September 11, 1996 Regular Meeting
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A Regular Meeting of the Frederick County Board of Supervisors was held on September 11,
1996, at 7:15 p.m., in the Board of Supervisors' Meeting Room, Frederick County Courthouse,
Loudoun Street Mall, Winchester, Virginia.
PRESENT: Chairman 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.
INVOCA nON
The invocation was delivered by Reverend Douglas T. Ibach of the Presbyterian Parish of the
Valleys.
ADOPTION OF AGENDA
Mr. Riley explained that he had made copies of bids received for the Gore School property
and each board member was presented with this information prior to this meeting. He would like
direction from the Board as to how they would like for this to be handled.
Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., the agenda
was adopted 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
CONSENT AGENDA
Mr. Riley suggested the following tabs for approval under the consent agenda:
1. Subdivision Application #007-95 of Greenwood Road Subdivision - Tab J;
2. Road Resolutions - Tab K;
3. Parks and Recreation Commission Committee Report - Tab L;
4. Public Works Committee Report - Tab M;
5. Finance Committee Report - Tab N
Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the
consent agenda was approved as outlined above by the following recorded vote:
James L. Longerbeam - Aye
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W. Harrington.Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shiclde - Aye
Charles W. Orndoff, Sr. - Aye
CITIZEN COMMENTS
Mr. George Sempeles, resident of Stonewall District, addressed the Board with regard to the
study currently being done on Route 11 North and the possibility of water and sewer being provided
in that area. He asked that the Board give consideration to extending this service further North than
had been discussed at the joint meeting with the planning commission. He explained that there is
prime industrial land, some of the best in Frederick County, located in this area. The individuals
owning this property are in a position to provide proffers and he is requesting at this time that this
request be looked at and given consideration by the board of supervisors.
MINUTES OF REGULAR MEETING - AUGUST 14. 1996 - APPROVED
Upon motion made by W. Harrington Smith, Jr., seconded by Richard C. Shickle, the minutes
of the regular meeting of August 14, 1996 were approved as submitted by the following recorded
vote:
James L. Longerbeam - Aye
W. Harrington Smith, Ir. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
MINUTES OF SPECIAL MEETING - AUGUST 28. 1996 - APPROVED AS
AMENDED
Mr. Orndoff noted that on page three under the expense figures quoted for the move to the
new administration building Parks and Recreation is included and it was his understanding that office
was not to be included in this figure.
The Board concurred.
Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, the minutes
of the special meeting of August 28,1996 were approved as amended by the following recorded vote:
Iames 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
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RESOLUTION (#005-96) - VIRGINIA JUVENILE COMMUNITY CRIME
CONTROL ACT-APPROVED
Mr. Doug Tucker, Director, 26th District Court Service Unit, appeared before the Board to
explain this resolution and to reiterate to the Board that their approval of this resolution in no way
obligated Frederick County for any type oflocal funds. The only request being made of Frederick
County is that they act as fiscal agent.
Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the following
resolution was approved.
WHEREAS, the Vrrginia General Assembly enacted the Virginia Juvenile Community Crime
Control Act with an effective date ofJanuary I, 1996, and
WHEREAS, it is a requirement of this Act that local plans be developed that provide for the
delivery of services to juveniles who come before the court as children in need of services, child in
need of supervision, and delinquency, and that those plans be endorsed by a resolution of the
governing body; and,
NOW, THEREFORE, BE IT RESOLVED BY THE FREDERICK COUNTY BOARD
OF SUPERVISORS THAT:
1. The local plan for Frederick County, Virginia, as required by the Virginia Juvenile
Community Crime Control Act be approved and endorsed this 11th day of September,
1996.
The above resolution was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shiclde - Aye
Charles W. Orndoff, Sr. - Aye
CIVIL WAR MUSEUM COMMITTEE CHAIRMAN PETER MOWITT
ADDRESSES BOARD RE: PROPOSAL FOR OLD COUNTY COURT HOUSE
CIVIL WAR MUSEUM - REFERRED TO PUBLIC WORKS AND JOINT FINANCE
COMMITTEES
Mr. Peter Mowitt, chairman of the Old County Court House Civil War Museum, appeared
before the Board to present the final draft which included the cost figures for this project.
Mr. Orndoff asked Mr. Mowitt how he had arrived at these figures.
Mr. Mowitt noted those individuals as well as companies that had provided input thus
allowing the committee to determine what they felt were workable figures. This plan calls for joint
contributions from the county and the City of Winchester as start up costs and an annual contribution
after that for the first five years. At that time the committee felt the museum would be self sufficient
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and contributions from the localities would no longer be necessary as part of operational costs.
Following a short discussion it was the consensus of the Board that this be forwarded to the
county Public Works Committee and then on to the Joint Finance Committee for their review and
recommendation.
TREASURER C. WILLIAM ORNDOFF. JR.. ADDRESSES BOARD RE: - ANNUAL
REPORT
C. William Orndoff, Jr., Treasurer, appeared before the Board to present his annual report
along with the 1995 list of delinquent taxes. He requested authorization from the Board to have this
list advertised in the local paper.
Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., authorization
was given to the county treasurer for publication of 1995 listing of delinquent taxes.
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 Robert M. Sager, the treasurer
is hereby authorized to remove from the tax rolls any balance due of $5 or less.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margar~B.Douglas-Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
Mr. Orndoff addressed his upcoming move to the new building and expressed his desire to
have satellite offices in both the western and eastern sections of the county in the near future.
Mr. Smith addressed the area of delinquent taxes noting that he feels this figure is very good
compared to what it has been in past years.
COMMITTEE APPOINTMENTS
CAPTAIN GARY WILLIAMS APPOINTED TO LOCAL EMERGENCY PLANNING
COMMITTEE (LEPC) TO FILL UNEXPIRED TERM OF GIL BARRINGTON
Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., Captain Gary
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Williams was appointed to the Local Emergency Planning Committee to fill the unexpired term of Gil
Barrington who is now employed by the Town of Stephens.
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
NOMINATIONS SUBMITTED FOR GAINESBORO DISTRICT FOR BOARD OF
EOUALIZATION
Mr. Shiclde submitted the following names for consideration by the Judge for appointment
to the Board of Equalization:
Vickie Spitzer
Dan Nemeth-Barath
Greg Hewitt
NOMINATIONS SUBMITTED FOR SHAWNEE DISTRICT FOR BOARD OF
EOUALIZATION
Mr. Smith submitted the following names for consideration by the Judge for appointment to
the Board of Equalization:
Michael D. Hockman
Alex M. Thompson
Dennis 1. O'Neal
MARGARET DOUGLAS APPOINTED TO KERNSTOWN BATTLEFIELD
ASSOCIATION
Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, board
member Margaret Douglas was appointed to serve on the Kemstown Battlefield Association.
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
BESSIE SOLENBERGER REAPPOINTED TO THE mSTORIC RESOURCES
ADVISORY BOARD
Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., Bessie
Solenberger was reappointed to the Historic Resources Advisory Board, as a member-at-large, for
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a four year term. This term will commence on September 13, 1996 and end on September 13, 2000.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
ROBERT CLEAVER REAPPOINTED TO THE HANDLEY REGIONAL LmRARY
BOARD
Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, Robert Clever
was reappointed to the Handley Regional Library Board as a representative from Frederick County
for a four year term. This term will commence on November 30, 1996 and end on November 30,
2000.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
CONTRACTS FOR GRANT MANAGEMENT AND ARCHITECTURAL AND
ENGINEERING SERVICES RELATED TO THE CDBG FOR THE CENTER FOR
COMMUNITY LIVING (ROSE MEMORIAL) - APPROVED
Mr. Riley presented this request to the Board. He stated that a selection committee had
reviewed the proposals submitted for the planning as well as the construction of this facility and
interviewed the firms which met the established qualifications. The selection committee chose a
preferred candidate for the respective services and requested detailed scope of service and cost
proposals. The firms selected were K.W. Poore and Associates, Inc. of Richmond for management
services, and Reader & Swartz Architects, P.C. of Winchester for the architectural and engineering
services. Both firms have previously been involved with the project and have a high degree of
familiarity with both the nature of the project and the CDBG process.
Mr. Shickle asked if the legal documents have been reviewed, and if so by whom.
Ms. Peggy Morrison, ofK. W. Poore and Associates, Inc., appeared before the Board and
explained how the paper work has been handled on this project up to this point.
Mr. Smith asked if there is any type of bonding for this project.
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Ms. Morrison replied no.
Mr. Sager asked what would happen if there is default on this project.
Mr. Ambrogi replied that it is understanding, not having had an opportunity to thoroughly
review the entire document, that the county would be the owner of this property, as noted by the
architect on the document.
Mr. Dave Ziegler, representing Northwestern Community Services appeared before the Board
to explain Northwestern's role in this project and felt that everything was in order and that the County
would not be left "holding the bag" on the project.
Mr. Chuck Swartz, architect on this project, also addressed the Board noting that he
understands there is only so much money and that the project has to be done for this amount.
Following further Board discussion and the concern of the Board that the county not be left
with any outstanding debt for this project, the consensus was that the plan for this project be reviewed
by staff no later than September 17 or 18, that all areas have been addressed and acted upon as they
need be and with this understanding the contract and agreement is approved and can be signed off
on as need be.
Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the above,
as stated, 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 (#004-96) OF THE BOARD OF SUPERVISORS OF THE COUNTY
OF FREDERICK. VIRGINIA AUTHORIZING AN APPLICATION TO THE
VIRGINIA PUBLIC SCHOOL AUTHORITY - APPROVED
Mr. R. Thomas Malcolm, superintendent of schools, was present to answer any questions the
Board might have concerning this application.
WHEREAS, the Frederick County School Board and the Board of Supervisors (Board) of
the County of Frederick, Virginia (County) have determined that it is advisable to contract a debt
and issue general obligation bonds of the County in an amount not to exceed $1,200,000 to finance
certain capital improvements for public school purposes (Bonds) and to sell the Bonds to the Virginia
Public School Authority (VPSA);
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF
THE COUNTY OF FREDERICK, VIRGINIA:
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1. The County Administrator is authorized and directed to submit an application to the
VPSA in order to sell the Bonds to the VPSA at the Fall 1996 VPSA bond sale.
2. The Board of Supervisors adopts this declaration of official intent under Treasury
Regulations Section 1.150-2. The Board of Supervisors reasonably expects to reimburse advances
made or to be made by the County or the School Board to pay the costs of acquiring, constructing
and equipping the capital improvements for school purposes from the proceeds of its debt or other
financings. The maximum amount of debt of other financing expected to be issued for such
improvements is $1,200,000.
3. This resolution shall take effect immediately.
Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the
above VPSA resolution was approved as presented by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shiclde - Aye
Charles W. Orndoff, Sr. - Aye
BIDS RECEIVED FOR GORE SCHOOL PROPERTY - FORWARDED TO PUBLIC
WORKS COMMITTEE FOR THEIR REVIEW AND RECOMMENDATION
Mr. Riley stated that bids were received and opened and the high bid was received from Bret
Morgan of Frederick County. He further stated that all the bids had been turned over to Ed
Strawsnyder of the Public Works Department.
Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, bids will be
forwarded to the Public Works Committee for their review and recommendation back to the Board.
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
PUBLIC HEARING:
PUBLIC HEARING - PROPOSED CLOSING OF MOUNTAIN FALLS DUMPSTER
SITE - APPROVED
Mr. Riley presented this information to the Board.
There was no public comment.
Upon motion made by Charles W. Orndoff, Sr., seconded by Margaret B. Douglas, the
closing of the Mountain FaIls dumpster site was approved as presented by the following recorded
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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.
PLANNING COMMISSION BUSINESS:
PUBLIC HEARING - CONDmONAL USE PERMIT #009-96 OF KENNETH C.
POOLE. JR.. FOR AN AUTO REPAIR BUSINESS. THIS PROPERTY IS WCATED
AT 214 STONY HILL ROAD AND IDENTIFIED WITH PIN 28-A-165B IN THE
GAINESBORO MAGISTERIAL DISTRICT - APPROVED
Mr. Wayne Miller, zoning administrator, presented this request to the Board noting that staff
and planning commission had recommended approval.
There was no public comment.
Upon motion made by Richard C. Shickle, seconded by Robert M. Sager, conditional use
permit #009-96 of Kenneth C. Poole, Jr., was approved as presented by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
PUBLIC HEARING - CONDITIONAL USE PERMIT #010-96 OF JENNIFER B.
HARRIS FOR A TOOL SHARPENING BUSINESS. THIS PROPERTY IS
LOCATED AT 6671 MIDDLE ROAD AND IDENTllflliD WITH PIN 72-A-76 IN THE
BACK CREEK MAGISTERIAL DISTRICT - APPROVED
Mr. Miller presented this request to the Board noting that staff and planning commission had
recommended approval with conditions.
There was no public comment.
Upon motion made by Margaret B. Douglas, seconded by W. Harrington Smith, Jr.,
conditional use permit #010-96 ofJennifer B. Harris 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 - REZONING APPLICATION #004-96 OF VALLEY MILL
ESTATES TO REZONE 1.0731 ACRES FROM RA (RURAL AREAS) DISTRICT TO
RP (RESIDENTIAL PERFORMANCE) DISTRICT. THIS PROPERTY IS
WCA TED NORTH OF VALLEY MILL ROAD (ROUTE 659). 3/4 MILES EAST OF
GREENWOOD ROAD (ROUTE 656). AND IS ADJACENT TO MILL RACE
ESTATES. THE PARCEL IS IDENTIFIED WITH PIN 55-A-176B IN THE
STONEWALL MAGISTERIAL DISTRICT - APPROVED
Mr. Evan Wyatt, planner II, presented this request to the Board.
There was no public comment.
Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, the above
rezoning application #004-96 of Valley Mill Estates 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
PUBLIC HEARING - REZONING APPLICATION #005-96 OF SCULLY LTD. TO
REZONE 25.593 SOUARE FEET FROM Bl (NEIGHBORHOOD BUSINESS)
DISTRICT TO B2 (BUSINESS GENERAL) DISTRICT. THIS PROPERTY IS
LOCA TED ON THE SOUTH SIDE OF FAIRFAX PIKE (ROUTE 277). EAST OF
THE I-81/STEPHENS CITY INTERCHANGE. AND IDENTIFIED WITH PIN 85-A-
148 IN THE OPEOUON MAGISTERIAL DISTRICT - APPROVED
Mr. Evan Wyatt presented this request to the Board.
Mr. Shickle and Mr. Sager abstained from any discussion or vote on this request.
There was no public input.
Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the
rezoning application #005-96 of Scully Ltd. was approved as presented by the following recorded
vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Abstained
Richard C. Shickle - Abstained
Charles W. Orndoff, Sr. - Aye
End of Public Hearing Items.
SUBDIVISION APPLICATION #007-95 OF GREENWOOD ROAD SUBDIVISION -
APPROVED UNDER CONSENT AGENDA
RESOLUTION REOUESTING THE ADDmON OF CERTAIN STREETS IN
FREDERICKTOWNE ESTATES SUBDIVISION INTO THE VIRGINIA
DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM - APPROVED
UNDER CONSENT AGENDA
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WHEREAS, the streets described on the attached Additions Form SR-5(A), fully
incorporated herein by reference, are shown on plats recorded in the Clerks 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 Departments
Subdivision Street Requirements, and
BE IT FURTHER 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.
RESOLUTION REOUESTING THE ADDITION OF CERTAIN STREETS IN
HAMPTON CHASE SUBDIVISION INTO THE VIRGINIA DEPARTMENT OF
TRANSPORTATION SECONDARY SYSTEM - APPROVED UNDER 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 Clerks Office of the Circuit
Court of Frederick County, and
WHEREAS, the Resident Engineer of the Virginia Department ofTransportation 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 Departments
Subdivision Street Requirements. and
BE IT FURTHER 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.
End of Planning Commission Business.
COMMITTEE REPORTS
URKS A~ll ~CREA TION COMMISSION - APPROVED UNDER CONSENT
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AGENDA
The Parks and Recreation Commission met on August 20, 1996. Members present were:
Robert Roper, Charles Sandy, Robert Hartman, Jane Vickers, Cheryl Swartz, and Margaret Douglas.
The following item was discussed and submitted for the boards information only:
1. Carrv Forward Request
Mr. Sandy moved to request $72,550 in carry forward monies to complete projects
in FY 1996-97, seconded by Mr. Hartman, carried unanimously (4-0). The staff will submit a
recommendation to the Finance Committee.
PUBLIC WORKS COMMITTEE - APPROVED UNDER CONSENT AGENDA
The Public Works Committee met on Tuesday, August 27, 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 Jim Vickers; 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 discussed and required the boards action:
1. Prooosed Chan2es in Billin2 and Mailin2 of Buildin2 Permits
Frederick County's building official, John Trenary, presented the idea of billing and
mailing permits. Jim Vickers indicated that it would be very economical for builders doing a high
volume of building in Frederick County to utilize a billing and mailing procedure to process building
permits. In essence, the builder would be allowed to use a line of credit or credit card to pay the
permit fees. In addition, the builder could mail in the permit request and receive the permit in a
similar fashion, thereby, eliminating the need for a representative to personally visit the inspections
office for each permit filing.
The committee discussed this change in permitting procedure in detail. They
concluded that only a small portion of the building community would opt to utilize this approach.
A motion was made by W. Harrington Smith, Jr. and seconded by run Wilson to pursue implementing
the billing and mailing in the permitting process. The motion was unanimously approved.
2. ArchitecturaI/Mana2ement Contracts for the New Community Livin2 Center
Evan Wyatt, Planner II, presented the recommended architectural design and
management selections for the proposed community living center. This new community living center
will be operated by the non-profit Rose Memorial Foundation. Mr. Wyatt indicated that Reader-
Swartz was short listed to provide architectural design services. Project management including
tracking grant revenue will be performed by K. W. Pore and Associates.
A motion was made by W. Harrington Smith, Jr., and seconded by run Vickers to refer
these selections to the Board of Supervisors for their final approval. The motion was unanimously
approved by the committee.
3. Comoactor Site Exoansion-Middletown Scales
The Public Works Director presented a cost estimate for expansion of the Middletown
Scales compactor site. The cost to expand the site has been estimated at $82,500. This estimate
which is attached includes a new 575 Marathon Compactor with hopper, a new 42 cubic yard
container, incidental grading, new retaining wall and slab, fencing, grading, paving and landscaping
(see Attachment 1).
A motion was made by W. Harrington Smith, Jr. and seconded by Jim Vickers to
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approve the project and associated cost. The motion was unanimously approved by the committee.
4. Chan2e Orden
The Director of Public Works presented the attached change orders associated with
the new office building and future move. These changes included an additional data processing
conduit, two electromagnetic door hold opens, two combination locks and incidental moving
expenses for the Treasurer and Commissioner of the Revenue. The total amount for the building
change orders will be less than $9,000. The moving expenses should be less than $5,000 (see
Attachment 2).
A motion was made by W. Harrington Smith, Jr. and seconded by Karen Kober to
approve the attached changes. This motion was unanimously approved by the committee.
The following items were discussed and provided for the boards information only:
1. Carrv Forwards from Fiscal Year 1995/1996 Bud2ets
The Director of Public Works presented the departments carry forward requests from
the fiscal year 1995/1996 budgets. These requests are highlighted in the attached memorandum dated
August 23, 1996 (see Attachment 3).
The committee unanimously approved the requests and recommended forwarding the
requests to the Finance Committee for their review and approval.
2. 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).
FINANCE COMMITTEE - APPROVED UNDER CONSENT AGENDA
The Finance Committee met in the County Administration conference area at 107 North Kent
Street on Wednesday, August 21, 1996 at 8:00 a.m. Committee members Richard C. Shickle and
Anita L. Shull were absent.
The agenda items are as follows:
1. The Deoartment of Plannin2 And Development Reauests a General Fund
Supplemental Appropriation in The Amount of $9.000
This amount represents a carry-forward and is needed to complete the contract for the
Kernstown Battlefield Resource Management Plan. See attached memo, p. 1. The committee
recommends approval.
2. The Clerk of the Circuit Court Requests a General Fund Supplemental
Appropriation in the Amount of $6.013.07
This amount represents a carry-forward made up of unspent grant money that needs
to be appropriated. See attached memo, p. 2. The committee recommends approval.
3. The Parks and Recreation Department Requests a General Fund Supplemental
Appropriation in the Amount of $212.470.11
This amount a carry-forward and is needed to complete the Bicycle Trail at Sherando
Park and playground at Clearbrook Park. Of this amount, $1,850.11 needs to be transferred from
7109-7001-000-000 to 7109-7900-000-000. This amount was miscoded last fiscal year and needs
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to be corrected. See attached memo, p. 3. The committee recommends approval.
4. The Sheriff Reauests a General Fund Supplemental Appropriation in the
Amount of $723.30
This represents an insurance reimbursement received during the current year for
repairs made during the previous year. It is requested that this amount be placed in 4-010-3102-
3004-000-002 Repair and Maintenance - Vehicle. No additional local funds are needed. See attached
copy, p. 4. The committee recommends approval.
5. The Extension Al!ent Requests a General Fund Supplemental Appropriation in
the Amount of $3.000
This amount represents a carry-forward and is needed to purchase office storage and
furnishings for when they move to the new administration building. See attached memo, p. 5. The
committee recommends approval.
6. The Finance Director Requests a General Fund Supplemental Appropriation in
the Amount 0($1.234.67
This amount represents Smelser funds received in FY 96 that need to be appropriated
to FY 97 to be spent. No additional local funds are needed. The committee recommends approval.
It was also discussed and approved that all future Smelser funds received could be appropriated
directly without Finance Committee approval.
7. The Finance Director Reauests a General Fund Supplemental Appropriation in
the Amount of $200.949.24. a Rel!ional Jail Supplemental Appropriation in the
Amount of $7.710.09. and a Landfill Supplemental Appropriation in the
Amount of $6.852.09
These amount represent outstanding purchase orders on June 30, 1996. See attached
list, p. 6-14. The committee recommends approval.
8. The School Finance Director Reauests a School Fund Supplemental
Appropriation in the Amount 0($8.665.914.75
Of this amount, $695,677 is for school operating/cafeteria/textbook and the remaining
$7,970,237.75 is for school construction. These amounts represent outstanding purchase orders on
June 30, 1996. See attached list, p. 15-36. The committee recommends approval.
9. The Court Services Director Reauests a Court Services Fund Supplemental
Appropriation in the Amount of $36.870.65
This amount represents a carry-forward and needs to be remitted to the Department
of Criminal Justice Services. See attached memo, p. 37-40. The committee recommends approval.
10. The Re2istrar Reauests a General Fund Supplemental Appropriation in the
Amount of $1.880 for the Purchase of Additional Office Furniture
This additional furniture is needed as a result of the move to the new office building.
Additional local funds are necessary. See attached memo, p. 41-42. It was discussed by the
committee that the Registrars office will look at any surplus office equipment available due to the
office move. Ifnone of the surplus equipment suits the Registrars office, then this request will come
before the committee a second time.
11. The National Wildlife Federation Is Reauestinl! Tax Exempt Status from the
County of Frederick
076
This would result in a revenue loss for the County. I have requested that the
Commissioner of the Revenue be present at the meeting. See attached memo, p. 43-47. This item
was tabled awaiting further information.
12. The School Finance Director Reouests a School Ooeratinl! Fund Suoolemental
Aoorooriation in the Amount of $128.013.78
This amount represents state educational technology money that was not spent in FY
95-96 and needs to be appropriated in 96-97 to be spent. No additional local funds are needed. See
attached memo, p. 48-49. The committee recommends approval.
......J
13. The School Finance Director Reouests a School Suoolemental Aoorooriation in
the Amount of $43.092.73
This amount represents the balance due to Trigon Blue Cross Blue Shield for the year
ending June 30, 1996. See attached memo, p. 50-52. The committee recommends approval.
End of Committee Reports.
BOARD OF SUPERVISORS COMMENTS
There were no Board comments at this time.
BOARD RETIRED INTO EXECUTIVE SESSION
Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the board
retired into executive session in accordance with the Code of Virginilb 1950, as amended, Section
2.1-344, Subsection A (1) and (7) to Discuss Personnel and Legal Matters.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
BOARD WITHDREW FROM EXECUTIVE SESSION
Upon motion made by 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 Robert M. Sager, seconded by W. Harrington Smith, Jr., the Board
011
reconvened into regular session and certified nothing other than what was noted as reason for going
into executive session was discussed.
UPON MOTION MADE BY ROBERT M. SAGER, SECONDED BY CHARLES W.
ORNDOFF, SR., AND PASSED UNANIMOUSLY, THERE BEING NO FURTHER
BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY
ADJOURNED.
078
A Special Meeting of the Frederick County Board of Supervisors was held on September 24,
1996, at 6:30 P.M. in the Frederick County School Board Administration Building, 1415 Amherst
Street, Winchester, Virginia.
PRESENT: Chairman James L. Longerbeam; W. Harrington Smith, Jr., Richard C. Shickle;
Robert M. Sager; Margaret B. Douglas; and Charles W. Orndoff, Sr.,
Mr. Sager was not present at the start of the meeting.
BOARD RETIRED INTO EXECUTIVE SESSION
Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the
Board retired into executive session in accordance with the Code of Virginia. 1950, as amended,
Section 2.1-344, Subsection A (7) to Discuss Legal Matters.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
BOARD WITHDREW FROM EXECUTIVE SESSION
Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the
Board withdrew from executive session and certified nothing other than what was noted as reason
for going into executive session was discussed.
The above motion was approved by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Aye
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
BOARD OF SUPERVISORS AND SCHOOL BOARD MEET IN WORKSESSION TO
DISCUSS OUTLINE FOR UPCOMING BUDGET PREPARATION
This was a worksession, therefore, no formal minutes were prepared, however Mr. Tom
Sullivan of the school board did record the minutes on tape.
BOARD APPROVES LIST OF EXPENDITURES. IN PART. UNDER CODE 83-1225
FOR NEW COUNTY OFFICE BUILDING
Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the
:1
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II
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following was approved in part:
Bell Atlantic -
$ 4,225
Sound Equip. bd. room
15,000
Chairs (16) new bd. room
5,000
Tables/chairs - emp. kitchen
600
Chairs - Exec. Session Rm.
2,500
Sewer/Water Availability Fee - C. of Win.
7,500
THIS WAS DENIED
10% allowance for expenditures should they exceed estimated amount
3,483
TOTAL
$38,308
The above request was approved in the amount of $30,808 by the following recorded vote:
James L. Longerbeam - Aye
W. Harrington Smith, Jr. - Aye
Margaret B. Douglas - Absent
Robert M. Sager - Aye
Richard C. Shickle - Aye
Charles W. Orndoff, Sr. - Aye
Mrs. Douglas was not present when this was discussed and voted on as she had left the
meeting.
THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD,
THIS MEETING IS HEREBY ADJOURNED.
James L. Longe eam
Chairman, Board of Supervisors