003-03
BOARD OF SUPERVISORS
RESOLUTION
FISCAL YEAR 2003-2004 BUDGET AMENDMENT
WHEREAS, the Frederick County Board of Supervisors, meeting in regular session and public
hearing held on July 9, 2003, took the following action:
NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors that the FY 2003-2004
Budget be Amended to Reflect:
A Landfill Supplemental Appropriation in the Amount of $822,000.00. This Amount Represents
Funds for Expansion and Improvements.
A General Fund Supplemental Appropriation in the Amount of $1,049,082.00. This Amount
Represents Non-Encumbered Funds to Complete the Warrior Drive Project.
A Regional Jail Supplemental Appropriation in the Amount of $838,954.00, and a General Fund
Supplemental Appropriation in the Amount of $271,569.00 for the County's Share of the Jail
Positions Approved by the Regional Jail Board.
ADOPTED this 9th day of July, 2003.
Upon motion made by Robert M. Sager and seconded by Gina A. Forrester, the above resolution was
approved by the following recorded vote:
Richard C. Shickle Aye Robert M. Sager Aye
W. Harrington Smith, Jr. Absent Margaret B. Douglas Absent
Lynda J. Tyler Aye Sidney A. Reyes Aye
Gina A. Forrester Aye
A COPY TESTE:
Jo . Riley, JI.
Clerk, Board of Supervis rs
County of Frederick, Virginia
RESOLUTION NO.: 003-03
Original: Cheryl B. Shiffler, Finance Director
cc: C. William Orndoff, Jr., Treasurer
Eric R. Lawrence, Planning and Development Director
Harvey E. Strawsnyder, Jr., P.E., Public Works Director
Fred D. Hildebrand, CFFW Regional Jail Superintendent
Finance Committee Agenda
June 18,2003
Page 2
5. The Probation Program Coordinator requests a Court Services supplemental
reappropriation in the amount of $210.00 in FY04. This request represents
state grant carry forward for registration costs of the VCJJA conference for
November 13 and 14,2003. No additional local funds are required. See
attached memo, p.8-12. The committee recommends approval.
6. The Superintendent of the CFFW Regional Jail requests a FY03 Regional Jail
supplemental appropriation in the amount of $47.000.00. This amount is
needed for consultant services for the Jail Expansion Project No additional
local funds are being requested with funding source being the Regional Jail
Unreserved Fund Balance. See attacbed memo, p.13. The committee
recommends approval.
7. The GIS Director requests a General Fund supplemental appropriation in the
amount of$171.825.00. This amount is requested to be carried forward from
FY03 to FY04 for the completion of the Digital Tax Parcel Mapping
Conversion Contract as the final phase of the GIS Planimetric project See
attached memo, p.I4. The committee recommends approvaL
8. The Finance Department requests a Maintenance Insurance Fund
supplemental appropriation in the amount of $52.000.00. This amount is
needed to start self insuring the County's equipment maintenance insurance
program. No additional local funds are required. See attached memo, p.15-
16. Tbe committee recommends approval.
"'Items Not ReQuirine- Action '"
The following agenda items were approved by the Finance Committee and
bave been forwarded to the Board of Supervisors for a Required Public
Hearing.
9. Tbe Director of Public Worles requests a FY04 Landfill supplemental
real'propriation in the amount of $822.000.00. This amount represents
$150,000.00 for vertical expansion of the municipal landfill to be placed in
line item 12-4204-3002-000-000 Professional Services. Additionally,
$672,000.00 to be placed in line item 12-4204-8900-000-000 Improvements
Other Than Buildings. This includes $500,000.00 for rock blasting for msw
cell b, phase 2, $100,000.00 for improvements to land purchased for clay
excavation, and $72,000.00 for addition to scale facilities. No additional local
funds are required. See attached memo, p.3-7.
1 O. The Director of Planning requests a General Fund supplemental
reappropriation in the amount of $1.049.082.50 in FY04 for completion of
Warrior Drive. No additional local funds are required. See attached memo,
p.17.
Finance Committee Agenda
June 18, 2003
Page 3
11. The Superintendent of the CFFW Regional Jail requests a FY04 Regional Jail
supplemental appropriation in the amount of $838.954.00 and a General Fund
supplemental appropriation for the county's share in the amount of
$271.569.00. These funds are needed for the positions approved by the
Regional Jail Board on June 12, 2003. See attached memo, p.13 and 18-40.
Don Butler requested and the committee was in agreement that memos be sent
to all state representatives giving a history of the impact to localities.
***FOR lNFORMA nON ONL y***
I. The Finance Director provided a report on fund balance. See attacbed report,
p.41-42.
Respectfully submitted,
FINANCE COMMITTEE
W. Harrington Smith, Jr.
Gina Forrester
Don Butler
Ron Hottle
Ritchie Wilkins
BY&~ 6~~
Cheryl B. Shiffler
Finance Director
COUNTY of FREDEIUCK
Department of Public Works
5401665.5643
FAX: 5401678-0682
MEMORANDUM
TO:
Cheryl B. Shiffler, Director of Finance
/-~>"
//.. 4 ~,~.>\
/""".\
i ' · JUN 2003 ':,. I
FREDERICK COUNTY ;. /
FINANCE DEPT. .
BY /
/
--/../
--.--
FROM:
Harvey E. Strawsnyder, Jr., P.E., Director of Public Works
SUBJECT:
Request to Carry Forward Funds from Fiscal Year Budget 2002/2003 to
Fiscal Year Budget 2003/2004
DATE:
June 4, 2003
We are requesting that the following amounts from the Fiscal Year 2002/2003 budget be carried
over into the Fiscal Year 2003/2004 budget. In addition, we are requesting a supplemental appropriation in
the amount of$150,000 to cover the Federal Grant received for the renovation of the court room in the old
court house. These items were reviewed and endorsed by the Public Works Committee during their
regularly scheduled meeting on May 27,2003.
REFUSE DISPOSAL (LANDFILL) - 12-4204
The Landfill Manager, Mr. Steve Frye, in the attacbed memorandum dated May 23, 2003, is
requesting a total carry forward of $822,000. This amount represents projects, purchases or services that
were budgeted for Fiscal Year 2002/2003 but, for one reason or another, were not initiated or completed in
this past fiscal year.
REFUSE COLLECTION -10-4203 & LITTER COLLECTION 10-4205
The Solid Waste Manager, Ms. Gloria Pu:E5nburger, has requested a total carry forward amount of
$39,644. A majority of this amount or $22,500 will be used to educate the citizens of Frederick County
about a proposed curbside trash program. The remaining amount will be applied to projects initiated in
Fiscal Year 2002/2003. The attached memorandum dated May 23, 2003, describes the proposed funding
allocation and defines the specific line items.
ENGINEERING - 10-4201
We are requesting a carry forward in the amourit oUBO,OOO from line item 10-4201-8900-01 -
Stormwater Improvements. Of this amount, S100,000 will be allocated to completing the drainage
improvement project currently being performed in the Orchardale/Gordondale/Carrollton subdivisions.
Ei>.'tremely wet conditions have prevented us from completing this project in the current fiscal year. The
attached memorandum dated May 20, 2003, highlights the appropriate line item reference for this item.
The remaining $30,000 will be transferred to professional services line item (4201-3002-00) and utilized to
engage the services of an engineer and surveyor to design a drainage remediation project in the Greenbriar
subdivision.
-3-
C:IC"reIIWonlPerfect\Rhond.\Bud:et\CARRYFORWARDSlCARFORII3-04ftn.MEM
107 North Kent Street. Winchester, Virginia 22601-5000
Fiscal Year 2003/2004 Carry Forwards
Page 2
June 4, 2003
OLD COURT HOUSE RENOVATION
We are requesting a supplemental appropriation in the amount of$150,000 to cover the Federal
Grant received for the renovation of the court room in the old court house. These funds should be placed in
line item 10-4304-8011-00. Alterations to Old Buildings in the Fiscal Year 2003/2004 budget because the
work will not be initiated until July, 2003.
HES/rls
Attachments: as stated
cc: file
C:\Corel\Wo,""Perfect\Rhonda\Bud:et\CARRYFORWARDS\CARFOR03-04I1n.MEM
-'-1-
COUNTY of FREDERICK
Department of Public Works
540/665-5643
FAX: 540/678-0682
:rv1EMORANDUM
TO: HarveyE. Strawsnyder, Jr., P.E., Director of Public Works
FROM: Charles S. Frye, Landfill Manager C!SJ'f -".....to
SUBJECT: Request for Cany Fonvard
DA TE: May 23, 2003
We request to cany funds fonvard from the 2002/2003 budget year-into the upcoming
. 2003/2004 budget. These funds will be used for projects that are unable to be completed in the
current fiscal year. The amount requested for cany fonvard is $822,000. The requested fund
transfers are associated with the following budget line items:
12-4204-3002-00 Professional Services
$150,000
Vertical Expansion of Municipal Landfill
Funding to cover engineering and design costs associated with
modification of facility permit to allow placement of additional refuse in
municipal landfill.
12-4204-8900-00 Improvements Other Than
$500,000
$100,000
$72,000
CSP/rIs
cc: file
Rock Blasting for MSW Cell B Phase 2
Blasting of approximately 100,000 cubic yards of material in order to
obtain base grades for future landfill expansion
Improvements to Land Purchased for Clay Excavation
Planting of trees, building of storm water structures, haul road
development and other miscellaneous tasks associated with a special use
permit issued by Clarke County
Addition to Scale Facilities
Expand current scale facility by approximately12,000 square feet to
include a laboratory, office space and conference room.
-5-
107 North Kent Street. Winchester, Virginia 22601-5000
_. COUNTY of FREDERICK
MEMORANDUM
Department of Public Works
540/665-5643
FAX: 540/678-0682
TO:
Public Works Committee
FROM:
Harvey E. Strawsnyder, Jr., P.E.
Director of Public Works .
BE:
Carry Forward Request;
Refuse Collection and Litter Control Budgets
DATE:
May 23, 2003
I would like to request that a total of $36, 1 00 be carried fonvard from the current fiscal year
Refuse Collection (10-4203) budget and $3,544 from the Litter Control (10-4205) budget into the
2003/04 budget.
The carry forwards from the Refuse Collection budget represent $4,000 from line item 10-4203-
3007-00 (Advertising); $10,000 from 10-4203-3006-00 (Printing and Binding); and $8,500 from
line item 10-4203-5204-00 (postage). These monies were requested to fund a newsletter and
public outreach effort regarding the implementation of curbside trash and recycling collection.
The board will have the legal authority to offer curbside in August of this year following a five-
year, state-manda!edwaiting period. If the board elects to -offer -ow'bside,.emmsive~on will
be required. A portion of these funds, $805 represents corporate donations for the printing of a
2004 wall ca1eftdM featuring recycling and trash disposal information and student artwork from
the America Recycles Day Poster Contest.
A carry forward in the amount of $13,600 from line item 10-4203-8900-00 (Improvements Other
Than) for on-going improvements at the Star Tannery can site. This money represents
unexpended funds from a supplemental appropriation for the installation of a fence and security
cameras at the site. The department intends to complete fencing work and install cameras during
the coming fiscal year should illegal dumping become a problem.
In closing, a carry forward in the amount of$3,544 is requested from line item 10-4205-3010
(Contractual Services) in the Litter Control budget. This amount represents corporate donations
which pay volunteers to pick up litter during the annual Litter- Thon event.
HES/gmp
00: file
-C,.-
107 North Kent Street · Winchester, Vuginia 22601.5000
COUNTY of FREDERICK
Department of Public Works
540/665-5643
FAX: 5401678-0682
MEMORANDUM:
SUBJECT:
Harvey E. Strawsnyder, Jr., P.E., Director of Public Works
Joe C. Wilder, Civil Engineer, Department of Public Works {t2(U AJ.<J
Request to Carry Forward Funds from Fiscal Year Budget 02/03 to
Fiscal Year Budget 03/04 for Engineering Code 10-4201
TO:
FROM:
DATE:
May 20, 2003
I am requesting that an amount of $100,000.00 be carried over from the 2002-2003 Fiscal Year
Budget into the 2003-2004 Fiscal Year Budget. The subject amount is required to complete the final
phase of the drainage improvement project being performed in the Orchardale/Gordondale/Carrollton
Subdivision(s). The project was initiated this Fiscal Year 200212003, but was not completed because
of unusually wet conditions. It is anticipated that the subject project will be completed during Fiscal
Year 2003/2004. The funds should remain in line item 10-4201-8900-01 - Stormwater Improvements.
JCW/rls
cc: file
-7-
C:\CorcI\WordPcrfcct\Rhond.\BudgeI\CARRYFORW ARDS\CARFOR03-04ed.MEM
107 North Kent Street. Winchester, Virginia 22601.5000
COUNTY of FREDERICK
IMEMORANDUM I
Department of Planning and Development
5401665.5651
FAX: 540/665-6395
TO:
CheJ)'1 B. Shifiler, Finance Director
Eric R. Lawrence, AICP, Planning Directo~
FROM:
RE:
Planning Department Budget Line Item Carry Forward Request
DAlE:
June 10, 2003
;::.t.....n............................-... ........"'..v......."...~......'..~....:..:..."f!...~.:~.:.:.~~....,. ~NN....,.~.:...:m-~'r:...~.:.,~,....'......'....:..~.'..............~N.'..,.....,.~:,
..:.....N'.................c...,........:..w..,.u..........-:"No'....".UNr:-.^...~. .....N..~-:~;;-:.:..~~:..............."...... ............~......:":':..~v.":""~
The purpose of this memorandum is to request inclusion on the June 18, 2003 Finance Committee
agenda. During this meeting, I will request that the committee consider a budget line item carry
forward from Fiscal Year 2003 to Fiscal Year 2004 for the Warrior Drive Construction project.
LINE ITEM # 81010-000-3001-001:
WARRIOR DRIVE CONSTRUCTION
. Currently, $3,000,000.00 is budgeted within this line item for the purpose of extending
Warrior Drive from Ivory Drive (Route 1137) to Tasker Road (Route 642).
. The contract for the construction of this section of Warrior Drive was ratified in June 2002.
Significant progress on the Warrior Drive construction project has been accomplished,
although the project has not been completed. Completion should occur in Fall 2003.
. The Warrior Drive Construction project is a reimbursable VDOT Revenue Sharing Project
in which state and local dollars are matched one-to-one. Therefore, the state will reimburse
. Frederick County throughout the construction process as draw downs are submitted.
. Staff requests that the remaining balance of $1,049,082.50 be carried forward in order to
complete the road project.
Please contact me uyou have any questions, or if I may provide additional information regarding this
matter.
ERLlrsa
V'~\Wmior Driw\F'........commiIIMoeIinL~Ig.2003_ CanyFDrWIllIRoquest"Pd
-/7-
107 North Kent Street. Winchester, Virginia 22601-5000
CFFW
CLARKE · FAUQUIER · FREDERICK · WINCHESTER
REGIONAL ADULT DETENTION CENTER
Fred D. Hildebrand
Superintendent
Main Facility
Work Release Facility
- J 4 J Fort Collier Road . Winchester. V A 22603
- 143 Fort Collier Road . Winchester. VA 22603
(540) 665-6374
FAX: (504) 665-1615
Records FAX: (540) 665-569]
Work Release FAX: (540) 678-1339
Bruce R. Conover
Assistant Superintendent
MEMORANDUM
TO:
DATE:
FROM:
SUBJECT: Finance Committee Request for Appropriations
Request that the Board of Supervisors approve the FY04 appropriation of $271,569.40 in
to fund Frederick County's share of the 21 Correctional Officer and two Certified Health
Assistant positions approved by the Regional Jail Board on June 12, 2003. These
positions are required as part of the Jail Expansion Project. The requested appropriation
represents the Frederick County share (32.37%) of the total $838,954.00 required for all
23 positions.
Thank you for considering this request.
.'
-/3 -