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May 22, 1996 Regular Meeting 88 A Regular Meeting of the Frederick County Board of Supervisors was held on May 22, 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 board member Robert M. Sager, in absence of the scheduled minister. ADOPTION OF AGENDA Mr. Riley requested the following additions to the agenda: 1. Appropriation of funds for payment of debt service on new county administration building that is due this month. 2. Discussion of possible funding for Bluemont Concert Series. 3. Public Works Committee Report. 4. Discussion of Mutual Aid Agreement with City of Winchester. Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., 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 County Administrator John Riley suggested the following tabs for approval under the consent agenda: 1. Personnel Committee Report - Tab I; 2. Finance Committee Report - Tab 1. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, 589 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. RESOLUTION RECOGNIZING FREDERICK GREGORY K. LAMBERT. INVESTIGATOR DEPARTMENT. AS EMPLOYEE OF mE MONTH COUNTY EMPLOYEE. FOR THE SHERIFFS Mr. Sager presented this award to Mr. Lambert. MINUTES OF REGULAR MEETING FOR APRIL 24. 1996 - APPROVED Upon motion made by Robert M. Sager, seconded by W. Harrington Smith, Jr., the minutes of the regular meeting of April 24, 1996 were approved as submitted. 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 DR. GARY DEOMS INTRODUCES MRS. DORIS TRANT. NEW EXTENSION AGENT OF FAMILY AND CONSUMER SCIENCES TO THE BOARD Dr. Gary DeOms appeared before the Board at which time he introduced Mrs. Doris Trant who has recently been transferred here by Virginia Tech Extension to assume the responsibilities of the Agent for Family and Consumer Sciences for the county. Mrs. Trant thanked the Board for inviting her to the meeting and stated she looked forward to moving to the county as well as working here. PATRICIA STILES APPOINTED TO FREDERICK COUNTY SCHOOL BOARD FROM STONEWALL DISTRICT Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, Patricia Stiles (Trish) was appointed to the Frederick County School Board. This term will commence on July 1, 1996 and end on December 31, 1997. 590 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 COMMITTEE APPOINTMENTS JAMES H. PAINTER REAPPOINTED TO NORTHWESTERN VIRGINIA HEALTH SYSTEMS AGENCY. INC. Upon motion made by Robert M. Sager, seconded by Richard C. Shickle, James H. Painter was reappointed to the Northwestern Virginia Health Systems Agency, Inc. for a three year term. This term will commence on May 22, 1996 and end on May 22, 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 JAMES T. ANDERSON APPOINTED TO SANITATION AUTHORITY FROM SHAWNEE DISTRICT Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, James T. Anderson was appointed to the Sanitation Authority from Shawnee District for a four year term. This term will commence on May 22, 1996 and end on May 22, 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 JOHN STEVENS APPOINTED TO SANITATION AUTHORITY FROM BACK CREEK DISTRICT TO FILL UNEXPIRED TERM OF MICHAEL SMITH Upon motion made by Margaret B. Douglas, seconded by Robert M. Sager, John Stevens was appointed to the Sanitation Authority from Back Creek District to fill the unexpired term of Michael Smith. This term will commence on May 22, 1996 and end on 591 April 15, 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 PATRICIA STILES REAPPOINTED TO THE FREDERICK COUNTY SOCIAL SERVICES BOARD FROM STONEWALL DISTRICT Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, Patricia Stiles was reappointed to the Social Services Board from Stonewall District for a four year term. This term will commence on July 1, 1996 and end on June 30,2000. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Mr. Sager stated that he would like to say at this time that he felt Mrs. Stiles had done an outstanding job as Chairman of the Social Services Board, and he wholeheartedly endorsed her reappointment. RESOLUTION RE: INDUSTRIAL DEVELOPMENT AUTHORITY-LEASE FINANCING OF CERTAIN PUBLIC SCHOOL FACILITIES-STONEWALL AND SENSENY ROAD ELEMENTARY SCHOOLS - APPROVED The Frederick County School Board (School Board) proposes to obtain financing for the (I) acquisition, construction and equipping of a new Stonewall Elementary School and (ii) renovations, expansions and improvements of the Senseny Road Elementary School (project) through the issuance of lease revenue notes in a maximum principal amount of $8,000,000 (Notes) to be issued by the Industrial Development Authority of the County of Frederick, Virginia (Authority). The Notes will be payable from revenues derived by the Authority from the Lease Agreement between the Authority and the School Board (Lease) pursuant to which the Authority will lease the Project to the School Board for rental payments calculated to be sufficient to pay the principal of and interest on the Notes. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF FREDERICK, VIRGINIA: 1. The Board of Supervisors hereby agrees, on behalf of the County, to pay to the School Board amounts sufficient to pay the rental payments and any other amounts owned by the School Board to the Authority under the Lease, subject to annual appropriation by the Board of Supervisors. The School Board and the County anticipate that the principal of the Notes will be 592 paid from the proceeds of a loan or loans from the Literary Fund to the School Board. The County Administrator is directed to submit for each fiscal year while the Notes are outstanding a request to the Board of Supervisors for an appropriation to the School Board separate from all other appropriations to the School Board for an amount equal to the rental payments coming due under the Lease for the next fiscal year. The County's obligations to make payments to the School Board pursuant to this resolution shall be subject to and dependent upon annual appropriations being made from time to time by the Board of Supervisors for such purpose. Nothing in this Resolution, the Notes or the Lease shall constitute a pledge of the full faith and credit of the County beyond the constitutionally permitted annual appropriations. 2. The County Administrator and such officers, employees and agents of the County as he may designate, are authorized and directed to execute and deliver any and all instruments, certificates and other documents required to carry out the purposes of this Resolution. The undersigned Clerk of the Board of Supervisors of the County of Frederick, Virginia, certifies that the foregoing resolution was duly adopted at a meeting of the Board of Supervisors duly called and held on May 22, 1996. Upon motion made by Charles W. Orndoff, Sr., seconded by Richard C. Shickle, 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 REOUEST FROM SCHOOL BOARD FOR SUPPLEMENTAL APPROPRIATION OF $47.814 FROM REMAINING BOND PROCEEDS FOR REMOVAL OF UNDERGROUND STORAGE TANKS - APPROVED Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas the above request of the school board was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye REOUEST FROM SCHOOL BOARD FOR BUDGET ADJUSTMENT FOR IDA BOND PROCEEDS AND ADMINISTRATIVE FEES - APPROVED Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the following budget adjustments were approved in order to record IDA bond proceeds and appropriations and related debt service fees for the new Stonewall and Senseny Road elementary school projects: DR CR I 593 New Stonewall Elem School Capital Proj Fund: 053.065000.3170 Approp-contr Serv $1,000,000.00 053.041040.0010 Proceeds-Sale of Bonds $1,000,000.00 Senseny Road Improvement Proj Facility Fund: 069.065000.3170 Approp-Contr Serv $3,000,000.00 069.041040.0010 Proceeds-Sale of Bonds $3,000,000.00 Increase Revenue Estimates: Interest earned on investments ofIDA bond proceeds (transfer from the Stonewall Elementary School project tot he Debt Service Fund) $ 8,607.00 Increase Appropriations: Service charges paid on IDA bridge loans (71.7100.9.0.00.5800.00.00) $ 8,607.00 The proceeds from the $8,000,000 IDA bond sale will be allocated $5,000,000 to the Stonewall Elementary School project and $3,000,000 to the Senseny Road Elementary School project. The 1995-96 budget, as approved, contains $4,000,000 anticipated bond proceeds and corresponding appropriations ($4,000,000 for Stonewall and no funds for Senseny Road). Consequently, the above budget adjustment for $4,000,000 will allow for complete posting of the estimated proceeds and related appropriations. The additional debt service administrative fees are related to the IDA bond sale and will be offset by interest earnings. No local funds are involved. 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 APPROPRIATION OF BOND PAYMENT - ADMINISTRATION BUILDING FUND IN THE AMOUNT OF $224.654.94 - APPROVED Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, an appropriation ofbond payment for the administration building fund in the amount of $224,654.94 was approved. 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 594 BLUEMONT CONCERT SERIES TO RECEIVE $2,000 IN MATCHING FUNDS FOR 1996 CONCERTS Mr. Longerbeam presented some background on the history of the Bluemont Concert Series and the dollar amount as provided by the County of Frederick in comparison to how the City of Winchester had participated. Following discussion by board members they felt this program has been enjoyed by county citizens over the years and they would endorse spending $2,000 with the City of Winchester matching like funds. Upon motion made by W. Harrington Smith, seconded by Robert M. Sager the county will appropriate $2,000 to the Bluemont Concert Series for the summer of 1996, with the understanding that like funds will be forthcoming from the City of Winchester. The above motion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye MargaretB.Dou~as-Aye Robert M. Sager - Aye Richard C. Shickle - Nay Charles W. Orndoff, Sr. - Aye MUTUAL AID AGREEMENT WITH CITY OF WINCHESTER DISCUSSED AND AN INTERIM MEASURE DECIDED UPON Mr. Riley explained that a fax was received from Mr. Ed Daley, city manager, this date wherein he listed three policies wherein he suggested the two jurisdictions adopt one as an interim measure until such time as this matter can be discussed and voted upon by both localities. Mr. Tom Owens, director, Fire and Rescue Department, appeared before the Board at which time he explained the history of this incident wherein a member of the EMT staff from the Winchester Rescue Squad received a bee sting while on a call in the county some years ago, and basically this is where this all started. He further explained that after he and Mr. Riley reviewed the three policies as presented by the City they selected number 2 which states as follows: Amend the 1984 Agreement by stating that it shall apply to emergency medical, hazardous materials and other incidents in addition to fire fighting. 5951 Upon motion made by W. Harrington Smith, Jr., seconded by Richard C. Shickle, that number 2 of the policy options as spelled out above be approved. 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 COMMISSION BUSINESS PUBLIC HEARING ITEMS: PUBLIC HEARING - CONDITIONAL USE PERMIT #003-96 OF DAVIDA. KELLER TO OPERATE A COMMERCIAL OUTDOOR RECREATION FACILITY (ARCHERY RANGE). THIS PROPERTY IS LOCATED IN SHOCKEYSVlLLE, OFF OF STATE ROUTE 691 (HOLIDAY ROAD), AND IDENTIFIED WITH PIN 8-A-16 IN THE GAINESBORO MAGISTERIAL DISTRICT - APPROVED Mr. Wayne Miller, zoning administrator, presented this request to the Board noting that staff and planning commission recommended approval with conditions. Mr. Shickle asked about condition #4 - Range activities shall be supervised by the owner or a qualified employee at all times while in use. Mr. Shickle explained that he did not agree with this as he did not feel it was necessary. No one from the public appeared before the Board with regard to this request. Mr. Keller did appear before the Board on behalf of his request. Upon motion made by Richard C. Shickle, seconded by Robert M. Sager, conditional use permit #003-96 of David A. Keller was approved with the number 4 condition as outlined by the planning staff to be deleted. 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 - ORDINANCE TO AMEND THE FREDERICK COUNTY CODE, CHAPTER 144, SUBDIVISION OF LAND: ARTICLE ill, GENERAL PROVISIONS: SECTION 144-4, SUBDIVISION ADMINISTRATOR. AMENDMENT ESTABLISHES NEW STANDARDS FOR THE ADMINISTRA TIVE APPROVAL OF INDUSTRIAL, COMMERCIAL, AND 96 RESIDENTIAL SUBDIVISIONS OF LAND THAT ARE A PART OF AN APPROVED MASTER DEVELOPMENT PLAN - APPROVED Mr. Evan Wyatt, planner II, presented this request to the Board. No one appeared to address this ordinance amendment. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, 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 Whereas, an ordinance to amend Chapter 144, Subdivision of Land, of the Frederick County Code, Article III, General Provisions, Section 144-4, Subdivision Administrator, was referred to the Planning Commission on May 1, 1996; and Whereas, the Planning Commission held a public hearing on this ordinance adoption on May 1, 1996; and, Whereas, the Board of Supervisors held a public hearing on this ordinance adoption on May 22, 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, and general welfare, and in good zoning practice. Now, Therefore, Be It Ordained by the Frederick County Board of Supervisors that Chapter 144 of the Frederick County Code, Subdivision of Land, Article III, General Provisions, Section 144-4, Subdivision Administrator, is amended as described on the following attachment: AMENDMENT TO CHAPTER 144, SUBDIVISION OF LAND ARTICLE III, GENERAL PROVISIONS 144-4 Subdivision Administrator A Subdivision Administrator shall be appointed by the Board of Supervisors and entrusted to enact, administer and enforce the requirements of this chapter. The Subdivision Administrator shall have the powers and duties specified in this chapter as authorized by the Board of Supervisors. The Subdivision Administrator is authorized to administratively approve or disapprove all divisions of land in the RA, Rural Areas District and all divisions of land in all other zoning districts that are within an approved master development plan. The Subdivision Administrator shall have the authority to forward any division of land, subdivision design plan or final plat to the Planning Commission or Board of Supervisors for final approval. This ordinance shall be in effect on the date of adoption. End of Planning Commission Public Hearings and Items. COMMITTEE REPORTS 597 PERSONNEL COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Personnel Committee met on Tuesday, May 14, 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, Robert S. Gordanier, Michael Foster, Toni Wallace, John R. Riley, and Ann Kelican. The committee submits the following report and recommendations for your consideration: Economic Development Director Request to Fill Vacant Position The committee reviewed the attached request from the economic development director to reinstate the research analyst position to fulltime status. No additional county funds are needed inasmuch as this position is already set forth in the EDC budget. The committee recommends approval of this request (see Attachment "A"). Request from Public Works Director for Reclassifications and Approval to Fill Vacant Position The committee reviewed the attached request from the public works director to reclassify positions at the landfill and fill the vacant litter control technician position. Mr. Strawsnyder appeared before the committee and stated that the reclassifications for the motor equipment operators I, II, and III would be a title change only and the reclassification of the scale operator from Range 5 to Range 7 would not result in any salary increases but would better define the current responsibilities of the positions. Mr. Strawsnyder stated that the reclassification of the litter control technician from Range 7 to Range 9 would result in a $2500 salary increase and the reclassification of the environmental technician from Range 15 to Range 17 would also result in a $2500 salary increase. Fringes associated with the above increases would be approximately $1650. The public works director stated that no additional monies would be needed inasmuch as there are sufficient funds in his part-time line item to cover this request. He therefore requested approval to transfer the necessary funds from his part-time line item to the appropriate employee line items. The committee recommends approval of the above requests (see Attachment "B"). Request from the Court Services Director to Fill a Vacant Facilitv Aide Position The committee reviewed the attached request from the court services director to fill a vacant facility aide position. No additional funds are needed inasmuch as this position is currently funded in the Division of Court Services budget. The committee recommends approval of this request (see Attachment C). Request from the Winchester Re2ional Airport Executive Director for Reclassifications and New Position The committee reviewed the attached request from the executive director of the Winchester Regional Airport to reclassify current personnel at the airport and to add an additional service attendant position, i.e. assistant manager from Range 16 to Range 17; service attendants from Range 6 to Range 8, and an airport facility/equipment technician at a Range 10. The executive director's salary would increase from $41,600 to $45,000. The committee was advised that the total cost to fund this request would be $28,000 (see Attachment "D"). The committee recommends approval of this request contingent upon approval of the City/County Joint Finance Committee. Request from C-F-W Rel!:ional Jail Superintendent to Fill Vacant Account Clerk Position 598 The committee reviewed the attached request from the jail superintendent to fill a vacant account clerk position. This is a budgeted position therefore no additional funds are needed. The committee recommends approval of this request (see Attachment E). Vir2inia Retirement System Enhancement The committee reviewed the attached information from VRS regarding House Bill 901 which would permit employees with 25 years or more service to purchase up to 36 months of prior military or out of state service. The committee recommends that the county not participate in this program and that VRS be so notified (see Attachment F). Request from Shawneeland Sanitarv District Advisorv Committee to Reclassify Manal!:er Position The committee reviewed the attached information regarding reclassification of the sanitary district manager position and recommends that said position be reclassified from a Range 15 to a Range 17; that the manager's salary be set at $30,386 with the increase being funded from Sanitary District fees (see Attachment G). Employee of the Month The committee reviewed the nominations for Employee of the Month and selected Investigator Greg Lambert in the Sheriffs Department for the Employee of the Month for May, 1996. The presentation of this award will be made at the beginning ofthe meeting. FINANCE COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Finance Committee met in the County Administration conference area at 107 North Kent Street on Thursday, May 16, 1996 at 8:00 a.m. All committee members were present. The agenda items are as follows: The Parks and Recreation Director Requests a General Fund Supplemental Appropriation in the Amount of $2.200 This amount represents child care grant monies received and is requested to be placed in line item 7104-5412-000-001 Educational and Recreational Supplies. No additional local funds are needed. See attached memo, p. 1. The committee recommends approval. The Sheriff Requests a General Fund Supplemental Appropriation in the Amount of $1.300 This amount represents an insurance reimbursement and is requested to be placed in line item 3102-3004-000-002 Repair and Maintenance - Vehicle. No additional local funds are needed. See attached copy, p. 2. The committee recommends approval. The Frederick County Electoral Board Requests a General Fund Supolemental Approoriation in the Amount of $8.500 This amount is needed to conduct a republican primary election in June. Additional local funds are necessary. See attached memo, p. 3. The committee recommends approval. The Director of Court Services Reauests a Court Services Fund Supplemental Appropriation in the Amount of $1.940.56 599 This amount is needed to pay for FICA and travel costs associated with a temporary case fficer. These funds wi11 be appropriated from the Court Services reserves. See attachedmemo, .4-5. The committee recommends approval. The Director of Court Services Requests a Court Services Fund Supplemental Appropriation in the Amount of$13.184 This represents carry-forward funds for the Detox Center to cover the second phase of the lary survey. This amount was not known at the time the original budget request was submitted. his request was tabled from a previous meeting. See attached memo, p. 6. The committee ecommends approval. The Rel!ional Jail Administrator Reauests a Jail Fund Supplemental Appropriation in the Amount of $335.468 for the FY 1996-97 Budl!et This amount represents funds that were cut from the localities contribution that need to be estored. See attached memo, p. 7-12. The committee voted to restore Frederick County's share fthe requested amount subject to other jurisdiction funding requests. The Fire and Rescue Director Requests the Replacement of the ALS Chase Unit See attached memo, p. 13-14. The committee approved the purchase ofa vehicle and Fire d Rescue is to work with the Treasurer on purchase options. The Committee Voted That the Finance Committee Would Not Adopt Consent Al!enda The following item was presented to the board for discussion only: Attached is a letter from Access Independence asking Frederick County to consider the ssue of transportation for disabled Frederick County residents in the FY 97 budget. See attached etter, p. 15-16. The following items were presented to the board for information only: Attached Is a 5-vear Income and Expenditure Analvsis for the Department of Economic Development This information was requested at the last meeting. See attached memo, p. 17-18. The Parks and Recreation Director Distributed Information on a Facilitv Repair and Renovation Account See attached memo, p. 19-20. This item will be discussed at the next Finance Committee eeting. PUBLIC WORKS COMMITTEE REPORT The Public Works Committee met on Tuesday, May 21, 1996, at 7:30 a.m. Present were oard members Charles W. Orndoff, Sr. and W. Harrington Smith, Jr., committee members James . Vickers, Jim Wilson, Karen Kober and Thomas Offutt; County Administrator, John R. Riley, r.,and Director of Public Works, Harvey E. Strawsnyder, Jr., P.E. The following items were discussed and required board action: Closure of Woodside Road (Route 669) - Approved Mr. Charles W. Orndoff, Sr. recently received a request from several residents that live 600 along Woodside Road near the intersection with the West Virginia state line. Basically, the attached petition requests that a barricade be placed at the Virginia state line to prohibit throughtraffic into West Virginia. Apparently, the residents who live near the West Virginia state line have experienced an increase in traffic as well as an increase in vandalism. A motion was made by W. Harrington Smith, Jr. and seconded by Jim Wilson to schedule a public hearing to evaluate the desires of the residents. This motion was unanimously approved. Prior to the public hearing, the Director of Public Works will request that the Virginia Department of Transportation perform a traffic count within this stretch of 669 (see attachment 1). Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the above request was approved as noted. 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 Chan2e Order Reauest - Approved The Treasurer's office has requested that insulation be added to the walls of three (3) offices in the new County Office Building to attenuate sound. Shockey's has submitted a cost of $562 to install this insulation in space numbers 164, 165 and 166. A motion was made by Jim Wilson and seconded by W. Harrington Smith, Jr. to approve the change order in the amount of$562. The motion was unanimously approved. Mr. Shickle asked that all the walls within the new building be looked at with regard to necessary insulation. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the above change order was approved as amended by Mr. Shickle. 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 Leachate Collection Sand - Approved Frederick County has an ongoing contract with Atlantic States Materials of Virginia, Inc. to provide and deliver 30,000 tons of sand/gravel to the Frederick County Landfill. Because of the future need for this material and the potential for the unit price to increase with time, the Director of Public Works requested that he be allowed to increase the contract limit from 30,000 tons to 37,500 tons. This represents a 25 percent increase which is the maximum allowed under the current procurement regulations for a bid price. Funding for this increase will be taken from the reserve for contingency line item. 601 A motion was made by W. Harrington Smith, Jr. and seconded by James T. Vickers toauthorize the 25 percent increase for the current sand/gravel contract with Atlantic StatesMaterials of Virginia, Inc. The motion was unanimously approved. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Heat Exchan2er Gaskets and Plates - Approved The existing four (4) story office building utilizes a cooling tower with a heat exchanger unit to provide continuously cooled water for the air conditioning system. The existing heat exchanger elements have been adversely impacted by past years of maintenance neglect. This neglect has resulted in partial clogging and poor efficiency. An attempt was made in the summer of 1995 to clean the plates. This cleaning resulted in an improved water flow. However, further dismantling of the plates and gaskets may have an adverse impact on the gaskets and their ability o seal. If the heat exchanger unit fails, it will take approximately four (4) weeks to secure replacement parts. Therefore, the Public Works Director is recommending that new plates and gaskets be ordered immediately to serve as an emergency replacement. Our initial estimate for the replacement set is $13,200. This funding is not included in our current budget. Therefore, a supplemental appropriation would be required. A motion was made by Jim Wilson and seconded by Karen Kober to approve this supplemental appropriation for the purchase of new heat exchanger plates and gaskets. The motion was unanimously approved by the committee. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Aye Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Courtyard - Old Frederick County Courthouse - Approved A sketch of proposed improvements to the courtyard in front of the old County Courthouse was provided by Farmers and Merchants (F&M) Bank. A majority of the improvements shown on the sketch are located on F&M Bank property and will be funded by the bank. The major issue facing Frederick County will be the removal of the existing large trees. A motion was made by Jim Wilson and seconded by W. Harrington Smith, Jr. to authorize the Director of Public Works to proceed with removal of the large trees within the courtyard area. This motion was unanimously approved by the committee. Mr. Sager stated that he had mixed emotions about the trees being taken out, but felt 602 that something needed to be done. Mr. Smith stated that he felt they should have been taken care of a long time ago. Mr. Shickle and Mr. Longerbeam stated that they support this as they feel it has to be done. Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas that the trees located in front of the Old County Courthouse be removed. 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 The following items were submitted for the boards information only: Update on New County Office BuiIdinl! Representatives from the Shockey Company presented a progress report for the new County Office Building. In addition, they provided a brief overview of the new board room. They indicated that the cost for completely finishing the new board room excluding the sound systems and board member chairs could range between $165,000 and $185,000. The difference would depend on the level of finish and use of exposed wood trim. It was decided that the actual design and related finishes will be discussed in more detail with the design review committee and board members. Miscellaneous Reports a. Animal Shelter Report - Dogs (see Attachment 2); b. Animal Shelter Report - Cats (see Attachment 3); and c. Tonnage Report (see Attachment 4). BOARD OF SUPERVISORS COMMENTS: BOARD MEMBER RICHARD C. SHICKLE OUESTIONED ARTICLE IN LOCAL PAPER WITH REGARD TO REDUCTION IN SIZE OF NEW ADMINISTRATION BUILDING Mr. Shickle stated that he noticed in a recent article in the Winchester Evening Star that the new administration building was being reduced in square feet from 51,000 to 40,000 and he was curious as to how this could be. Mr. Longerbeam stated that this would be checked into with the necessary officials and attorneys. 603 UPON MOTION MADE ROBERT M. SAGER, SECONDED BY RICHARD C. SHICKLE AND PASSED UNANIMOUSLY, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THE BOARD OF SUPERVISORS THIS MEETING IS HEREBY ADJOURNED. ames L. Longe ea Chairman, Board of Supervisors ~~~ I .. r-.= J n Riley,. ' Cler , Board of SupervIsors