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HomeMy WebLinkAboutMay 14, 1997 Regular Meeting 289 A Regular Meeting of the Frederick County Board of Supervisors was held on May 14, 1997, 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; and Margaret B. Douglas. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by Reverend Carl E. Moore of the Winchester Church of God. ADOPTION OF AGENDA Mr. Riley requested the following amendments: 1. Proclamation from the Frederick-Winchester Chamber of Commerce. 2. Request for a Leave of Absence by an employee of the Sheriffs Department under the Personnel Committee Report. 3. Request for an Executive Session for discussion of Personnel and Industrial Prospect under Economic Development Commission. Upon motion made by Robert M. Sager, seconded by Margaret B. Douglas, 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. Shickle - Aye Charles W. Orndoff, Sr. - Aye CONSENT AGENDA Mr. Riley suggested the following tabs for approval under the consent agenda: 1. Schedule Date for Public Hearing for Planning Commission Items - Tab D; 2. Proclamation Re: Industry Appreciation Week in Virginia - Tab F; 3. Northern Shenandoah Valley Regional Partnership Resolution - Tab G; 4. Parks & Recreation Commission Report - Tab I; 5. County Emergency Communications Commission Reports - Tab J; 6. Proclamation from Winchester-Frederick Chamber of Commerce - All American Community Week. I I ~. .- 290 Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the consent agenda, as noted 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 CITIZEN COMMENTS No one addressed the Board at this time. MINUTES OF REGULAR MEETING - APRIL 9. 1997 - APPROVED Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the minutes of the regular meeting of April 9, 1997 were 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 MINUTES OF REGULAR MEETING - APRIL 23. 1997 - APPROVED Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., the minutes of the regular meeting of April 23, 1997, were approved as submitted 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 COMMITTEE APPOINTMENTS VERNON E. MARSTELLER. JR. REAPPOINTED TO SOCIAL SERVICES BOARD FROM GAINESBORO DISTRICT Upon motion made by Richard C. Shiclde, seconded by W. Harrington Smith, Jr., Vernon E. Marsteller, Jr., was reappointed to the Frederick County Social Services Board. This is a four year appointment. This appointment will begin on July 1, 1997 and expire on June 30,2001. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye 291 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shiclde - Aye Charles W. Orndoff, Sr. - Aye SECOND BOARD MEETING FOR MONTHS OF MAY. JUNE. JULY. AUGUST. SEPTEMBER CANCELED - FIRST BOARD MEETING OF JUNE MOVED FROM JUNE 11 TO JUNE 10.1997 Upon amended motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the second board meeting for the months of June, July, August and September are canceled. Due to the cancellation of the second Planning Commission meeting for the month of May and no pending items to come before the Board, the second board meeting of May is also canceled. The first board meeting ofJune will be moved from June 11th to June 10th due to the fact that Mr. Longerbeam and Mr. Riley will be out of town. 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 REQUEST FROM PLANNING TO SCHEDULE PUBLIC HEARING DATE FOR PLANNING COMMISSION ITEMS - APPROVED UNDER CONSENT AGENDA Rezoning Application #001-97 of Omps Funeral Home, Inc. to rezone 1.396 acres from RA (Rural Areas) District to B2 (Business General) District. The planning statfwould like to recommend June 10, 1997. REQUEST FROM TREASURER C. WILLIAM ORNDOFF. JR.. FOR A FY 1998 BUDGET ADJUSTMENT - APPROVED Mr. Orndoff is requesting, at this time, that the Board fund the second position within his office as he presented in his budget request for 1997-98. During the budget worksession in March 1997 the Board agreed to fund this second position if the State Compensation Board would provide for the second position. Mr. Orndotfhas been notified by the Compensation Board that this new position has been approved. He is therefore requesting Board approval at this time. Mr. Orndoff was present on behalf of his request. Upon motion made by Robert M. Sager, seconded by Richard C. Shiclde, the request of Mr. Orndoff, as explained above, is hereby approved by the following recorded vote: 292 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 PROCLAMATION (#005-97) - INDUSTRY APPRECIATION WEEK IN VIRGINIA - APPROVED UNDER CONSENT AGENDA WHEREAS, Frederick County is fortunate to have a strong base of business and industry to support the area's economy; and WHEREAS, these industries provide much needed jobs for the citizens of Frederick County; and WHEREAS, these same industries provide local taxes from which the entire local community benefits; and WHEREAS, these industries also make significant contributions to Frederick County in many ways which enhance the areas quality of life; and WHEREAS, we recognize and appreciate these important facts. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors for the County of Frederick County, Virginia does hereby salute our existing industries, and by virtue of this proclamation, gives notice to our citizens that we take pride in the excellence for which Virginia businesses are known. BE IT FURTHER RESOLVED, that the Board of Supervisors does hereby proclaim the week of May 18-24, 1997 as Industry Appreciation Week in Frederick County. ADOPTED, this 14th day of May 1997. RESOLUTION (#030-97) - NORTHERN SHENANDOAH VALLEY REGIONAL PARTNERSHIP - APPROVED UNDER CONSENT AGENDA WHEREAS, the Virginia General Assembly passed the Regional Competitiveness Act, Title 15.1, Chapter 26.3 of the Code of Virginia, which encourages the creation of defined regional partnerships among local governments within planning districts by providing incentive funds for local governments in a qualified regional partnership; and WHEREAS, the counties of Frederick, Clarke, Page, Shenandoah, and Warren; the Towns of Front Royal, Luray, Middletown, Stephens City and Strasburg, and City of Winchester are the member local governments of the Lord Fairfax Planning District Commission, with the other incorporated Towns ofBerryville, Boyce, Edinburg, Mt. Jackson, New Market, Shenandoah, Stanley, Toms Brook and Woodstock covered by the membership of their respective counties, are the twenty duly constituted local governments within Planning District 7, the Lord Fairfax Planning District, which may constitute a delineated region for a Regional Partnership; and WHEREAS, the Lord Fairfax Planning District Commission has proposed creation of the Northern Shenandoah Valley Regional Partnership as a special committee of the Commission; and WHEREAS, the Commission, local governments, and the economic development organizations have been involved in strategic planning since the 1980's that has included business and industry, educational institutions, and civic association members, which provides a foundation for the Strategic Plan requirements for the Northern Shenandoah Valley Regional Partnership; and 1293 WHEREAS, regional competitiveness is a priority for local economic viability within the Northern Shenandoah Valley Partnership region; and WHEREAS, incentive funds awarded from the Regional Incentive Fund may be utilized to assist in funding the development of new regional initiatives and expansion of existing multi- jurisdictional programs that benefit the region and localities. NOW, THEREFORE, BE IT RESOLVED, that the Lord Fairfax Planning District be the delineated region of the Northern Shenandoah Valley Regional Partnership for the purposes of the Regional Competitiveness Act; and BE IT FURTHER RESOLVED, that Frederick County supports creation of the Northern Shenandoah Valley Regional Partnership through the Lord Fairfax Planning District Commission and will participate in accordance with the by-laws for the duration of the Competitiveness Act Program; and BE IT FURTHER RESOLVED, incentive funds allocated to this region from the Regional Competitiveness Incentive Fund based on per capita distribution will be placed in the Northern Shenandoah Valley Regional Partnership Fund for allocation by the Partnership to programs which implement the adopted strategic plan. PASSED this 14th day of May 1997. PUBLIC HEARINGS: PUBLIC HEARING - ORDINANCE ESTABLISHING THE ANNUAL SALARIES OF THE BOARD OF SUPERVISORS - APPROVED BE IT ORDAINED, the annual salary for each member of the Board for the fiscal year beginning July 1, 1997, shall be $7,000.00; and an additional sum of$I,OOO.OO shall be paid to the Chairman of the Board for the fiscal year beginning July 1, 1997. There was no public input. Upon motion made by Richard C. Shickle, seconded by Robert M. Sager, the above ordinance was approved by the Board of Supervisors of the County of Frederick, Virginia, at a regular meeting and public hearing held on May 14, 1997, by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Nay Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye End of Public Hearing. COMMITTEE REPORTS: PARKS AND RECREATION COMMISSION - APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on April IS, 1997. Members present were: Robert Roper, Robert Hartman, Timothy Hockman, Steven Spitzer, Jane Vickers, Cheryl Swartz, and Margaret Douglas. , 294 The following was submitted for the boards information only: 1. ReQuest from Arthur Fulton for Sewer Line Easement Across Sherando Park Mr. Hartman moved to endorse the proposed easement plan contingent upon the Sanitation Authority assuming responsibility for the line, seconded by Mrs. Vickers, carried unanimously (5-0). 2. Frederick County Public School Athletic Field Use and Grounds Maintenance Report The Committee unanimously endorsed the report. Staffwill submit the Final Report to the Finance Committee for consideration at their May 1997 meeting. COUNTY EMERGENCY COMMUNICATIONS COMMISSION - APRIL 11. 1997 - APPROVED UNDER CONSENT AGENDA The Frederick County Emergency Communications Commission met on Friday, April 11, 1997, at 4:00 p.m. Present were board members Robert Sager, committee members Perry Silva, Frank Spurr, Director of Fire and Rescue, Thomas Owens, Sheriff Robert Williamson. The following items were discussed and submitted for the boards information only: 1. CAD Selection Committee CAD Selection Committee met with vendor, ATM, on April 1, 1997. ATM clarified that they manufactured a problem by doubling the number of systems they were maintaining and did not increase their technical service staff. A TM has put on additional staff and feel comfortable they can meet their contractual commitment for technical support and service as it is needed. This committee had the opportunity to discuss some of the more specific issues that the Wilson, N.C., center is expenencmg. The committee is presently researching interconnecting the City CAD System with the County's CAD System, so that each jurisdiction can be the others backup. The County does not presently have a backup right now. One advantage to having the two centers connected through a common file server that is redundant in both locations, is we will maintain duplicate files for each other. If a major failure would occur, staff could be transferred to another location and continue to use the CAD System. AMT was asked to prepare some modified pricing back to the CAD committee. This committee is looking at whether to award the contract as a turn key system or also look at hardware pricing separately. This could be more competitive and achieve some cost savings if we have local vendors providing the hardware and the CAD vendor provide the software and the interface system for the two centers. The grant covers this project no matter which way it is accomplished. The committee feels that pricing the hardware and software separately is worth pursuing if time permits. CAD committee will get with the City committee in reference to doing another RFP for hardware/software separately and report back to this commission at the April 16, 1997 meeting. 2. Directors Selection Committee This committee has received all background information packets back from the remaining applicants. Background checks have begun. SheriffWiIliamson will make contact with the members of the selection committee to reconvene after all background checks have been completed. He will also inform the Commission of this date at the April 16, 1997 meeting. 3. Enhanced 911 There are some members of the Commission that could use some updated education on system design and capability. The Commission would also like to discuss with Bell the preparation I' il 1295 of a contract and what it will take to execute an agreement so they may begin the process of putting this system in place for us. There will be a special meeting of the Emergency Communications Commission on April 16 with Bell Atlantic's representatives being present. Bell Atlantic will be setting up a 911 terminal for demonstration and viewing purposes. The meeting will be held in the first floor conference room across from the Data Processing Department. 4. Communications Center Construction This has not been a top priority at this point. CAD and Bell Atlantic (E-911) are items which will begin to become a lower priority and the center's construction can be focused on at this time. It is still a very strong feeling of the Commission that the Director of the center be involved in the construction and layout of the center. Information is being collected on operational needs and equipment hardware sizes before getting too far into the design and layout. 5. Work AnaIvsis Study A work analysis study will begin in the Sheriffs Dispatch Center on Monday, April 14, 1997. Data will be collected in ten categories. The survey will be conducted for one week, 24 hours per day, with a count being done on an hourly basis to determine the high call volume time periods during the day. This data will assist in determining work station sizes, equipment, etc. The Fire and Rescue Department is working on getting the same type of work analysis study underway in their dispatch center. 6. Executive Session The Commission went into Executive Session to discuss personnel matters. The Commission briefly discussed each applicant's educational background, the strengths they offered to the Directors position, and any concerns/weaknesses that the Commission questioned or would like to obtain additional information on. Information and ideas are being discussed as to the technical exercise for each of the candidates to complete. There will be a formal interview panel of some type and questions will be forth coming. Interviews will be conducted very soon. The Commission would like for a selection to be made by the end of the calendar month, April. COUNTY EMERGENCY COMMUNICA nONS COMMISSION - APRIL 16. 1997 - APPROVED UNDER CONSENT AGENDA The Frederick County Emergency Communications Commission met on Friday, April 16, 1997, at 4:00 p.m. Present were Board Member, Robert Sager, County Administrator, John R. Riley, Jr., committee members, H. Perry Silva, Frank A. Spurr, Jr., and Sheriff Robert Williamson. The following items were discussed and submitted for the boards information only: 1. Bell Atlantic Presentation A presentation of the Enhanced 911 (E-911) System was given this date by Bell Atlantic along with Plant Equipment, Inc. The system consists ofMAARS, Modular ANI/ALl Retrieval System, used in conjunction with MAARS APUs, Answering Position Units, and different modules that can be added to it. The Commission received lots of information regarding the various size systems available, software and hardware upgrades, and how the system will work with our CAD system. The various features of the system were explained and demonstrated by the Plant Equipment, Inc. representative. The system also features TDD (Telecommunications Device for the Deaf) as part of the system and has various print options available. The Commission would like a system that will work in conjunction with the City. CAD is a joint purchase between City and County. The Commission was informed that the system being priced would be E-911 with ALL The City is just CALLS no ANI! ALl at this time. This would work but Ii 296 County would not have ALljust 911 if City is used as a backup. Also, with the system being priced there could be two backup locations. Bell Atlantic advised the Commission it would receive a price quote in two weeks. 2. Media Information This Commission feels that information is getting relayed to citizens incorrectly or to a point where information can be misinterpreted. There was brief discussion on getting with the media at some point during the Emergency Communications Commission meetings to obtain better communication and interpretation of what is being discussed at these meetings. If the media understands what is happening, then our citizens will receive good information and a better understanding. It was felt that clarity is important. Time is being set aside for the media during the April 25, 1997 meeting of the Emergency Communications Commission. 3. Frederick G. Griffin Packet An information packet was received from Frederick G. Griffin, a Professional Communications Consulting Firm. This information was brought forth for the Commissions review. This company would like to meet with Sheriff Williamson to discuss the needs of the Communications Commission. There was brief discussion and it was felt by the Commission that there is not a need for this company's services at this time and this will not be pursued at this time. 4. Letter from the City of Winchester Letter received from the City of Winchester dated April 11, 1997 in regard to CAD purchase and funding. Stated the need to move forward with a purchase order due to the June 30, 1997 deadline on the regional grant. Attached to the letter was a summary of the associated costs and projected sources of revenue based on the grant. The County is to review this information and reply. There was discussion on this letter and information contained in it. The Commission would still like to price the hardware and software separately to save the City and County approximately $10,000 or plus dollars. Sheriff Williamson made a motion that the CAD Committee meet with the City Committee and take a look at the software and hardware being priced separately and rebid an RFP ifnecessary. Mr. Perry Silva seconded this motion. This motion was unanimously approved. (See Attachment 1) PERSONNEL COMMITTEE REPORT The Personnel Committee met on Wednesday, April 23, 1997, at 8:30 a.m. in the Board of Supervisors Conference Room, at 107 North Kent Street, Winchester, Virginia. Present at the meeting were Margaret B. Douglas, Chairman; Robert S. Gordanier, Michael Foster, John R. Riley, Jr., and Ann Kelican. W. Harrington Smith, Jr., was absent. The committee submits the following report and recommendations for your consideration: 1. Reauest from Personnel Director to Fill the Vacant Clerk Typist IT Position in the Personnel Department - Approved The committee reviewed the attached request from the personnel director to fill the vacant Clerk Typist II position in her department and recommended unanimously that this position be filled as a full-time position. Mrs. Douglas moved for approval and Mr. Sager seconded the motion. Mr. Smith stated that sometime ago the Board put a freeze on employment in Frederick County and as far as he knows that has never been rescinded. He does not feel that the county automatically replaces someone due to attrition. He noted in the personnel report it is stated that Ii 297 over the past twelve months forty vacancies have been filled throughout the various county departments with thirteen new positions. He has no problems with correctional officers at the Regional Jail, Fire and Rescue or Law Enforcement. He does question the thirteen new positions and what office they represent. He feels the county needs to be careful in how this is handled as the Board did put a freeze on hiring. He does plan to support this request, but did want to bring this to the Board's attention, to be sure the Board is not breaking their own rules. Mr. Longerbeam stated that he totally supports that. He is not sure that any new positions have been added other than Fire and Rescue and one or two positions with the Clerk and Commissioner of the Revenue's Offices, and a couple positions in Mr. Ambrogi's Office, all that were necessary as the Constitutional Officers have not added any additional employees for sometime. The other two positions were Sheriff's deputies and the Regional Jail. He does not feel that any new positions have been authorized on the Administrative level that he knows of. Mr. Smith noted that he had voted in favor of those positions. Mr. Longerbeam stated that he did not feel this was a new position either. Mr. Riley stated that was correct. Mr. Shickle asked for the date of the freeze. Mr. Longerbeam replied that he was not sure of the exact date, but feels it must have been four or five years ago. Mr. Shickle explained that it is a little hard for a relatively new Board member to feel bound by a freeze voted on before he took office. He asked if the Board was saying that the assistant county administrator position was not a new position, because it was once there. Mr. Longerbeam replied that is correct. Mr. Shickle stated that he feels this is somewhat playing on semantics. Mr. Longerbeam replied, that was correct, this could be addressed that way, but he feels the reason the assistant county administrator position was not added was due to budget constraints etc., and Mr. Riley chose not to fill the position at the time approval was given by the Board. Mr. Shickle, explained that he would applaud the efforts to review any position, whether it was the opening or refilling of a vacant position, but to say there is a freeze would appear to him to be something the Board needs to undo. 298 Mr. Longerbeam stated that he would support that. Mr. Sager suggested that it might not be necessary for the Board to take any further action, due to the fact that, the Board reviews each request separately at the time it is presented to the Board. Mr. Smith feels that Mr. Shickle's point is well taken, either the Board has a freeze or they don't have a freeze, and each individual request is taken on its own merit. Mr. Longerbeam asked that the Personnel Committee review this and make a recommendation back to the Board for their consideration at the next Board meeting. Mr. Orndoff stated that this position request has been presented at previous Board meetings and was held due to the fact that consideration was being given to the possible consolidation of certain offices within the county as well as of the school system. He asked the status of this plan? Mr. Longerbeam replied that he discussed this with Mr. Riley, this date, noting that this needs to get off of dead center and a joint meeting needs to be scheduled with the school board and this Board in order that some type of conclusion might be reached on this subject. Mr. Sager stated that he would like to see some cost figures. Mrs. Douglas stated that the work that needs to be done, needs to be done between now and consolidation, ifit ever happens. 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 Committee Reports. PROCLAMATION (#006-97) - ALL-AMERICA COMMUNITY VOLUNTEER RECOGNITION WEEK - APPROVED UNDER CONSENT AGENDA WHEREAS, volunteers throughout the community devote their time, energy, and ideas to civic and charitable organizations, WHEREAS, volunteers are so vitally important in today's society; helping others less fortunate and aiding organizations, asking nothing in return, WHEREAS, without these special people, civic and charitable organizations would not exist, WHEREAS, people with special needs would not be helped, and we would not be recognized today as an All-America Community, NOW, THEREFORE, BE IT RESOLVED, the County of Frederick and City of ri Ii \299 I Winchester proclaim the week of June 2, 1997, All-America Community Volunteer Recognition Week. BOARD OF SUPERVISORS COMMENTS No Board comments at this time. BOARD RETIRED INTO EXECUTIVE SESSION Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the Board retired into executive session in accordance with the Code of Virginia, 1950, as amended, Section 2.1-344, Subsection A(I) and (5) to Discuss Personnel Issues and an Industrial Prospect. 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, Ir., seconded by Robert M. Sager, the Board withdrew from executive session. This 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 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 COUNTY ADMINISTRATOR AUmORlZED TO MAKE AN OFFER TO ONE OF THE FINALIST FOR THE DIRECTOR OF COMMUNICATIONS POSITION 300 Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, county administrator, John R. Riley, Jr., is hereby authorized to make an offer to one of the finalist for the Director of Communications position. 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 THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. J es L. Longer eam Chairman, Board of Supervisors ;"~ ~> ..._,