified and reasonable period of time not to exceed six months or upon a still subsequent expulsion,a period not to exceed one year,either by the Chairman,subject to appeal to the Board,or by motion passed by the Board. The Chairman shall have the power to administer an oath of honesty to any person concerning any matter submitted to the Board or connected with its powers and duties. The power to administer an oath granted to the Chair in this section shall be no greater than the same power authorized by Section 15.2-1410 of the Code of Virginia, 1950,as amended. Section 3-3. Clerk[Amended05/27/20] The Clerk of the Board shall be the County Administrator, and the duties and responsibilities of that position shall be as specified in Section 15.2-1539 of the Code of Virginia, 1950,as amended.At the discretion of the Board,any county employee can be designated as Deputy Clerk,or Temporary Clerk,as the circumstances may require, and said employee shall have the same powers and duties outlined herein for the duration of said appointment. ARTICLE IV—AGENDA Section 4-1. Preparation[Amended 07/08/20] [Amended 01/14/26] The Clerk shall prepare an agenda for each meeting of the Board of Supervisors,conforming to the order of business specified in Section 5-1 under Order of Business. Supporting documents for every item to be placed on the Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 173 regular meeting agenda must be received in the Office of the County Administrator before noon on the Wednesday that falls in the week immediately prior to the regularly scheduled Board meeting. The clerk shall include on the agenda all matters for which a written request and supporting information have been received in advance of the deadline herein established,including Board-authored presentations designed to provide information to the Board and the public. Agendas for special meetings shall be prepared as far in advance as the circumstances necessitating the special meeting allow. Section 4-2. Delivery Each member of the Board shall receive the regular meeting agenda,along with the supporting information available to staff, on the Friday of the week prior to the regular meeting to be held on the second and fourth Wednesdays of each month.Special meeting agendas and supporting information will be delivered as far in advance as the circumstances necessitating the special meeting allow. Section 4-3. Posting and Notice[Amended 02/14/18] A copy of the meeting agendas shall be made available in the Office of the County Administrator,as of the date and time the information is distributed to members of the Board. Agendas will also be posted on the county web page and outside the main entrance to the Board of Supervisors'meeting room. Section 4-4. Copies [Amended 02/14/18] Individuals desiring complete copies of agenda packages shall arrange with the Clerk for the delivery and cost of the information desired. ARTICLE V-CONDUCT OF BUSINESS Section 5-1. OrderofBusiness[Amended06/11/03];[AmendedOl/14/04];[Amended 02/14/18]; [Amended 08/08/18]; [Amended05/27/20]; [Amended M222] At meetings of the Board,the order of business should be as follows: Closed Session(When Required) Call to Order Invocation Pledge of Allegiance Adoption of Agenda Citizen Comments(Agenda Items Only,That Are Not Subject to Public Hearing.)Consent Agenda(Will contain Minutes and Committee Reports) Board of Supervisors Comments County Officials Appointments to Boards,Committees,and Commissions Committee Business Public Hearings Non-Planning Issues(When Required)Planning Commission Business Public Hearings(When Required) Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 174 Other Planning Commission/Department Business Liaison Reports(If Any) Citizen Comments Board of Supervisors Comments Adjournment Items as to which a Board Member requests that the Board take action shall be submitted to the Clerk in accordance with Section 4-1 and shall not be heard under either of the Board of Supervisors Comments portions of the agenda. Section 5-2. Adoption of Agenda The agenda presented for adoption shall be the agenda prepared and delivered as required in Article IV. Additions,deletions, or modifications and/or adoption of the agenda shall require the consent of a majority of the members of the Board present at the meeting. Section 5-3.Consent Agenda(Amended 1-10-24) The Consent Agenda shall be introduced by a motion "to approve the Consent Agenda," and shall be considered by the Board as a single item. There shall be no debate or discussion by any member of the Board regarding any item on the Consent Agenda,beyond asking questions for simple clarification. On objection by any member of the Board of Supervisors to inclusion of any item on the Consent Agenda, that item shall be removed from the Consent Agenda forthwith. Such objection may be recorded at any time prior to completing the taking of a vote on the motion to approve the Consent Agenda. Items which have been objected to and removed from the Consent Agenda shall be moved to an appropriate place on the agenda. Approval of the motion to approve the Consent Agenda shall constitute approval,adoption,or enactment of each motion,resolution,or other item of business thereon,exactly as if each had been acted upon individually. Section 5-4. CitizenCommentsPeriod[Amended4/14/04][AmendedOl/10/1 8];[Amended 02/14/18]; [Amended05/27/20; 1-10-24] Two Citizen Comments periods shall be furnished during every regular meeting of the Board of Supervisors. The first Citizen Comments period shall occur after the adoption of the agenda and shall be a time for citizens to address agenda items that are not scheduled for public hearing.A register for persons desiring to address the Board of Supervisors during this Citizen Comments period shall be furnished prior to the beginning of every regular meeting of the Board of Supervisors. Citizens desiring to address the Board of Supervisors during this period are encouraged to sign up to speak by providing his/her name and Magisterial District on a register list provided for this purpose by the Clerk to the Board. The Chair shall determine from the register the approximate number of persons desiring to comment and may establish the manner in which speakers are recognized and the length of time (no longer than three minutes)each may speak. The second Citizens Comments period shall occur prior to the Board of Supervisors Comments at the end of the meeting and shall be a time for citizens to address the Board of Supervisors on issues that are relevant to the County.Citizens desiring to address the Board of Supervisors during this period are encouraged,If possible,to sign up to speak and each shall state his/her name and their Magisterial District of residence prior to making comments. Any person desiring to address the Board of Supervisors during the Citizen Comments periods shall be required to abide by the rules governing such presentations as set forth in these rules in Article VII-Citizen Responsibilities. Members of the Board shall neither engage in debate with,nor shall they be expected to answer questions posed by individuals speaking during the Citizen Comment period. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 175 Section 5-5. Scheduled Presentations [Removed 1-10-24] ARTICLE VI-PUBLIC HEARING ITEMS Section 6-1. Format for Public Hearing Items It is the purpose and objective of the Board of Supervisors to give each citizen an opportunity to express his/her views on the issue(s)at hand at public hearings and to give all speakers equal treatment and courtesy.While it is often necessary to have a presentation by an applicant and staff,it is the desire of the Board to hear from the public;and therefore,the applicant and staff presentations will be as brief as possible. In order to accomplish this objective, it is necessary that certain rules of order prevail at all public hearings of the Board of Supervisors as follows: Section 6-2. Order of Business [Amended05/27/20] For public hearing items,the order of business will be as follows: (a) Identification of Issue and Verification of Notice (b) Staff and/or Applicant Presentation (C) Public Comment (d) Close of Public Comment (e) Board Member Questions (fl Staff,Applicant Response (g) Board discussion and/or consideration Section 6-3. Identification of Issue and Verification of Required Notice The Chair may call upon the appropriate county staff member to verify that any required notice has been given and to read or summarize the notice for the benefit of those attending the public hearing. Section 6-4. Staff and/or Applicant Presentation(Amended 1-10-24) The Chair will call upon the appropriate county staff and/or applicant to present such information as is necessary to explain the action requested of the Board of Supervisors. Presentations will be brief, concise summaries for the Supervisor's and the public's information and understanding,provided that sufficient time will be allowed to present,properly and fairly,the subject matter.When written information has been provided prior to the hearing, that information should be summarized, and only new information should be presented in detail at the meeting. Section 6-5. Public Comment[Amended05/27/20; 1-10-24] Any person desiring to address the Board of Supervisors at a Public Hearing conducted by the Board of Supervisors shall be required to abide by the rules governing such presentations as set forth in these rules in Article VII-Citizen Responsibilities. A register for persons desiring to address the Board of Supervisors during the public comment period shall be furnished prior to the beginning of every regular meeting of the Board of Supervisors.Citizens desiring to address the Board of Supervisors during a public hearing item comment period should provide their name and their Magisterial District of residence on the register list provided. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 176 Prior to commencing public comment,the Chair shall determine from the register list the approximate number of persons desiring to comment and may establish the manner in which speakers are recognized and the length of time(no longer than three minutes)each may speak. Section 6-6. Order of Speaking Members of the public shall be permitted to speak as the Chair recognizes each,provided that no member of the public shall be recognized to speak a second time until all persons desiring to speak have had an opportunity to do so. In the event the number of persons desiring to speak necessitates a register, speakers shall be recognized in the order in which they have registered. In the event the number of speakers results in the continuation of a public hearing,any persons registered but not heard at the initial Public Hearing will be the first given an opportunity to speak at the continued hearing. Section 6-7. Presentation of Comments Each person may address the Board as many times as the Chair, in his or her discretion,may allow,but no speaker shall exceed the total time limit set by the Chair. Section 6-8. Board Members'Questions Upon completion of a presentation by staff, applicant or member of the public, any member of the Board may ask questions to enhance their understanding of the issue, verify information presented or clarify the action or actions requested. Members of the Board shall not engage in debate with the person or persons making the presentation. Section 6-9. Staff and/or Applicant Response The Chairman shall call on the staff or applicant for any response on closing comments with reference to the public hearing presentations. Section 6-10.Close of Hearing When the Chair of the Board shall have closed a public hearing,no further public comments shall be received. Section 6-11. Board Discussions and/or Consideration At the close of the public hearing,the Board of Supervisors shall,at its discretion,act or defer action upon the matter set for public hearing.In the event the Board defers action to a later date,the record shall be left open to receive written comments up until the time that a vote is taken. ARTICLE VII-CITIZEN RESPONSIBILITIES Section 7-1. Application of Rules Any person desiring to address the Board of Supervisors during any portion of a meeting designated for public comment shall be required to abide by the rules governing such presentations as hereafter set forth in these rules. Section 7-2. Addressing the Board All persons speaking at a meeting of the Board during any portion of a meeting designated for public comment shall address their comments to the Board of Supervisors and shall limit their comments to matters before the Board of Supervisors. Speakers shall not engage in debate with other speakers or members of the public. Questions shall not be asked of other speakers but may be directed to the Chairman of the Board for consideration by the Board in later deliberating the matter. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 177 Section 7-3. Conduct while Speaking/Conduct While Not Speaking Persons speaking at a meeting of the Board of Supervisors shall do so in a courteous manner.Cursing or other obscene language or gestures,threats,insults,or other actions intended to harass,provoke or incite a fight, brawl, or other such disorderly response will not be permitted. Any person whose conduct is contrary to this section will be removed as provided for in section 3-2 of these rules.Board members are expected to observe the same decorum at all meetings. Section 7-4. Name and Magisterial District of Residence[Amended02/14/18] Individuals addressing the Board during any portion of a meeting designated for public comment shall clearly state his/her name and Magisterial District of residence prior to making any further comments. Should a person be recognized to speak more than once,he/she shall identify himself/herself each time before speaking. Section 7-5. Organizational Representation Any person speaking at any portion of a meeting designated for public comment,who represents himself as being an officer or representative of an organization,group,association,corporation,or other entity,shall,upon request of a member of the Board,disclose for the organization,group,association,corporation,or other entity,the history, size, dues, structure, date of creation, requirements for membership, tax status; and shall reveal the organization's method of determining its official position and the speaker's authority to represent the organization. Unreasonable failure to provide this information to the satisfaction of the Board of Supervisors shall bar the speaker from speaking on behalf of the organization. Section 7-6. Order of Speaking Persons speaking during any portion of a meeting designated for public comment shall do so in the order in which they are recognized and called upon by the Chair. Section 7-7. Time Limits[Amended05/27/20] Each person speaking during any portion of a meeting designated for public comment shall observe a time limit of three minutes for his or her comments and shall yield the floor when informed their time has expired. Section 7-8. Registration[Amended 02/14/18] Should registration of speakers be required,all persons desiring to speak shall sign the register,providing their name and Magisterial District of residence. Section 7-9. Written Copy of Comments Speakers are requested,but not required,to leave written statements and/or comments with the Clerk or Deputy Clerk of the Board to be incorporated into the written record of the meeting. Section 7-10. Information Sources No person who speaks or otherwise presents information during any portion of a meeting designated for public comment shall knowingly present false or untrue information to the Board of Supervisors, and shall,upon request of any Board Member,provide the source of any information presented. ARTICLE VIII—APPOINTMENTS Section 8-1. Appointments by the Chairman of the Board The Chairman shall appoint members of the Board to such authorities,boards,commissions,committees or other organizations or positions as the Board shall so authorize and appoint various citizen members to Board's standing committees. The following positions are appointed by the Chairman each January. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 178 STANDING COMMITTEES OF THE BOARD APPOINTED BY THE CHAIRMAN: Finance Committee Code and Ordinance Committee Human Resources Committee Public Safety Committee Public Works Committee Technology(IT)Committee Transportation Committee OTHER APPOINTMENTS MADE BY THE CHAIRMAN: Board Liaison to Fire&Rescue Association Board Liaison to Frederick Water Board Board Liaison to Planning Commission County Representatives to the Frederick County-Winchester Joint Finance Committee Section 8.2. Appointments by the Board of Supervisors[Amended 01/25/06];[Amended 02/14/18]; [Amended 08/08/18] [Amended 01/11/23; 1-10-24] Each board member may nominate citizen members to be appointed to the various authorities,boards, commissions,and committees where a representative is needed from a member's respective magisterial district or for the county at large. (Note:A current list of boards and committees is available on the County website.)A majority vote of those board members present shall be required to appoint a nominee to said authority, board, commission, or committee. Prior to Board action on a prospective nominee, the following process shall be followed: 1. Applications are required for positions on bodies created by the Board of Supervisors.For non- Frederick County boards such as regional or community-based bodies, the Board of Supervisors will accept and consider nominations from those boards while reserving the right to appoint its preferred candidate. Applications may be submitted electronically via the County website, www.fcva.us, or through the County Administrator's Office. A completed application shall be required for all initial nominations;however,a completed application for candidates being reappointed shall not be required. 2. Applications must be received in the County Administrator's Office by noon on the Wednesday preceding a Board meeting in order to be included in the agenda for review by the members of the Board. 3. Any applications received after the deadline specified above will be held for review until the next regularly scheduled meeting of the Board. ARTICLE IX—Electronic Devices[Added05/27/20] Section 9-1.Devices Use of County-issued computers,tablets,and other devices and use of County email accounts shall be for County business purposes only. Section 9-2.Email Accounts(Amended 1-10-24) Due to the requirements of the Freedom of Information Act(FOIA)and record archiving purposes,Board members are strongly encouraged to use only the email account provided by the County to conduct business for the County.When responding to emails that are sent to all Board members,respond by replying only to the sender and not by using the"Reply All"function.Email,like all written correspondence,is subject to the FOIA. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 179 Article X--AMENDMENTS Section 10-1. Amendments These Rules of Procedure may from time to time be revised,repealed,or otherwise amended upon an affirmative vote by a majority of the members of the Board of Supervisors present and voting. (Adopted:05/28/03) (Amended:06/11/03) (Amended:01/14/04) (Ainended:04/14/04) (Amended:01/25/06) (Amended:01/14/09) (Amended:09/14/11) (Amended:01/10/18) (Amended:02/14/18) (Amended:08/08/18) (Amended:01/09/19) (Amended:05/27/20) (Amended: 07/08/20) (Amended:01/13/21) (Amended:01/12/22) (Amended Ol/11/23) (Amended 01/10/24) (Amended 01/14/26) 444 Selection of a Parliamentarian —County Administrator Elected Vice Chairman Wells moved that the Board elect the County Administrator as Parliamentarian. Supervisor Aikens seconded the motion, which carried on a voice vote. Selection of Time and Place for Regular Meetings -Approved Vice Chairman Wells moved that the second and fourth Wednesdays of each month, at 7:00 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia be the time and meeting place for the Frederick County Board of Supervisors for 2026, with the exception of the November 11 meeting, which shall be held on Thursday, November 12, because of the Veterans Day holiday, and with the exception that the second meeting in November and December shall not be scheduled because of the conflict with the holidays. He further moved that, should a meeting be canceled due to inclement weather, it will take place on the following evening. Supervisor Aikens seconded the motion, which carried on a voice vote. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 180 Standing Committee Sizes Amended—Approved Vice Chairman Wells moved to amend the existing charters regarding the size of the Standing Committees as follows: Public Safety- Up to 4 Citizen Members, and Public Works - Up to 5 Citizen Members. Supervisor Guevremont seconded the motion, which carried on a voice vote. Chairman's Annual Board Committee Assignments Chairman Jewell provided committee assignments as follows: Board Member Assignments for 2026 Jason C. Aikens Finance Committee; Human Resources Committee; Transportation Committee; Economic Development Authority; Tourism Board liaison. Michael D. Guevremont Human Resources Committee; Public Safety Committee; Fire & Rescue Association liaison; Planning Commission liaison—Alternate; Northwestern Regional Jail Board. John F. Jewell Information Technology Committee, Chair; Public Works Committee; Transportation Committee, Chair; Joint Finance Committee; Metropolitan Planning Organization; Northern Shenandoah Regional Commission Robert T. Liero Human Resources Committee, Chair; Information Technology Committee; Transportation Committee; Parks & Recreation Commission liaison; Handley Regional Library Board liaison; Social Services Board liaison. Gary R. Oates Finance Committee, Chair; Public Safety Committee; Joint Finance Committee; Frederick-Winchester Service Authority. Albert L. Orndorff Finance Committee; Public Works Committee; Conservation Easement Authority; Planning Commission liaison; Agricultural District Advisory Committee; Extension Leadership Council; Shawneeland Sanitary District Advisory Committee Robert W. Wells Information Technology Committee; Public Safety Committee, Chair; Public Works Committee, Chair; Northwestern Regional Jail Board; Juvenile Detention Center Board; Frederick Water Board liaison; Landfill Oversight Committee. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 181 Citizen Committee Appointments for 2026 Code&Ordinance Committee Finance Committee (No appointments) Chad DeHaven Don Price Angela Wiseman Human Resources Committee Information Technologies Committee Patrick Anderson Joe Brand Sonia Marfatia-Goode Chris Grassmuck Sonia Marfatia-Goode Public Safety Committee Public Works Committee Mary Davis Gene Fisher Helen Lake Kevin Kenney Rodney Snapp Gary Longerbeam Chuck Torpy Ed Strawsnyder Kris Tierney Transportation Committee Kevin Kenney Dustin Simkhovitch Tim Stowe + + + + + + + + + + + + + + ADOPTION OF AGENDA-APPROVED Vice Chairman Wells moved for the adoption of the draft agenda. Supervisor Aikens seconded the motion, which carried on a voice vote. CITIZEN COMMENTS The following spoke in opposition to data centers being permitted to locate in the County: Jan Van Haute, Back Creek District Bryan Nuri, Opequon District Tony Cole, Back Creek District Pete Ziolkowski, Back Creek District Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 182 Liz Kasabian, Back Creek District Linda Reed, Shawnee District Cyndie Layman, Back Creek District Rhonda Donadieu, Gainesboro District David Dixon, Stonewall District Kurt Creager, Back Creek District Willie Deutsch, Opequon District Neal Tedrow, Back Creek District Leslie Spencer, Gainesboro District Jason Buckman, Back Creek District + + + + + + + + + + + + + + ADOPTION OF CONSENT AGENDA—APPROVED Vice Chairman Wells moved for the adoption of the consent agenda. Supervisor Guevremont seconded the motion, which carried on the following recorded vote: Michael D. Guevremont Aye Robert T. Liero Aye Albert L. Orndorff Aye Robert W. Wells Aye Gary R. Oates Aye Jason C. Aikens Aye John F. Jewell,Chairman Aye -Approval of Minutes of Work Session of December 8, 2025—CONSENT AGENDA APPROVAL -Approval of Minutes of Closed Session, Joint PC-BOS Work Session, and Regular Meeting of December 10, 2024—CONSENT AGENDA APPROVAL -Acceptance of Parks and Recreation Commission Report of December 9, 2025 - CONSENT AGENDA APPROVAL, Appendix 1 -Acceptance of Public Works Committee and Landfill Oversight Committee Reports of December 9, 2025 - CONSENT AGENDA APPROVAL,Appendix 2 -Acceptance of Human Resources Committee Report of December 12, 2024 - CONSENT AGENDA APPROVAL, Appendix 3 -Approval of Human Resources Committee Business Item: IT Systems Analyst Position— CONSENT AGENDA APPROVAL -Approval of Human Resources Committee Business Item: Treasurer's Office Succession Plan — CONSENT AGENDA APPROVAL Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 183 -Acceptance of Information Technology Committee Report of December 18, 2025 - CONSENT AGENDA APPROVAL, Appendix 4 -Acknowledgment of Receipt of Certified Copies of Abstract of Votes from the General Election of November 4, 2025- CONSENT AGENDA APPROVAL, Appendix 5 -Approval to Conduct Rabies Clinic in 2026 - CONSENT AGENDA APPROVAL + + + + + + + + + + + + + + BOARD OF SUPERVISORS COMMENTS Chairman Jewell welcomed the new members, Supervisors Guevremont and Oates. Supervisor Oates requested the Board review the County's Transfer of Development Rights program in light of the more restrictive ordinance adopted by the Board in the fall of 2025. He moved that the topic be discussed at a work session. Vice Chairman Wells seconded the motion, which carried on a voice vote. Supervisor Guevremont thanked those who addressed the Board regarding data centers. Vice Chairman Wells said he had received a lot of information about data centers as well as input from his constituents. COUNTY OFFICIALS - None + + + + + + + + + + + + + + APPOINTMENTS TO BOARDS, COMMITTEES, AND COMMISSIONS BOARD LIAISON POSITIONS APPOINTED Chairman Jewell moved to appoint the following to serve in liaison positions: 1. Supervisor Orndorff to fill an unexpired 3-year term ending August 24, 2026, on the Conservation Easement Authority 2. Supervisor Aikens to fill an unexpired 4-year term ending November 13, 2027, on the Economic Development Authority 3. Supervisor Guevremont to fill a 4-year term ending December 31, 2029, on the Regional Jail Authority Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 184 4. Chairman Jewell and Supervisor Oates each to fill a term (concurrent with his elected term) on the Northern Shenandoah Valley Regional Commission. Vice Chairman Wells seconded the motion, which carried on a voice vote. JASON CRAIG APPOINTED TO EXTENSION LEADERSHIP COUNCIL AS AT-LARGE REP. — APPROVED On motion of Supervisor Orndorff, seconded by Vice Chairman Wells, Jason Craig was appointed on voice vote to fill an unexpired term ending April 28, 2028, as an at-large representative on the Extension Leadership Council. TIM STOWE REAPPOINTED TO PLANNING COMMISSION AS RED BUD DISTRICT REP. — APPROVED On motion of Supervisor Guevremont, seconded by Vice Chairman Wells, Tim Stowe was reappointed on a voice vote to the Planning Commission for a new four-year term ending January 27, 2030, representing the Red Bud District. JUSTIN KERNS REAPPOINTED TO PLANNING COMMISSION AS STONEWALL DISTRICT REP. - APPROVED On motion of Supervisor Oates, seconded by Vice Chairman Wells, Justin Kerns was reappointed on a voice vote to the Planning Commission for a new four-year term ending January 11, 2030, representing the Stonewall District. CHRISTOPHER GRASSMUCK AND DONA SHILEY RECOMMENDED FOR APPOINTMENT TO THE BOARD OF EQUALIZATION —APPROVED Chairman Jewell moved that the Board recommend to the Circuit Court the appointment of Christopher Grassmuck and Dona Shiley to the Board of Equalization. The motion, seconded by Vice Chairman Wells, carried on a voice vote. + + + + + + + + + + + + + + COMMITTEE BUSINESS—None Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 185 PUBLIC HEARINGS (NON PLANNING ISSUES)— None PLANNING COMMISSION BUSINESS—PUBLIC HEARINGS - None + + + + + + + + + + + + + + PLANNING COMMISSION BUSINESS -OTHER PLANNING BUSINESS LAND USE REVIEW: DATA CENTERS Planning Director Wyatt Pearson explained that at the direction of the Board of Supervisors, Planning and Development staff conducted a high-level review of data centers as a principal land use. He said the report describes key characteristics, regulatory considerations, and potential impacts associated with data center development in Frederick County. In summarizing, Mr. Pearson said data centers present both opportunities and challenges for Frederick County, and their potential to contribute to fiscal balance and economic development must be weighed against infrastructure demands, environmental impacts, and community compatibility. He noted the County's updated ordinance provides a robust framework for evaluating future proposals, and he said staff should continue to monitor State legislative changes and continue coordination with utility providers if data center project developers seek to locate in Frederick County. Mr. Pearson noted that the Planning Commission had received the Land Use Review at their meeting a week ago, and had passed two motions as follows: 1- Request the Board of Supervisors to direct Staff to create a data center policy that will establish strict guidelines to ensure data centers provide measures to protect the health, safety, and welfare for Frederick County citizens and provide information to developers and communities regarding the County's expectations when preparing and application for and siting a data center project; and 2- Request the Board of Supervisors to direct Staff to amend the Comprehensive Land Use Map to show technology land use areas where data center projects are to be located; data center proposals should be considered only within these technology land use areas. Supervisor Aikens noted his concern about water usage and requested a report from Frederick Water on water and sewer capabilities. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 186 Supervisor Guevremont agreed with the concerns about water and noted new housing in his district, which will increase water demand. Supervisor Oates, also a Frederick Water Board member, said that Frederick Water Executive Director Eric Lawrence hopes to meet with the Board of Supervisors in the spring to provide an update on water capabilities. He said that new housing is not an issue, but that a large industrial use may be hard to serve. Chairman Jewell said he appreciated what the Planning Commission was intending with their request to initiate Comprehensive Plan Amendments on this topic, but he would rather see the County follow through with the original direction on this topic to engage with members of the community to provide an opportunity for staff and experts involved with this land use to address some of the concerns that tend to surround the topic, and to hear our citizens' opinions on the possibility of this use in Frederick County. He said after that has been done, if there is a need to develop policy and land use maps,then the County will be better prepared to do so. He noted there was no need for action at this time. + + + + + + + + + + + + + + BOARD LIAISON REPORTS Supervisor Liero provided updates from the Planning Commission and the Parks and Recreation Commission, including the recent Winter Wonderland. CITIZEN COMMENTS Leslie Spencer, Gainesboro District, continued her earlier remarks about data centers. Jan Van Haute, Back Creek District, commented on the photos included in the Land Use Review data center study presented earlier in the evening. He said the photos are not representative of today's data centers. Jason Buckman, Back Creek District, said his children have said they are not in favor of data centers being built in the County. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 187 BOARD OF SUPERVISORS COMMENTS Supervisor Oates cautioned against closing the door completely on data centers because the state government could step in and take away the local government's ability to regulate such land uses. Supervisor Aikens discussed the difficult budget decisions facing the County and said that all options should be explored. He proposed that the County discuss possible cost-saving options with the City government. Supervisor Oates suggested the first step should be for the Board Chairman and the Mayor or City Council President to discuss the possibility of collaboration for cost savings. By consensus, the Board agreed with this approach. ADJOURN On motion of Vice Chairman Wells, seconded by Chairman Jewell, the meeting was adjourned at 8:39 p.m. John F. Jewell 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 of January 14,2026 County of Frederick,Virginia 188 Board of Supervisors Meeting Minutes of January 14, 2026 - Appendix 1 PARKS AND RECREATION COMMISSION REPORT to the BOARD OF SUPERVISORS Tuesday, December 9, 2025 7:00 p.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA The Parks and Recreation Commission met on Tuesday, December 9, 2025. Members present were Gary Longerbeam, Ron Madagan, Jenny Myers, Mollie Brannon,Vaughn Whitacre, Michael Stottlemyer, Randy Carter (remote participation), and non-voting Board Liaison, Mr. Robert Liero. Members absent: Dennis Grubbs ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: 1. None ITEMS SUBMITTED FOR INFORMATION ONLY 1. Mr. Madagan made a motion to accept the FY 2027 Operating and Capital Budget as presented, seconded by Mr. Carter, and it carried unanimously (7-0). 2. The Buildings and Grounds Committee made a motion to enter into an agreement with Frederick Water to allow the placement of remote meter readers in Sherando and Stonewall Parks and the property at Old Charles Town Road, seconded by Mr. Carter, carried unanimously(7-0). Cc: Dennis Grubbs, Chairman Robert Liero, Liaison, Frederick County Board of Supervisors Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 189 Board of Supervisors Meeting Minutes of January 14, 2026 - Appendix 2 JOINT PUBLIC WORKS COMMITTEE/LANDFILL OVERSIGHT COMMITTEE REPORT to the BOARD OF SUPERVISORS Tuesday, December 9, 2025 8:00 a.m. Public Works Conference Room 107 NORTH KENT STREET, WINCHESTER, VIRGINIA PUBLIC WORKS COMMITTEE ATTENDEES: Committee Members Present: Bob Wells, Chair; John Jewell; Atilla Gergely; Joseph Brand; Bob McDonald Committee Members Absent: None LANDFILL OVERSIGHT COMMITTEE ATTENDEES: Committee Members Present: Bob Wells; Perry Eisenach;Justin Hall; Micheal Neese; and Chris Bois Committee Members Absent:, Michael Bollhoefer Staff present: Joe C. Wilder, Director of Public Works; Andy Fox, County Attorney; Mark Fleet, Building Code Official; Jerry Elliott, Deputy Building Code Official; Ron Kimble, Landfill Manager; Andrew Clark, Environmental Manager, Christina Tasker, Animal Shelter Manager; Tracy Boyd, Assistant Animal Shelter Manager; Kevin Alderman, Shawneeland Manager; Traci Bremilst, Shawneeland Secretary; Karen Orndorff, Public Works Operations Manager; (Attachment 1)Agenda Packet ITEMS FOR INFORMATION ONLY 1-Ajoint meeting of the Public Works Committee and the Landfill Oversight Committee was held to discuss the proposed Fiscal Year 2027 landfill budget and to review ongoing projects at the landfill. Work continues on the Construction Demolition Debris (CDD) Area 2 expansion project. Site grading for the rough excavation of the new cell is scheduled to begin in early Spring 2026. The contractor will be required to drill, blast, and excavate approximately 750,000 cubic yards of shale soil and rock. Once excavation is completed— which is anticipated around January 2027—we will move into the installation of the bottom liner system for the new cell. The committee was advised that available airspace in CDD Landfill Area 1 is projected to be exhausted within the next year. When that occurs, CDD waste will temporarily be redirected to the Municipal Solid Waste (MSW) landfill for disposal. Once construction of the new CDD cell is complete, operations will transition back, and CDD waste will again be directed into the newly constructed cell. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 190 2-During budget discussions, staff informed the committee that no landfill tipping fee increase is being proposed for Fiscal Year 2027.The landfill's reserve fund currently contains sufficient resources to support the identified capital improvement projects.The committee was also notified that funding has been added to the budget to support surveillance and investigations related to illegal out-of-area waste being brought into the landfill. While this does not appear to be a widespread issue, there have been instances of waste originating outside the permitted service area. Conducting targeted investigations should help reduce or eliminate these occurrences. After reviewing the full landfill budget packet, the committee endorsed the Fiscal Year 2027 budget.The complete budget package is included as agenda 1 in the committee report. 3-The committee was updated that the Renaissance Drive Phase 2 road project has been completed. In addition, bids have been received for the new sign for the Animal Shelter, and installation is anticipated during the first quarter of 2026. 4-The Animal Shelter is requesting a supplemental appropriation in the amount of $4,004.53 related to a court-ordered restitution (see Attachment 1). The committee approved the request and recommended forwarding it to the Finance Committee for further review and approval. 5-We reviewed all of the budgets for the department. In the attached budget packet (Attachment 1), we provide detailed information on all proposed expenditures and estimated revenues.The committee endorsed the budget package. Respectfully submitted, Public Works Committee Bob Wells John Jewell Atilla Gergely Joseph Brand Scott Madigan By: Joe C. Wilder Public Works Director JCW/kco Attachments: as stated cc: Michael Bollhoefer, County Administrator Andrew Fox, County Attorney Ron Kimble, Landfill Manager Gloria Puffinburger, Solid Waste Manager Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 191 Kevin Alderman, Shawneeland District Manager Christina Tasker, Animal Shelter Manager Karen Orndorff, Operations Manager Mark Fleet, Building Code Official file Minute Book 51 Board of Supervisors Regular Meeting of fanuary 14,2026 County of Frederick,Virginia 192 Board of Supervisors Meeting Minutes of January 14, 2026 - Appendix 3 HUMAN RESOURCES COMMITTEE REPORT TO THE BOARD OF SUPERVISORS Friday, December 12, 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, December 12, 2025 at 8:30 a.m. ATTENDEES: Committee Members Present: Bob Liero, Chairman; Blaine Dunn,Joe Brand, Emily Kelley and Kevin Callanan. Staff present: Mike Bollhoefer, County Administrator;Jay Tibbs, Deputy County Administrator; Bill Orndoff, Treasurer; Michael Marciano, HR Director; Arianna Vahsen-Crosby, HR Generalist— Training & Development and Data Analytics; Patrick Fly, IT Director; Cheryl Shiffler, Finance Director;Jennifer Place, Risk Manager Budget Analyst; Julie Cotterell, Finance Specialist; Sharon Kibler, Assistant Finance Director; Melody Ramey, Payroll Manager; Missi Neal, Purchasing Manager; Nick Pearson, Finance Specialist; and Wayne Corbett, Deputy Treasurer Operations. Citizen present: Leslie Spencer ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS 1. IT Systems Analyst Position: The IT Department requests approval to create a new IT Systems Analyst position (Pay Range 219: $71,972—$118,623). The creation of this position will provide additional support and maintenance for the County's enterprise applications and will allow for succession planning related to anticipated retirements. Several members of the Enterprise Applications team are expected to retire within the next three to five years, and this position would facilitate structured knowledge transfer in advance of those retirements. The committee voted 5-0 in favor of recommending this position for approval. 2. Treasurer's Office Succession Plan: The Treasurer briefly discussed anticipated changes within his department and advised that he had prepared a succession plan which would allow his office to continue functioning at its current level. He requested that the County Administrator be allowed to approve his proposed succession plan to ensure a smooth transition within the Treasurer's Office. The committee voted 5-0 in favor of recommending this request for approval. ITEMS FOR INFORMATION PURPOSES ONLY The County Administrator discussed upcoming leadership transitions within the Finance Department. Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 193 Specifically,the Finance Director(Cheryl Shiffler) and the Risk Manager/Budget Analyst (Jennifer Place) are expected to retire effective March 1, 2026.The Risk Manager/Budget Analyst position has been addressed through an intra-departmental transfer with the current Purchasing Manager moving into this role. Recruitment efforts will begin for a new Finance Director and Purchasing Manager. The HR Committee reviewed the Turnover Ratio charts for Frederick County and the Department of Social Services for the period January through September 2025. Respectfully submitted, HUMAN RESOURCES COMMITTEE Bob Liero, Chairman Blaine Dunn Joe Brand Kevin Callanan Emily Kelley By Michael J. Marciano, Director of Human Resources Minute Book 51 Board of Supervisors Regular Meeting of fanuary 14,2026 County of Frederick,Virginia 194 Board of Supervisors Meeting Minutes of January 14, 2026 - Appendix 4 INFORMATION TECHNOLOGY COMMITTEE REPORT to the BOARD OF SUPERVISORS Thursday, December 18th, 2025, 8:30 a.m. 107 NORTH KENT STREET,WINCHESTER,VIRGINIA ATTENDEES: Committee Members Present: John Jewell, Kermit Gaither, Robert Liero, Robert Wells, Joe Brand Committee Members Absent: Raphael Francis Staff Present: Michael Bollhoefer, Patrick Fly, Andrew Farrar, Jennifer Nicholson, Michelle Nugent, Lance Schreck ITEMS REQUIRING ACTION BY BOARD OF SUPERVISORS: None ITEMS FOR INFORMATION ONLY 1 -2025-2026 IT accomplishments 2- Increases of 2025-2026 FY Budget to 2026-2027 FY Budget 3- Budget requests for FY 2025-2026 4- Open discussion/questions Respectfully submitted, Jennifer Nicholson Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia Board of Supervisors Meeting Minutes of January 14, 2026 - Appendix 5 195 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Governor NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Abigail D. Spanberger- Democratic 15809 Winsome Earle-Sears -Repubfican 23130 Total Write-In votes 51 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] Total Number of Overvotes for Office 1 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Governor Given under our hands this _ day of Chairman Vice Chairman Secretary Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 196 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Lieutenant Governor NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Ghazala F. Hashmi - Democratic 15155 John J. Reid, II - Republican 23584 Total Write-In votes 75 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] Total Number of Overvoles for Office 2 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Lieutenant Governor. Gruen under our hands this + i day ofkr =� ` Chairman Vice Chairman Secretary Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 197 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Attorney General NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Jay C. Jones - Democratic 14177 Jason S. Miyares - Republican 24411 Total Write-in votes 68 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] 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 November 04, 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 _ day of abk Chairman All Vice Chairman Secretary cq$- Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia r f T V" 198 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for: Member, House of Delegates (32nd District) NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Jon Michael Lucci - Democratic 8529 William D. "Bill"Wiley- Republican 14998 Total Write-In votes 25 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] Total Number of Overuotes for Office 2 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member, House of Delegates (32nd District), Given under our hands this - - -- day of NolacLe Chairman Vice Chairman Secretary l�L Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 199 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member, House of Delegates (31 st District) NAMES OF CANDIDATES CAN THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) J. Shane Boswell- Democratic 6454 Delores R. Oates - Republican 8781 Total Write-in votes 11 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] Total Number of Overvotes for Office 1 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 2025, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member, Douse of Delegates (31 st District). Given under our hands this_ :f dory of d Chairman Vice Chairman Secretary Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 200 ABSTRACT of VOTES Cast in I=REDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member Board of Supervisors (Stonewall District) District; STONEWALL DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Charles S. "Chac" DeHaven III 2216 Gary R. Oates 2556 Total Write-In votes 65 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] Total Number of Overvotes for Office 33 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 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) and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member Board of Supervisors (Stonewall district). Gary R. Gates Givers under our hands this day of Chairman Vice Chairman Secretary Minute Book 51 LK Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 201 ABSTRACT of VOTES Cast in FREDERICK COUNTY, ViRGINIA at the 2025 November General held on November 04, 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 5051 Total Write-In votes 200 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] 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 November 04, 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)and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member Board of Supervisors (Shawnee District). Robert T. Liero Given under our hands this day of Chairman Vice Chairman Secreta ry Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 202 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member Board of Supervisors (Red Bud District) District: RED BUD DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Michael D. Guevremont 4340 Total Write-In votes 190 [Valid Write-Ins + Invalid Write-Ins = Total Write-In Votes] 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 November 04, 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 (Reef Bud District) and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member Board of Supervisors (Red Bud District). Michael D. Guevrennont Given under our hands this_-- A day of Chairman 1P Vine Chairman Secretary Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia Y V Y 203 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member School Board (Stonewall District) District: STONEWALL DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Joe E. Moran III 4009 Total Write-In votes 197 [Valid Write-Ins+ Invalid Write-Ins =Total Write-In Votes] 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 November 04, 2025, do hereby certify that the above is a true and correct Abstract of votes cast at said election for the Member School Board (Stonewall District) and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member School Board (Stonewall District). oe E. Moran III Given under our hands this �'_` _ day of ��``[ . Chairman Vice Chairman Secretary Minute Book 51 � Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 204 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member School Board (Shawnee District) District: SHAWNEE DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Dolores B."Dody" Stottlemyer 1873 Christopher P. Grassmuck 1260 Robert Patrick.North 2467 Total Write-In votes 77 [Valid Write-Ins + Invalid Write-Ins = Total Write-in Votes] Total Number of Overvotes for Office 2 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 2025, do hereby certify that the above is a true and correct Abstract of votes cast at said election for the Member School Board (Shawnee District) and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member School Board (Shawnee District). Robert Patrick North Given under our hands this _ day ofCr1' Chairman Vice Chairman Secretary �- IND- Cc Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 205 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member School Board (Red Bud District) District, RED BUD DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Brian M. Erskine 1742 Michael S. "Mike" Procuk Jr. 3390 Total Write-In votes 42 [Valid Write-Ins + Invalid Write-Ins =Total Write-In Votes] 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 November 04, 2025, do hereby certify that the above is a true and correct Abstract of votes cast at said election for the Member School Board (Red Bud District) and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member School Board (Red Bud District). Michael S. "Mike" Procuk Ir. Given under our hands this L day of 1 � i Chairman Vice Chairman Secretary Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia 206 ABSTRACT of VOTES Cast in FREDERICK COUNTY, VIRGINIA at the 2025 November General held on November 04, 2025 for, Member School Board (Gainesboro District) District: GAINESBORO DISTRICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) Marina L. Caruso 5246 Total Write-In votes 226 [Valid Write-Ins+ Invalid Write-Ins =Total Write-In Votes] Total Number of Overvotes for Office 1 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 04, 2025, do hereby certify that the above is a true and correct Abstract of votes cast at said election for the Member School Board (Gainesboro District) and do, therefore, determine and declare the following person(s) has received the greatest number of votes cast for the Member School Board (Gainesboro District). Marina L. Caruso doYv f Gruen under our hands this L L Chairman Vice Chairman Secretary r � y Minute Book 51 Board of Supervisors Regular Meeting of January 14,2026 County of Frederick,Virginia