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HomeMy WebLinkAboutApril 24, 1996 Regular Meeting 562 A Regular Meeting of the Frederick County Board of Supervisors was held on April 24, 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. INVOCATION The invocation was delivered by Reverend Steve Hundley of the First United Methodist Church. ADOPTION OF AGENDA Mr. Riley stated that he had a memorandum from Superintendent of Schools, Tom Malcolm concerning surplus school property and their request to offer same for sale. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the agenda was approved as amended. 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 CONSENT AGENDA Mr. Riley suggested the following tabs for approval under the consent agenda: 1. Proclamation Re: National Volunteer Week - Winchester Medical Center - Tab C; 2. Proclamation Re: Food Drive Day by National Association of Letter Carriers - Tab D; 3. Memorandum Re: Cancellation of Board Meetings During the Summer Months- TabE; 4. Correspondence and Resolution from Winchester and Western Railroad Company Re: Rail Preservation Application - Tab G; 5. Correspondence from Shawneeland Sanitary District Advisory Committee Re: Request to Correct Two Deeds - Tab H; 6. Personnel Committee Report - Tab L; 563 7. Finance Committee Report - (Mr. Riley Noted that the first item listed under this report The Youth Development Center, Inc., has been pulled for the time being.) - Tab F; 8. Parks and Recreation Commission Report - Tab N. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the consent agenda was approved as noted above. 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 CITIZEN COMMENTS No one appeared before the Board at this time. EMPLOYEE OF THE MONTH AWARD PRESENTED TO JANET P. DICK. COMMONWEALTH'S ATTORNEY'S OFFICE Mr. Smith presented the employee of the month award to Janet P. Dick, office manager in the office of the Commonwealth Attorney. Mrs. Dick was present to receive her award. MINUTES OF MARCH 27.1996 - APPROVED Upon motion made by Charles W. Orndoff, Sr., seconded by Richard C. Shickle, the minutes of the regular meeting of March 27, 1996 were approved as presented. 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 PROCLAMATION (#034-96) FOR NATIONAL VOLUNTEER WEEK - WINCHESTER MEDICAL CENTER - APPROVED UNDER CONSENT AGENDA WHEREAS, one of Americas greatest national resources is its volunteers, and the human resources they devote toward a healthy, productive and humane society; and WHEREAS, each year hundreds of volunteers contribute to the betterment of our community; and WHEREAS, volunteers give freely of their time, energy and ability and ask only for a smile and a thank you for their countless hours of service; and 564 WHEREAS, it has long been a tradition in our community for men, women, and youth to perform work of the highest quality and to enhance the lives of others; and WHEREAS, it is fitting to recognize volunteers within our community as the nation observes National Volunteer Week - April 21 - 27, 1996. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors takes great pleasure in honoring the volunteers of Winchester Medical Center and conveying their sincere gratitude and appreciation for their dedicated, selfless, and compassionate servtce. ADOPTED, this 24th day of April, 1996. PROCLAMATION (#036-96) FOR FOOD DRIVE DAY - NATIONAL ASSOCIATION OF LETTER CARRIERS - APPROVED UNDER CONSENT AGENDA WHEREAS, Saturday, May 11, 1996, has been designated as Food Drive Day by the National Association of Letter Carriers and will be observed by letter carriers in the County of Frederick; and WHEREAS,the letter carriers serve citizens of our fine county in an exemplary manner through the most hazardous weather, be it snow, rain or extreme summer heat; and WHEREAS, this most faithful and dedicated civil servant never fails to complete his rounds of serving our entire population; and WHEREASJetter carriers throughout the County of Frederick will be collecting food to replenish food pantries for the less fortunate and the homeless; and WHEREAS, the people of this great county wish to express their appreciation for, and show recognition of the efforts and sacrifices made by their faithful letter carrier. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors does hereby proclaim May 11, 1996, as Letter Carrier Food Drive Day in the County of Frederick, and urge all citizens to join in its observance. ADOPTED, this 24th day of April, 1996. CANCELLATION OF THE LAST BOARD MEETINGS IN JUNE. JULY. AUGUST AND SEPTEMBER 1996 - APPROVED UNDER CONSENT AGENDA EXTENSION ADVISORY COMMITTEE APPOINTED Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, the following citizens were appointed as members at-large to the Extension Advisory Committee for a four year term, said term will expire on April 24, 2000. Roger L. Crosen, James Ramey, AI Orndorff, and Tootie Rinker. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye 565 Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye JANET CARBAUGH REAPPOINTED TO LORD FAIRFAX EMS COUNCIL Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, Janet Carbaugh was reappointed to the Lord Fairfax EMS Council for a three year term. This term will commence on July 1, 1996 and terminate on June 30, 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 RESOLUTION (#035-96) - RAIL PRESERVATION APPLICATION FOR WINCHESTER & WESTERN RAILROAD - APPROVED UNDER CONSENT AGENDA WHEREAS,the WINCHESTER & WESTERN RR desires to file an application with the VIRGINIA DEPARTMENT OF TRANSPORTATION for safety and improvement projects; and WHEREAS, the identified safety projects are estimated to cost $162,000 and the improvement projects are estimated to cost $2,229,976; and WHEREAS,the 1996 General Assembly has approved funding for the acquisition, lease or improvement of railways within the Rail Industrial Access Program budget; and WHEREAS, the WINCHESTER & WESTERN RR is an important element of the WINCHESTERlFREDERICK COUNTY transportation system; and WHEREAS, the WINCHESTER & WESTERN RR is instrumental in the economic development of the WINCHESTERlFREDERICK COUNTY area, and provides relief to the highway system by transporting freight, and provides an alternate means of transporting commodities; and WHEREAS, FREDERICK COUNTY supports the project and the retention of rail service; and WHEREAS,the COMMONWEALTH TRANSPORTATION BOARD has established procedures for all allocation and distribution of the funds approved by the 1996 General Assembly. NOW, THEREFORE, BE IT RESOLVED that FREDERICK COUNTY does hereby request the VIRGINIA DEPARTMENT OF TRANSPORTATION to give priority consideration to the projects proposed by the WINCHESTER & WESTERN RR totaling $2,391,976 in FREDERICK COUNTY and THE CITY OF WINCHESTER. SHA WNEELAND SANITARY DISTRICT ADVISORY COMMITTEE REOUEST FOR CORRECTION OF DEEDS FOR COMMON PROPERTIES AND SHA WNEELAND ROADS CURRENTLY LISTED AS FREDERICK COUNTY 566 GRANTEE RATHER THAN SANITARY DISTRICT - APPROVED UNDER CONSENT AGENDA During an examination of Shawneeland Sanitary District properties deeds, conducted by the Planning Subcommittee during 1995, it was discovered that two deeds which cover some of the common properties and the Shawneeland roads listed Frederick County as grantee rather than the Sanitary District. The report of the Planning Subcommittee which details this finding is filed in the County Administrators Office. This report was discussed at the Advisory Committee meeting on April I, 1996, and at that time it was requested that this mistake be corrected. Specifically, the Advisory Committee recommends that appropriate deeds be issued, using language similar to that contained in the deeds recorded in Deed Book 657, beginning on page 109, and dated August 5, 1987, and in Deed Book 685, starting on page 411, and dated May 3, 1988, which will list the Shawneeland Sanitary District of Frederick County as grantee. REQUEST FROM COUNTY SCHOOL BOARD TO ALLOW THEM TO SELL LAND AT BASS-HOOVER ELEMENTARY SCHOOL AND LAKESIDE ONCE IT IS DECLARED SURPLUS - APPROVED IN PART Mr. Riley explained this request from the school board. Mr. Smith stated that he did not feel this property should be sold unless a satellite library would be built at the location as he is definitely opposed to any additional housing being built on the site at Lakeside. Mr. Riley stated that he feels once the school board determines it is surplus then the board of supervisors would handle the sale of the property. Mr. Orndoff asked which department would receive the proceeds from this sale. Mr. Longerbeam stated that he would like to see this transaction of school property be handled in the same manner as transactions of this nature were handled in the past. Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sr., the land at Bass-Hoover Elementary School, II acres +/-, and Lakeside 16 acres +/-, be declared surplus and at that time the board of supervisors will handle sale of same with the funds most likely coming back to the school board. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye 567 W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PUBLIC HEARINGS: PUBLIC HEARING - REOUEST OF AUSTIN S. LANDRY. PURSUANT TO THE FREDERICK CODE. CHAPTER 86. FESTIVALS: SECTION 86-3 C PERMIT REOUlRED: APPLICA TION. ISSUANCE OR DENIAL. FOR AN OUTDOOR FESTIVAL PERMIT. FESTIVAL TO BE HELD ON SA TURDA Y. MAY 4. 1996. AT AUSTIN'S BROOKE FARM. SLATE LANE. STEPHENSON. VIRGINIA - DENIED Mr. Riley presented this request to the Board. Mr. Austin Landry, Stonewall District, and applicant for this request appeared before the Board at this time. Mr. Shickle asked Mr. Landry if this type of event had taken place before at this location. Mr. Landry replied yes, last summer. Mr. Longerbeam asked how many were in attendance at that time. Mr. Landry replied approximately 800 to 900. Mr. Smith asked at what time was the first band scheduled to perform. Mr. Landry replied approximately 4 P.M. Mr. Smith asked if alcohol was served. Mr. Landry replied no, but they could bring it in. Mr. Longerbeam asked if there were any problems. Mr. Landry replied not that he was aware of. Mr. Sager inquired as to what was done in order to prevent juveniles from drinking alcohol. Mr. Landry explained there would be assigned individuals checking throughout the crowd to make sure no one under age had any alcohol, and if it was determined they were drinking they would be asked to leave. Mr. Orndoff asked Mr. Landry how old he was. Mr. Landry replied 20. Captain Gil Barrington, of the county sheriffs department was present and explained that he was in attendance at this location in 1995, however at that time he was not really clear as to 568 exactly what kind of party was being held. He further stated that to the best of his knowledge the sheriffs department has not been contacted with regard to any type of traffic control and he does feel that 800-900 young people gathered at one time, could have its problems. Mrs. Jennifer Landry, mother of Austin Landry as well as the property owner, appeared before the Board and stated that she did not feel this was an outdoor festival, only a field party. She further stated that she did not know where the figure 800-900 came from however that is not accurate, as there were no where near that many people. At the event last year most everyone had left by 1 AM. and there were no traffic altercations that she was aware of, and anyone that was under twenty-one years of age was discouraged from attending. Mr. Longerbeam asked if there was a fee or charge for attending. Mr. Landry replied a $5.00 donation. Mr. John Monroe, area resident, appeared before the Board in opposition to this request noting that the neighbors have had to deal with excessive noise, speeding of vehicles down the lane as well as tire tracks in their yards and gardens. Mr. Smith asked Tom Owens, director, Emergency Services, about availability of emergency equipment in the event it would be needed. Mr. Owens explained that he was not aware of this request until Mr. Riley had mentioned to him, however he felt Clearbrook should be able to handle it without any problem. Mr. Orndoff moved to deny this request, and Mr. Sager seconded the motion. Mrs. Landry explained to the Board that she could sympathize with Mr. Monroe's concerns, however she felt if these incidents had been documented as to the date and time they occurred it would not be the same date and time as their field party. Mrs. Landry asked at this time if perhaps Mr. Orndoff is addressing the letter, that each board member received in secret, with a plea not to mention receipt of at this meeting by his motion to deny or, was it due in fact to the statements she her son had made earlier. She feels an attempt has been made to sway the board members privately, and she feels this is unethical. The above motion was denied by the following recorded vote: James L. Longerbeam - Nay W. Harrington Smith, Jr. - Nay Margaret B. Douglas - Nay Robert M. Sager - Aye 569 Richard C. Shickle - Nay Charles W. Orndoff, Sr. - Aye At this point there was some confusion among the Board as to how the vote was taken and - clarification was requested. Mr. Orndoff stated that he had moved to deny the request. Mr. Longerbeam asked for another vote on Mr. Orndoff's motion to deny, noting that all in favor of the motion should vote Aye. James L. Longerbeam - Nay W. Harrington Smith, Jr. - Nay Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye PLANNING COMMISSION BUSINESS PUBLIC HEARING ITEMS PUBLIC HEARING - CONDmONAL USE PERMIT #002-96 OF THE ROBERT E. ROSE MEMORIAL FOUNDATION. TO OPERATE A LICENSED HOME FOR ADULTS AND ADULT CARE FACILITY. THIS PROPERlY IS LOCATED AT 549 VALLEY MILL ROAD AND IS IDENTIFIED WITH PIN 55-A-56 IN THE STONEWALL MAGISTERIAL DISTRICT - APPROVED Mr. Longerbeam explained the ground rules for this public hearing. He firmly noted that there would be no outburst and that everything would be handled in an orderly fashion with everyone being recognized if they wished to address the Board. He explained that as long as new information was being delivered the Board would listen to what was being said, however once it was becoming repetitive then the public hearing would be closed. Mr. Wayne Miller, zoning administrator, appeared before the Board to give them an update on this request noting that the conditional use permit was for a twenty-six bed licensed home for adults. There would be a staff of twenty-eight employees and there is no hidden agenda. He further explained that plans call for VDOT to address the road that fronts this property in 1998 as far as upgrading etc. is concerned. The following individuals appeared before the Board to express their opinion on this request: Gregory Strosnider, executive director of the Rose Memorial Foundation endorsed this request noting the need for such a housing facility in this area. 510 Charles Swartz, architect, for the project stated that the complete set of plans are not available at this time. Mr. Smith inquired about the traffic survey. Mr. Swartz explained that staffing would be done in shifts, therefore not all staff members would be coming and going at the same time. Phillip Gross is opposed to this request as he feels the traffic on Valley Mill and Greenwood Roads are already too high for the current road conditions and that RP is not the proper type of zoning for a facility of this nature. Bill Fuller with Access Independence endorsed this request noting the need for this type offacility in this area and he does not feel it would create a significant increase in traffic especially, when compared to the construction of 54 townhouses that was approved recently, yet no one in the neighborhood appeared to be too upset with the increase in traffic that this type of development would create. He further noted that there are currently 9,000 individuals in the immediate area with disabilities in need of a facility such as this. Ken Hewitt, endorsed this request noting that he had visited the Robert Rose Memorial Home located on National Avenue and he was impressed with what he saw and how the residents seem to be very pleased to be living at the location. He did visit the site in question and feels the road will be taken care of as explained earlier by staff. Michael Rite, director of Continuing Care Services for the Northwestern Community Services Board, endorsed this request noting the need for such a facility within the county. Douglas Koamea, Back Creek District, told of his son who is now 15 years old and due to an accident when he was 18 months old he will never speak again. He presently spends part of his time at Grafton School in Clarke County and part of his time at home. He has looked at the property and endorsed the plan as presented for the home. He is personally offended by some of the remarks he has heard and read from individuals concerning this request, and feels they are prejudice. Steve Hundley, resident of the City of Winchester, explained that his parsonage is presently located close to the property in question and he feels the people of Rose Memorial are heroes and 571 citizens that need the community. Jeanne Brown also endorsed this request. Elizabeth Marker resident of National Avenue spoke to the fact of being neighbors with the Rose Memorial Home for a number of years and she has not had any problems with the residents as neighbors and feels this is something the community needs. Sara Hewitt, neighbor living in Brentwood Terrace and student at James Wood feels this type of home would be a good neighbor. Julie Miller, appeared with her daughter Ashley noting that this community needed a facility such as this for those who did not have family members or someone that could assist in watching handicap citizens should the need arise. Angie Legg, Northwestern Pike, spoke in favor of this request. David Ziegler, director of Northwestern Community Services, fully supports this request. He feels the community has a definite need for this type offacility. Ralph Simmons, resident ofBrentwood Terrace, is opposed to a facility ofthis type going in the neighborhood. He feels with 26 beds it is considered an institution and therefore should be considered commercial and should not be allowed in this area. At this time he addressed the fifteen questions that had been addressed to the Rose Memorial staff and what their response had been. He asked for a show of hands of those present that were opposed to this request. Approximately 15 citizens raised their hands. Mark Mosler, Valley Mill Road, asked the Board why measurements were not included on the site plan that was presented. Mr. Longerbeam explained that was not required at this stage. He feels the building in this area has got to stop. He asked the Board to either table this or reject it until more information is available. Patty D'Arcangelis, area resident, asked that this be either tabled or rejected. She addressed concerns that area residents had concerning the road. She further stated that Mr. Smith had been to see her concerning a drainage problem and this has still not been corrected to their satisfaction. Why should the residents think this road situation will be any different. Myrtle Koon, Valley Mill Road, feels the road is very dangerous. She described the road 572 conditions during this past winter and how there were times when even the VDOT trucks could not use the road. Dennis Collins, Woody's Place, referred to what VDOT has said their plans are for this road. He feels this will be a direct impact on him in addition to leaving him with no privacy therefore he is asking the Board to deny this request. Don Joy, Valley Mill Road, he explained that he does have compassion for the handicap, however he feels this is not the right location for this facility as Valley Mill Road is very dangerous and the speed limit needs to be addressed. He explained to the Board that he has always felt the majority should rule and he asked the Board to please keep this in mind when voting on this request. Danny Strosnider is opposed to this especially in light of the fact that no one is sure what VDOT plans to do in this area concerning the road. Joseph D'Arcangelis, stated that his niece is down syndrome and he knows of the need and he is not prejudice however he feels this is the wrong location as the building is too big for this area. Gary Hall, Woodies Place, only moved to this area last month. Feels this is a commercial building and should not be allowed in a residential area. At this time Mr. Longerbeam closed the public hearing and asked for a five minute recess. Mr. Smith stated that he has visited the proposed location for this facility. He knows there have been some drainage problems as well as concerns about the guard rail and the speed limit on Valley Mill Road Road. He further stated that he felt in the beginning the staff of Rose Memorial Foundation and the residents of this area should have gotten together for a meeting or meetings whatever was necessary before this entire matter got out of hand as everyone can see that it has. Mr. Orndoff asked Mr. Smith if he felt it would do any good to have a neighborhood meeting at this point. Mr. Smith replied that he was not sure. Mr. Longerbeam explained that the county has guidelines and regulations with every request that is presented to the Board. He does not feel at this point a meeting would serve any real purpose, therefore a decision by the Board is needed at this time. 573 Upon motion made by Charles W. Orndoff, Sr., seconded by Margaret B. Douglas to approve conditional use permit #002-96 of the Robert E. Rose Memorial Foundation. The above motion was approved by the following recorded vote: JamesL. 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 AMENDMENT TO THE FREDERICK COUNTY CODE. CHAPTER 165. ZONlNG: ARTICLE IV. SUPPLEMENTARY USE REGULATIONS: SECTION 165-23. SETBACK REOUIREMENTS. THE PROPOSED AMENDMENT WILL ESTABLISH SURVEY STANDARDS FOR PRIMARY STRUCTURES AND ACCESSORY STRUCTURES. GREATER THAN 500 SOUARE FEET. WIDCH ARE LOCATED FIVE FEET OR LESS FROM BUILDING SETBACK LINES - APPROVED Mr. Evan Wyatt, planner II, presented this amendment to the Board, noting that it deals with surveys and setbacks. Mr. John Trenary, building official, appeared before the Board to explain how this amendment would be of assistance within his department as it deals with inspections. Upon motion made by Robert M. Sager, seconded by Charles W. Orndoff, Sf., the following ordinance amendment 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 AN ORDINANCE AMENDING THE FREDERICK COUNTY CODE CHAPTER 165, ZONING WHEREAS, An ordinance to amend Chapter 165, Zoning, of the Frederick County Code, Article IV, Supplementary Use Regulations, Section 165-23, Setback Requirements, was referred to the Planning Commission on April 3, 1996; and WHEREAS, the Planning Commission held a public hearing on this ordinance adoption on April 3, 1996; and WHEREAS, the Board of Supervisors held a public hearing on this ordinance adoption on April 24, 1996; and WHEREAS, the Frederick County Board of Supervisors finds the adoption of this ordinance to be in the best interest of the public health, safety, welfare, and in good zoning practice; NOW, THEREFORE BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 of the Frederick County Code, Zoning, Article IV, Supplementary 574 Use Regulations, Section 165-23, Setback Requirements, is amended as described on the following attachment: This ordinance shall be in effect July 1, 1996. ARTICLE IV - Supplementary Use Regulations 165-23 Setback Requirements H. Structural location survey requirements. The following survey requirements shall be complete for applicable primary and accessory structures within all zoning districts as described: (1) A surveyor licensed in the Commonwealth of Virginia shall establish the location of any primary structure that is located five (5) feet or less from any minimum setback requirement. (2) A surveyor licensed in the Commonwealth of Virginia shall establish the location of any accessory structure occupying an area of 500 square feet or greater that is located five (5) feet or less from any minimum setback requirement. (3) Information verifying the footing location stakeout shall be provided on the appropriate Building Permit Setback Report prior to the approval of the footing for the primary or accessory structure. The surveyor of record shall complete the required information on the Building Permit Setback Report and affix his or her professional seal containing the appropriate signature and date. The Building Permit Setback Report containing the required footing location stakeout surveyor information shall be posted on the construction site with the building permit hard card at the time of the footing inspection. (4) A mid-construction survey shall be prepared by the surveyor ofrecord once the rough framing of the primary or accessory structure is in place. Rough framing shall include the foundation, all exterior walls and the roof system. The surveyor of record shall complete the required information on the Building Permit Setback Report and affix his or her professional seal containing the appropriate signature and date. The Building Permit Setback Report containing the required mid-construction surveyor information shall be provided to the Department of Engineering and Inspections prior to the issuance of a Certificate of OccupancY Permit by the Building Official. END OF PLANNING COMMISSION PUBLIC HEARINGS COMMITTEE REPORTS PERSONNEL COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Personnel Committee met on Wednesday, April 17, 1996, at 9:30 a.m. in the County Administration Building, Third Floor Conference Area. Present at the meeting were Margaret B. Douglas, chairman; W. Harrington Smith, Robert S. Gordanier, John R. Riley, Jr., and Ann K. Kelican. Toni Wallace was absent. The Committee submits the following report and recommendations for your consideration: The following items required board action: Request to Fill Vacant Positions 575 The Committee reviewed requests from the following departments to fill vacant positions and recommends approval of same: Parks and Recreation Department - Recreation Program Supervisor Extension Office - Extension Technician C-F-W Regional Jail- Substance Abuse Counselor Public Works - UPl!rade Vacated Laborer Position to Motor EQuioment Ooerator ill The Committee reviewed the attached request from Mr. Strawsnyder to upgrade the vacated Laborer position to a Motor Equipment Operator m position. Mr. Strawsnyder appeared before the committee and stated that his operator position may be filled through an in-house promotion and should this occur, he would also request approval to fill that vacated position. The Committee recommends approval of this request. Request to Fill Clerk Tyoist II Position in the Personnel Deoartment Committee member Robert Gordanier stated that he felt the clerk typist position in the personnel department needed to be filled in order to maintain the workload. He suggested that when the new building is completed, and a central receptionist is needed, the position could be reevaluated. Following discussion, the committee recommends approval of a fulltime/part-time position in the personnel department until such time as the new administration building is completed and clerical needs can be determined. The following items were submitted for the boards information only: Insurance Covera2e for Volunteer Firefi2hters Tom Owens, fire and rescue director, and Mr. Perry Silva, president of the Fire and Rescue Association, appeared before the committee and presented an update of the options available to provide insurance protection for volunteer fire and rescue personnel (see Attachment E). The committee requested the Fire and Rescue Association Insurance Committee to proceed with the development of an RFP for submittal to vendors to provide the requested coverage. When definitive information has been received, we will send same to the board of supervisors for consideration. Emoloyee of the Month The Committee reviewed the nominations for Employee of the Month and selected Janet Dick, Office Manager in the Commonwealths Attorneys office for the Employee of the Month for Apri11996. The presentation for this award will be made at the beginning of the meeting. FINANCE COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Finance Committee met in the County Administration conference area at 107 North Kent Street on Wednesday, April 17, 1996 at 8:00 a.m. Committee member G. Michael Cundiff was absent. The agenda items are as follows: The Youth Deyelooment Center. Inc. Requests a General Fund Suoolemental Aoorooriation in the Amount of $5.000 This amount will be applied to their budget for the remainder of this fiscal year. This item was tabled from a previous meeting. Additional local funds are necessary. Thomas C. Baker, President of the Youth Center, will be present to discuss this request. See attached memo, p. 1. The committee has no recommendation. The Commonwealth Attorney Requests a Bud2et Transfer in the Amount of $6.100 576 This amount is made up of various line items to be transferred to 2201-7007-000-000 A.D.P. Equipment to purchase computer equipment. No additional local funds are needed. See attached memo, p. 2-8. The committee recommends approval. The Commonwealth Attornev Requests a General Fund Suoolemental Aoorooriation in the Amount of $1.883 This amount represents a refund from AT&T for over-billing since November, 1991. No additional local funds are needed. See attached memo, p. 9. The committee recommends approval. The Treasurer Requests a General Fund Suonlemental Annrooriation in the Amount of$28.766 This amount is needed to purchase a Document Processing System. Additional local funds are necessary. See attached memo, p. 10-19. The committee recommends approval. The Parks and Recreation Director Requests a General Fund Suonlemental Aoorooriation in the Amount of $724.61 This amount represents reimbursement for several expenses incurred by this department and is requested to be placed in several line items. No additional local funds are needed. See attached memo, p. 20-21. The committee recommends approval. The Sheriff Requests a General Fund Suoolemental Aoorooriation in the Amount of $12.160.07 This amount represents the County's share of a Federal forfeiture and is requested to be placed in line item 3102-5413-000-007 Forfeited Property - Surplus. No additional local funds are needed. See attached memo, p. 22. The committee recommends approval. The Sheriff Requests a Bud2et Transfer in the Amount of $10.000 This amount is being requested to be transferred from the Sheriffs Department budget to the Animal Shelter budget. No additional local funds are needed. See attached memo, p. 23. The committee recommends approval. The Director of Economic Develooment Requests Bud2et Transfers in the Amount of$16.165 from Various Line Items No additional local funds are needed. See attached memo, p. 24-31. The committee recommends approval. The Lord Fairfax Plannin2 District Commission Requests a General Fund Suoolemental Anoronriation in the Amount of $1.092 This request is based on a current population of 46,434 at .45 per capita. The original local share requested was reduced by this amount are they are asking that this amount be restored. Additional local funds are necessary. See attached memo, p. 32. The committee recommends approval. The Actin2 Division of Court Services Director Requests Bud2et Transfers in the Amount of $24.664 These are various line item transfers to cover salaries and fringes for the Old Dominion Community Corrections Program. No additional local funds are needed. See attached memo, p. l 577 33-34. The committee recommends approval. The Division of Court Services Director Reauests a Court Services Fund Suoolemental Aoorooriation in the Amount of $13.184 This represents carry-forward funds for the Detox Center to cover the 2nd phase of the salary survey. This amount was not known at the time the original budget request was submitted. This request was tabled from a previous meeting. No additional local funds are needed. See attached memo, p. 35. This item has been tabled until the acting Court Services Director can be present to answer questions. The Data Processinl! Director ReQuests a 95-96 General Fund Suoolemental Aoorooriation in the Amount of $4.546 and a 96-97 General Fund SuooIemental Aoorooriation in the Amount 0($27.276 These amounts are needed for lease payments on a new AS/400 computer system. Additional local funds are necessary. See attached memo, p. 36. The committee recommends approval. The following items were submitted for the boards information only: Town of Middletown John Riley discussed sending correspondence to the Town of Middletown in reference to the collection oflodging tax within the corporate limits of the town. The loss of revenue to the County is minimal. See attached memo, p. 37-38 ReQuest for New Postal!e Machine Reviewed the proposal from Wayne Corbett in reference to the purchase ofa new postage machine. The purchase was approved after the current lease expires. No additional local funds are needed. See attached memo, p. 39. Memorandum from Chairman James L. Lonl!erbeam Reviewed the memo from Jim Longerbeam in reference to setting funds aside for economic development and capital projects. These issues will be looked at in upcoming Finance Committee meetings. See attached memo, p. 40-41. PARKS AND RECREATION COMMISSION REPORT - APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on April 16, 1996. Members present were: Robert Roper, Charles Sandy, Timothy Hockman, Steven Spitzer, Robert Hartman, Jane Vickers, Cheryl Swartz, and Margaret Douglas. The following items were submitted for the boards information only: Caoital Imorovement Proiects Mr. Hartman moved that the Commission meet with the County CIP Committee each year to determine a consensus of project priorities, seconded by Mr. Sandy, carried unanimously (6-0). Revised Picnic Reservation Policv (6-0). Mr. Sandy moved to accept the revised policy, seconded by Mr. Spitzer, carried unanimously 5"78 BOARD OF SUPERVISORS COMMENTS Mr. Longerbeam requested that the issue of Vice Chairman of the Board of Supervisors be revisited again, therefore he requested that this be referred to the Code and Ordinance Committee. Mr. Riley stated that the Bluemont Concert Series would be discussed at the next Joint Finance Committee Meeting, however he did have some concerns due to the current construction taking place at 9 Court Square and the possible liability the County could face should someone be injured during a concert. He wanted to make the Board aware of this. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, THE BOARD OF SUPERVISORS ADJOURNED AS THERE WAS NO FURTHER B~INESS TO DISCUSS. / I I 1 '~-