Loading...
August 14, 1996 Regular Meeting 030 A Regular Meeting of the Frederick County Board of Supervisors was held on August 14, 1996, at 7:15 p.m., in the Board of Supervisors' Meeting Room, Frederick County Courthouse, Loudoun Street Mall, Winchester, Virginia. PRESENT: Chainnan James L. Longerbeam; W. Harrington Smith, Jr.; Richard C. Shickle; Robert M. Sager; Margaret B. Douglas; and Charles W. Orndoff, Sr. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by Reverend Robert G. Stainback of the Centenary United Church of Christ. ADOPTION OF AGENDA Chairman Longerbeam requested time to discuss the establishment of a joint worksession between the Planning Commission and Board of Supervisors under County Officials, Item #8. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the agenda was adopted 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. Tab D: Schedule Public Hearing Date for Planning Commission Items; 2. Tab E: Carry Forward of Grant Funds for Sheriff's Department; 3. Tab G: Electronic Ballot Vote Tabulator; 4. Tab H: Resolution Accepting Lakeside Surplus Property from the Frederick County School Board; 5. Tab I: Center for Community Living: Community Development Block Grant (CDBG) Project; 6. Tab 0: Subdivision Waiver Request of Debra Allanson; 7. Tab P: Road Resolution: Stonewall Industrial Park; 8. Tab S: Draft Resource Management Plan for the Kernstown Battlefields; 031 9. Tab U: Personnel Committee Report; and 10. Tab V: Joint Finance Committee Report. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the consent agenda was approved as noted above 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. RESOLUTION RECOGNIZING FREDERICK COUNTY EMPLOYEE CLAYTON J. GRANT. GRAPHIC DESIGN TECHNICIAN IN THE FREDERICK COUNTY PLANNING AND DEVELOPMENT DEPARTMENT. AS EMPLOYEE OF THE MONTH Supervisor Shickle presented this award to Graphic Design Technician Clayton 1. Grant. MINUTES OF SPECIAL MEETING - JULY 3. 1996 - APPROVED Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., the minutes of the special meeting of July 3, 1996, 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 - JULY 10. 1996 - APPROVED Upon motion made by Charles W. Orndoff, Jr., seconded by W. Harrington Smith, Jr., the minutes of the regular meeting of July 10, 1996, 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 COMMITfEE APPOINTMENTS HANDLEY REGIONAL LffiRARY BOARD - SUPERVISOR MARGARET DOUGLAS' APPOINTMENT AS LIAISON TO REPLACE ROBERT M. SAGER- 032 APPROVED Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., Supervisor Margaret Douglas was appointed liaison to the Handley Regional Library Board to replace Robert M. Sager and 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 NOMINATION OF VALERIE FOX. EMPLOYEE OF AMOCO FOAM PRODUCTS. TO LOCAL EMERGENCY PLANNING COMMll TEE (LEPC) - APPROVED The Fire and Rescue Department requested the board's confirmation of the LEPC'S nomination of Valerie Fox, with Amoco Foam Products, before her name is submitted to the State Emergency Response Council for appointment. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., this nomination 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 OF EOUALIZATION Back Creek District Supervisor Douglas submitted the following names for consideration of appointment to the Board of Equalization: James Brumback, Eugene Larrick, and Peggy Hahn. Stonewall District Supervisor Orndoff submitted the following names for consideration of appointment to the Board of Equalization: Kenny Stiles, Richard Crane, and Mary Jane Light. Shawnee District Supervisor Smith requested any citizen in the Shawnee District who is interested in serving on this board to please contact him immediately. FREDERICK-WINCHESTER SERVICE AUTHORITY - REAPPOINTMENT OF ROBERT N. CARPENTER - APPROVED II II . '10.33 Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., Robert N. Carpenter was reappointed to the Frederick-Wmchester Service Authority. This term commences September 1, 1996 and expires August 31, 1999. 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 FREDERICK-WINCHESTER SERVICE AUTHORITY - REAPPOINTMENT OF C. ROBERT SOLENBERGER. MEMBER-AT-LARGE - APPROVED Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, C. Robert Solenberger was reappointed as the Member-at-Large on the Frederick-Winchester Service Authority. This term commences September 1, 1996, and expires August 31, 1999. 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 LORD FAIRFAX PLANNING DISTRICT COMMISSION - REAPPOINTMENT OF COUNTY ADMINISTRATOR JOHN R. RILEY. JR.. AND APPOINTMENT OF INTERIM PLANNING DIRECTOR KRlS Co TIERNEY - APPROVED Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, County Administrator John R Riley, Jr., was reappointed and Interim Planning Director Kris C. Tierney was appointed to serve on the Lord Fairfax Planning District Commission. These terms commence October 1, 1996, and expire September 30, 1998. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PLANNING DEPARTMENT'S REOUEST FOR PUBLIC HEARING DATES - APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the following 034 items were approved under consent agenda for public hearings at the board's meeting scheduled for September 11, 1996: Conditional Use Permit #009-96 of Kenneth C. Poole, Jr. Conditional Use Permit #010-96 ofJennifer B. Harris Rezoning Application #004-96 of Valley Mill Estates Rezoning Application #005-96 of Scully Ltd. 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 SHERIFF'S DEPARTMENT'S REOUEST FOR CARRY FORWARD OF GRANT FUNDS IN THE AMOUNT OF $35.406 - APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the Sheriff's Department's requests for a carry forward of grant funds in the amount of $35,406 was approved under consent agenda 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'S REOUESTS FOR AN ADMINISTRATION BUILDING FUND SUPPLEMENTAL APPROPRIATION - APPROVED IN PART County Administrator Riley requested an Administration Building Fund supplemental appropriation in the amount of $1,459,667. Ofthis amount, $1,189,802 remains outstanding to Shockey for the current building construction contract. The remaining amount of $269,865 will be used for additional costs associated with the building. Since the remaining amount of funds are not obligated for any specific expenditures, it was the consensus of the board that these funds would not be appropriated at this time. Upon motion made by Robert M. Sager, seconded by Richard C. Shickle, to move the administration building funds to the current fiscal year. Additional costs will be used for expenditures as approved by the board based on the Public Works Committee recommendations. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye il I I I 11035 W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye ELECTORIAL BOARD'S REOUEST FOR A GENERAL FUND SUPPLEMENTAL APPROPRIATION IN mE AMOUNT OF $6.500 FOR mE PURCHASE OF AN ELECTRONIC BALLOT VOTE TABULATOR - APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the Electorial Board's request for a general fund supplemental appropriation in the amount of $6,5000 for the purchase of an electronic ballot vote tabulator was approved under consent agenda 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 (#003-96) ACCEPTING LAKESIDE SURPLUS PROPERTY FROM THE FREDERICK COUNTY SCHOOL BOARD - APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the following resolution was approved under the consent agenda: RESOLUTION ACCEPTING LAKESIDE PROPERTY FROM THE FREDERICK COUNTY SCHOOL BOARD WHEREAS, the Frederick County School Board adopted a resolution on July 1, 1996, declaring the property located in Lakeside to be surplus property; and WHEREAS, said property is that certain lot or parcel ofland containing 16.0000 acres, more or less, more particularly described in that certain plat and survey ofP. Duane Brown, C.L.S., dated October 6, 1986, which plat and survey is of record attached to a deed of gift to the County School Board of Frederick County, Virginia, in Deed Book 632, at Page 466 in the Clerk's Office of the Circuit Court of Frederick County, Virginia, which plat and survey is made a part hereof by reference; and NOW, mEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors hereby authorizes Clerk of the Board of Supervisors John R. Riley, Jr., to accept a deed for the above described Lakeside property from the School Board on behalf of the county. PASSED this 14th day of August, 1996. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye 036 Robert M. Sager - Aye Richard C. ShickIe - Aye Charles W. Orndoff, Sr. - Aye RESOLUTION TO ESTABLISH POLICY PLANS FOR THE CENTER FOR COMMUNITY LIVING: COMMUNITY DEVELOPMENT BLOCK GRANT PROJECT - APPROVED UNDER CONSENT AGENDA The Department of Housing and Community Development requires, as one component of the pre-contract conditions for the Rose Memorial construction project, the local governing body to adopt plans and policies pertaining to employment practices, non-discrimination, anti-displacement, and fair housing. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the following resolution was approved under consent agenda: RESOLUTION TO ESTABLISH POLICY PLANS FOR mE CENTER FOR COMMUNITY LIVING: COMMUNITY DEVELOPMENT BLOCK GRANT PROJECT Whereas, the Department of Housing and Community Development has recognized the Center for Community Living as a viable project under the Community Development Block Grant program; and, Whereas, the Center for Community Living will provide the County of Frederick with a facility which will fulfill an identified community need; and, Whereas,the Department of Housing and Community Development has established policies and plans that are required to be implemented for all successful Community Development Block Grant projects; and, Whereas, the adoption of a Local Business and Employment Plan, a Non-Discrimination Policy, a Residential Anti-Displacement and Relocation Assistance Plan, and a Fair Housing Certification Policy for the County of Frederick will establish the policies and plans as required by the Department of Housing and Community Development. NOW, THEREFORE, BE IT ORDAINED, by the Frederick County board of Supervisors that a Local Business and Employment Plan, a Non-Discrimination Policy, a Residential Anti- Displacement and Relocation Assistance Plan, and a Fair Housing Certification Policy be implemented for the Center for Community Living facility as described on the following attachments (these documents are on file in the Office of Planning and Development): 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. ShickIe - Aye Charles W. Orndoff, Sr. - Aye AUGUST 28, 1996. 7:00 PM ESTABLISHED AS DATE FOR PLANNING COMMISSION AND BOARD OF SUPERVISORS JOINT WORKSESSION FOR DISCUSSION OF ROUTE 11 NORm WATER AND SEWER 1.1 II II I 11037 AN AMENDMENT TO THE FREDERICK COUNTY CODE. CHAPTER 165. ZONING: ARTICLE V. RA. RURAL AREAS DISTRICT: SECTION 165-51. CONDITIONAL USES. THE PROPOSED AMENDMENT WILL PERMIT SEWAGE REMOVAL AND DRAIN CLEANING SERVICE OPERATIONS THAT HAVE BEEN IN BUSINESS PRIOR TO JUNE 1. 1978 TO BE WCA TED IN THE RA. RURAL AREAS DISTRICT THROUGH THE ISSUANCE OF CONDITIONAL USE PERMIT BY FREDERICK COUNTY (TABLED FROM BOARD MEETING OF JULY 10. 1996) - BROUGHT FORWARD FROM TABLE Upon motion made by Richard C. Shickle, seconded by W. Harrington Smith, Jr., this amendment was brought forward from the table 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 - AN ORDINANCE TO AMEND THE FREDERICK COUNTY CODE. CHAPTER 7. ELECTIONS: ARTICLE I: MAGISTERIAL DISTRICTS: SECTION 7-3. CENTRAL ABSENTEE VOTING PRECINCT. THE PROPOSED AMENDMENT WILL ALLOW THE CENTRAL ABSENTEE VOTING PRECINCT (CAVP). (FORMERLY KNOWN AS THE CENTRAL ABSENTEE VOTING ELECTION DISTRICT (CA VED)). TO BE MOVED FROM 20 NORTH LOUDOUN STREET (OLD FREDERICK COUNTY COURTHOUSE). WINCHESTER. VIRGINIA. BOARD OF SUPERVISORS MEETING ROOM. TO 107 NORTH KENT STREET (COUNTY ADMINISTRATION BUILDING). WINCHESTER. VIRGINIA. IN A FIRST FLOOR CONFERENCE ROOM - APPROVED County Administrator John Riley presented this ordinance amendment. There was no public input. Upon motion made by W. Harrington Smith, Jr., seconded by Richard C. Shickle, the following ordinance amendment was approved: BE IT ORDAINED, that Chapter 7, Elections; Article I, Magisterial Districts; Section 7-3, Central Absentee Voting Precinct, is hereby amended to read as follows: fi 7-3. Central Absentee Voting Precinct. The Central Absentee Voting Precinct for all elections (except town elections for Middletown and Stephens City) is to be held at 107 North Kent Street (County Administration Building), Winchester, Virginia, in a First Floor Conference Room. 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 I II 038 PUBLIC HEARING - AN ORDINANCE TO AMEND THE FREDERICK COUNTY CODE. BY DELETING AND REPEALING CHAPTER 104 THEREOF. JUNK DEALERS AND PAWNBROKERS. AND REPLACING IT WITH A NEW PROPOSED CHAPTER 104. TO BE ENTITLED JUNK DEALERS AND PAWNBROKERS. WHICH CHAPTER PROVIDES FOR LICENSES TO BE ISSUED BY THE COUNTY. LIMITATIONS. RECORD KEEPING. POLICE ACCESS. STATUTORY PROVISIONS AND PENALTIES FOR VIOLATION OF THE CHAPTER-APPROVED County Administrator Riley presented this ordinance amendment. There was no public input. Upon motion made by Richard C. Shickle, seconded by Robert M. Sager, the following ordinance amendment was approved: BE IT ORDAINED, that the current Chapter 104, Entitled Junk Dealers and Pawnbrokers, of the Frederick County Code, is hereby repealed and a new Chapter 104, Entitled Junk Dealers and Pawnbrokers of the Frederick County Code, is hereby adopted to read as follows: CHAPTER 104 JUNK DEALERS & PAWNBROKERS (A) PAWNBROKER DEFINED. For the purpose of this section pawnbroker means any person, partnership, corporation, or other entity who lends or advances money or other things for profit on the pledge and possession of personal property, or other valuable things, other than securities or written or printed evidences of indebtedness, or who deals in the purchasing of personal property or other valuable things on condition of selling the same back to the seller at a stipulated pnce. (B) SECOND HAND DEALER DEFINED. For the purpose of the section a secondhand dealer is defined as any person, partnership, corporation, or other entity who sells anyone of the following: used electronic items less than fifty (50) years old, or used hand or power tools less than fifty (50) years old. Electronic items include the following, whether designed for home, personal or vehicular use, but are not limited to televisions, stereos, stereo components, radios, telephones, compact disc players, digital audio tape (OAT) players, audio speakers, video cassette recorders (VCR's), microwave ovens, cameras, video cameras, computers and computer equipment. (1 ) Exceptions - The definition of secondhand dealer shall not include those persons, partnerships, corporations, or other entities selling property that was bought new from a licensed manufacturer, wholesaler, or retailer by such person, partnership corporation, or other entity. The term secondhand dealer also shall not include charitable organizations. (C) For the purposes of this section "used" shall mean items purchased from anyone other than a licensed manufacturer or licensed wholesaler. fi 104.1- Recordkeeping Every pawnbroker or secondhand dealer or community sale operators, except regularly licensed dealers in motor vehicles, doing business in Frederick County, Virginia, shall keep at his place of business a legible record of each purchase, loan, or transaction made by him or any of this employees or agents in the course of business. Each record shall include: (1) a description, serial number, and a statement of ownership by the person selling, pawning, pledging, or consigning the goods received by the pawnbroker or secondhand dealer; 11039 II (2) the time, date, and place of the transaction; (3) the price paid or the item exchanged for the property or the amount loaned to the person pledging the goods and the rate of interest on such loan; (4) the full name, social security number or drivers license number, home and work addresses and telephone numbers of the person selling, pawning, pledging, or consigning the goods, together with a description of such person including height, weight, date of birth, race, gender, hair and eye color, and any identifying marks; (5) verification of the identification by the exhibition of a government issued photo- identification card. The record shall indicate the type of identification, the issuing agency, and the identification number thereon. If the seller, pawner, pledgor, or consignor does not have a government issued photo identification card, the record shall contain verification of two other forms of identification including type and issuer; (6) all other facts and circumstances in the transaction and; (7) the terms and conditions of the loan, including the period for which the loan may be made. (8) Licensing: (A) Upon authorization of the Frederick County Circuit Court, the County Administrator of Frederick County or his agent may issue a pawnbroker or secondhand dealer license upon payment ofa one hundred dollar ($100.00) licensing fee (this is not a business license fee) and payment of a fee to cover the expense of a background check and satisfaction of the requirements herein. The applicant shall be granted a license if he has satisfied such court of his good character and he has not been convicted within the last seven (7) years of a felony or a crime of moral turpitude, including, but not limited to, larceny, receiving stolen property, and fraud. Information required on the application shall include the applicant's full name, aliases, or trading names, address, age, social security number, sex, fingerprints, and photograph. The application shall also include the name, address and telephone number of all applicant's employers within the previous seven (7) years, if any, and the location of the site at which the applicant wishes to operate as a pawnshop or secondhand dealer. Licenses sha1l be valid for one (1) year from the date of issuance and may be renewed in the same manner as the initial license was obtained. (B) Limitations:Within Frederick County, a pawnbroker or secondhand dealer may operate his business only from the location specified in his application. The license shall not be transferrable. Obtaining a license from the County Administrator or his agent does not indicate that the applicant has complied with all other county regulations or permits, including but not limited to zoning restrictions and business license tax. Not more than 5 places within the County of Frederick sha1l be licensed where the business ofa pawnbroker or secondhand dealer, including a pawnbrokers or secondhand dealers sales, may be conducted. Licenses shall not be transferrable. (C) Police Access: Every pawnbroker or secondhand dealer shall admit, to his premises, during regular business hours, the Sheriff of Frederick County or his designee to examine the transaction record of the dealer and search for any article listed in the transaction record that the Sheriff or his sworn designee knows or believes to be stolen, without the formality of a warrant. (D) Reporting: Every secondhand dealer or pawnbroker shall prepare a written report at the end of each day of all personal property purchased or received as collateral from individuals and file each report with the Sheriff not later than noon the next day. Such report shall contain all the information required in Section 104.1 in this ordinance and shall be in clear legible writing. ~104.2. Applicability of Statutory Provisions. 040 This chapter shall not in any manner be deemed or construed to alter or abrogate any law of the state applicable to the subject matter hereof. fil04.3. Penalty for Violation of Ordinance. Any licensed pawnbroker who violates any provision of this Chapter shall be guilty of a Class 4 misdemeanor, punislunent for which is a fine of not more than $250.00. In addition, the Court may revoke or suspend the pawnbroker's license for second and subsequent offenses. 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 - AN ORDINANCE TO ESTABLISH THE OFFICE OF VICE- CHAIRMAN OF THE BOARD OF SUPERVISORS OF FREDERICK COUNTY. VIRGINIA -APPROVED County Administrator Riley presented this request. There was not public input. Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., the following ordinance was approved: ORDINANCE TO ESTABLISH OFFICE OF VICE-CHAIRMAN OF THE BOARD OF SUPERVISORS, COUNTY OF FREDERICK Pursuant to the provisions of Section 15.1-528, Code of Virgini!\, the Office of Vice- Chairman of the Board of Supervisors of Frederick County is hereby created as of January 1, 1997. The Board shall, at its first annual meeting each calendar year, elect one of its number as Vice- Chairman, who shall preside at meetings in the absence of the Chairman and may discharge any other duty of the Chairman during his absence or disability. The term of Office of the Vice-Chairman shall commence at the close of the annual meeting at which he is elected and shall continue until the close of the next annual meeting. Should the Board fail to elect one of its members as Vice-Chairman by a majority vote, the Office of the Vice-Chairman shall be declared vacant and shall remain vacant until a successor is so elected at an annual meeting of the Board. A Vice-Chairman may succeed himself in office. 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 - THE PROPOSED SALE OF COUNTY OWNED PROPERTY LOCATED OFF OF ROUTE 751 (FORMERLY KNOWN AS OLD ROUTE 50). IN GORE. VIRGINIA. BACK CREEK MAGISTERIAL DISTRICT. CONSISTING OF APPROXIMATELY 6.826 ACRES AND OLD ~CHOQL ~IlILDING (FQRMERLY (i 'I II " Ii ! 041 KNOWN AS GORE SCHOOL) AND DESCRIBED AS PARCELS "A" AND "BOO - TO BE ADVERTISED FOR BIDS County Administrator John Riley presented this request. A handout was presented to the board detailing the sequence of events and actions the staff and board have taken on the Gore School facility. The following individuals appeared before the board to address this request: Barbara Seldon. Hil:hview. West Vir2inia - She pays taxes in the county and uses the Gore School playground facility. She requested that the land be used as a park for that area and that repairs be made to the building for use by the community. Bret Morpn. Frederick County - He was opposed to the sale of this facility for $10,000. He did not see an ad in the paper requesting bids on this property and asked that it be readvertised for he was willing to offer $15,000 for the facility. Joseoh Manual. Frederick County - He was also interested in submitting a bid on this facility and asked that the request for bids be readvertised. Linda Crioton. Hiehview. West Vir2inia - She pays taxes in Frederick County and the playground is used by her children all the time. She also requested that the facility be readvertised for bids because she is interested in starting a day care business. Chuck Soade. Frederick County - He was opposed to the sale. He felt the county should keep the facility to provide a teen center or park for teenagers in that area. Lvndon Anderson. Gore - He felt a public meeting should be held to decide what should be done with the facility. Chairman Longerbeam stated that this had been done before but Mr. Anderson felt the publication of the meeting was not handled correctly. He felt a petition should be passed around for citizens to sign advising them of the meeting. Bill Jeunette. Gore - He was opposed to the sale. He requested, in writing from the board, what services are being provided to the Gore community other than the Indian Hollow School and the sheriff's department. Since there are no recreational facilities in the Back Creek District, he felt the facility should be renovated as a recreational facility for the parks department to hold some of their programs. He further suggested that it could be used as a library, clinic, and for the area's senior citizens. If the board sold this facility for $10,000 and because the county's assessment of the property is $350,000, he felt this would be an irresponsible act of the board. ,I 042 Fred Hudson. Frederick County - He served as the interim pastor for Gore a few years ago and felt a church did add value to a community in that it provided morales and uplifted the lives of those who live in the community. He explained that should the property be sold to the church, the grounds and facility would always be available for public use. If the property could not be used by the parks department he hoped the board would approve the church's purchase of this property so that they could grow and expand. Barbara Seldon. Hi2hview. West Vil'Jinia - She appeared before the board again and stated she did not see the advertisements in the paper regarding any meetings held on the fate of the Gore School facility and would have attended had she known about them. Following discussion, it was the consensus of the board that this matter has been studied to the point that the county needed to move forward with an attempt to sell this facility at a reasonable price. Due to the fact that several citizens stated an interest in purchasing this facility and because this sale was not based upon an ad requesting sealed bids, the board felt the sale should be advertised for bids with the understanding they could reject any or all bids. In addition, County Administrator Riley was directed to contact the Board of Assessors to obtain the latest assessment figures on this property. Upon motion made by Robert M. Sager, seconded by Richard C. Shickle, county staffwas directed to request sealed bids for the purchase of this facility and to include in the ad the appropriate staff contact to inquire about the permitted uses of this facility. 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 PROPOSED CLOSING OF MIDDLE ROAD (ROUTE 628) DUMPSTER SITE AND EXPANSION OF THE MIDDLETOWN SCALE SITE TO INCLUDE TWO COMPACTORS - APPROVED WITH 60 DAY TARGET DATE The following individuals appeared before the board to address this request: James Dick. Back Creek District - He lives in the area of the dumpster site and expressed that this was the most devastating area he has ever seen. He further explained that when the winds are high trash is blown all over his property along with the surrounding neighborhood and they were I, II 11043 , I all tired of picking it up. Marv DuvalL Back Creek District - She lives close to the dumpster site and stated this site has been a problem for about 15 years. She believes the site is an environmental problem because of the dead carcases found from time to time, building contractors using it for illegal dumping, and the frequent disposal of household appliances on the site. She explained that the former chairman, Richard Dick, visited the property about two years ago and advised her that by April 15 the site would be closed, however, when this was attempted someone displayed a sign opposing the closing of this facility and the site was never closed. She further explained that she was also willing to drive to Middletown to dispose of her trash and that she was also willing to pay more taxes to have her trash picked up at her house. Public Works Director Harvey E. Strawsnyder appeared before the board and suggested the closing of this site should wait until the Middletown Scales site was completed and the second compactor could be ordered and delivered which would take approximately 30 days. Upon motion made by Margaret B. Douglas, seconded by W. Harrington Smith, Jr., approved to close the Middle Road dumpster site with a target date of 60 days for the completion of the Middletown Scales site expansion for a second compactor. 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 HEARING ITEMS. PLANNING COMMISSION BUSINESS: MASTER DEVEWPMENT PLAN #006-96 OF CHAPEL HILL - APPROVED WITH STIPULATIONS Planner Mike Ruddy presented this request to the board. The Master Development Plan is located on the east side of Route 522 South, 700 feet south of Longcroft Road in the Shawnee Magisterial District and the proposed use is residential single family detached urban housing units. The Planning Commission recommended approval at their meeting of July 3, 1996, with the stipulation that Hockman Drive be extended to the southern property line and restricted as a 044 secondary access only for the adjoining property, and that the extension is to be preceded by a primary access to Route 522 by the adjoining property. Build out percentage of the adjoining property is to reach 75 percent before the connection is made. Supervisor Smith questioned the location of the Hockman Drive cul-de-sac shown on the south-eastern side of the proposed development and asked if the plan before them was correct. Mr. Ruddy explained that G.W. Clifford and Associates had revised the plan to show Hockman Drive extended all the way to the property line. Supervisor Sager addressed concern regarding the stormwater drainage and environmental impact the development of Chapel Hill would have on surrounding property owners. He did not feel that the owners would have a guarantee that their property would not be affected by this development, especially from the stormwater drainage. G.W. Clifford and Associates representative Steve Gyurisin addressed the board and explained that the subdivision standards set by the county had to be adhered to and one of the standards included stormwater management. He felt the existing pond, because of its elevation and location, would handle all stormwater drainage for the developed site but stated a mechanism would probably be installed to control any overflow if such a situation occurred. All the agency concerns would be addressed in all plans developed by G.W. Clifford and Associates and also reviewed to ensure compliance with all county regulations. Chairman Longerbeam questioned if the existing pond would expand. Because of the high elevation on the north side of the pond, Mr. Gyurisin felt that if any expansion occurred it would be more to the south point near Hockman Drive. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, Master Development Plan # 006-96 for Chapel HilI Subdivision was approved with stipulations as addressed by the Planning Commission by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Nay Richard C. ShickIe - Aye Charles W. Orndoff, Sr. - Aye SUBDIVISION WAIVER REOUEST OF DEBRA ALLANSON - APPROVED UNDER CONSENT AGENDA II I 045 Mrs. Debra Olan A1lanson is the owner ofa parcel, PIN #61-A-78, located at the corner of Pitcock Lane and Miller Road. Mrs. A1lanson plans to divide the parcel into two lots in order that she can finance the house where she lives at a fixed rate and deed the other residence to her daughter. A well will be drilled on Lot 1 and tentative approval has been received from the health department to utilize an off-site easement for a health system. The Planning Commission unanimously recommended approval at their meeting of July 3, 1996. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., this subdivision waiver request was approved under the consent agenda by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye ROAD RESOLUTION: STONEWALL INDUSTRIAL PARK - APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the following resolution was approved under the consent agenda: Whereas,the streets described on the attached Additions Form SR-5(A), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Frederick County, and Whereas, the Resident Engineer of the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to 33.1-229, Code of Virginia, and the Department's Subdivision Street Re<DJirements, and BE IT FURmER RESOLVED, this Board guarantees a clear and unrestricted right-of- way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that in order to provide route number continuity in this development, the VIrginia Department of Transportation requests, and the Frederick County Board of Supervisors hereby agrees, to renumber a section of Route 681 (Tyson Drive) from the intersection with McGhee Road to 0.35 mile south of said intersection, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye 046 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye REOUESTS FOR SEWER EXTENSION: FAIm BAPTIST CHURCH AND FIRST UNITED METHODIST CHURCH Interim Planning Director Kris Tierney presented this request. The Planning Department received two requests for sewer and water extensions beyond the Sewer and Water Service Area (SWSA). These requests represent extensions to what is now vacant land with the stated intent to construct churches. Faith Baptist Church is a 14-acre site located on the east side of Double Churches Road, south of Route 277 intersection, and First United Methodist Church is a IS-acre parcel owned by Mary Ellen Pope on Apple Pie Ridge. The county has in the past allowed minor, small diameter sewer extensions outside the SWSA for specific uses. The Comprehensive Plan and Programs Committee, at their meeting ofJuly 1, 1996, endorsed these requests and the Planning Commission recommended approval with the stipulation that the extensions be sized solely for the intent to construct churches as stated by applicants. Supervisor Smith asked where the extensions would be located and who is responsible for the cost of the connection. Mr. Tierney explained that the force mains were across the road from the properties and the churches would be responsible for the cost to connect. Supervisor Sager stated that it was his understanding Mr. Bowman was going to run the line from 277 up the east side of Double Churches Road and would not come from across the road. He felt the board needed to speak with Mr. Bowman and the church to clear up the confusion. Mr. Tierney explained that he was not sure what Mr. Bowman's intentions were but he would be bound by what the board approved. Because some confusion was expressed at the Planning Commission meeting, he contacted the Sanitation Authority to find out where the existing sewer line was located and Mr. John Whitacre faxed a map showing the force main was located on the west side of Double Churches Road. The Planning Commission approved an extension from the force main to the church and stated if Mr. Bowman or the church was requesting something else that this was not the planning staff or Planning Commission's understanding. Chairman Longerbeam stated he felt the board could clear the confusion by voting to extend the sewer in the most direct way as recommended by the Planning Commission. If the extension was II 'I I 11047 routed in any other way, right-of-ways would have to be acquired and felt this was something the board did not want to do. Supervisor Sager addressed concern that by approving this request the board would be setting a double standard. He felt that if this request is approved by the board he believed homeowners with failing septic systems should be offered the same exception. He noted the extension that was granted to Fulton Trucking but the surrounding homeowners were not allowed to hook up and felt this was not fair. Chairman Longerbeam stated that it was his understanding Fulton Trucking never ran the line to hook up to sewer. Mr. Tierney explained that any request received of this nature is handled in the same manner and the board has the authority to deny or approve. Mr. Riley stated that he felt if a homeowner experienced a failing septic system and it was their desire to hook up, the board should consider these requests. If not, then he felt this procedure should be revisited and not convey a double standard for anyone. Chairman Longerbeam stated he felt churches will always be handled differently than homeowners. If these requests are granted outside of the urban development area, he felt the most direct route should be approved for that one particular facility and leave it at that; otherwise, every week someone (outside the service area) would want to hook up to an adjacent sewer line and that is not the policy of the county now or in the future. Supervisor Shickle asked to abstain from voting on the First United Methodist Church as he was a member and to avoid an appearance of conflict of interest and that each request be voted on separately. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the request for sewer extension in the most direct route was approved for the Faith Baptist Church and approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Nay Richard C. Shickle - Nay Charles W. Orndoff, Sf. - Aye Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the I I 048 request for sewer extension in the most direct route was approved for the First United Methodist Church 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 CONTRACT WITH MICHAEL BAKER. JR.. INC. RE: ROUTE 37 ENV1RONMENTAL~PACTSTUDY-APPROVED Mr. Tierney presented this request. The purpose of this contract is to complete the Final Environmental Impact Statement (FEIS) on the Route 37 extension which needs to be completed and submitted to the Federal Highway Administration by March of 1997. The agreement lays out the detailed scope of work to be performed by Baker and to be completed prior to the March deadline for an amount not to exceed $464,184. This amount will be paid out of the $1 million dollars that will be reimbursed from the Virginia Department of Transportation. Upon motion made by Robert M. Sager, seconded by Richard C. Shickle, this contract 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 DRAFT RESOURCE MANAGEMENT PLAN FOR THE KERNSTOWN BATTLEFIELDS - APPROVED UNDER CONSENT AGENDA West Main Design Collaborative was selected to complete the plan for the Grim Farm property. A draft was presented to the board for review and comments. Not included in this plan are the cost estimates for completing the numerous phases. Estimates, when received, will include construction costs for a parking facility and interpretive trail system, and with maintaining the facility before and after the site is improved for visitor access. A public meeting will be held on August 15 and at that time the consultant, West Main Design Collaborative, will present a more in-depth overview of the plan and the elements that were taken into consideration in its development. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., this plan was approved under the consent agenda by the following recorded vote: 049 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 COMMIIIEE REPORTS: PUBLIC WORKS COMMITTEE The Public Works Committee met on Wednesday, July 31, 1996, at 7:30 a.m. Present were board members Charles W. Orndoff, Sr. and W. Harrington Smith, Jr., committee members Jim Wilson, Karen Kober and Thomas Offutt; County Administrator, John R. Riley, Jr., Engineering Technician, Joe Wilder, and Director of Public Works, Harvey E. Strawsnyder, Jr., P.E. The following items were presented for the board's action: 1. Pavin2 at Clearbrook Park - Aooroved During the previous committee meeting on June 2, 1996, it was decided to pave Clearbrook Park if sufficient carry forward funds were available from the Fiscal Year 1995/1996 budget. Prior to this months committee meeting, the Public Works Department solicited bids to pave seven (7) compactor sites as well as the Clearbrook Park parking lots. Only one bid in the amount of$70,312 (Attachment number one) was received from Carroll Construction Company, Inc. The parking lot paving represented $25,750 of this amount. The attached year end summary for the Refuse Collection budget (10-4203) indicates an unencumbered balance of $110, 140.3 5 (Attachment number two). Therefore, we are requesting that we be allowed to carry forward sufficient funds from this balance to accommodate the proposed paving improvements. A motion was made by Tom Offutt and seconded by W. Harrington Smith, Jr., to utilize carry forward funds from the FY95/96 budget to accomplish the proposed paving at the various compactor sites and the unpaved parking lots at Clearbrook Park. The motion was unanimously approved by the committee. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., this 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. Closure of Mountain Falls Dum oster Site - Public Hearin2 to be Scheduled The Public Works Department has received numerous complaints regarding the condition of the dumpsters at the entrance to the Mountain Falls subdivision. The site does not have an attendant nor is it fenced to control access. The site is located within approximately four (4) miles of the new Shawnee-Land Compactor site which was designed with additional capacity. Therefore, the Director of Public Works recommended that the Mountain Falls dumpster site be closed within 30 days after notifying the public. A motion was made by W. Harrington Smith, Jr., and seconded by Tun Wilson to close 050 the Mountain Falls dumpster site because of continuous abuse by the public. The motion was unanimously approved by the committee. The board felt the same procedure should be followed on this site closing as was done for the Middle Road site closing and requested a public hearing be held on this request. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the board requested a public hearing on the county's proposed closing of the Mountain Falls Dumpster Site and 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 3. Additional Custodial Services - Aooroved The completion of the new county office building will require additional custodial staff to maintain the finished building space. It is anticipated that approximately 26,000 square feet of additional office space will be occupied on or about September 9, 1996. This allotment does not include the space to be occupied by Social Services and Environmental Health. These organizations will be required to furnish their own cleaning services or reimburse Frederick County for this service. Assuming that only 26,000 square feet will be added to our custodial responsibilities, the public works director recommended one (1) additional full time custodian and one-half of a part- time position. It is anticipated that the yearly budget for these added positions will not exceed $29,000. In addition to the above mentioned custodial positions, a shared maintenance position has been suggested by the Frederick County School Board. The Public Works Department is currently reviewing a proposal from the school board to provide maintenance for the new and existing complex. As part of this agreement, the school board is requesting that we share the cost of one (I) maintenance mechanic. It is estimated that our share of this cost would be approximately $18,200. After discussing these issues in detail, a motion was made by W. Harrington Smith, Jr., and seconded by Karen Kober to approve the custodial positions with the stipulation that the needs would be reviewed after a six (6) month probationary period. This motion was unanimously approved by the committee. A second motion was made by Jim Wilson and seconded by Tom Offutt to approve the sharing of expenses for a maintenance mechanic with the school board. This motion was unanimously approved. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., this 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 il 'I II 11051 Some discussion took place regarding the social services and health department offices in that the board directed county maintenance staff to be responsible in the cleaning of these offices and that a contractual relationship with these departments be developed. Mr. Riley stated the current rate for social services was $1.80 per square foot for leasing ofspace and the staffis planning to request from the General Assembly Appropriations Committee an increase in the amount to $10 per square foot. Because this matter was not made part of the Public Works Committee recommendation, Mr. Riley was instructed to work out the details. Supervisor Shickle inquired whether or not these positions would include the old facilities as well as the new and was informed that it did. 4. Board Room Table - Aooroved A proposal has been submitted by Winchester Woodworking Corporation to provide the board room table and pews in the new office building. The County Administrator presented this proposal to the committee in conjunction with a visual review ofthe various panel sections included with the cost proposal. After reviewing the various alternatives, the committee unanimously approved the value engineered architects version with an associated cost of$IIS,OOO (Attachment number three). The committee recommended that the total cost for the supervisors table, associated paneling, staff table and wall, podium and pews not exceed the $115,000 estimate. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., this 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 - Nay Charles W. Orndoff, Sr. - Aye The following items were presented for the board's information only: 1. Gvosv MothlRecvcliDl! Coordinator The director of public works presented a plan to share the current gypsy moth coordinator position to perform the duties of the county recycling coordinator. The county does not have a recycling coordinator. The duties are currently shared by several personnel which has not proven to be the most effective approach to achieving our recycling goals. The gypsy moth program is currently undergoing budget cuts at the Federal level. The Public Works proposal would in effect supplement these budget cuts with funds derived from recycling revenue. This proposal would not require budget increases or a new position. The committee reviewed this proposal and decided to table the issue until such time that a detailed job description and corresponding budget could be presented to the committee.Í 2. Use of Sun>eillance Cameras at the Comoactor Sites The director of public works presented the idea of using surveillance cameras at the I I I II 052 various compactor sites to discourage illegal dumping. After much discussion, the committee unanimously decided not to pursue the idea because of the problems related to implementation. 3. Road Sism Vandalism The public works director presented a brief overview of the road sign vandalism in Frederick County. Basically, Frederick County is replacing approximately ten percent of the road signs on a yearly basis. To date, we have not discovered a sure fire method of discouraging vandalism. The Sheriffs Department has increased surveillance in an attempt to curb the vandalism. 4. Miscellaneous Reports a. Animal Shelter Report - Dogs (see Attachment 4); b. Animal Shelter Report - Cats (see Attachment 5); and c. Tonnage Report (see Attachment 6). PERSONNEL COMMlllEE -APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the following Personnel Committee Report was approved under the consent agenda: The Personnel Committee met on Wednesday, July 31, 1996, at 8:30 a.m. in the County Administration Building, Third Floor Conference Area. Present at the meeting were Margaret B. Douglas, Chairman; W. Harrington Smith, Jr.; Robert S. Gordanier; John R. Riley, Jr.; and Ann K. Kelican. Toni Wallace and Mike Foster were absent. The committee submits the following report and recommendations for your consideration: The committee submitted the following items for board action: 1. Recommendations for Appointment to Grievance Panel List The committee reviewed the attached information and recommends the appointment of Mr. George Romine, Mr. Hal Lehman, and Mr. Alex Thompson to the county's Grievance Panel list (see Attachment A). 2. Reauest to Amend Personnel Policies - Grievance Procedure The committee reviewed the attached request for amendment to the county's grievance procedure to permit participation by the employees of the Social Services Department. The committee recommends approval of this request (see Attachment B). 3. Reauests to FiB Vacant Positions and New Positions Aooroved in the FY 96-97 Bud2et The committee recommends approval of the following departmental requests to fill positions as set forth below (see Attachment C): A. C-F-W Jail (1) General Maintenance and Grounds Keeper - new budgeted position - locally funded. (2) Inmate Records Clerk - current vacant position - Comp Board funded with county supplement. (3) Receptionist/Clerk Typist 11- current vacant position -locally funded. B. Division of Court Services " II II 053 (I) (2) Case Manager - new position - funded by grant from Department of Criminal Justice Services. Clerk Typist I - new budgeted position - locally funded. C. Extension Service (I) Extension Technician - current vacant position -locally funded. D. Public Works Department (No Attachments) (I) Secretary - Shawnee-Land - new budgeted position - funded by Sanitary District. (2) Motor Equipment Operator - Shawnee-Land - new budgeted position - funded by Sanitary District. The following items were submitted for the board's information only: 1. Consolidation of School Board and County Maintenance Staff The county administrator advised that the Public Works Committee approved the concept of consolidation of the county and school board maintenance staffs wherein a maintenance position would be assigned to maintain the county's mechanical facilities (funded one-half by the school board and one-half by the county), and an additional position and one-half (funded by the county) would be assigned to the county facilities for custodial services. He advised that the consolidation process is being approached through memorandums of understanding and the one dealing with maintenance will be used as a model for consolidation of other services. The Personnel Committee endorsed this concept. 2. Receptionist Position for New County Office Buildin2 The county administrator advised that he wants to fill the receptionist position in the new county office building with two part-time positions, utilizing funds from the vacant clerk typist position in the Personnel Department budget. These positions would not be entitled to fringe benefits. 3. Emplovee of the Month Selection The committee selected Graphic Design Technical Clayton J. Grant as the Employee ofthe Month for August 1996. This award will be presented at the beginning of the meeting. 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 JOINT FINANCE COMMfITEE - APPROVED UNDER CONSENT AGENDA Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the following Joint Finance Committee Report was approved under the consent agenda: The Joint Finance Committee met on Friday, July 26, 1996, 7:30 A.M., City Council Chambers, Rouss City Hall, Winchester, Virginia. Present were: Board of Supervisors Chairman James L. Longerbeam; Board of Supervisors Member W. Harrington Smith, Jr.; County 054 Administrator John R Riley, Jr.; President of City Council Harry Smith; City Council Member Jerry Partlow; City Manager Edwin Daley and City Finance and Data Processing Director Bill Ewing. The committee submits the following: 1. Kernstown Battlefield Preservation Committee Mr. Larry Duncan, president of the Kemstown Battlefield Preservation Committee, appeared before the committee requesting that the Kernstown Battlefield Preservation Committee be the recipient of the Grim property and assets upon final completion of the sale of said property. Mr. Duncan further indicated that it is the desire of the Kernstown Battlefield Preservation Committee to own and operate said facility as a public non-profit operation. 2. Law Librarv Mr. Bob Jones, member of the local BAR, and Sherrie Douglas, secretary for the circuit courts, appeared before the committee. Mr. Jones advised the committee that the majority of the revenue received comes from $100.00 assessment of BAR members and the fees collected by the two circuit court clerks. Most of the proceeds are expended on the annual supplements to the various law books. It was agreed that the city (fiscal agent) would send a quarterly reminder notice to the county to remit said fees. 3. Central Communication Mr. Robert Sager, chairman of the Central Communications Committee, appeared before the Joint Finance Committee seeking criteria and clarification of the communications committee's role. The Joint Finance Committee advised the Central Communications Committee that their mission was to update the communication automated dispatch (CAD) in the public safety building, finalize the direction of E-911 (either implement E-911 or stay with the C&P CALLS system), evaluate and recommend a consolidated communications system, refine and provide a final Emergency Communications Services Agreement for action by the Board of Supervisors and City Council, and to evaluate the feasibility of co-location of a communications center somewhere other than the current public safety building. Further discussion concerning timing of funding and implementation of the above referenced projects ensued with the recommendation being to resolve CAD and E-911 immediately. 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. BOARD OF SUPERVISORS COMMENTS Chairman Lon&:erbeam: Chairman Longerbeam requested an update on the progress of the county administration building. Mr. Riley reported that the Commissioner of the Revenue and Treasurer's offices were scheduled to move around September 6 and the departments of Social Services and Health Department later in the month. He also stated that the board room should be finished in time for the first board meeting in October. It was the consensus of the board to hold the II I I I 11055 building's dedication ceremony at the first board meeting held in the new board room facility. SUDervisor Slu!er: Supervisor Sager expressed his concern regarding the requests for sewer extensions especially in the Route 522 area. He wanted to reiterate that he was not against serving churches, he felt homeowners experiencing failing septic systems outside the service area should not be excluded from the same consideration. SUDervisor Shickle: Supervisor Shickle wanted to express publicly the Frederick Winchester Service Authority's plans regarding expansion of their plant. He explained that members of the Service Authority had expressed to him speculations they have heard with regard to what the county and board wanted and did not want. He advised the authority members to contact the board members directly to receive their input on this matter and hoped that the board would give their full attention and cooperation when approached. SUDervisor Smith: Supervisor Smith stated he had just attended the V ACo Board of Director's meeting held in Charlottesville and will be providing a short report to all the board members ofthe discussions that took place. 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 Virginia Code, 1950, as amended, Section 2.1-344, Subsection A (1) to discuss personnel matters. 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 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 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 056 Charles W. Orndoff, Sr. - Aye BOARD RECONVENED INTO REGULAR SESSION Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sf., the board reconvened into regular session and certified that nothing was discussed other than what was noted as reason for going into executive session and 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 FIRE AND RESCUE DIRECTOR TOM OWENS' EV ALUA TION - CERTIFIED Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., Mr. Owens evaluation was certified and a cost of living increase applied and is in keeping with the other department directors. 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 JOHN R. RILEY. JR.'S EVALUATION - CERTIFIED Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, Mr. Riley's evaluation was certified and a cost of living increase allowance applied. 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., AND PASSED UNANIMOUSLY, THE BOARD OF SUPERVISORS ADJOURNED AS THERE WAS NO FURTHER BUSINESS TO DISCUSS. 057 o-~~ / es L. Longer Chairman, Board of Supervisors ../ ~ R. Riley, Jr. Clerk, Board of Supervisors