September 09, 1998 Regular Meeting
040
A Regular Meeting of the Frederick County Board of Supervisors was held on September 9,
1998 at 6:00 p.m., (Executive Session with the School Board), with the regular session starting at
7: 15 p.m., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North
Kent Street, Winchester, Virginia.
PRESENT: Chairman James L. Longerbeam; Vice Chairman Richard C. Shickle; W.
Harrington Smith, Jr.; Charles W. Orndoff, Sr.; Robert M. Sager; Margaret B. Douglas.
CALL TO ORDER
Chairman Longerbeam called the meeting to order.
BOARD OF SUPERVISORS MEET IN EXECUTIVE SESSION WITH COUNTY
SCHOOL BOARD AND STAFF
SCHOOL BOARD MEMBERS: Chairman Patricia D. Stiles; Nancy D. Walsh; Margaret
M. Rowe; Lawrence K. Van Hoose and Stuart A. Wolk.
ABSENT: R.D.W. "Bobby" Orndorff.
STAFF: Superintendent Dr. William Dean; Assistant Superintendent Robert W. Cleaver;
Finance Director Lisa K. Frye; Tom Sullivan and Patti Taylor.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Board retired
into executive session in accordance with the Code of Virginia, 1950, as amended, Section 2.1-344,
Subsection A (1), (3) and (7) to Discuss Personnel, Acquisition and Disposition of Real Estate and
Legal Matters.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
BOARD WITHDREW FROM EXECUTIVE SESSION
Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the Board
withdrew from executive session.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
041
BOARD RECONVENED INTO REGULAR SESSION
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Board
reconvened into regular session and certified nothing other than what was noted as reason for going
into executive session was discussed.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
INVOCATION
The invocation was delivered by the Reverend Douglas T. Ibach of the Presbyterian Parish
of the Valleys.
ADOPTION OF AGENDA
Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the agenda was
adopted as presented by the following recorded vote:
JlUlles L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
CONSENT AGENDA
Supervisor Orndoff explained that in the Landfill Oversite Committee Report, Tab S, where
it spells out those members in attendance, it states C.W. Orndoff, Jr., and it should read Sr.
Supervisor Smith requested that Tab D not be included under consent as he would prefer to
have this resolution acted upon in open session.
The following tabs were approved under consent agenda:
1. Public Hearing Date Scheduled for Planning Commission Items - Tab C;
2. Resolution Authorizing Chief Building Official to Enter Into Agreements with Chief
Building Officials of any Jurisdiction with the Commonwealth Adjoining Frederick
County for Enforcement of the Virginia Uniform Statewide Building Code - Tab F;
3. Request from Shawnee-Land Sanitary District Manager and Resolution Re: Purchase
of Land - Tab G;
4. Resolution Re: Changes in Secondary System Due to Relocation and Construction
on Route 642 - Tab H;
5. Resolution Re: Changes in Secondary System Due to Relocation and Construction
047.
on Route 522, Project #0522-034-VIO, C-501 - Tab I;
6. Resolution Re: Changes in Secondary System Due to Relocation and Construction
on Route 522, Project #0522-034- V14, C-501 - Tab J;
7. Resolution Re: Changes in Secondary System D4e to Relocation and Construction
on Route 696 - Tab K;
8. Road Resolution Re: Premier Place - Tab P;
9. Parks and Recreation Commission Report - Tab Q;
10. Emergency Communications Commission Report - Tab R;
11. Landfill Oversite Committee Report - Tab S.
Upon motion made by Supervisor Orndoff, seconded by Supervisor Smith, the consent agenda
was approved as amended by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
CITIZEN COMMENTS
C. Robert (Bob) Solenberger addressed the Board to express his concerns about the water
tower the Frederick County Sanitation Authority plan to construct on his property. His main concern
was the size ofthe tower and the location the Authority had selected. He knows of a second site that
was discussed and asked if this location could not be given further consideration.
Chairman Longerbeam advised Mr. Solenberger that he and Mr. Shickle would meet with
Authority Director Wellington Jones to see ifit was that the site might be changed.
Susan Luby Luebehusen, Shawnee District, referred to two articles that recently appeared in
the local paper concerning the location and construction of a branch office for the Handley Library
and funding of same. The funding for the county administration building as well as the possible
construction and funding for a building that would house the county sheriffs department. Anytime
this type and amount of funding is being discussed it needs to go to the voters of the county in order
that they might decide how they want it handled.
MINUTES
Upon motion made by Supervisor Orndoff, seconded by Supervisor Douglas, the minutes of
the regular meeting of August 12, 1998 were approved as presented by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
043
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
CHARLES MCILWEEAPPOINTEDTO THE LORD FAIRFAX EMS COUNCIL TO
FILL THE UNEXPIRED TERM OF STEPHEN C. WaEELER WHO RECENTLY
RESIGNED
Upon motion made by Supervisor Shickle, seconded by Supervisor Smith, Charles Mcnwee
was appointed to the Lord Fairfax EMS Council to fill the unexpired term of Stephen C. Wheeler
who recently resigned. This term will expire on June 30, 2000.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
DAVID W. GANSE REAPPOINTED TO THE BOARD OF BUILDING APPEALS
Upon motion made by Supervisor Douglas, seconded by Supervisor Shickle, David W. Oanse
was reappointed to the Board of Building Appeals. This term will begin on November 10, 1998 and
expire on November 10, 2003. This is a five year term.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
MAXINE G. JACOBIN REAPPOINTED TO THE HANDLEY REGIONAL
LmRARY BOARD FROM OPEOUON DIStlUCT
Upon motion made by Supervisor Sager, seconded by Supervisor Douglas, Maxine G. Jacobin
was reappointed to the Handley Regional Library Board from Opequon District. This term will begin
on November 30, 1998 and expire on 2002. This is a four year term.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
PUBLIC HEARING DATE SCHEDULED FOR PLANNING COMMISSION ITEMS-
APPROVED UNDER CONSENT AGENDA
C44
Rezoning Application #012-98 of Thomas A. Grove to rezone 6.008 acres in Shawnee
Magisterial District is scheduled to be heard by the Board of Supervisors on October 28, 1998.
JOINT RESOLUTION (#017-98) IN HONOR OF THE LATE J. KENNETH
ROBINSON - APPROVED
County Administrator Riley read the following resolution:
WHEREAS, the Frederick County Board of Supervisors and the Winchester City Common
Council do hereby adopt this resolution to designate the Route 37 Bypass as a memorial to the late
1. Kenneth Robinson; and
WHEREAS, Mr. Robinson served with honor and distinction as a United States
Congressman from the old Seventh District, and was also a distinguished member of the Virginia
State Senate; and
WHEREAS, 1. Kenneth Robinson contributed to the Frederick County and Winchester City
communities to include a great leadership role in agriculture, the Shenandoah Apple Blossom Festival,
and various institutions of higher learning.
NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of
Supervisors and the Winchester City Common Council do hereby request that the Route 37 Bypass
in Frederick County herein described, be named 1. Kenneth Robinson Memorial Route 37 Bypass.
BE IT FURTHER RESOLVED, that the appropriate signs, as directed by the Virginia
Department of Transportation engineers, shall be placed calling attention to its designation.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above resolution
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
MargaretB.Douglas-Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
TREASURER. C.W. ORNDOFF. JR.. PRESENTS ANNUAL REPORT TO THE
BOARD
County Treasurer, C.W. Orndoff, Jr., appeared before the Board to present his annual report
and to request their approval to charge off amounts on certain accounts.
1. Landfill Accounts - $77.77.
Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, Landfill Accounts
in the amount of $77.77 was approved to be charged off.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Hanington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
045
2. Abatements ..for Accounts of Less than $5.00 or BankruDtcv Relief Accounts _
$4599.98.
Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request
of the Treasurer for said amount of$4599.98 to be written offas explained above was approved by
the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
3. Request to Advertise (most effective wav) Listine of Delinquent Real Estate and
Personal PrODertv Tax for Previous Year.
Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
The Treasurer explained how he invested county funds in order to receive the most favorable
return.
AMENDMENT OF REGIONAL JAIL BOARD AGREEMENT TO INCLUDE
FAUOUIER COUNTY - APPROVED
County Administrator Riley explained this amendment to the Board and advised that
Superintendent Hildebrand was present to answer any questions the Board might have.
Supervisor Shickle had some questions concerning the county's share of capital cost.
Mr. Riley explained that it came from reserves.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the Amendment to
the Regional Jail Board Agreement stating that Fauquier County would be included was approved
by the following recorded vote: (A copy of this amended agreement is on file in the County
Administrator's Office).
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Dou~as - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
046
RESOLUTION (#014-98) AUmORlZING THE CHIEF BUILDING OFFICIAL TO
ENTER INTO AGREEMENTS WITH CHIEF BUILDING OFFICIALS OF ANY
JURISDICTION WITHIN THE COMMONWEALTH ADJOINING FREDERICK
COUNTY FOR ENFORCEMENT OF THE VIRGINIA UNIFORM STATEWIDE
BUILDING CODE - APPROVED UNDER CONSENT AGENDA
On motion, duly made by Supervisor Orndoff, seconded by Supervisor Smith, and upon the
notes as hereafter recorded, it is hereby RESOLVED, that the Chief Building Official for the County
of Frederick, Virginia, is authorized to enter into agreements with the Chief Building Official of any
jurisdiction within the Commonwealth adjoining Frederick County for the enforcement ofthe Virginia
Uniform Statewide Building Code concerning structures which are, or are to be, partially located in
such respective adjoining jurisdiction and partiaIIy located within Frederick County, with the
following limitations: any such agreement shall be also entered into by the building permit applicant
and owner of such property, binding themselves, their heirs, successors, and assigns to such
agreement, and, if such agreement provides that enforcement of the aforesaid building code shall be
the responsibility ofthe building officials of the respective adjoiningjurisdiction, such agreement shall
indemnity and save harmless Frederick County and/or its building officials from all responsibility or
liability for enforcement, failure to enforce, or improper, incomplete, or incompetent enforcement of
such building code.
Passed this 9th day of September, 1998.
REOUEST FROM SHAWNEE-LAND SANITARY DISTRICT MANAGER AND
RESOLUTION (#015-98) RE: PURCHASE OF LAND - APPROVED UNDER
CONSENT AGENDA
On motion duly made by Supervisor Orndoff, seconded by Supervisor Smith, and on the votes
hereafter recorded,
BE IT HEREBY RESOLVED that the Shawnee-Land Sanitary District of Frederick
County, by its manager, David Burleson, is authorized to purchase, for and in consideration of the
sum of $7,500, all of that certain lot or parcel of land described as Lot 38, Plat 3, Section 20,
Shawnee-Land, and belonging to William F. Lavallee and Betty 1. Lavallee, recorded in Deed Book
406, Page 406, in the Office of the Clerk ofthe Circuit Court of Frederick County, Virginia; and that
the said David Burleson is hereby authorized and directed to execute any deed or deeds accepting
such conveyance on behalf of the Shawnee-Land Sanitary District and give receipt therefor in
accordance with this Resolution.
BE IT FURTHER RESOLVED, that a transfer of funds in the amount of$7,500 be made
from 16-8108-5806 (Reserve for Contingencies) to 16-8108-7700-000 (Land) is hereby approved
for the purchase of said property.
Passed this 9th day of September, 1998.
RESOLUTION (#011-98) RE: CHANGES IN SECONDARY SYSTEM DUE TO
RELOCA TION AND CONSTRUCTION ON ROUTE 642 - APPROVED UNDER
CONSENT AGENDA
WHEREAS, the Virginia Department of Transportation has provided this Board with a
sketch dated June 17, 1998 depicting required changes in the Secondary System of State Highways,
which sketch entitled Changes in the Secondary System Due to Relocation and Construction on
Route 642, Project: 0642-034-218, M501" is hereby incorporated herein by reference; and,
WHEREAS, a new road now serves the same citizens as those portions of old road
identified to be abandoned and those portions to be abandoned no longer serve a public need.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors for the County
of Frederick, does hereby abandon from the Secondary System of Highways those portions of Route
642 identified as Sections I and 6 of the aforementioned sketch, pursuant to 33.1-155 of the Code
047
of Virginia, 1950, as amended; and,
BE IT FURmER RESOLVED, that the Frederick County Board of Supervisors requests
the Virginia Department of Transportation add to the Secondary System of Highways those portions
identified as Sections 4,5, 7, and 8 on the aforementioned sketch, pursuant to 33.1-229 of the Code
of Virginia, 1950, as amended; and
BE IT FINALLY RESOLVED, that a certified copy of this resolution be forwarded to the
Resident Engineer for the Virginia Department of Transportation.
ADOPTED this 9111 day of September 1998.
RESOLUTION (#012-98) RE: CHANGES IN SECONDARY SYSTEM DUE TO
RELOCATION AND CONSTRUCTION ON ROUTE 522. PROJECT #0522-034- VIO.
C-501 - APPROVED UNDER CONSENT AGENDA
WHEREAS, Primary Route 522 from the Clarke County Line to 4.7 mi. south of Route 50
and Route 17 has been altered as shown on the plans for Project #0522-034- VI 0, C-50 1; and
WHEREAS, the Virginia Department of Transportation has provided this Board with a
sketch dated September 22, 1997, depicting required changes in the Primary and Secondary Systems
of State Highways, which sketch entitled Changes in the Primary and Secondary Systems Due to
Relocation and Construction on Route 522, Project #0522-034- VI0, C-501 is hereby incorporated
herein by reference; and
WHEREAS, a new road now serves the same citizens as those portions of old road
identified to be abandoned and those portions to be abandoned no longer serve a public need.
NOW, mEREFORE, BE IT RESOLVED, that this Board request that the Virginia
Department of Transportation abandon from the Primary System of State Highways those portions
of Primary Route 522 identified as Sections 2 as shown in blue on the aforementioned sketch,
pursuant to Section 33.1-148 of the Code of Virginia, 1950, as amended; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that this Board concurs with the
Virginia Department of Transportation's intent to discontinue from the Primary System of State
Highways the portion of Route 760 identified as Section 4 and shown in green on the aforementioned
sketch, pursuant to Section 33.1-144 of the Code of Virginia, 1950, as amended; and
BE IT FURmER RESOLVED, that this Board request that the Virginia Department of
Transportation add to the Secondary System of State Highways those portions ofPrimary Route 522
identified as Sections 1 and 3 and shown in red on the aforementioned sketch, pursuant to Section
33.1-229 ofthe Code of Virginia, 1950, as amended; and
BE IT FURTHER RESOLVED, that this Board concurs with the Virginia Department of
Transportation to add to the Secondary System of State Highways those portions of Secondary Route
760 identified as Section 5 as shown in brown on the aforementioned sketch, as a new connection to
be added to the Secondary System, pursuant to Section 33.1-229, as amended; and
BE IT FINALLY RESOLVED, that a certified copy of this resolution be forwarded to the
Resident Engineer for the Virginia Department of Transportation.
ADOPTED this 9th day of September 1998.
RESOLUTION (#013-98) RE: CHANGES IN SECONDARY SYSTEM DUE TO
RELOCATION AND CONSTRUCTION ON ROUTE 522. PROJECT #0522-034- V14.
C-501 - APPROVED UNDER CONSENT AGENDA
WHEREAS, Primary Route 522 from 4.7 mi. south of Route 50 and Route 17 to 2.344 mi.
south of Route 50 and Route 17 has been altered as shown on the plans for Project #0522-034- V14,
C-501; and
048
WHEREAS, the Virginia Department of Transportation has provided this Board with a
sketch dated June 23, 1998, depicting required changes in the Primary and Secondary Systems of
State Highways, which sketch entitled Changes in the Primary and Secondary Systems Due to
Relocation and Construction on Route 522, Project #0522-034-VI4, C-501 is hereby incorporated
herein by reference; and
WHEREAS, a new road now serves the same citizens as those portions of old road
identified to be abandoned and those portions to be abjlndoned no longer serve a public need.
NOW, THEREFORE, BE IT RESOLVED, that this Board request that the Virginia
Department of Transportation abandon from the Primary System of State Highways those portions
of Primary Route 522 identified as Sections 1-5 and Section 7 as shown in blue on the
aforementioned sketch, pursuant to Section 33.1-148 of the Code of Virginia, 1950, as amended; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that this Board concurs with the
Virginia Department of Transportation's intent to add to the Secondary Systems of State Highways
those portions of Secondary Route 642 identified as Section 6 as shown in brown on the
aforementioned sketch, as a new connection to be added to the Secondary System, pursuant to
Section 33.1-229 of the Code of Virginia, 1950, as amended; and
BE IT FINALLY RESOLVED, that a certitied copy of this resolution be forwarded to the
Resident Engineer for the Virginia Department of Transportation.
ADOPTED this 9th day of September 1998.
RESOLUTION (#016-98) RE: CHANGES IN SECONDARY SYSTEM DUE TO
RELOCATION AND CONSTRUCTION ON ROUTE 696 - APPROVED UNDER
CONSENT AGENDA
WHEREAS, Secondary Route 696 from Route 522 to the West Virginia State Line has
been altered as shown on the plans for Project #0696-034-149, M-501; and
WHEREAS, the Virginia Department of Transportation has provided this Board with a
sketch dated August 19, 1998, depicting required changes in the Secondary System of State
Highways, which sketch entitled Changes in the Secondary Systems Due to Relocation and
Construction on Route 696, Project #0696-034-149, M-501 is hereby incorporated herein by
reference; and
WHEREAS, a new road now serves the same citizens as those portions of old road
identified to be abandoned and those portions to be abandoned no longer serve a public need.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors for the County
of Frederick, Virginia does hereby request that the Virginia Department of Transportation abandon
from the Secondary System of State Highways those portions of Secondary Route 696 identified as
Sections 1-4 as shown in blue on the aforementioned sketch, pursuant to Section 33.1-148 of the
Code of Virginia, 1950, as amended; and
BE IT FURTHER RESOLVED, that the Frederick County Board of Supervisors concurs
with the Virginia Department of Transportation to add to the Secondary System of State Highways
those portions of Secondary Route 696 identified as Sections 5-8 as shown in red on the
aforementioned sketch, for project: 0696-034-149, M-501, pursuant to Section 33.1-229 ofthe Code
of Virginia as amended; and
BE IT FINALLY RESOLVED, that a certified copy of this resolution be forwarded to the
Resident Engineer for the Virginia Department of Transportation.
ADOPTED this 9th day of September 1998.
WARRIOR DRIVE UPDATE
049
County Administrator Riley advised the Board that the time is fast approaching to execute
the Memorandum of Understanding between Virginia Department of Transportation and the county.
However, before this takes place he needs direction from the Board on how this project is to be
administered.
The reason for requesting direction from the Board concerns preliminary estimates for the
project. VDOT's estimate exceeds 4 million dollars while staff's estimate is 2.2 million. It is felt that
the procurement process for engineering, design, and construction by staff will take less time and in
all probability come closer to the 2.2 million dollar estimate. The demand on the county staff may
be considerable, but in the long run could save a significant amount of money.
It was the consensus of the Board that staff proceed with this project as outlined in the
memorandum.
PUBLIC HEARING - OUTDOOR FESTIVAL PERMIT - REOUEST OF THE
EXCHANGE CLUB. PURSUANT TO THE FREDERICK COUNTY CODE.
CHAPTER 86. FESTIVALS: SECTION 86-3 C. FOR SATURDAY. OCTOBER 17.
1998 - APPROVED
Ann Lewis of the Exchange Club appeared before the Board on behalf of this request.
There was no public input.
Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
PLANNING COMMISSION BUSINESS:
PUBLIC HEARING - CONDITIONAL USE PERMIT #003-98 OF AMERICA
HOUSE ASSISTED LIVING FOR AN ASSISTED LIVING FACILITY. THE
PROPERTY IS LOCATED NORTHEAST OF STEPHENS CITY. ON THE SOUTH
SIDE OF TASKER ROAD (ROUTE 642). 1.000 FEET EAST OF AYLOR ROAD
(ROUTE 647) AND 4.000 FEET WEST OF WHITE OAK ROAD (ROUTE 636). AND
IS IDENTIFIED WITH PROPERTY IDENTIFICA TIONNUMBER 75-A-I04 IN THE
OPEOUON MAGISTERIAL DISTRICT - APPROVED
Planner II Michael Ruddy presented this request to the Board noting that staff and planning
commission recommended approval with conditions.
Messrs. Richard Opal and Charlie Englehart representing America House appeared before the
Board to answer any questions they might have.
There was no public input.
050
Upon motion made by Supervisor Sager, seconded by Supervisor Smith, the above CUP
request was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
MEMORANDUM RE: REZONING #010-98 OF W. S. FREY. INC. - (POSTPONED
FROM AUGUST 12. 1998 BOARD MEETING) - APPROVED
Assistant Planning Director Evan Wyatt addressed the Board to explain what had transpired
on this request since the last Board meeting. He explained that the purpose of this application is to
expand the limits of the current mining operation to the south, which will traverse Walter's Mill Lane
(Route 836). Approval of this application would necessitate the relocation of Walter's Mill Lane to
the south, approximately 200 feet north of the CSX railroad tracks.
The issues and concerns raised at the August 12, 1998 Board meeting pertain to the relocation
of Walter's Mill Lane and the extractive manufacturing mining operation process and procedures.
Steve Gyurisin ofG.W. Clifford and Associates appeared before the Board and advised that
there had been a meeting with adjoining property owners and their concerns were addressed. He
further advised that he felt the majority of the neighbors concerns were worked out to everyones"
satisfaction.
Supervisor Shickle explained that he wants to make sure that the neighbors are satisfied with
what is being proposed.
Supervisors Smith and Douglas stated that they both had visited the site and were impressed
with what they saw.
Upon motion made by Supervisor Orndoff, seconded by Supervisor Douglas, Rezoning
Request #010-98 ofW. S. Frey, Inc. was approved as revised by staff and spelled out in the proffers.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
ROAD RESOLUTION - PREMIER PLACE - APPROVED UNDER CONSENT
AGENDA
WHEREAS, the streets described on the attached Additions Form SR-5(A), fully
051
incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit
Court of Frederick County, and
WHEREAS, the Resident Engineer ofthe Virginia Department ofTransportation has advised
this Board the streets meet the requirements established by the Subdivision Street Requirements of
the Virginia Department of Transportation's, and
WHEREAS, The County and the Virginia Department of Transportation have entered into
an agreement on June 9, 1993 for comprehensive stormwater detention which applies to this request
for addition, and
NOW, mEREFORE, BE IT RESOLVED, this Board requests the Virginia Department
of Transportation to add the streets described on the attached Additions Form SR-5(a) to the
secondary system of state highways, pursuant to 33.1-229, Code of Virginia, and the Department's
Subdivision Street Requirements, and
BE IT FURmER RESOLVED, This Board guarantees a clear and unrestricted right-of-
way, as described, and any necessary easements for cuts, fills and drainage, and
BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the
Resident Engineer for the Virginia Department of Transportation.
COMMITTEE REPORTS:
PARKS AND RECREATION COMMISSION REPORT - APPROVED UNDER
CONSENT AGENDA
The Parks and Recreation Commission met on August 18, 1998. Members present were:
Robert Roper, Timothy Hockman, Charles Sandy, Robert Hartman, Jane Vickers, Margaret Douglas.
Submitted for Board Information Only:
1. Water Line Extension Easement Request - Mrs. Vickers moved to accept the 2" water line
easement request through Sherando Park to Mr. Linwood Ritter's property, seconded by Mr.
Hartman. Motion was defeated 4-0.
2. 1997-98 Budget Summary - Mr. Roper moved to request carry forward funds from the
capital budget surplus in the amount of $258,053 for installation of playground equipment and
completion of the bikeway project at Sherando Park, seconded by Mr. Hartman, carried unanimously
(4-0).
3. Mr. Roper moved to request carry forward funds from the operating budget surplus in the
amount of$93,000 to upgrade lighting on the athletic fields ($70,000); grant funds ($5,000); and the
purchase ofa new pick up truck ($18,000), seconded by Mr. Hockman, carried unanimously (4-0).
EMERGENCY COMMUNICATIONS COMMISSION REPORT - APPROVED
UNDER CONSENT AGENDA
The Frederick County Emergency Communications Commission met Monday, August 17,
1998 at 5:00 p.m. The following commission members were present: Chairman Robert Sager,
Sheriff Robert Williamson, Perry Silva, and Steve Eells. Also present this date were Public Safety
Communications Director John Webb and Frederick County Fire & Rescue Services Director Gary
DuBrue1er.
The following items were discussed and submitted for the boards information only:
1. Communications Directors ReDort
A. ODerational Status
052
Mr. Webb stated that the cut-over date is scheduled for Tuesday August 18, 1998 at 2:00 a.m.
Mr. Sager asked why the switch would take place at 2:00 a.m. Mr. Webb explained that at that time
it was less likely to miss a call when the switch takes place.
Old ~usiness:
1. EMD Update
Mr. Silva asked about the status of EMD (Emergency Medical Dispatching) that Gary
DuBrueler brought up at the July meeting. Mr. Webb stated that the program was already installed
and operational at no charge. The license to the software was in both Winchester City and Frederick
County names.
Next Meetine:
The next meeting of the Emergency Communications Commission will be on September 14,
1998 at 5:00 p.m.
LANDFILL OVERSITE COMMITIEE REPORT - APPROVED UNDER CONSENT
AGENDA
The landfill oversight committee met on Thursday August 20, 1998, at 8:00 un. in the first
floor conference room at the Frederick County Administration Building. Present were committee
members Craig Sewell, Charles W. Orndoff, Sr., Jim Wilson, and staff members Director of Public
Works, Harvey E. Strawsnyder, Jr., P.E., Landfill Manager, Steve Frye, Environmental Technician,
Ron Kimble, and Frederick County Recycling Coordinator, Gloria Puffinburger.
The following items were discussed:
1. Proposed Leachate Holdinl: Pond
The recent development and opening of the new Construction/Demolition Debris (CDD)
landfill has highlighted the need for an additional leachate storage pond. Consequently, the landfill
staff engaged the services of Gilbert W. Clifford & Associates, Inc. to prepare a preliminary design
for an emergency leachate holding pond to be constructed adjacent to the old leachate pond currently
being used to collect leachate from the closed-out areas of the permit number 40 landfill.
Based on their preliminary design drawings, the staff estimates that the proposed pond will
cost approximately $607,000.00 as outlined in attachment #1. The pond will include a composite
liner and pump station and will have a total capacity of 1.5 million gallons of storage. It will only be
used for emergency storage when rainfall exceeds the discharge capacity of our leachate treatment
system. (See Attachment 1):
The committee members present endorsed the proposed project. A subsequent telephone poll
of the absent members resulted in unanimous support for the project. The actual construction timing
of the project will depend on the weather conditions. In all probability, we will postpone construction
until the spring of 1999.
2. New Gas Monitorine System
A new gas monitoring system has been installed for the old permit number 40 landfill as well
as the existing permit number 529 municipal solid waste (MSW) Landfill. The new system was
submitted and approved by the Department of Environmental Quality (DEQ) as an amendment to our
existing permit and places us in compliance. The new gas wells will be monitored on a quarterly
basis. The results will be submitted to DEQ's office in Harrisonburg.
If any offsite gas migration is discovered during these quarterly events, we will implement a
remediation plan immediately rather that following a typical three (3) month review process prior to
implementation.
053
3. Status of Construction/Demolition Debris Landfill
The new CDD landfill has been in service for approximately three (3) months. Since the
opening, we have observed a diversion of approximately 25 percent of the waste stream from the
MSW landfill to the CDD landfill. In addition, approximately 50 percent of the vehicular traffic has
been diverted from the MSW landfill to the CDD landfill. Compaction has increased dramatically in
the MSW landfill because of the diversion of the construction debris. Over a long period of time, this
increase in compaction will result in an increase in useable airspace in the MSW landfill.
4. Status of Greenhouse for The Leachate Treatment System
The proposed greenhouse project is currently in the design stages of development. We
anticipate advertising in September with a completion date by the end of November 1999. This tight
completion schedule will be necessary to save the existing water hyacinths for the ultimate treatment
process. Initially propane will be used to fuel the process boiler. However, our long range plans will
include utilizing landfill gas to fuel the boiler.
5. Closure of Cells A and B. Phase I
The landfill staff plans to close cells A and B, Phase I in the spring of 1999. Appropriate
funding for this project has been included in the current budget. Design of the closure plans will be
initiated in the late fall to meet the projected construction schedule.
6. Purchase of OfTsite soil Materials
Occasionally, the landfill staff has the opportunity to purchase soil materials (clay and/or
topsoil) from local construction projects. These opportunities generally cannot be anticipated to
accommodate normal procurement protocol. Therefore, they must be treated as sole sources with
prices negotiated on a case by case basis. We will not consider the source unless it represents a
substantial savings to the landfill. Typically, we agree to share hauling costs with the developer
and/or contractor. These opportunities represent long term savings for the landfill. The soil materials
can be stockpiled at the landfill for future projects.
The committee members present at the meeting unanimously endorsed the purchase of soil
materials from ongoing local construction projects if it represented a savings to the landfill. A
subsequent telephone poll of absent committee members resulted in a unanimous support for this
action.
7. Executive Session
An executive session was convened to discuss real estate transactions and a potential legal
Issue.
PUBLIC WORKS COMMITTEE REPORT
The Public Works Committee met on Tuesday, August 25, 1998, at 7:30 a.m. Present were
board members Charles W. Orndoff, Sr: and W. Harrington Smith, Jr., committee members Jim
Wilson, and Jim Vickers; County Administrator John R. Riley, Jr., Assistant County Administrator
Lauren Carrier, Engineering Technician Joe Wilder, Building Official John Trenary, Sheriff Bob
Williamson and Director of Public Works, Harvey E. Strawsnyder, Jr., P.E.
The following items were discussed and required board action:
1. DesiJ:nlBuild for New Librarv - Postponed Until Board Meetin2 of Seotember 23.
1998
In response to a request from the board of supervisors, the committee evaluated the merits
of utilizing a designlbuild approach to construct the new library. The Director of Public Works
presented the designlbuild guidelines recently adopted by the Commonwealth of Virginia. These
guidelines included engaging the services of a licensed professional engineer or architect, adopting
an ordinance outlining designlbuild requirements, and submitting detailed justification to a
054
designlbuild committee appointed by the Commonwealth. This committee would take, at least, 60
days to review the application. If approved, the staff would prepare a Request for Proposals (RFP)
to advertise for a designlbuild contractor. It is anticipated that the entire selection process would take
approximately five (5) months to complete. (See Attachment 1)
After evaluating the anticipated time table for designlbuild, the committee recommended not
to pursue the designlbuild approach. Instead, a motion was made by Jim Wilson and seconded by
Jim Vickers to direct the Director of Public Works to continue the negotiations with the Lukmire
Partnership for the design of the library. The previous proposal from this group was based on
locating the library at the Lakeside site. Any future negotiations would focus on the new site at the
intersection of Tasker Road and Warrior Drive. The motion was unanimously approved. The
negotiated price will be provided to the board prior to their next meeting.
Upon motion by Supervisor Orndoff, seconded by Supervisor Sager, this item is postponed
until the Board meeting of September 23, 1998.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
2. Proposed Inspection Fee Increases - Approved
The building official, John Trenary, presented a list of proposed fee increases. These fee
increases were previously submitted to the committee for their review and comment. Since that time,
the staff met with representatives from the Top of Virginia Building Association. Who subsequently
endorsed the attached fee structure. (See Attachment 2)
A motion was made by Jim Vickers and seconded by W. Harrington Smith, Jr. to approve the
new fee increases as presented. The motion was unanimously approved.
Upon motion made by Supervisor Orndoff, seconded by Supervisor Douglas, the above
request was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
The following items were discussed and submitted for the boards information only:
1. Lease/Purchase of New Office Space for the Sheriffs Department - Received as
Information
The Director of Public Works presented the final revised ten (10) year space projections for
the Sheriffs Department. This summary will be used as a basis for a proposed lease/purchase contract
for a new office complex for the Sheriffs Department. The concept of a lease/purchase arrangement
is currently being reviewed by the Commonwealths Attorneys Office. We will await their approval
prior to advertising the RFP. (See Attachment 3)
Basically, the RFP will specify a 20-year lease with a $1.00 purchase option at the end of the
lease term. The lessor will be responsible for providing a minimum six (6) acre site located within
055
pproximately one (1) mile of one of the following major intersections: Route 37 and 1-81, or Route
11 and Route 37 (North or South). The lessor will also be responsible for constructing a building,
pproximately 25,000 square feet, in accordance with the space projections study and quality
specifications included with the RFP. The site development will also include a fenced impound lot
(one acre) and paved parking (200 spaces).
The selection process will be divided into two (2) phases. Phase I will include a review of the
proposed site location, available utilities and team qualifications. Phase II will include a lease rate
submittal, an interview, an energy evaluation and a building layout. A committee consisting of
representatives from the Public Works Committee, Sheriffs Department and Public Works staffwill
review the responses to the RFP and make recommendations to the board. The Public Works
Committee representatives will be W. Harrington Smith, Jr., Jim Wilson and Jim Vickers.
2. Disposition of Lakeside Property
The Director of Public Works requested input from the committee regarding the disposition
of the 16 acre Lakeside property. Parks and Recreation has expressed an interest in the property if
it can be combined with an adjacent twenty-two (22) acres owned by the homeowners association
and if the board would be willing to fund a park at this location. The committee concluded that this
was not a viable option. They also concluded that selling the property for residential development
was not in the best interest of Frederick County at this time. Therefore, they recommended that the
Public Works Department continue cutting the grass until such time that a more productive use can
be determined.
3. Miscellaneous Reports
a. Tonnage Report (see Attachment 4)
b. Recycling Report (see Attachment 5)
c. Animal Shelter Cat Report (see Attachment 6)
d. Animal Shelter Dog Report (see Attachment 7)
PERSONNEL COMMITTEE REPORT
The Personnel Committee met on Wednesday, August 19, 1998, with all members present and
submits the following report and recommendations to the Board of Supervisors for review and
consideration:
1. Commissioner ofthe Revenue: Ellen Murphy, Commissioner of the Revenue appeared
before the Committee and requested approval of a third assessor position in her department and the
promotion of the current data collector employee into said position. She further requested that the
vacated data collector position be retained in her budget, stating she would fill same sometime prior
to July 1999. Additional County monies in the amount of$5597 ($4209 salary and $2388 fringes)
would be needed to fund the promotion. The Committee recommends approval of this request.
Upon motion made by Supervisor Douglas, seconded by Supervisor Smith, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
2. C-F-W Reldonal Jail:
(A.) The C-F - W Regional Jail requested approval to establish the position of Director Inmate
Mental Health Services, This position was budgeted in the approved FY 98-99 budget and would
not require additional County funding. The committee recommends approval of this request.
056
Upon motion made by Supervisor Douglas, 5eeonded by Supervisor Smith, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
(B.) The C-F-W Regional Jail requested approval to change the title and fill the recently
vacated Substance Abuse Program Coordinator position. This is a currently budgeted position and
will not require additional County funding. The Committee recommends approval of this request.
Upon motion made by Supervisor Douglas, seconded by Supervisor Smith, the above request
was approved by the following recorded vote:
Jame.s L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
3. Fire and Rescue Services:
(A.) Fire and Rescue Director, Gary DuBrueler, requested approval to establish a 200 hour,
28 day work cycle for all Fire & Rescue Department operations employees. After reviewing all the
information submitted by Mr. DuBrueler, the Committee recommends approval of this request.
Upon motion made by Supervisor Douglas, seconded by Supervisor Smith, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
(B.) Director DuBrueler requested approval of the Fire and Rescue Department Career
Development Program. Supervisor Smith advised the Committee that the Finance Committee had
reviewed the plan and recommended approval of same at their meeting this morning, less $24,000
funding for a 4x4 Sport Utility Vehicle. Mr. Smith advised that the Finance Committee requested
the Director to look at the cost of leasing a vehicle as opposed to buying one and to bring the
information back to Committee for consideration. The Personnel Committee concurred with this
request and recommends approval of the Plan.
Upon motion made by Supervisor Douglas, seconded by Supervisor Smith, the above plan
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
MargaretB.Douglas-Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
057
Charles W. Orndoff, Sr. - Aye
FINANCE COMMITTEE REPORT
The Finance Committee met in the First Floor Conference Room at 107 North Kent Street
on August 19, 1998 at 8:00 a.m.
Supervisor Smith moved to have the following tabs be approved under consent agenda and
Supervisor Shickle seconded the motion: 1,2,3,4,6,7,8,9,13,14,15,17, and 22.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Dou~as - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
The agenda items were as follows:
1. The Treasurer Requests a General Fund Supplemental Appropriation in the
Amount of $274.60 - Approved Under Consent A2enda
This amount is a carry forward and represents tuition budgeted in FY 97-98 but not being paid
until after the exam is taken inFY 98-99. See attached memo, p. 1-3. The committee recommends
approval.
2. The Finance Director Reauests a General Fund Supplemental Appropriation in the
Amount of$216.206.09. a Reeional Jail Supplemental Appropriation in the Amount
of $21.350.41. and an Administration Buildinl: Fund Supplemental Appropriation
in the Amount of $4.391.00 - Approved Under Consent Al:enda
These amounts represent outstanding purchase orders at June 30, 1998. See attached list, p.
4-17. The committee recommends approval.
3. The Juvenile Probation Court Requests a General Fund Supplemental
Appropriation in the Amount of $490 - Approved Under Consent A2enda
This amount represents a carry forward for office furniture delivered in June and not paid out
ofFY 97-98. See attached memo, p. 18. The committee recommends approval.
4. The Clerk of the Circuit Court Requests Unspent State Grant Monev in the Amount
of$82.800.07 Be Carried Forward into FY 98-99 - Approved Under Consent A2enda
No additional local funds are required. See attached memo, p. 19-23. The committee
recommends approval.
5. The Clerk of the Circuit Court Requests a General Fund Supplemental
Appropriation in the Amount of $1.500 to Up2rade Equipment - Approved
Additional local funds are required. See attached memo, p. 24. The committee recommends
approval.
Upon motion made by Supervisor Smith, seconded by Supervisor Dou~as, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
058
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
6. The Commonwealth Attorney Requests a General Fund Supplemental
Appropriation in the Amount of $5.343.55 - Approved Under Consent A2enda
This is the remaining balance of the supplemental appropriation in December 1997 for new
office furnishings. It is being requested that these funds be carried forward. See attached memo, p.
25. The committee recommends approval.
7. The Commonwealth Attornev's Office Reauests a General Fund Supplemental
Appropriation in the Amount of $2.712.50 - Approved Under Consent A2enda
This amount represents a carry forward for computers ordered in FY 97-98 but not paid for
until FY 98-99. A purchase order was not done for these computers; therefore, they are not part of
the encumbrance list. See attached memo, p. 26-31. The committee recommends approval up to the
dollar amount of reimbursement from the compensation board.
8. The SherifTRequests a General Fund Supplemental Appropriation in the Amount
of$42.716.24 - Approved
This amount represents funds received from a Sheriffs sale of cruisers and unclaimed property
and is being requested to be appropriated to purchase weapons for the department. See attached
memo, p. 32. The committee recommends approval.
This request was originally approved under Finance consent agenda; however, some Board
members requested additional information.
Sheriff Robert Williamson appeared before the Board and introduced Deputy David Kackley
who he has asked to explain about the various types of weapons and why one is preferred over the
other.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
9. The Director of Fire and Rescue Requests a General Fund Supplemental
Appropriation in the Amount of $5.000 - Approved Under Consent Al:enda
This amount represents grant funds received in June that need to be appropriated in the
current year to be disbursed. See attached memo, p. 33. No additional local funds are required. The
committee recommends approval.
10. The Director of Fire and Rescue Requests a General Fund Supplemental
Appropriation in the Amount of $96.168.75 - Approved
This amount is requested to implement the Fire and Rescue Career Development Program. The
committee recommends approval with the exception of the 4WD utility vehicle. This amounted to
$24,000.00 of the request and further information is being requested on current county vehicles
available for use and other purchasing options.
059
Upon motion made. by Supervisor Smith, seconded by Supervisor Sager, the above request was
approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
11. The Director of Public Safetv Communications Reauests a General Fund
Supplemental Appropriation in the Amount of $83.668.88 - Approved
This amount represents back payments to the City of Winchester, uniforms for employees
currently being hired and the remaining funds in communications equipment and is requested to be
carried forward. See attached memo, p. 34-35. This amount was approved by the committee up to
an amount not to exceed the actual billings from the City of Winchester.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was
approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
12. The Director of Public Works Requests a General Fund Supplemental
Appropriation in the Amount of $24.500 for RepairslMaintenance and Advertisine
in the Refuse Collection Budeet - Approved
These items were inadvertently left out of the budget. See attached memo, p. 36-39. The
committee recommends approval.
Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request
was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
13. The Director of Social Services Requests a General Fund Supplemental
Appropriation in the Amount of $2.780.84 - Approved Under Consent Aeenda
This amount is for the insurance reimbursement for a vehicle that has been repaired and
requested to be appropriated in the repair line item in FY 97-98. See attached checks, p. 40-41. The
committee recommends approval.
14. The Parks and Recreation Department Requests That $12.917 in Unbud2eted Child
Care Grant Revenues Be Carried Forward to FY 98-99 - Approved Under Consent
Aeenda
See attached memo, p. 42. The committee recommends approval.
060
15. The Director of Parks and Recreation Requests a General Fund Supplemental
Appropriation in the Amount of $3.000 - Approved Under Consent Aeenda
This amount represents funds received from Fulton Enterprises for a sewer right of way through
Sherando Park. It is requested that it be appropriated to Repair and Maintenance-Buildings. See
attached memO, p. 43-44. The committee recommends approval.
16. The Director ofPlannin~ Requests a General Fund Supplemental Appropriation in
the Amount of $15.000 - Approved
This amount represents grant funds. The grant was originally budgeted at $10,000 instead of
the $25,000 l;eceived from the National Park Service. No additional local funds are required. See
attached memo, p. 45-46. The committee recommends approval. The committee also inquired about
who would be monitoring that none of the grant funds be used for lobbying the Congress of the
United States, as outlined in the grant. The Assistant County Administrator said that she would notify
the parties involved' of what the grant funds could not be used for.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was
approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
17. The Soil and Water Conservation District Requests a General Fund Supplemental
Appropriation in an Amount Not to Exceed $105.000 - Approved Under Consent
Al!enda
This amount represents additional funds from the State for two full-time and one part-time
position. No additional local funds are required. See attached memo, p. 47-52. The committee
recommends approval.
18. The School Finance Director Reauests a School Operatin2 Fund Supplemental
Appropriation in the Amount of $54.793 - Approved with Contin2encv
This amount is needed to repair the auditorium ceiling at James Wood Middle School.
Additional local funds are required. See attached memo, p. 53-55. The committee recommends
approval.
Upon motion made by Supervisor Smith, seconded by Supervisor Orndoff, the above request
was approved contingent upon $300,000 being returned to the Board of Supervisors from the School
Board.
The above request was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
19. The School Finance Director Reauests a Consolidated Services Fund
Supplemental Appropriation in the Amount of $25.683. a School Operatin2
Supplemental Appropriation in the Amount of $949.062.41. a Capital Proiects
061
Fund SuoDlemental ADpropriation in the Amount of $8.560.61. a James Wood
Athletic Fields SUDDlemental Appropriation in the Amount of $19.787. an
Elementary Schools Addition Fund Supplemental ADproDriation in the Amount
of$994.077 .57. and a Textbook Fund SUDDlemental Appropriation in the Amount
of $289.68 - Approved
These amounts represent outstanding encumbrances for the school system at June 30, 1998.
See attached memo, p. 56-61. The committee recommends approval.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was
approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
20. The Lord Fairfax Emer2encv Medical Services Council Reauests That the
Committee Reconsider Ouarterly Contribution Payments and Continue Receivin2
Full Payment from the Countv in AU2ust as in the Past - PostDoned
See attached memo, p. 62. The committee tabled this item requesting the director of this
agency to appear before the committee with additional information.
21. The Re2ional Airoort Director Requests an Airport CaDital Fund SupDlemental
ApproDriation in the Amount of $ 411.200 - Approved
This amount represents capital projects budgeted in FY 1997-98 that are still in progress and
need to be carried forward to FY 1998-99. See attached memo, p. 63. The committee recommends
approval contingent upon the City of Winchester approving the projects and funding.
Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was
approved by the following recorded vote: County Administrator Riley is to check as to whether this
was done by the City of Winchester.
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
22. The Recvclin2 Coordinator Requests a General Fund Supplemental Appropriation
in the Amount of $ 125.00 - ADDroved Under Consent A2enda
This amount represents a mini recycling grant and is requested to be appropriated to
professional services. No additional local funds are necessary. See attached memo, p. 64-65. The
committee recommends approval.
23. The Countv Treasurer Had Ouest ions Concernine the Additional Insurance
Coveraee and the Cost of the Covera2e ADDroved at Last Months Board of
Supervisors Meetinl: - Postponed
This item was requested to be placed on next months agenda for further discussion.
062
24. The Assistant County Administrator Presented to the Finance Committee the Need
to Create a Position for a C.S.A. Coordinator - Postponed
See attached memo, p. 66. Various questions were asked and funding is undetermined at this
time. This item has been tabled for next months meeting.
25. The Geon!e Washin!!ton Museum Requested a General Fund Supplemental
Appropriation in the Amount of $ 17 .350.00 - Approved
This amoupt represents capital funding through the Economic Development budget and will be
used for new exhibits at the museum. See attached memo, p. 67-70. Additional local funding is
required. The committee recommended approval contingent upon the City of Winchester also
funding the project. Frederick County's share of the cost would be approximately 700/0 with the other
30% to be funded by the City. When a poll was taken on the vote, Mr. Shiclde, voted present.
Supervisor Smith moved for approval, Supervisor Douglas seconded the motion.
The above motion was approved by the foIlowing recorded vote:
JamesL. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shiclde - Aye
Charles W. Orndoff, Sr. - Aye
26. The Discoverv Museum Reouested a General Fund Supplemental Appropriation in
the Amount of $ 49.250.00 - Postponed
This amount was requested to be funded through the economic development commission
budget, as requested during the FY 98-99 budget process. See attached memo, p. 71-76. Additional
local funds.are required. The funding would be the same 70/30 split as explained above. The
committee recommends that this item be tabled for review of operating statements. Only budget
statements were included in the information attached.
27. Membership in the Lord Fairfax Plannine District Commission Was Discussed by
the Finance Committee
This item was presented to the committee since the City of Winchester stated their desire to let
their membership expire. See attached memo, p. 77-78. The committee expressed a desire not to
renew the county's membership but also wanted additional information on the bylaws and legalities
of not renewing the membership at such a late notice.
The foIlowing items were submitted for information purposes only:
1. Nicholas Neraneis Wishes to Let His Term on the Frederick County Finance
Committee Expire at the End of 1998
See memo, p. 79.
2. The Committee Discussed Fundin!! for Various Orl!anizations Bein!! Included in the
EDC Bude:et
The item will be discussed further at next months meeting.
BOARD OF SUPERVISORS COMMENTS
Supervisor Shickle referred to the letter that was made available to the Board at tonight's
meeting from WeIlington Jones, Engineer/Director of the Frederick County Sanitation Authority. He
063
would like to hear what his fellow members had to say concerning this matter.
Supervisor Smith asked about the location of the second site and whether or not this had been
given any serious consideration.
Supervisor Shickle was concerned about whether information had been provided to all parties
involved.
Chairman Longerbeam advised that as far as he knew the sanitation authority had looked at
other sites.
It was the consensus of the Board that Chairman Longerbeam and Supervisor Shickle would
meet with Mr. Jones and discuss this matter further.
ADJOURNMENT
UPON MOTION DULY MADE AND SECONDED, THERE BEING NO FURTHER
BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY
ADJOURNED. (8:40 P.M.)
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Minutes Prepared By:
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Carol T. Bayliss I
Deputy Clerk, Board of Supervisors