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June 10, 1997 Special Meeting 301 A Special Meeting ofthe Frederick County Board of Supervisors was held on June 10, 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. ShickIe; W. Harrington Smith, Jr.; Charles W. Orndoff, Sr.; Robert M. Sager; and Margaret B. Douglas. CALL TO ORDER The Chairman caIIed the meeting to order. INVOCATION The invocation was delivered by Ewart H. Wyle, Jr., of the First Christian Church. ADOPTION OF AGENDA Mr. Riley requested the foIIowing amendments to the agenda: 1. Addition of amended By-Laws for the Communications Commission. 2. Request for joint worksession with the planning commission foIIowing July 9th board of supervisors meeting. (This will be discussed at the board meeting on July 9th). Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the agenda was approved as amended by the foIIowing 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 foIIowing tabs for approval under the consent agenda: 1. Appointments to the Shawnee-Land Sanitary District Advisory Committee - Tab C; 2. Schedule Date for Public Hearing for Planning Commission Items - Tab D; 3. Request from Winchester-Frederick Economic Development Commission Re: Industrial Rail Resolution - Southeastern Container - Tab F; 4. Resolution Re: Enabling Legislation for Elections - Tab G; 5. 911 Mutual Aid Agreement with Warren County - Tab H; 6. Road Resolution - Woodside Estates Subdivision - Tab L; 7. Eastern Road Plan, Request to Adjust Northern Terminus - Tab M; 302 8. 1996 Frederick County Annual Report - Tab N; 9. Parks and Recreation Commission Report - Tab 0; 10. Transportation Committee Report - Tab P; Mr. Riley had also suggested Tab Q; however, Mr. Longerbeam asked that Tab Q not be put under consent agenda - Emergency Communications Commission Report. Upon motion made by W. Harrington Smith, Jr., seconded by Richard C. Shickle, the above 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 No one appeared before the Board at this time. MlNUTES OF REGULAR MEETING - MAY 14. 1997 - APPROVED AS AMENDED Mr. Shickle noted that on page 4, last paragraph, first sentence, the word "to" needs to be deletcd, and on page 7, third paragraph, the word "was" needs to be deleted. Upon motion made by Richard C. Shickle, seconded by Robert M. Sager, the minutes of the regular meeting of May 14, 1997 were 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 COMMITTEE APPOINTMENTS CAPTAIN STEVE WHEELER APPOINTED TO LORD FAIRFAX EMERGENCY MEDICAL SERVICES (EMS) COUNCIL Upon motion made by Margaret B. Douglas, seconded by Robert M. Sager, Captain Steve Wheeler, of the County Sheriff's Department, was appointed to the EMS Council. This term will commence on July 1, 1997 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 Margaret B. Douglas - Aye I il 1303 Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye MARTIN FEL TNERo LONNIE BRICE, AND THOMAS ROGERS APPOINTED TO SHAWNEE-LAND SANITARY DISTRICT ADVISORY COMMITTEE - APPROVED UNDER CONSENT AGENDA Shawnee-Land Sanitary District Manager David Burleson requested the board to appoint three new members to replace the outgoing members of the Advisory Committee. Votes were returned by mail and the votes received were as follows: Martin Feltner - 194, Lonnie Brice - 189, and Thomas Rogers - 193. REOUEST FROM PLANNING AND DEVELOPMENT DIRECTOR FOR PUBLIC HEARING DATE - APPROVED UNDER CONSENT AGENDA The planning department requested July 9, 1997 as the public hearing date for the following items: Conditional Use Permit #007-97 of John and Patricia Bowers Conditional Use Permit #008-97 of Peter and Michelle Brogger No Through Truck Traffic on Tasker Road Amendments to Article IV and Article X of Chapter 165, Zoning REOUEST FROM FREDERICK COUNTY SCHOOL FINANCE DIRECTOR JAMES E. BOYD FOR A SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $38,130 FOR DEBT SERVICE - APPROVED Mr. Riley presented this request to the Board. Mr. Boyd requested a supplemental appropriation in the amount of $38, 130 to Debt Service Fund code 71.7100.9.0.00.9203, Interest on Temporary Loans. The adjustment is necessary due to the availability of Literary Fund loans not corresponding with the call dates on the ten million lease revenue notes (IDA) which the schools retired June 1, 1997. Upon motion made by Richard C. Shickle, seconded by Charles W. Orndoff, Sr., the above request from the school board 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 RESOLUTION (#033-97) - INDUSTRIAL RAILROAD TRACK FUNDS. SOUmEASTERN CONT AINERo INC. - APPROVED UNDER CONSENT AGENDA WHEREAS, Southeastern Container, Inc., has expressed its intent and desire to the Frederick County Board of Supervisors to expand its investment and business operations in Frederick 304 County; and WHEREAS, Southeastern Container, Inc., will require rail access; and WHEREAS, the officials of Southeastern Container have reported to the county their intent to apply for Industrial Access Railroad Track Funds from the Commonwealth of Virginia's Department of Rail and Public Transportation in the amount of$150,OOO; and WHEREAS, Southeastern Container, Inc., has requested that the Frederick County Board of Supervisors provide a resolution supporting its application for said funds which are administered by the Virginia Department of Rail and Public Transportation; NOW, THEREFORE, LET IT BE RESOLVED that the County of Frederick hereby makes known its desire and intent to assist the Commonwealth Transportation Board in providing the maximum assistance to Southeastern Container, Inc., for the purpose of expanding its manufacturing operations in Frederick County. RESOLUTION (#032-97) - ENABLING LEGISLATION FOR LOCAL ELECTIONS - APPROVED UNDER CONSENT AGENDA WHEREAS, the Code of Virginia, Section 24.2-600 provides for the enabling legislation for the conduct oflocal elections; and WHEREAS, it is the responsibility of local government in the Commonwealth of Virginia to facilitate and fund this process through local electoral boards; and WHEREAS, on occasion political parties require primary elections to determine the candidates to represent the party in the next general election; and WHEREAS, political parties have the option of selecting a candidate at a general convention. NOW, mEREFORE, BE IT RESOLVED, by the Board of Supervisors of the County of Frederick, Virginia, that political parties be required to fund the election process for primaries rather than mandatory local political subdivisions funding same and that the Virginia General Assembly be requested to amend the Code of Virginia to require political parties in the Commonwealth of Virginia to provide funding for primary elections. BE IT FURTHER RESOLVED, that a true copy of this resolution be sent to the Frederick County delegation in the General Assembly, the Virginia Association of Counties, and the Virginia Municipal League requesting support of said action. 911 MUTUAL AID AGREEMENT WITH WARREN COUNTY. VIRGINIA - APPROVED UNDER CONSENT AGENDA The agreement presented proposes the establishment ofa mutual aid relationship with Warren County, Virginia, for the answering of911 emergency telephone calls from portions of Northwestern Warren County in the "869" telephone exchange area. This agreement is similar to the existing agreement between Frederick County and Shenandoah County and provides for Frederick County to collect 911 tariff funds from affected Warren County residents to help offset the costs of this service. The county attorney has reviewed and endorsed this agreement and is on file in the Fire and Rescue Department. 305 CENTER FOR COMMUNITY LIVING (ROBERT E. ROSE MEMORIAL FOUNDATION. INC.): COMMUNITY DEVELOPMENT BLOCK GRANT PROJECT CONSTRUCTION CONTRACT AWARDED TO LANTZ CONSTRUCTION COMPANY AND REOUEST FOR SUPPLEMENTAL APPROPRIA TION IN THE AMOUNT OF $459.592 - APPROVED Deputy Planning Director Evan Wyatt presented this request to the board. He explained that his request was for approval of Lantz Construction Company's low bid for construction ofthe Center for Community Living and a supplemental appropriation in the amount of$459,592. The bid includes a base bid amount for the complete job and a deductive amount which reflects an itemized list of improvements that could be undertaken by others. The project management team met and discussed all bids received and, after negotiations with Lantz, recommended approval of Lantz Construction Company's bid. The supplement is needed to complete the process. A purchase order will be cut to encumber the funds necessary to meet the complete deductive bid amount to include contingencies. The Rose Foundation provided the county finance director with information verifying two funding sources to meet their commitment, a money market escrow account in the amount of $40,000 and a loan commitment by Jefferson National Bank in the amount of $206,000. Frederick County will be able to draw off of these two accounts to ensure reimbursement to the county and is consistent with the requested supplemental appropriation. Information pertaining to the Rose Foundation accounts and a project cost summary sheet are on file in the office of Planning and Development. The Board discussed this project and the turn of events leading up to this date. The Board members want to be sure that in no way will Frederick County become owners of this particular property. Mr. Ken Poore, president ofK.W. Poore and Associates, appeared before the Board to assure them that everything is on tract and there are sufficient contingencies. Mr. Shickle asked if the deductive bid items are items that are gone forever from the contract or can they be put back in if funding becomes available? Mr. Poore explained that there is a campaign currently underway by Rose Memorial that they would try to roll back in the deducts, if they are able to raise additional monies. This campaign is not only on the local level, but also the Federal level. Mr. Shickle stated that they are all items, from a project standpoint, some are items that they would like to have put back in, or some are items that should have been deleted anyway. I 306 Mr. Poore responded that he would have to talk with the architect, but from his understanding that about 20010 are deducts and are items that they wanted to get out, but about 80% of the deducts are items they would like to get back in if they could. Mr. Shickle requested that some ballpark figure be provided to him at a future date as to what Rose Memorial would like to raise to put into this project in order that it might be completed as it should be. He explained at this point he is not able to differentiate which items are which. Mr. Poore stated that should be no problem. Mr. Orndoff questioned the dollar amount that the County of Frederick would actually be contributing to this project. Mr. Wyatt replied approximately $21,000. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., for a supplemental appropriation in the amount of$459,5n in order that a purchase order can be cut to encumber funds necessary to meet the complete deductive bid amount, including contingencies, that was submitted by Lantz Construction Company for this project. 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 Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., that the construction bid for the Rose Memorial Project be awarded to Lantz Construction Company. 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 ITEMS PUBLIC HEARING - RESOLUTION (#031-97) - GRANTING OF A RIGHT-OF- WAY TO ALLEGHENY POWER COMPANY - PROPOSED GRANTING OF A RIGHT-OF-WAY OVER AND UPON REAL ESTATE OWNED BY THE COUNTY OF FREDERICK. IN THE STONEWALL MAGISTERIAL DISTRICT (CLEARBROOK PARK). TO ALLEGHENY POWER COMPANY FOR AN ELECTRIC TRANSMISSION SYSTEM, ETC. - APPROVED I' ,[ I There was no public input. Mr. Orndoff moved for approval and Mr. Sager seconded that the following resolution be approved: At a special meeting of the Board of Supervisors of the County of Frederick, Virginia, held on June 10, 1997, following a public hearing thereon duly advertised and held in the Board of Supervisors Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia 22601, on motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, and on the votes hereafter recorded, it is hereby RESOLVED that the County of Frederick, Virginia, shall grant unto Allegheny Power Company a perpetual right-of-way over its land situate in the Stonewall Magisterial District, known as Clearbrook Park, for the purposes and in accordance with that certain Right-Of-Way Agreement, a copy of which is attached hereto and incorporated herein, and John R. Riley, Jr., County Administrator and Clerk to the Board of Supervisors is hereby authorized to execute same on behalf of the County of Frederick, Virginia. 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. Shiclde - Aye Charles W. Orndoff, Sr. - Aye PLANNING COMMISSION BUSINESS: PUBLIC HEARING - REZONING APPLICATION #001-97, OMPS FUNERAL HOME, INC., TO REZONE 1.3976 ACRES OF A 32.362-ACRE TRACT FROM RA (RURAL AREAS) DISTRICT TO B2 (BUSINESS GENERAL DISTRICT). THIS PROPERTY IS LOCATED ON THE WEST SIDE OF ROUTE 522 SOUTH. APPROXIMATELY 1500' NORTH OF THE INTERSECTION OF ROUTE 644 AND ROUTE 522 SOUTH. AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 64-3-A IN THE SHAWNEE MAGISTERIAL DISTRICT - APPROVED Mr. Evan Wyatt, deputy planning director, presented this request to the Board. There was no public input. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., rezoning application #001-97, Omps Funeral Home, Inc., 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 Hearing Items RESOLUTION TO INCLUDE STREETS IN WOODSIDE ESTATES SUBDIVISION INTO VDOT SECONDARY SYSTEM - APPROVED UNDER CONSENT AGENDA . 308 A resolution was presented to the board requesting VDOT to include in the secondary system Barkwood and Driftwood Drives, Big Limb Lane, and Stump Court located in the Woodside Estates Subdivision. EASTERN ROAD PLAN. REOUEST TO ADJUST NORTHERN TERMINUS OF MAJOR COLLECTOR TO ALIGN WITH THE OLD ROUTE 642 AND ROUTE 522 INTERSECTION - APPROVED UNDER CONSENT AGENDA Planner Eric R. Lawrence explained in his memorandum that a request had been received from Billy 1. Tisinger, representing JASBO, Inc. Mr. Tisinger is requesting an interpretation of the Eastern Road Plan that affects his client's property, as JASBO, Inc. owns 135 acres of undeveloped land located north of old Route 642 (Macedonia Church Road), and west of Route 522 in the Stephens City area of the County. Mr. Lawrence further explained that the Eastern Road Plan identifies a "major collector" road which bisects the 135 acre property, traveling in a north-south direction, connecting old Route 642 and Route 522. This connection is essentially an extension of White Oak Road (Route 636) to the north. Mr. Lawrence explained that Mr. Tisinger proposes to continue to use the intersection of old Route 642 and White Oak Road as the southern terminus of the identified "major collector". This intersection is clearly identified on the Eastern Road Plan but Mr. Tisinger proposes to adjust the northern terminus of the "major collector" to align with the old Route 642 and Route 522 intersection. A map illustrating same was enclosed for the boards review. The Comprehensive Plans and Programs Subcommittee accepted the plan as did the Planning Commission at their meeting on May 7, 1997. PLANNING AND DEVELOPMENT DEPARTMENT PRESENTS ANNUAL REPORT FOR BOARDS REVIEW AND COMMENT - APPROVED UNDER CONSENT AGENDA End of Planning Commission Business. COMMITTEE REPORTS: PARKS AND RECREATION COMMISSION - APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on May 27, 1997. Members present were Robert Roper, Charles Sandy, Robert Hartman, Steven Spitzer, Jane Vickers, and Cheryl Swartz. The following item was submitted for the boards information only: I I' I 309 1. Request from Carl Zach2o. Ma2ic Marker Paintball. Inc. - Tabled Mr. Sandy moved to table action on the motion until the June meeting, seconded by Mr. Spitzer, carried unanimously (5-0). TRANSPORTATION COMMITTEE APPROVED UNDER CONSENT AGENDA The Transportation Committee, during their regular meeting of May 6, 1997, considered two requests for the installation of stop signs in the Fredericktowne Estates subdivision. Residents within the Fredericktowne Estates subdivision have expressed concern with the speed at which residential and construction traffic travels throughout the subdivision. The residents believe that the creation ofthree-way and four-way stop conditions at various locations within the subdivision would assist with this problem. Specifically, the requests involve the creation of a four-way stop condition at the intersection of Fairfax Drive and Montgomery Circle and the creation of a three-way stop condition at the intersection of Appomattox Drive and Montgomery Circle. The Virginia Department of Transportation conducted studies of these intersections and determined that the requested stop conditions were not warranted. However, VDOT representatives advised the Transportation Committee that they would be willing to install stop signs at these locations ifit was the desire ofthe Board of Supervisors. The Transportation Committee listened to the concerns of three citizens and reviewed a petition signed by 21 additional property owners. The Transportation Committee felt that it would be appropriate to create complete stop conditions at these intersections, and recommended unanimous approval of the four-way stop condition at the intersection of Fairfax Drive and Montgomery Circle and recommended majority approval of the three-way stop condition at the intersection of Appomattox Drive and Montgomery Circle. Included with this memorandum is a map depicting the existing stop conditions at these intersections, as well as the location of the additional stop signs that have been requested. Staffwill provide VDOT representatives with a notice to proceed should the Board of Supervisors support this request. EMERGENCY COMMUNICATIONS COMMISSION - MEETING OF MAY 9. 1997 - APPROVED IN PART The Frederick County Emergency Communications Commission met on Friday, May 9, 1997, at 4:20 p.m. Present were Board member Robert Sager, committee members H. Perry Silva, Frank A. Spurr, Jr., and Sheriff Robert Williamson. Also present were Fire and Rescue Director Thomas W. Owens and members of the media. The following items were discussed and were presented for the boards information only: 1. CAD Selection Committee An update was given on the award for the CAD System. Final negotiations with Applied Micro Technology (AMT) have been completed. The possibility of separating the award of the contract into software and hardware elements had been discussed. After evaluation, the committee found it would have to start over and reissue an RFP. With the grant deadline, it has been determined there is not enough time for a new RFP because this project must be operational by July 1st. A contract will be awarded based on a turn key proposal from Applied Micro Technology. The package is back with the procurement office of the city government and a purchase order should be issued anytime. 2. Directors Selection Committee Eight finalist were interviewed by the Selection Committee along with County Administrator John Riley and Personnel Director Ann Kelican. Interviews were held on Wednesday, May 7, and Thursday, May 8, 1997. Four candidates were interviewed each day. There was direct questioning I i , 310 and a technical exercise that each candidate had to complete and provide a written response. The Selection Committee met on Friday, May 9, 1997, to compile the results of the interviews for the purpose of being able to make a recommendation of a specific candidate. Further information was discussed in Executive Session. 3. Enhanced 911 John Riley requested that the commission contact several other jurisdictions that have been working with Bell Atlantic on their enhanced system to obtain procurement information. Mr. Riley can then look at the actual procurement process. The commission was referred to York County and Henrico County, Virginia. A response has been received from York County and the commission is awaiting a response from Henrico County. As soon as this information is received it will be forwarded to Mr. Riley for his review. After this is accomplished, initiation of a contract may be possible at this time. 4. Communications Center Construction Sheriff Bob Williamson and Mr. Frank Spurr have been visiting Centers of similar size and similar types of communities throughout our area. Various facilities have been videotaped so that the architect can see and understand what will be discussed when designing a center. Those facilities which have been taped are: Loudoun, Shenandoah, and Augusta counties. The center hopefully will become a very active item upon selection of a communications center director. The commission would like to get an RFP as soon as possible and Mr. Strawsnyder is prepared to assist with this project. 5. Workload Analvsis The sheriffs department communications workload analysis has been completed by the sheriffs department and the same data is expected to be gathered from the city police department on county fire and EMS. Additional studies may be made as required. Ten different kinds of calls are being reviewed and would include both incoming and outgoing radio communications as well. Work time studies are planned to evaluate the amount of work time involved in each classification of calls. It will be necessary to look at both peak hours and total hours for certain information for personnel and staffing needs. 6. Media Communications The commission after brief discussion felt Mr. Frank Spurr has the technical expertise and would be a prime candidate to represent the commission and furnish the media with specific details and explanations to obtain clarification. Sheriff Williamson made a motion to appoint Mr. Frank Spurr as the spokesperson to assist with the explanation of the technical aspect portion of the commission. Mr. Perry Silva seconded this motion. This motion was unanimously approved. The media was very agreeable to the idea of getting together after the meeting for discussion and further explanation. 7. General Work Plan A general work plan was prepared and presented by Mr. Frank Spurr to the commission. It was felt that beginning a list of the areas/projects would be beneficial. There were several items on the general work plan which were discussed. Feedback from the general work plan was positive and good information was received. A lot of time and though was put into the general work plan and the commission appreciates what Mr. Spurr has accomplished with this. 8. Executive Session The Commission went into Executive Session to discuss personnel matters. Ii I i 311 EMERGENCY COMMUNICATIONS COMMISSION - MEETING OF MAY 23. 1997 - APPROVED IN PART The Frederick County Emergency Communications Commission met on Friday, May 23, 1997, at 4:05 p.m. Present were Board member Robert Sager, committee members H. Perry Silva, Frank A. Spurr, Jr., and Sheriff Robert Williamson. Also present were Fire and Rescue Director Thomas W. Owens and members of the media. The following items were discussed and were presented for the boards information only: 1. By-Laws Committee Members of the Commission were given a copy of the proposed By-Laws (see Attachment 1). It was the recommendation of the By-Laws Committee that each member review this document and be prepared to discuss this document at the next Communications Commission meeting which will be June 9th. At this time, a final draft will be prepared so it may be forwarded to the board for approval. There are amendments to these By-Laws that were passed out at the meeting for the Boards review. These amendments will be discussed at the board of supervisors meeting on July 9. 2. CAD Selection Committee The purchase order for the CAD System has been completed by the city and the system is on order from Applied Mirco Technology (AMT). The system must be operational in one month and the vendor is aware of this deadline. AMT indicated this should be no problem. A packet of documents relating to the grant which were provided by the City of Winchester was given to each member of the commission. 3. Enhanced 911 Procurement information has been received from other jurisdictions. This information has been gathered to be forwarded to the county administrator for his review. The commission was presented literature from Motorola on their Centralink 911 hardware. This is hardware only and the information was provided with the request that the commission members be given the opportunity to look at the material. 4. Communications Center Construction A floor plan of the Augusta County Communications Center was distributed. Mr. Spurr is calculating the square footage of this center in comparison to our proposed center. Warrenton and Fauquier's communication centers are smaller than the Augusta center. Sheriff Williamson received a letter from Judge Whetzel, who is doing a survey of space requirements and future needs of the offices and space allocations in the Judicial Center. The commission may want to inquire about the communications centers placement in the basement and its relationship to this survey. 5. Workload Analysis Mr. Thomas Owens will be getting with Mr. Larry Phillips in hopes of getting the fire-rescue study completed very soon. The sheriffs department has completed one study and expects to make another in the next couple weeks. 6. General Work Plan There have been no entries to the General Work Plan with respect to due dates. When the communications centers director is hired, this document will be the framework to begin and understand what the commissions expectations are, and provides a checklist of things we intend to move forward on as quickly as possible. As time goes on the commission may add, change, or even 312 delete items. 7. Radio Svstem UOl!:rade Mr. Frank Spurr met with the Frederick County Fire and Rescue Association representatives and discussed the radio system for fire and rescue. There will be three options available. These options will be made as a presentation at the next Fire and Rescue Association Meeting on June 16 at 7 p.m. at the Round Hill Fire Hall by Mr. Spurr. Input will be requested from all chiefs so they will have an opportunity to participate in the decision making process. 8. City of Winchester - Communications Center Renovation Chief Miller prepared a status report which is presented to the city council. These will now be given and shared with the commission. A status report was given out to the commission members (see Attachment 2). There was brief discussion on what is happening or what has been completed as far as the city's renovations. The anticipated completion date on the city's renovations is July 1, 1997. 9. Executive Session The commission went into Executive Session to discuss personnel matters. PERSONNEL COMMITTEE The Personnel Committee met on Monday, May 12, 1997 at 8:30 AM in the Board of Supervisors' Executive Session Room, at 107 N. Kent Street, Winchester, Virginia. Present at the meeting were Margaret B. Douglas, chairman; Robert S. Gordanier; Toni Wallace; Michael Foster; John R Riley; and Ann Kelican. W. Harrington Smith was absent. The Personnel Committee also met on Friday, May 23, 1997, at 8:30 AM with the following members present: Margaret B. Douglas, chairman; W. Harrington Smith; Robert S. Gordanier; Toni Wallace; John R Riley; and Ann Kelican. Michael Foster was absent. As a result of the above meetings, the committee submits the following report and recommendations for your consideration: 1. Reauest from the Commissioner of the Revenue for a Reclassification of the Statisticianrrechnical Assistant in Her Office - Aporoved The committee reviewed the attached request from Ms. Ellen Murphy, Commissioner of the Revenue, for a reclassification of the Statistician/Technical Assistant in her office and recommends that said position be reclassified to Statistician/Technical Director at a salary of $29,937, effective July I, 1997. The position will be classified in the Schematic List of Classes at a Range 17. The Committee also recommends a supplemental appropriation in the amount of$6,450 ($4,850 Salary and $1,600 Fringes) to the appropriate line item to fund said position (see Attachment A). Upon motion made by Margaret B. Douglas, seconded by Robert M. Sager, the above request by the Commissioner of the Revenue 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. Reauest from the Planninl!: and Development Director to Promote a Planner I to a Planner II - Approved II 1313 The committee reviewed the attached request from Mr. Kris Tierney, Planning and Development Director, to promote an employee from Planner I to Planner II, Range 17, Step 2, and recommends approval of same effective July 1, 1997. The committee also recommends approval of a supplemental appropriation in the amount of $3,981 ($3,062 Salary and $919 Fringes) to the appropriate line item to fund said promotion (see Attachment B). Upon motion made by Margaret B. Douglas, seconded by Robert M. Sager, the above request by the Planning Director 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. Recommendation to Fund LEOS Retirement Svstem for Law Enforcement and Firefil!:hter Personnel - Approved The results of the actuarial study to provide LEOS retirement coverage for the county's law enforcement and Firefighter personnel was reviewed and the committee recommends approval of same, effective July 1, 1997. The cost to provide this coverage would be $43,436 and the committee recommends a supplemental appropriation in this amount to the appropriate line item to fund said program (see Attachment C). Upon motion made by Margaret B. Douglas, 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 4. Reauest from Planninl!: and Development Director to Fill Vacant Position - Aooroved The committee reviewed the attached request from the planning and development director to fill the recently vacated Graphic Design Technician position in his department and recommends approval of same (see Attachment D). Upon motion made by Margaret B. Douglas, 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 5. Recommendation to Abolish the Hirinl!: Freeze and to Establish a Procedure to Fill Vacant Positions - Aooroved 314 At the direction of the Board of Supervisors, the committee reviewed the status of the current hiring freeze implemented by the board in 1992 and recommends that same be abolished immediately. The committee further recommends that all requests to fill approved, budgeted positions be reviewed by the Personnel Committee for recommendation to the Board of Supervisors. Safety sensitive positions, as defined by the Personnel Committee, would be exempt from the above requirement and filled administratively with approval by the County Administrator. The committee further recommends that henceforth when new positions are proposed in preparation of the fiscal year budget, the department director will be required to appear before the Personnel Committee to justify the need for said position before it proceeds through the budget process. New positions requested during the fiscal year will require committee review and Board of Supervisors approval. Upon approval of the fiscal year budget, the Personnel Office will be notified of all approved positions within the county budget. Upon motion made by Margaret B. Douglas, 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 PUBLIC WORKS COMMITTEE The Public Works Committee met on Tuesday, May 27, 1997, at 7:30 a.m. Present were board members Charles W. Orndoff, Sr., and W. Harrington Smith, Jr., committee members Tom Olfutt, George Ludwig and Jim Wilson; County Administrator, John R. Riley, Jr., Landfill Manager, Steve Frye, Engineering Technician, Joe Wilder, Environmental Technician, Ron Kimble and Director of Public Works, Harvey E. Strawsnyder, Jf., P.E. The following item was discussed and required the boards action: 1. Chanl!:e Order for Pavinl!: Landfill Convenience Site - Approved The director of public works presented a proposed change order related to paving the citizen convenience area at the landfill. The change order will be attached to a current contract with Carroll Construction Company for paving the compactor sites within Frederick County. To date, all of the sites have been paved except the landfill area. The change order includes additional costs related to expanding the original site dimensions as well as substituting a heavier pavement section, two inches ofI-2, for the original prime and seal surfacing. These changes are highlighted in the attached memorandum. The proposed change order will increase the contract price from $70,312 to $82,340 which constitutes a 17 percent increase. The funding for the project will be derived from the landfill budget (see Attachment 1). A motion was made by Harrington Smith and seconded by Tom Olfutt to approve the change order as submitted. The motion was unanimously approved. Upon motion made by Charles W. Orndoff, Sf., seconded by Robert M. Sager, the above change order request was approved by the following recorded vote: 1] I I 1315 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. Costs to Acauire Allel!:henv Power Substation A preliminary cost proposal submitted by Allegheny Power for the acquisition of the existing substation site located on the west side of Kent Street was presented to the committee for their review and discussion. Basically, the proposal was initiated at the request of John R. Riley, Jr., county administrator, as a follow up to previous verbal discussions with Potomac Edison. After discussing the cost impacts outlined in the attached letter, the committee recommended maintaining contact with Allegheny Power regarding the possible acquisition of the property. However, the committee did not want to proceed with any action regarding actual purchase, especially at the costs outlined in the April 29, 1997 correspondence (see Attachment 2). 2. Uvdate on Landfill Gas Issues The Director of Public Works presented a brief overview of the proposed regulations related to managing landfill gas. Currently, the landfill is required to comply with Environmental Protection Agency (EPA) regulations. The Commonwealth of Virginia via the Department of Environmental Quality (DEQ) is not expected to adopt new landfill gas regulations until January 1998. In the interim, we will be expected to comply with EPA regulations through DEQ. We are anticipating that the new regulations will require us to treat the old closed out landfill and the new Subtitle D landfill as one entity for the purpose of evaluating NMOC (None Methane Organic Compounds) emissions. This evaluation could lead to an active recovery system at the new and possibly old landfills. In anticipation of those new regulations, we have initiated action to select a qualified consultant to assist us in the evaluation and design of gas recovery systems. We expect this process to be completed on or before June 7, 1997. Weare hopeful that the new consultant will be on board in time to participate in a scheduled meeting on June 18 with representatives from DEQ and EP A in Staunton, Virginia. 3. Uvdate on New Office Space for Commonwealth Attornev The architect selected by Shockeys Inc. has completed a general layout for the new office space for the commonwealth attorney. It is anticipated that final approval by the Commonwealth Attorneys office will be obtained on June 6, 1997. Detail design documents will follow this approval. These documents will be used by Shockeys to develop a cost estimate for the construction phase of the project. 4. Bids for Underl!:round Conduit in County Office Parkinl!: Lot Public Works is currently in the process of improving the existing parking lot to meet new design standards. As part of this project, we are abandoning overhead utility lines in favor of underground utilities. The first phase of this project will be the installation of conduits to facilitate the future installation of new power and telephone lines. This initial conduit installation will allow us to proceed with overlaying the existing parking lot. It will also allow our neighbors to proceed with the improvements that they have planned for their parking areas. Bids were solicited from three qualified contractors. A low bid of $8,778 was received from 316 Buckley Lages. Funding for this project was previously approved by the committee and Board of Supervisors as part of a $50,000 lump sum figure for improvements to the parking lot (see Attachment 3). 5. Miscellaneous Reports a. Animal Shelter Report- Dogs (see Attachment 4) b. Animal Shelter Report - Cats (see Attachment 5) c. Tonnage Report (see Attachment 6) and d. Recycling Report (see Attachment 7). FINANCE COMMITTEE The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Wednesday, May 21, 1997 at 8:00 a.m. Committee member Anita L. Shull was absent. The following items were discussed and required the boards action: 1. The Finance Director Reviewed the Monthlv Financial Reports for Month Endin2 March 31. 1997 See attached memo, p. 1-2. 2. The Frederick County Re2istrar ReQuests a General Fund Supplemental Appropriation in the Amount of$10.210 - Approved This amount is needed to hold a state-wide primary election in June. Additional local funds are necessary. See attached memo, p. 3. The committee recommends approval. The Board expressed their disapproval of this expenditure as has been expressed in the past and hope that the General Assembly will address it during their next session, meantime knowing that the board has no choice but to pay the bill. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the above request by the Registrar 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. The Circuit Court ReQuests a General Fund Supplemental Appropriation in the Amount of $2.000 - Approved This amount is to cover the cost of a required audit by the State Auditors office. Additional local funds are necessary. See attached memo, p. 4. 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 II Ii I 317 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye 4. The ReQuested Information Re2ardin2 Le2al Interpretation of the Le2islation on the Use of Tri20n Funds Has Been Provided - Approved The Superintendent of Schools requests that the Board approve the Trigon funds, in the amount of$197,901.21, being applied toward health insurance costs for 1997-98. This amount was included in the 1997-98 budget as a transfer item to offset health insurance costs. See attached memo, p. 5-7. 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 Frederick County Sanitation Authoritv Is Brin2in2 the ReQuest That Was Tabled Last Month Concernin2 the Exoneration ofMonev Owed to the Countv - Tabled Continued This item was tabled awaiting answers to questions by the Finance Committee. See attached memo, p. 8-9. This item was tabled until the Sanitation Authority Director can be present. 6. The Re2ional Jail ReQuests a Re2ional Jail Fund Budl!et Transfer in the Amount of $7.820 - Denied As Recommended Bv Committee This amount is needed to purchase software programs. No additional local funds are needed. See attached memo, p. 10-13. The committee does not recommend 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 7. The Personnel Director and the Treasurer ReQuest a General Fund Bud2et Transfer in the Amount of $43.306 - Approved This amount is needed to cover positions approved by the Board of Supervisors and is to come from the operational transfers line item. No additional local funds are needed. See attached memos, p. 14-15. 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: 318 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 Finance Director ReQuests an Administration Buildin2 Fund Supplemental Appropriation in the Amount of $9.700 - Approved This amount is needed to pay a Shockeys bill related to the cistern found at the county administration building location. See attached memo, p. 16-18. 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 items were discussed and submitted for the boards information only: 1. The Director of Plannin2 Updated the Finance Committee and Gave an Overview of the Fiscal Impact Model This item was requested by the Finance Committee several months ago. See attached memo, p. 19-22. 2. The Finance Committee and School Representatives Held an Executive Session in Accordance with the Code ofVir2inia 1950 as Amended. Section 2.1-344 to Discuss the ACQuisition of Proper tv See attached memo, p. 23-29. BOARD OF SUPERVISORS COMMENTS Mr. Shickle, requested that in the future all budget item requests being presented to the Board, could be noted whether the request was for the present budget year or the following year would be of great help to him. Mr. Longerbeam stated to those that have not seen the "9 Court Square Building" lately he would strongly suggest that they take the time to look at it as it is nearing completion and Farmers and Merchants Bank has done a magnificent job of restoring this area. 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 Ii 11319 I 2.1-344, Subsection A(1) for discussion of personnel issues. 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 stating that 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 DEPARTMENT HEAD EV ALUA TIONS CERTIFIED AS NOTED IN EXECUTIVE SESSION - FINANCE. DATA PROCESSING. PERSONNEL. PUBLIC WORKS. PARKS AND RECREATION. FIRE & RESCUE. AND DIVISION OF COURT SERVICES TO RECEIVE 4% MERIT INCREASE FOR FISCAL YEAR STARTING JULY 1. 1997 - PLANNING. EDC. AND AIRPORT DIRECTORS. AS WELL AS COUNTY ADMINISTRATOR. TO BE ACTED UPON AT THE JULY 9. 1997 BOARD MEETING - COUNTY EMPLOYEES TO RECEIVE MERIT INCREASE BASED UPON THEIR EV ALUA TION Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the above merit increases were approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye 320 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye UPON MOTION MADE BY W. HARRINGTON SMITH, JR., SECONDED BY CHARLES W. ORNDOFF, SR., THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. / James L. Longer eam Chairman, Board of Supervisors (/ .-) ,") /] \ /.... tl/ ....;/ ! /'< / f'\'/', ,/" 'John R. Riley, Jr. / Clerk, Board of Supervisors