Loading...
HomeMy WebLinkAboutJanuary 28, 1998 Regular Meeting II Ii 1525 A Regular Meeting of the Frederick County Board of Supervisors was held on Wednesday, January 28, 1998, 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. Shiclde; W. Harrington Smith, Jr.; Charles W, Orndoff, Sr.; Robert M. Sager; and Margaret B. Douglas. CALL TO ORDER The Chairman called the meeting to order. INVOCA TION The invocation was delivered by Reverend Carl E, Moore, Winchester Church of God. ADOPTION OF AGENDA County Administrator John R. Riley, Jr. made the following amendment request to the agenda: 1. Request from the Commissioner of the Revenue to fill position within her office due to resignation for health reasons. 2. Rescheduling of second board meeting in February. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the 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. Shiclde - Aye Charles W. Orndoff, Sr. - Aye CONSENT AGENDA Mr. Riley suggested the following tabs for approval under consent agenda: 1. Schedule Public Hearing Date for Planning Commission Items - Tab B; 2. Designation of Bridge Over the B&O Railroad in Honor ofH. Delmer Robinson, Jr, - TabC; 3. Mr. Riley suggested Tab D; however, Mr, Orndoff asked that this not be included under consent agenda. 4. Emergency Communications Commission Report - Tab M; 5. Law Enforcement and Courts Committee Report - Tab O. Upon motion made by W, Harrington Smith, Jr., seconded by Margaret B. Douglas, the 526 consent agenda 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 CITIZEN COMMENTS Shirley Tomblin, resident of Echo Village Subdivision, addressed the Board concerning the Echo Village Sewer Upgrade. Chairman Longerbeam explained to Mrs. Tomblin that this matter was scheduled to be discussed later on the agenda. He further explained that it was not scheduled as a public hearing item, but due to the fact that there were a number of citizens present from Echo Village, he asked Mrs. Tomblin to please save her comments until that time. COMMITTEE APPOINTMENTS: JOHN E. VENSKOSKE. JR.. REAPPOINTED TO THE EXTENSION LEADERSHIP COUNCIL Upon motion made by Richard C. Shickle, seconded by Charles W. Orndoff, Sr., John E. Venskoske, Jr., was reappointed to the Extension Leadership Council, as a member-at-Iarge, for a four year term. This term will commence on January 28, 1998 and expire on January 28,2002. 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 RUSSELL C. SNIDER APPOINTED TO SHAWNEE-LAND SANITARY DISTRICT ADVISORY COMMITTEE Upon motion made by Margaret B. Douglas, seconded by W. Harrington Smith, Jr., Russell C. Snider was appointed to the Shawnee-Land Sanitary District Advisory Committee to fill the unexpired term of Lonnie Brice. This term will commence on January 28, 1998 and expire on June 30, 2000. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye 1i I Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye ROBIN DAMICO APPOINTED TO PERSONNEL COMMITTEE TO FILL UNEXPIRED TERM OF PAULA RIND Upon motion made by Robert M. Sager, seconded by Margaret B. Douglas, Robin Damico was appointed to the Personnel Committee to fill the unexpired term of Paula Rind who could not serve as she is not a county resident. 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, Sf. - Aye PUBLIC HEARING DATE SCHEDULED FOR PLANNING COMMISSION ITEMS - APPROVED UNDER CONSENT AGENDA 1998-99 Capital Improvements Plan (CIP) for Frederick County. The staff had recommended February 25, 1998, but due to the fact that this meeting has been cancelled and rescheduled for March 3, 1998, this item will be heard at that time. RESOLUTION (#017-98) - DESIGNATION OF BRIDGE OVER THE B&O RAILROAD IN HONOR OF H. DELMER ROBINSON. JR. - APPROVED UNDER CONSENT AGENDA WHEREAS, the Frederick County Board of Supervisors, in conjunction with the City Council of the City of Winchester, does hereby adopt this resolution to designate the bridge over the B & 0 Railroad on Jubal Early Drive in the City of Winchester, as a memorial to the late H. Delmer Robinson, Jr., former Commonwealth Transportation Board member; and WHEREAS, Mr. Robinson represented the Staunton District, serving Frederick County and the City of Winchester, Virginia, for the years of 1980 through 1982; and WHEREAS, Mr. Robinson was a Frederick County citizen; and WHEREAS, by the signing of this resolution, it is the desire of the Frederick County Board of Supervisors and the City Council of Winchester to honor Mr. Robinson. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors and the City Council of Winchester do hereby request that the bridge over the B & 0 Railroad on Jubal Early Drive in the City of Winchester as herein described, be named H. Delmer Robinson, Jr. Memorial Bridge. BE IT FURTHER RESOLVED, we ask that the appropriate signs, as directed by the Virginia Department of Transportations engineers, shall be placed calling attention to its designation. RESOLUTION (#018-98) - EMERGENCY MEDICAL SERVICES - $4-fQB ~IFE- il 527 528 APPROVED RESOLUTION FOR $4-FOR-LIFE WHEREAS, the Emergency Medical Services System of Virginia provides an invaluable and life-saving service to citizens in all areas of the Commonwealth, and is recognized nationwide for the excellent out-of-hospital patient care provided by volunteer and career EMS Providers; and WHEREAS, there exists an immediate and critical need to adequately fund the infrastructure ofthe EMS System, which includes money returned to localities for EMS purposes, matching grants for EMS equipment, funding for basic and advanced EMS training, and support for Volunteer Rescue Squads, the Virginia Office of EMS, Regional EMS Councils and other essential elements of the Virginia EMS System; and WHEREAS, the Virginia EMS System infrastructure receives no General Fund revenues, but is financed entirely by a Special Fund derived from a $2 fee added to the cost of automobile registrations and known as the Two-for-Life Fund; and WHEREAS, the amount of money from the Two-for-Life Fund for Virginia's EMS System has not increased during the past seven years, while costs of providing effective and efficient EMS have increased significantly at the state, regional and local levels across the State since 1990; and WHEREAS, all elements ofthe Virginia EMS System, as demonstrated by a unanimous vote of the Virginia Emergency Medical Services Advisory Board, will ask the 1998 Virginia General Assembly to help meet those costs by increasing the $2 fee to $4, or $4-for-Life, so that the System can meet existing and future patient care demands; and WHEREAS, the Frederick County Board of Supervisors recognizes the critical financial needs of the Virginia EMS System infrastructure and the vital benefits that Citizens of the Commonwealth and this locality derive from that unified EMS System. NOW THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors does hereby endorse the proposed $4-for-Life initiative to be presented by Virginia's EMS System to the Virginia General Assembly at its 1998 session; and BE IT FURTHER RESOLVED, that the Frederick County Board of Supervisors will communicate the urgent need for increased funding and this endorsement of $4-for-Life to appropriate members of the Virginia General Assembly. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the above resolution 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, Sf. - Aye REIMBURSEMENT RESOLUTION (#016-98) - ADVANCEMENT OF FUNDS FOR HANDLEY REGIONAL LmRARY BRANCH - APPROVED County Administrator John R. Riley, Jr., presented this resolution to the Board. RESOLUTION OF THE BOARD OF SUPERVISORS OF FREDERICK COUNTY, VIRGINIA DECLARING ITS INTENTION TO REIMBURSE ITSELF FROM THE PROCEEDS OF A FINANCING FOR A HANDLEY REGIONAL LIBRARY BRANCH IN I, I i 11529 FREDERICK COUNTY The Board of Supervisors of Frederick County, Virginia (the County) has determined that it may be necessary or desirable to advance money to pay the costs of (acquiring, constructing, equipping, furnishing, expanding and renovating a Handley Regional Library Branch) for the County (the Project). NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF FREDERICK COUNTY, VIRGINIA: 1. The Board of Supervisors adopts this declaration of official intent under Treasury Regulations Section 1.150-2. 2. The Board of Supervisors reasonably expects to reimburse advances made or to be made by the County to pay the costs of (acquiring, constructing, equipping, furnishing, expanding and renovating) the Project from the proceeds of its debt. The maximum amount of debt expected to be issued for the Project is $4.8 million dollars. 3. This resolution shall take effect immediately upon its adoption. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the above resolution 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, Sf. - Aye UPDATE ON ECHO VILLAGE SEWER UPGRADE - DECISION POSTPONED UNTIL BOARD MEETING OF FEBRUARY 11. 1998 County Administrator John Riley explained that a memorandum had been prepared by Ed Strawsnyder, Public Works Director, wherein he presented the three options that he felt were available to resolve this issue. T. G. Adams, owner of Echo Village Sewer Company, advised the Board that he planned to pay his fair share and only his fair share, and he also felt the twenty-three residents should share in the total cost of the closing of the lagoon. Pat Prokopovitch, resident of Echo Village Subdivision in addition to spokesperson for the Homeowners, appeared before the Board to express the homeowners' displeasure with the way Mr. Adams has elected to handle this situation. She explained that the residents feel they are being held "hostage" in light of how Mr. Adams has shifted the cost and responsibility of the closure of the lagoon to the residents of Echo Village instead of him accepting the full responsibility for this expense. 530 Kenneth Y. Stiles, having been involved in local government for approximately fourteen years, appeared before the Board stating that he had no personal interest in this issue; however, it is plain to him that the closing of this lagoon is T. G. Adams'responsibility. Chairman Longerbeam advised that he felt this issue could be worked out and therefore requested that staff meet with Ms. Prokopovitch, along with Echo Village residents, if necessary, and Mr. Adams, and report back their findings at the next Board meeting. REOUEST TO FILL FLIGHT A TfENDANT POSmON AT REGIONAL AIRPORT - APPROVED County Administrator John Riley explained that he had received a request from Director Doug Strand to fill the flight attendant position at the airport. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the above request from Director Strand was approved as presented 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 COMMISSIONER OF THE REVENUE, ELLEN MURPHY, REOUEST TO FILL TAX EXAMINER POSITION RECENTLY VACATED WITHIN HER OFFICE- APPROVED Commissioner of the Revenue Ellen Murphy appeared before the Board to request permission to fill the position of Tax Examiner recently vacated within her office due to illness. The individual will be unable to return to this type of office position. Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., the above request to fill a position 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 SECOND BOARD MEETING OF FEBRUARY RESCHEDULED TO MARCH 3 AT 7:15 P.M. BOARD MEETING OF MARCH 11 WILL BEGIN AT 5:30 P.M. AT WHICH TIME A JOINT WORKSESSION WITH VffiGINIA DEPARTMENT OF TRANSPORTATION WILL BE CONDUCTED ON PROPOSED WIDENING OF INTERSTATE 81 Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the above I I '1531 rescheduling 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: DISCUSSION OF PROPOSED FLEX-TECH AMENDMENT - RECEIVED AS INFORMATION Zoning Administrator Eric Lawrence presented this information to the Board explaining that this ordinance would enable development proposals that include aspects of retail, manufacturing, wholesaling, and warehousing on a single site. Board members had various questions concerning this proposal. Would certain areas of the county be included as well as certain warehousing units similar to those located off Shawnee Drive. Chairman Longerbeam eXplained that if this ordinance was approved, as presented, that this type of storage would not be allowed. Planning Director Kris Tierney explained that this ordinance would allow more than what the county currently allows. Following further discussion it was the consensus of the Board that there were certain areas of this amendment that should be looked at a little closer before a vote was taken; therefore, planning staffwill be reviewing this further before it comes back to the Board on February 11. PUBLIC HEARING - CONDITIONAL USE PERMIT #020-97 OF SHENANDOAH MOBILE CO. TO ERECT A 125 FOOT COMMERCIAL TELECOMMUNICATIONS FACILITY ON PROPERTY OWNED BY THE ESTATE OF CHARLES K. POOLE. THIS PROPERTY IS KNOWN AS THE BOWLING GREEN RIDGE SITE. IS LOCATED APPROXIMATELY 0.25 MILES EAST ON ROUTE 688 FROM THE INTERSECTION WITH ROUTE 50. AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 28-A-165 IN THE GAINESBORO MAGISTERIAL DISTRICT - POSTPONED FOR 60 DAYS Planner II Michael Ruddy presented each of these CUP'S and in doing so explained those sites that were scheduled to have Monopole towers as well as the one that was scheduled to be a Lattice tower. Mr. Leonard L. Greisz, Project Manager, along with Mr. William Purtle, representing Shenandoah Mobile Company, addressed the Board with regard to these five CUP's. They explained that the company's first goal is to use an existing structure if available, if not then one has to be built 532 at a cost of approximately $200,000. He presented a breakdown on total cost of a tower operation. Board members had various questions. Who would be responsible for taking these towers down, when that time comes, how is the county governed by the Telecommunications Act, are the towers taxed and if so how? Board member Robert Sager asked how the towers would be beneficial to Frederick County. He stated that he is totally opposed to the Sherando Park site and feels there has to be a better location. Some Board members questioned whether there should be any type of bonding required before these towers could be erected. The following citizens appeared before the Board to address this CUP: Diane Luttrell, opposed to this as she is building new home close to where this tower would be located and does not want this tower this close to her residence. PUBLIC HEARING - CONDITIONAL USE PERMIT #021-97 OF SHENANDOAH MOBILE CO. TO ERECT A 100 FOOT COMMERCIAL TELECOMMUNICATIONS FACILITY ON PROPERTY OWNED BY NORMAN AND PANSY ANDERSON. THIS PROPERTY IS KNOWN AS THE LITTLE TIMBER RIDGE SITE. IS LOCATED ON ROUTE 610 APPROXIMATELY 0.38 MILES SOUTH OF THE INTERSECTION OF ROUTES 50 AND 610. AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 27-A-8 IN THE BACK CREEK MAGISTERIAL DISTRICT - POSTPONED FOR 60 DAYS There was no public input on this CUP. PUBLIC HEARING - CONDITIONAL USE PERMIT #022-97 OF SHENANDOAH MOBILE CO. TO ERECT A 350 FOOT COMMERCIAL TELECOMMUNICATIONS FACILITY ON PROPERTY OWNED BY THOMAS AND NINA GUTHRIDGE. THIS PROPERTY IS KNOWN AS THE HUNTING RIDGE SITE. IS LOCATED ON TURTLE MEADOW DRIVE APPROXIMATELY 0.5 MILES PAST THE INTERSECTION WITH ROUTE 616. AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 51-A-67 IN THE BACK CREEK MAGISTERIAL DISTRICT - POSTPONED FOR SIXTY DAYS Mr. Greisz explained that this is the largest of the five towers, 345 feet, therefore he feels it can only be a lattice tower. There was no public input on this CUP request. PUBLIC HEARING - CONDITIONAL USE PERMIT #023-97 OF SHENANDOAH MOBILE CO. TO ERECT A 300 FOOT COMMERCIAL TELECOMMUNICATIONS FACILITY ON PROPERTY OWNED BY LINWOOD AND ELIZABETH RITTER. THIS PROPERTY IS KNOWN AS THE SHE RANDO SITE. IS LOCATED APPROXTMA TEL Y 3/4 MILE SOUTH OF THE INTERSECTION OF ROUTES 277 AND 636. AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 86-A-209 IN THE OPEOUON MAGISTERIAL DISTRICT - POSTPONED FOR SIXTY DAYS L__ II , I 'I 11533 I David Campbell is opposed to having this tower built at this location, but if it has to be then it should be a Monopole tower. PUBLIC HEARING - CONDITIONAL USE PERMIT #024-97 OF SHENANDOAH MOBILE CO. TO ERECT A 200 FOOT COMMERCIAL TELECOMMUNICATIONS FACILITY ON PROPERTY OWNED BY WAYNE AND JULIE SMITH. THIS LAND IS KNOWN AS THE PARKINS MILL SITE. IS LOCATED OFF ROUTE 642. APPROXIMATELY 3/10 MILE PAST THE INTERSECTION OF SOUIRE LANE AND KNIGHT DRIVE. AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 76-A-98 IN THE SHAWNEE MAGISTERIAL DISTRICT - POSTPONED FOR SIXTY DAYS The following citizens appeared before the Board to address this CUP request: Kristen Bunker, not in favor of tower being built. Greg Pumphrey, not in favor of tower being built. Donnie Strosnider, opposed to tower at this location. Board members felt more time was needed. They have various questions that they want answered. They want to discuss further all their options before they would feel comfortable on voting on these five CUP request. Upon motion made by Richard C. Shickle, seconded by W. Harrington Smith, Jr., the above CUP's (5) are hereby postponed for sixty days. 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 End of Public Hearings and Planning Commission Business. COMMITTEE REPORTS: EMERGENCY COMMUNICATIONS COMMISSION REPORT FOR MEETING OF JANUARY 13. 1998 - APPROVED UNDER CONSENT AGENDA The Frederick County Emergency Communications Commission met Monday at 4:30 p.m. Present were commission members Robert Sager, H. Perry Silva, Sheriff Robert Williamson. Also present were Public Safety Communications Director John Webb, Interim Fire and Rescue Director Doug Kiracofe, a representative from Architects Reader & Swartz, P.C., and members of the media. The following items were discussed: 1. Communication Directors Renort A. Results of Disnatcher Testinl!: 534 Mr. Webb reported that thirty applicants were scheduled to take the test. Fourteen applicants passed, nine applicants failed, and seven applicants failed to show. Background checks will begin when paperwork is received. B. Authority to Proceed-Phase n of Architectural & En2ineerin2 Contract Mr. Webb asked the commission for authorization to proceed with the Phase II Architectural & Engineering Contract. Sheriff Williamson made a motion, Perry Silva seconded, that Mr. Webb proceed with Phase II of the Architectural & Engineering contract They unanimously approved this motion. C. Communications Equipment RFP Mr. Webb presented a copy of the RFP to the commission that would provide for six console positions in the communication center. Discussion followed. The following item was discussed and required action by the board: D. EOC Construction Bids. Authoritv to Proceed Mr. Webb presented the commission with the bid results as follows: H&W Construction Ricketts Construction Lantz Construction Howard Shockey & Sons, Inc $504,000 $574,800 $588,500 $591,200 Me. Webb said the bids were higher than anticipated. Upon discussion, the commission noted that the dumbwaiter and the inclusion of the new generator had accounted for most of the increase. Me. Webb asked the commission's permission to present a recommendation to the Board of Supervisors to award a contract to H&W Construction in an amount not to exceed $504,000. Sheriff Williamson made a motion, Perry Silva seconded, that Mr. Webb present this proposition to the Board of Supervisors to award a contract to H&W Construction in an amount not to exceed $504,000. They unanimously approved this motion. (Board took action on this item at their January 14, 1998 meeting awarding the contract to H&W Construction.) New Business: 1. Commission Vacancy After some discussion, it was decided to request that the county administrator place an advertisement in the local papers. To fill this vacancy a person does not necessarily have to have a communications background but hopefully would share a keen interest for public safety. Meetin2 Date The next meeting of the commission will be on February 16, 1998 at 4:30 p.m. Adjourn PUBLIC WORKS COMMITTEE Board Member Charles W. Orndoff, Sr., presented this report to the Board. The Public Works Committee met on Tuesday, January 13, 1998, at 7:30 a.m. Present were board members Charles W. Orndoff, Sr., and W. Harrington Smith, Jr.; committee members Jim I' II ~ 1535 Vickers, George Ludwig, Tom Offutt and Jim Wilson; County Administrator John R. Riley, Jr.; Assistant County Administrator Lauren G. Carrier; Landfill Manager Steve Frye; Director of Public Works Harvey E. Strawsnyder, Jr., P.E.; Engineering Technician Joe C. Wilder; and Deputy Director of Planning Evan Wyatt. The following items were discussed and required board action: 1. Request for Supplemental Appropriation for the Center for Community Livinl!: - Approved A request was made by Evan Wyatt, deputy director of planning, to increase the change order cap allowance percentage from ten to fifteen percent and to approve a supplemental appropriation in the amount of$3,059.04 to meet unanticipated financial obligations. The attached memorandum dated January 6, 1998, explains these requests in detail. Basically, the request to increase the change order allowance percentage from ten to fifteen percent was directed toward previously deduct items submitted by Lantz Construction Company with their original bid. It was originally intended to add these items during construction, if and only if, additional funding was made available by the Rose Memorial Foundation. To date, representatives from the Rose Memorial Foundation have indicated that it is more cost effective for Lantz Construction Company to install additional items totaling $71,129 during construction. This cost represents less than ten percent of the original $795,700. It is anticipated that additional deducts may be added before completion of the project. Therefore, a motion was made by W. Harrington Smith, Jr., and seconded by George Ludwig to recommend that the board increase the staff's change order approval authority from ten to fifteen percent. This motion was unanimously approved. The motion was based on the premise that Rose Memorial would fund the total cost of the changes. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., 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. ShickIe - Aye Charles W. Orndoff, Sr. - Aye In addition to the above change order authorization increase, Mr. Wyatt requested a supplemental appropriation in the amount of $3,059.04 to cover the cost of unanticipated sewer connection fees. The details of this request are outlined in the attached memorandum. A motion was made by Tom Offutt and seconded by George Ludwig to approve this request. The motion was unanimously approved (see Attachment 1). Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., 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. ShickIe - Aye Charles W. Orndoff, Sr. - Aye 536 2. Chan2e Order Reauest for Leachate Sand Contract - Approved The director of public works requested that the landfill be allowed to increase the current sand contract from 30,000 tons to 35,800 tons. At $12.59 per ton which is the unit price submitted by Atlantic States Materials, Inc., the contract would be increased to $450,000 which is included in the current budget. The change order represents approximately 16 percent of the initial contract. Jim Wilson suggested that we approach Atlantic Materials, Inc., with the idea oflowering the unit price for the additional sand. The staff will attempt to renegotiate the unit price, if possible. A motion was made by George Ludwig and seconded by Tom Offutt to authorize a change order not to exceed $73,000. This motion was unanimously approved. No additional funding will be required (see Attachment 2). Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., 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 3. Chan2e Order for ConstructionfDemolition Debris (CDD) Landfill - Approved During the construction of the new CDD landfill, we have encountered unanticipated rock and/or groundwater which represented changes in conditions. We have issued a change order in the amount of$58,813.75 to cover the removal of mass rock in the new cell construction. Since that time, unexpected groundwater was encountered adjacent to the cell requiring the immediate installation of a subsurface drainage system. In addition, rock was encountered along a portion of the new leachate force main. Consequently, we are requesting an additional change order in the amount of$34,445.00 to cover these unanticipated changes in condition. A detailed explanation of these changes is presented in the attached memorandum dated January 7, 1998. A motion was made by W. Harrington Smith, Jr., and seconded by Jim Vickers to approve the requested change order in the amount of$34,445.88. The motion was unanimously approved. Funding is available in the current budget within the reserve for contingency line item (see Attachment 3). Upon motion made by Charles W. Orndoff, Sf., seconded by W. Harrington Smith, Jr., 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. Miscellaneous Reports a. Tonnage Report (see Attachment 4), b. Recycling Report (see Attachment 5),. 'r-~~ I' ,I il537 c. d. Animal Shelter Cat Report (see Attachment 6), and Animal Shelter Dog Report (see Attachment 7). LAW ENFORCEMENT AND COURTS COMMITTEE - APPROVED UNDER CONSENT AGENDA The Law Enforcement and Courts Committee met on Tuesday, January 20, 1998,4:30 P.M., in the First Floor Conference Room of the County Administration Building, 107 North Kent Street, Winchester, Virginia. Present were Chairman of the Committee Robert M. Sager, committee members Margaret B. Douglas, Larry P. Coverstone, Donald S. Jackson and James L. Hockman. Also present were Sheriff Robert T. Williamson, County Administrator John R. Riley, Jr. and Assistant County Administrator Lauren G. Carrier. Committee member Vickie Wilkins was absent. The committee submits the following: 1. Discussion of Sheriff's Department Proposed FY 1998-1999 Budl!et The committee reviewed the sheriff's proposed budget and endorsed same. (The Board of Supervisors has been provided a copy of the budget, therefore, a copy is not provided with this report.) 2. Rovinl! Bailiff and Improvements at the Joint Judicial Center The committee discussed the roving bailiff position at the Joint Judicial Center and recommends approval. This request has been forwarded to the Frederick County Finance Committee for their meeting of January 21, 1998. Improvements at the Judicial Center were reviewed and endorsed by the committee. The committee submits same to the Board of Supervisors for their consideration (see attached). FINANCE COMMITTEE The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Wednesday, January 21, 1998 at 8:00 a.m. The agenda items are as follows: 1. The School Board Reauests a General Fund Supplemental Appropriation in the Amount of $21.800 - Approved This amount is needed to cover the costs associated with the search for a new superintendent. It is anticipated that school funds available at year-end of this amount be returned to the county's general fund. Additional local funds are necessary. See attached memo, p. 1-2. The committee recommends approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. 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 2. The Economic Development Director Reauests a General Fund Supplemental Appropriation in the Amount of $3.154.77 - Approved This amount represents a reimbursement of advertising expenses and is requested to be 538 appropriated to 8102-3007-000-000 - Advertising. No additional local funds are needed. See attached memo, p. 3. The committee recommends approval. Committee member Shickle abstained from the vote. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, 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 - Abstained Charles W. Orndoff, Sr. - Aye 3. The Economic Development Director Requests a General Fund Supplemental Appropriation in the Amount of $3.200 - Approved This amount represents a reimbursement of expenses and is requested to be appropriated to 8102-3002-000-002 Professional Services - Telecommuting Center. No additional local funds are needed. See attached memo, p. 4. The committee recommends approval. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. 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 4. The Sheriff Requests a General Fund Supplemental Appropriation in the Amount of $5.100 - Approved This amount represents an insurance reimbursement for a vehicle that was totaled and is to be placed in 3102-7008-000-000 - Capital Leases. No additional local funds are needed. See attached copy, p. 5. The committee recommends approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. 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 5. The Re!!:ional Jail Requests a Re!!:ional Jail Fund Supplemental Appropriation in the Amount of$6.459.21- Approved This amount represents an insurance reimbursement for lightning damage that occurred on June 26, 1997. Of this amount, $6,101.21 needs to be placed in 3301-3004-000-001 - Repair and Maintenance - Equipment. This is the line item that was charged with the repairs. A check for the remaining $358 will need to be generated from the Regional Jail Fund to the Canteen Fund for the L 'I I I I I 539 I television repairs. No additional local funds are needed. See attached copies, p. 6-7. The committee recommends approval. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. 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 6. Attached Are Responses from John Rilev Rel!:ardinl!: Various Items Reauested at the November Meetinl!: John Riley is currently working on the cost of implementing the proposed replacement policy and will present it at the February meeting. See attached memo, p. 8-21. 7. The County Administrator Reauests a General Fund Operational Continl!:encv Transfer in the Amount of $17.000 - Approved This amount is needed to purchase a used 1997 Taurus station wagon with low mileage to be used as a pool car. With the purchase of this vehicle, the lease payment for a new pool car included in the FY 99 budget can be deleted. The committee recommends approval. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. 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 8. The County Administrator Reauests a General Fund Operational Continl!:encv Transfer in the Amount of $8.500 - Approved This amount is needed to cover our portion of a roving bailiff at the Joint Judicial Center. The annual cost to Frederick County for this position equals $20,000. It is expected that the bailiff position will begin in February, therefore, $8,500 is an estimated cost for the remainder of this fiscal year. See attached memo, p. 22. The committee recommends approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. 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 The following item was submitted for the board's information only: 540 As of this date, the books have not been closed for the month of December. When that is done, a financial statement will be mailed to you under separate cover. End of Committee Reports. BOARD OF SUPERVISORS COMMENTS There were no additional comments at this time. BOARD RETIRED INTO EXECUTIVE SESSION Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., 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.(TIME: 10:40 P.M.) 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 W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., 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 BOARD RECONVENED INTO REGULAR SESSION Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., 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 passed 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 II 11541 Charles W. Orndoff, Sr. - Aye UPON MOTION MADE BY ROBERT M. SAGER, SECONDED BY CHARLES W. ORNDOFF, SR., THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (TIME: 11:25 P.M.) " // / // L J / 1/ f;"VL.,-,i'/-t~~'" , f-'" /1 ~ James L. Longer earn Chairman, Board of Supervisors Minutes Prepared By: } ~;;o~f;aYIi~:-x,-.,{ D. <>>L Deputy Clerk, Board of Supervisors