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HomeMy WebLinkAboutPublicWorksAgenda2026June30 107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Revised Public Works Committee Agenda – June 30, 2026 DATE: June 23, 2026 Please be advised that a revised agenda is being issued for the Public Works Committee meeting scheduled for June 30, 2026. The Sherando Park Dog Park agenda item has been removed and will not be discussed at this meeting. Attached is the revised agenda reflecting this change. Please replace any previously distributed agenda with the attached revised version. Thank you. JCW/amr 107 North Kent Street, Second Floor, Suite 200 • Winchester, Virginia 22601-5000 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: DATE: Meeting of June 30, 2026 June 24, 2026 There will be a meeting of the Public Works Committee on Tuesday, June 30, 2026, at 9:00 a.m. in the conference room located on the second floor of the north end of the County Administration Building, 107 North Kent Street, Suite 200. The agenda thus far is as follows: 1.Update on Projects 2.Update on Landfill Projects 3.Carry Forward Requests – Landfill (Attachment 1) 4.Animal Shelter Requests – Donation Reserve Funds (Attachment 2) 5.Miscellaneous Reports a.Animal Shelter Dog Report (Attachment 3) b.Animal Shelter Cat Report (Attachment 4) c.Shawneeland Sanitary District Advisory Committee Meeting Minutes (Attachment 5) d.Tonnage Reports (Attachment 6) JCW/amr Attachments: as stated MEMORANDUM TO: Public Works Committee FROM: Ron Kimble, Landfill Manager THROUGH: Joe C. Wilder, Director of Public Works SUBJECT: Carry Forwards to 2026/2027 Fiscal Year DATE: June 17, 2026 We are requesting that the funding remaining at the end of the 2026 fiscal year in each of the following line items be carried over into the new 2026/2027 budget. 12-4204-3004-04 Repair and Maintenance- Generators We are requesting to carry forward funds remaining in this line item to cover costs associated with repairs that have previously been completed, that are currently in the dispute process for invoicing. The dispute process with Innio is lengthy and resolution of the following invoices is not expected to occur until after the current budget cycle. Engine decokes were billed at a higher rate than quoted and approved by landfill staff. Invoice # 2025400737 $15,425.00 Invoice # 2025400738 $19,043.25 Camshaft warranty replacement work was invoiced at full value. Landfill staff has documentation from Innio that all parts and labor for the repair should have been covered under warranty. Invoice # 2024700825 $64,329.25 In addition, both units need rooftop table cooler replacements. These coolers have approximately 110,000 hours of use and are beginning to fail. An estimated cost to complete this work including labor and crane services is set at $100,000. The current balance in this line item is $208,412. Attachment 1 12-4204-5408-03 Repair and Maintenance Parts- Generators The rooftop table coolers on both generator sets need full replacement. Both units have been temporarily repaired to maintain operations. These repairs are not intended to be a permanent fix; therefore, the units should be replaced to prevent future downtime. Each unit is estimated to cost $150,000. The current funds available in this line item that we request to carry forward is $98,416. 12-4204-8006 Construction Vehicles and Equipment We would like to carry forward the remaining funds of $221,147 into the 26/27 budget to assist with the purchase of a new water truck for the facility. During the budget process staff inadvertently underpriced the cost of a new truck and hydroseeder. The 26/27 budget has $300,000 allocated for this purchase. Recent discussions with vendors have indicated that the truck chassis is approximately $230,000 while the hydroseeder and fitment is an additional $180,000. 12-4204-8900 Improvements Other than Buildings Committee members are aware of the current CDD Landfill construction and expansion. The current liability for work in progress is $5,840,140. This includes the following: Stormwater management ponds, leachate line relocation $456,575 CDD area 2 cell 1 clearing and grubbing $86,823 CDD area 2 cell 1 topsoil removal $77,596 Garber stockpile expansion $223,179 CDD area 2 cell 1 grading plan $4,996,167 The FY25/26 budget has approximately $4,507,222 remaining that is needed to continue this work. In total, we would like to move approximately $5,035,197 from the FY25/26 budget into the FY 26/27 budget to maintain and continue the funding for outstanding and necessary projects. _________________ __________FREDERICK COUNTY - ANIMAL SHELTER Christina Tasker Shelter Manager 540/667-9192 ext. 2502 FAX 540/722-6108 E-mail: ctasker@fcva.us MEMORANDUM TO: Joe Wilder, Director of Public Works FROM: Christina Tasker, Shelter Manager SUBJECT: Animal Shelter Camera System Update DATE: 06/05/2026 ________________________________________________________________________ Purpose The purpose of this memorandum is to request funding approval for the replacement and expansion of the Animal Shelter's camera surveillance system. Increased animal intake volumes, heightened staff safety concerns, growing evidentiary needs, and the County's ongoing risk-management objectives necessitate a modern surveillance system capable of supporting shelter operations and protecting County resources. Background Over the past several years, the Animal Shelter has experienced increasing operational demands resulting from higher intake numbers, longer animal stays, increased public interaction, and expanded enforcement activities. These factors have increased the need for reliable surveillance throughout the facility. The current camera system no longer adequately supports shelter operations due to aging equipment, limited camera coverage, insufficient image quality, and restricted video retention capabilities. As a result, the shelter lacks the comprehensive monitoring and documentation necessary to effectively manage modern animal shelter operations. Increased Animal Intake and Operational Demands The shelter is responsible for housing a growing number of animals with varying behavioral, medical, and legal considerations. Increased intake numbers result in: •Greater staff interaction with animals. •Increased movement of animals throughout the facility. •Higher public visitation and adoption traffic. •More frequent animal control investigations and court-related cases. •Greater demand for documentation of animal care and handling. As shelter populations increase, so does the likelihood of incidents involving animals, staff, volunteers, visitors, and contractors. Comprehensive video coverage is necessary to effectively monitor these activities and maintain operational accountability. Staff Safety Concerns Animal shelter employees routinely work with frightened, injured, aggressive, or unpredictable animals. Staff are frequently required to: •Handle animals with unknown histories. •Respond to aggressive animal behavior. •Conduct intake evaluations. •Administer medical treatments. •Move animals throughout the facility. Attachment 2 • Interact with members of the public during emotionally charged situations. A modern surveillance system would provide enhanced monitoring of these activities, allowing management to review incidents, identify safety concerns, improve training opportunities, and document workplace injuries when they occur. Video documentation also assists in determining the circumstances surrounding bites, scratches, falls, employee injuries, and other workplace incidents, thereby supporting workers' compensation investigations and corrective actions. Evidence Collection and Investigative Support The shelter regularly assists with investigations by housing animals involved in: • Dangerous dog cases. • Animal cruelty investigations. • Animal neglect cases. • Bite incidents. • Rabies exposure investigations. • Criminal matters involving animals. High-quality video footage can provide valuable monitoring of evidence that supports investigations conducted by Animal Control, law enforcement, prosecutors, and County attorneys. Improved surveillance capabilities would allow staff to accurately document animal behavior, interactions between individuals and animals, and events occurring within the facility. This documentation may be critical in supporting enforcement actions and defending County decisions. Protection Against False Complaints and Allegations As a public-facing agency, the shelter occasionally receives complaints regarding: • Animal care practices. • Adoption decisions. • Euthanasia procedures. • Staff conduct. • Customer service interactions. • Animal handling methods. Video footage provides objective documentation that can quickly confirm or refute allegations. This capability protects both County employees and the public by ensuring that complaints are evaluated using factual evidence rather than conflicting accounts. The availability of recorded footage frequently reduces the time required to investigate complaints and can help avoid unnecessary legal expenses or reputational harm to the County. County Risk-Management Objectives The proposed camera system directly supports County risk-management goals by: • Reducing liability exposure through documented evidence. • Enhancing employee safety and accountability. • Protecting County facilities and assets. • Improving incident investigation capabilities. • Supporting compliance with established policies and procedures. • Providing objective documentation during claims, litigation, and insurance matters. • Increasing transparency in shelter operations. A comprehensive surveillance system serves as both a preventative and investigative tool, helping mitigate risks before incidents occur while preserving critical evidence when they do. Proposed Improvements The proposed system would include: • High-definition interior and exterior cameras. • Expanded coverage of kennel areas, intake rooms, euthanasia rooms, adoption areas, hallways, storage areas, and public spaces. • Coverage of parking lots, entrances, sally ports, and exercise yards. • Extended video retention capabilities. • Secure cloud or network-based storage. •Remote viewing access for authorized personnel. •Improved reliability and system redundancy. •Capacity for future expansion. Fiscal Impact The estimated project cost is $25437.72, including equipment, installation, software licensing, storage, and training. I am requesting the cost of this project to be funded from the Animal Shelter Donation/Reserve Fund. The long-term benefits of reduced liability exposure, improved incident documentation, enhanced employee safety, and strengthened operational accountability are expected to outweigh the initial investment. Recommendation Approval is requested to replace and expand the Animal Shelter camera surveillance system. This project represents a critical investment in employee safety, animal welfare oversight, evidentiary documentation, facility security, and County risk management. The proposed system will provide the tools necessary to support increasing operational demands while protecting County employees, assets, and the public. Requested Action: Approve funding and authorization to proceed with procurement and installation of a modern surveillance system for the Animal Shelter. Christina Tasker Animal Shelter Manager _________________ __________FREDERICK COUNTY - ANIMAL SHELTER Christina Tasker Shelter Manager 540/667-9192 ext. 2502 FAX 540/722-6108 E-mail: ctasker@fcva.us MEMORANDUM TO: Joe Wilder, Director of Public Works FROM: Christina Tasker, Shelter Manager SUBJECT: Frederick County Pet Pantry “Kibble Korner” DATE: 06/03/2026 ________________________________________________________________________ The purpose of this memorandum is to request funding to establish and sustain a Pet Pantry Program (Kibble Korner) through the Frederick County Animal Shelter. This program will provide temporary assistance with pet food and basic pet care supplies to county residents experiencing financial hardship, helping them retain ownership of their pets during difficult circumstances. Background Economic challenges continue to impact many households within our community. Rising costs of housing, utilities, healthcare, and food often force pet owners to make difficult decisions regarding the care of their animals. In many cases, owners surrender otherwise healthy and well-cared-for pets solely because they can no longer afford food or basic supplies. The Frederick County Animal Shelter has observed owner surrender requests where financial hardship is identified as a primary contributing factor. These animals often enter an already strained shelter system despite having homes and families willing to care for them if temporary assistance were available. Proposal The pet pantry program, "Kibble Korner" would provide eligible residents with limited quantities of pet food and essential pet care items during periods of financial hardship. Assistance would be intended as a temporary resource to help families maintain ownership of their pets while stabilizing their circumstances. The program would: • Reduce owner surrenders attributable to financial hardship. • Keep pets in their homes and out of the shelter system. • Decrease shelter intake and associated housing costs. • Reduce euthanasia risk associated with shelter overcrowding. • Strengthen community relationships and public perception of County animal services. • Support vulnerable populations, including seniors, veterans, and low-income households. Funding Request Annual funding is requested at $24,000.00 ($2,000/month) to be withdrawn from the Frederick County Animal Shelter Donation/Reserve Fund. • Dog and cat food purchases. • Storage containers and shelving. • Basic pet supplies such as collars, leashes, bowls, and litter. The shelter will continue to accept donations and community partnerships; however, dedicated funding is necessary to ensure the program remains reliable and available throughout the year regardless of fluctuations in donations. Impact Providing pet food assistance is significantly less expensive than the cost of sheltering surrendered animals. The average cost of housing, feeding, cleaning, providing veterinary care, and ultimately placing or otherwise managing a surrendered animal often exceeds the cost of providing several months of pet food assistance to the owner. By preventing even a small number of owner surrenders annually, the Kibble Korner Pet Pantry program can assist the community in keeping their pets in their home while reducing demand on shelter resources and staff time. Attached are copies of my organizational plan as well as a copy of the pet pantry application. Christina Tasker Animal Shelter Manager Enclosures: Organizational Plan, Kibble Korner application ���������� Free Pet Pantry Organizational Plan 1. Purpose & Goals Mission: Provide free pet food and basic supplies to residents in need to keep pets in their homes and reduce shelter intake. Key Goals: •Reduce owner surrenders due to financial hardship •Support low-income and vulnerable pet owners •Strengthen community relationships •Promote responsible pet ownership 2. Target Population •Low-income households •Seniors on fixed income •Unemployed/underemployed individuals •Families experiencing temporary hardship 3. Services Provided •Dog and cat food (dry and wet) •Cat litter •Basic supplies (leashes, collars, bowls) •Limited specialty items (puppy/kitten food, senior diets when available) 4. Distribution Model Option A: Scheduled Pantry Days •During regular business hours •First-come, first-served 5. Eligibility Guidelines •Self-declaration of need •Proof of residency (county only,) •Proof of age (18+ only) •Limit per household (food for up to 3 pets) 6.Inventory & Supply Management Sourcing: •Animal Shelter reserve fund- annually budgeted Storage: •Dry, pest-free storage area •Clearly labeled shelving by type/size •FIFO system (first in, first out) Tracking: •An excel spreadsheet has already been created •Track: o Recipients o Inventory o Number of visits per recipient o Number of application periods 7. Staffing & Volunteers Roles: •Program Coordinator (staff or lead volunteer) •Inventory manager 9. Outreach & Marketing •Social media •Shelter website page •Flyers at: o Libraries o Community centers o Vet clinics •Local media / community newsletters Messaging Focus: •“Keeping pets with families” •“No judgment, just support” 10. Budget Considerations Expenses: •$2,000/month ($24,000/fiscal year) •Food purchases •Basic supply purchases (leashes, bowls, litter, etc.) •Storage bins/shelving 11. Policies & Procedures •Limit quantities per visit •Limit number of visits per application period (6 visits per 6 months) •Clear guidelines for aggressive behavior (both human and pet) •No resale policy •Application with ID cards •Liability waivers 12. Data Collection & Evaluation Track: •Number of households served •Number of pets supported •Amount of food distributed •Reduction in owner surrenders (if measurable) Use data for: •County reporting •Program improvement 13. Implementation Timeline Month 1: •Secure approval & funding •Name the Pantry- conduct a poll with potential options for the “Name” of the pantry and let community decide Month 2: •Launch pilot distribution •Gather feedback •Adjust operations Frederick County Animal Shelter “__________” Enrollment Form Services are available only to Frederick County, VA residents during regular business hours. Applicant Information Full Name: ________________________________ Address: _________________________________ City/State/Zip: __________________________ Phone Number: ____________________________ Email (optional): ________________________ Date of Birth (Age 18+ Required): __________________ Proof of Frederick County residency is required (valid ID, utility bill, or lease). Pet Information Number of Dogs: ______ Number of Cats: ______ Other Pets (type/number): ____________________ Please list pet details: Pet Name | Species | Breed | Age | Special Diet Needs _____________________________________________________________________________________________ _____________________________________________________________________________________________ _____________________________________________________________________________________________ Program Guidelines -Visits limited to 6 per application lifetime (6 per 6 months)-Limit per visit: 1 bag of food OR up to 6 cans of food per pet, with a 3 pet limit.-Supplies are subject to availability.-This program is intended as supplementary assistance. Participant Agreement (Initial Each) _____ I understand this program is meant to be supplementary assistance. _____ I confirm that all animals listed are owned companion animals (not feral or stray animals). _____ I understand assistance is available only as supplies allow. _____ I agree not to take on additional animals while receiving assistance. _____ I agree not to resell, redistribute, or attempt to return any food or care items received. Violation will result in disqualification from future assistance. _____ I understand the shelter reserves the right to deny service or make exceptions based on individual circumstances. _____ I agree to conduct myself in a courteous and lawful manner while on the premises. _____ I understand that inappropriate behavior (on-site or online), discourtesy, or disturbances will result in immediate and permanent disqualification. Liability Waiver I acknowledge that pet food and supplies are provided as donations and may vary in brand and type. I agree that Frederick County Animal Shelter and its staff/volunteers are not liable for any illness, injury, or adverse reaction resulting from use of these products. I accept all items at my own risk. Signature: ____________________________ Date: ____________ Pet Pantry ID Card (Office Use Only) Participant Name: ______________________ ID Number: ____________________________ Approved Pets: ________________________ Start Date: ___________________________ FREDERICK COUNTY ESTHER BOYD ANIMAL SHELTER FY 2025-2026 DOG REPORT ON HAND AT RECEIVED BROUGHT IN BITE BORN AT DIED AT ESCAPED/CARRIED OVER MONTH FIRST OF MONTH AT KENNEL BY ACO CASES KENNEL ADOPTED RECLAIMED DISPOSED KENNEL STOLEN NEXT MONTH JULY 76 20 41 1 0 17 35 11 0 0 75 AUG 75 14 26 2 0 28 18 6 0 0 65 SEP 65 16 26 2 0 17 22 3 0 0 67 OCT 67 32 28 0 0 18 30 26 0 0 53 NOV 53 15 25 4 0 12 31 8 0 0 46 DEC 46 15 18 0 0 23 11 7 0 0 38 JAN 38 21 29 1 0 18 18 6 0 0 47 FEB 47 15 21 5 7 27 18 10 1 0 39 MAR 39 24 27 3 7 28 23 8 0 0 41 APR 41 23 31 0 0 24 25 4 0 0 42 MAY 42 28 25 2 0 23 18 11 0 0 45 JUN TOTAL 589 223 297 20 14 235 249 100 1 0 558 In the month of May 97 dogs in and out of kennel. 9 dogs transferred to other agencies. Attachment 3 FREDERICK COUNTY ESTHER BOYD ANIMAL SHELTER FY 2025-2026 CAT REPORT ON HAND AT RECEIVED BROUGHT IN BITE BORN AT DIED AT ESCAPED/CARRIED TO MONTH FIRST OF MONTH AT KENNEL BY ACO CASES KENNEL ADOPTED RECLAIMED DISPOSED KENNEL STOLEN NEXT MONTH JULY 82 40 9 1 10 17 2 21 0 0 102 AUG 102 34 4 1 5 26 1 13 4 0 102 SEP 102 30 4 3 0 23 1 9 4 0 102 OCT 102 42 7 1 0 45 2 18 2 0 85 NOV 85 27 4 0 0 23 0 16 1 0 76 DEC 76 15 3 0 0 32 0 7 0 0 55 JAN 55 47 3 0 0 26 1 24 1 0 53 FEB 53 16 4 0 0 39 3 5 0 0 26 MAR 26 43 3 0 0 28 0 4 0 0 40 APR 40 43 7 1 4 25 3 9 1 0 57 MAY 57 38 5 0 0 54 0 10 2 0 34 JUN TOTAL 780 375 53 7 19 338 13 136 15 0 732 In the month ofMay 100 cats in and out of kennel. 23 cats transferred to other agencies. Attachment 4 Shawneeland Sanitary District Advisory Committee (SSDAC) Minutes of May 4th, 2026 The meeting was called to order at 7:00 p.m. In Attendance Joe Wilder - Director of Public Works Gary Bailey – SSDAC member Ken Baker – SSDAC member Jason Croasdale – SSDAC member Micah Jacobs– SSDAC chairman Rhonda Sargent – SSDAC member Al Orndoff – Board of Supervisors Back Creek District Discussions Jason moved to approve the February 2nd, 2025, meeting minutes, seconded by Gary, and unanimously approved by the committee. The Manager’s report (Attachment 1) was read by Micah Jacobs. Micah made a motion to add yellow no parking stripes (2 lanes wide, 40 ft long) on the West side of the first parking lot near the lake side mail boxes and signage to prevent people from parking in the bus stop turn-around lane. Seconded by ???, and unanimously approved by the committee. Jason made a motion for Maintenance to review and estimate the cost for various in and out paths for the bus so it would not have to turn around. Seconded by Micah, and unanimously approved by the committee. Residents attending the meeting: 6 ??? Public Comments: David Yankoviak – asked not to consolidate the school bus stops. Manuel Soto-Garcia – asked what can be done about four-wheelers on the roads driven by Attachment 5 teenagers with no helmets. We referred him to call the Frederick County Sheriff and make reports. Patricial Boese – spoke about the Shawneeland Trail Crawl, which she is managing. Micah moved to adjourn the meeting, seconded by Rhonda, and unanimously approved by the committee. Upcoming Meeting Dates for 2026 August 3rd, 2026 November 16th, 2026 Member Term End Micah Jacobs 11/30/2026 Jason Croasdale 2/28/2027 Gary Bailey 8/9/2027 Kenneth Baker 10/25/2027 Rhonda Sargent 1/10/2028 MEMORANDUM TO: Public Works Committee FROM: Joe C. Wilder, Director of Public Works SUBJECT: Monthly Tonnage Report - Fiscal Year 24/25 DATE: June 23, 2026 The following table shows the tonnage for the current fiscal year. The average monthly tonnage for fiscal years 05/06 through 24/25 is also listed below: FY 05-06: AVERAGE PER MONTH: 17,785 TONS (UP 756 TONS) FY 06-07: AVERAGE PER MONTH: 16,705 TONS (DOWN 1,080 TONS) FY 07-08: AVERAGE PER MONTH: 13,904 TONS (DOWN 2,801 TONS) FY 08-09: AVERAGE PER MONTH: 13,316 TONS (DOWN 588 TONS) FY 09-10: AVERAGE PER MONTH: 12,219 TONS (DOWN 1,097 TONS) FY 10-11: AVERAGE PER MONTH: 12,184 TONS (DOWN 35 TONS) FY 11-12: AVERAGE PER MONTH: 12,013 TONS (DOWN 171 TONS) FY 12-13: AVERAGE PER MONTH: 12,065 TONS (UP 52 TONS) FY 13-14: AVERAGE PER MONTH: 12,468 TONS (UP 403 TONS) FY 14-15: AVERAGE PER MONTH: 13,133 TONS (UP 665 TONS) FY 15-16: AVERAGE PER MONTH: 13,984 TONS (UP 851 TONS) FY 16-17: AVERAGE PER MONTH: 14,507 TONS (UP 523 TONS) FY 17-18: AVERAGE PER MONTH: 15,745 TONS (UP 1,238 TONS) FY 18-19: AVERAGE PER MONTH: 16,594 TONS (UP 849 TONS) FY 19-20: AVERAGE PER MONTH: 16,973 TONS (UP 379 TONS) FY 20-21: AVERAGE PER MONTH: 16,803 TONS (DOWN 170 TONS) FY 21-22: AVERAGE PER MONTH: 17,553 TONS (UP 750 TONS) FY 22-23: AVERAGE PER MONTH: 17,954 TONS (UP 401 TONS) FY 23-24: AVERAGE PER MONTH: 17,776 TONS (DOWN 178 TONS) FY 24-25: AVERAGE PER MONTH: 17,888 TONS (UP 112 TONS) FY 25-26: AVERAGE PER MONTH: 17,758 TONS (DOWN 120 TONS) MONTH FY 20-21 FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 JULY 17,677 17,893 17,250 22,732 19,050 21,274 AUGUST 16,517 21,437 20,877 18,527 19,442 20,265 SEPTEMBER 16,789 19,306 19,195 16,935 17,286 19,268 OCTOBER 20,127 18,215 19,273 18,442 21,317 22,897 NOVEMBER 15,432 16,927 16,546 16,814 15,998 15,168 DECEMBER 15,496 16,391 15,294 15,520 16,932 15,695 JANUARY 14,480 12,932 16,583 14,467 14,127 14,189 FEBRUARY 12,030 14,622 16,488 15,828 13,899 13,015 MARCH 18,758 18,167 17,987 18,112 17,696 17,620 APRIL 18,627 16,952 16,744 18,151 20,632 18,185 MAY 17,105 18,054 20,124 19,078 19,133 JUNE 18,594 19,737 19,081 18,707 19,143 JCW/gmp Attachment 6