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January 11, 1995 Regular Meeting 161 A Regular Meeting of the Frederick County Board of Supervi- sors was held on January 11, 1995, at 7:15 P.M., in the Board of Supervisor's Meeting Room, Frederick County Courthouse, Loudoun Street Mall, Winchester, Virginia. PRESENT: Richard G. Dick, Chairman; W. Harrington Smith, Jr., Vice-Chairman; James L. Longerbeam; Robert M. Sager; Jimmie K. Ellington; and Charles W. Orndoff, Sr. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by Reverend Doug Ibach of the Presbyterian Parish of the Valley. ADOPTION OF AGENDA Mr. Riley stated that he had a resolution for the boards review and comment that expresses concern about the Governor's proposed budget amendments. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the agenda was adopted as amended by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye CONSENT AGENDA Mr. Riley suggested under Tab H- Public Works Committee Report that everything be approved under consent agenda with the exception of #2 - change Order Procedure Modifications, and under the Finance Committee Report that everything be approved under the consent agenda with the exception of #3 - Request from the General Reqistrar. Mr. Smith noted that on #10 of the Finance Committee Report it needs to be noted that the Committee did not recommend approval of this request. Mr. Riley explained that was omitted when the report was typed. 162 Upon motion made by W. Harrington Smith, Jr., seconded by ~mie K. Ellington, the consent agenda was approved as noted lve by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. orndoff, Sr. - Aye RESOLUTION OF APPRECIATION PRESENTED TO JIM: GOLLADAY Mr. Dick asked Jim Golladay to come forward at which time presented him with a resolution of appreciation from the ;rd of supervisors. This resolution was to say "thanks" for many hours of service and dedication to the county while ,.ving on the county planning commission, not only as a member also as the chairman. CITIZEN COMMENTS Ann smith, resident of Shawneeland, appeared before the 1rd at which time she read from a prepared statement her '1cerns with the guidelines that have been established for ~izens serving on the Shawnee land Advisory Committee. She ether stated that it was her understanding that if an individ- t does not currently reside in shawneeland, they cannot serve r the advisory committee even though they own property in ~wneeland, and she knows this is not currently being enforced. Mr. Longerbeam stated to Ms. Smith that he would be in ~ uch with her concerning this matter. Tracey Drumheller, representative of Stonewall Elementary nool, asked the board of supervisors to endorse the revised , oital improvements plan as prepared by the county school 1rd. She further noted that the parents that have been volved with this project and appeared before the board of pervisors at their last meeting also endorse this plan. Patricia Grimes, president of county education association, cpeared before the board and stated that she too endorses the vised plan of the county school board and requested that the bv~rd of supervisors add their endorsement to this plan. Barbara VanOsten, county resident from Back Creek District, . ueared before the board to also endorse the revised CIP of the 163 school board and asked that the board of supervisors endorse the plan. IIINUTES APPROVED AS AlIENDED Mr. Ellington noted that on page 4 of the minutes of October 12, 1994, under the voter registration resolution, the vote as noted is incorrect as it should indicate he voted in favor of the resolution, while Mr. smith voted in the negative. Upon motion made by Robert M. Sager, seconded by Jimmie K. Ellington, the minutes of the regular meeting of october, 12, 1994, were approved as amended as well as those of October 26, 1994, and November 9, 1994. The above motion was approved by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye ORGANIZATION OF THE BOARD OF SUPERVISORS FOR 1995 Election of Vice-Chairman Upon motion made by Robert M. Sager, seconded by Charles W. orndoff, Sr., W. Harrington smith, Jr., was appointed to serve as vice Chairman of the Board of Supervisors for 1995 by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Abstained James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye Selection of Time and Place of Meetincr Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the second and fourth Wednesdays of each month, 7:15 P.M. in the Frederick County Courthouse, Loudoun Street Mall, Winchester, Virginia as the time and meeting place for the Frederick County Board of supervisors for 1995. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye 164 Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye AdoDtion of Rules of Order Upon motion made by Robert M. Sager, seconded by W. }l 'rrington Smith, Jr., Robert's Rules of Order was adopted as ~ e Rules of Order for the Board of Supervisors for 1995. The above motion was approved by the following recorded te: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye ADDOintment of Parliamentarian Upon motion made by W. Harrington Smith, Jr., seconded by ')ert M. Sager, John R. Riley, Jr., was appointed as the rliamentarian for the Board of Supervisors for 1995. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye Board ADDOintments to Various Boards. Commissions and Committees Chairman of the Board of Supervisors, Richard Dick, pre- ~ ~ted these following appointments: Each board member will alternate serving on the School r drd. Each member will attend two months - four meetings. Richard G. Dick: School Board. W. Harrincrton Smith. Jr.: Chairman of the Finance Commit- . e; Public Works Committee; Sanitation Authority; Community 'rrections Resources Board; and School Board. Robert M. Sacrer: Chairman of the Law Enforcement and Courts mmittee; Social Services Board; Transportation Safety Commit- 'e; Planning Commission; Handley Library; Code & Ordinance C ,mmittee and School Board. James L. Loncrerbeam: Chairman of Personnel Committee; r nance Committee; Law Enforcement and Courts Committee; Indus- t'ial Development Authority; Fire and Rescue Association; and hool Board. Jimmie K. Ellincrton: Personnel Committee; Chairman, Code <.111d Ordinance committee; Gypsy Moth Committee; Parks and Recrea- t 'on Commission; Fire & Rescue Association; and School Board. 165 Charles W. Orndoff. Sr.: Chairman of the Public Works committee; A.S.C.; Agricultural District Advisory; Extension Advisory Board; and School Board. ReaDDOintment/ADDOintment of citizens to various County Boards. Commissions and Committees: The following committee appointments were made: Code and Ordinance stephen G. Butler Patricia F. Scheder Susan French Finance Committee John P. Good, Jr. Kitty H.Nicholas Henry Beuttner Law Enforcement and Courts Committee Larry P. Coverstone Donald Ratcliff James L. Hockman Personnel Committee Tonie Wallace Lt. Col. Robert S. Gordanier Leonard D. Newcome Public Works Committee Dudley H. Rinker James T. Wilson Karen Kober TOWNS OF STEPHENS CITY AND MIDDLETOWN REQUESTS REPRESENTA- TION ON COUNTY TRANSPORTATION COMMITTEE - APPROVED Upon motion made by Robert M. Sager, seconded by James L. Longerbeam, Anna Wanzer will represent the Town of stephens city and Gary Moore will represent the Town of Middletown on the County Transportation Committee. Mr. Sager stated that this request came about due to the fact that both of these localities are affected by actions of the county Transportation committee, therefore it was felt that they should have a representative serving on the committee. Mr. Smith asked if the changing of membership on the committee should not be be voted on by the board before any further action is taken. Mr. Riley replied that he was not sure, however it would seem to make sense to him that these two localities should have representation on this particular county committee. Mr. Smith agreed, but wanted to be sure the correct proce- dure was being followed. Mr. Longerbeam withdrew his second in order that Mr. Sager might amend his original motion. 166 Mr. Sager amended his motion to increase the current . ,t "" fllbership of the County Transportation Committee by two mbers and in doing so placed the names of Gary Moore of ~, 'idletown and Ann Wanzer of Stephens City for consideration of :,.., 'pointment. The above motion was approved by the following recorded .~!. te: ,~ Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. orndoff, Sr. - Aye MAXINE G. JACOBIN APPOINTED TO HANDLEY LIBRARY BOARD Upon motion made by Robert M. Sager, seconded by W. rrington smith, Jr., Maxine G. Jacobin was appointed to the >, ~dley Library Board as a representative from Frederick County. ~ term will be determined at a later date by the board of ,pervisors, once the city-county joint agreements have been ,alized and approved. The above motion was approved by the following recorded ~:.e: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye RICHARD W. STEPHENSON APPOINTED TO HANDLEY LIBRARY BOARD Upon motion made by Jimmie K. Ellington, seconded by W. ,. >::"rington Smith, Jr., Richard W. Stephenson, was appointed to t e Handley Library Board as a representative from Frederick r 'mty. The term will be determined at a later date by the :r ard of supervisors. LANDFILL OVERSITE COMMITTEE (HEW COMMITTEE) City of Winchester - 3 representatives Clarke County - 1 representative Frederick county - 3 representatives (John R. Riley, Jr., Charles W. Orndoff, Sr., and James T. Wilson) Upon motion made by James L. Longerbeam, seconded by J~mmie ~. Elliniton, the structure ot the above committee ana C 'lmty representatives were approved as presented by the llowing recorded vote: Richard G. Dick - Aye 167 w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye CENTRAL DISPATCH/E911 OVERBITE ADVISORY COMMITTEE (NEW COMMITTEE) City of Winchester - 3 representatives Frederick County - 3 representatives (Jimmie K. Ellington, Sheriff, Bob Williamson and Perry Silva, President Fire & Rescue Association. 1 At-Large member appointed jointly Upon motion made by W. Harrington Smith, Jr., seconded by James L. Longerbeam the above nominations of county representa- tives were approved by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye DISCUSSION OF FIRE AND RESCUE SUBSTATION PROPOSAL Mr. Riley presented this information to the board noting that the board had received conceptual proposals from two different volunteer fire and rescue organizations who are willing to develop a fire and rescue substation to service the Route 50 East/Route 522 South Corridor of the County. Both proposals were vigorously discussed by the County Volunteer Fire and Rescue Association at their meeting on October l7, 1994. He further explained that as a result of this meeting, the Volunteer Fire and Rescue Association has recommended that the board of supervisors support the Greenwood Fire and Rescue Company proposal to develop a SUb-station at the Winchester Regional Airport. Mr. Riley further explained that it is the opinion of the Fire and Rescue Association that an airport fire station location is more strategically advantageous to the service than the Route 522 South site proposed by Winchester Volunteer Rescue. They feel an airport location is more central to the area to be served and it has the added advantage of being able to provide aircraft crash-fire-rescue service to the airport when "on field" response capability is required for the airport in the future. It is also felt that the airport loca- tion will have easy access to more primary transportation 168 Coteries than a 522 South location. This will provide more 11'1 iform response time to the service area, and future access to . e eastern loop of the Route 37 bypass will increase the t sponse range of special units to support other companies. Mr. Orndoff asked who would be building this building. Mr. Riley explained that Greenwood Fire Company would be ,- sponsible for building part of the building while a grant uld pay the remaining amount. Mr. Smith inquired about the stages of building at the ~;rport and whether or not these funds were reimbursable. Mr. Amos, airport director, appeared before the board to dress the various questions that had been posed concerning the ilding at the airport and noted that yes, these funds would be imbursable. Mr. Ellington inquired about the funds that would be coming om Greenwood Fire Company. It was explained these funds would be 90%-federal, 5%- 'lte and 5%-local. Mr. Dick thanked both the Winchester Volunteer Rescue Squad ~i the Greenwood Fire Company for all their many contributions the citizens of this area. Upon motion made by Jimmie K. Ellington, seconded by W. , crington Smith, Jr., to approve the above recommendation of ( eenwood Fire Company as endorsed by the County Volunteer Fire ,3d Rescue Association. The above motion was approved by the following recorded " te: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles w. Orndoff, Sr. - Aye R. THOMAS HALCOLM SUPERINTENDENT OF SCHOOLS. ADDRESSED THE BOARD RE: AMENDED CAPITAL DlPROVEMENTS PLAN FOR SCHOOL BUILDING PROGRAM: - APPROVED Mr. Tom Malcolm, superintendent Frederick County School ~lstem, appeared before the board to explain the amended r pital improvements plan for the school building program as 'proved by the school board. Mr. Malcolm stated that 169 preliminary cost estimates have been provided in 1994 dollars and will need to be adjusted to reflect conditions as the projects are undertaken. In the case of the renovation of Senseny Road Elementary School, cost estimates will be developed following a determination of the extent of planned renovations. Cost estimates have not been concluded for the proposed facility on Route 7, which will serve as a transportation/maintenance/central warehouse facility for combined county operations. 1. Sprinq/summer of 1995 - Begin construction of Route 7 School. Estimated cost $7.2 million. (750 students will cost more). NOTE: Spring/summer of 1995 - Construction to begin on county office building. 2. Fall of 1995 - Begin expansions of James Wood High School and Sherando High School. Estimated cost $5 million. (Not the best educational decision but the best economic decision). 3. Summer of 1996 - Close Stonewall Elementary School - begin reconstruction. Estimated cost $6 million. (Build as large as septic will allow). 4. Summer of 1996 - School administrative offices to move to new county office building. 5. Summer of 1996 - Begin renovation of school adminis- tration office building for an elementary school. Estimated cost $3.784 million. 6. Fall of 1996 - Open Route 7 school-transfer Stonewall students and sufficient number of Senseny Road stu- dents to eliminate use of modulars. 7. Fall of 1996 - Begin renovations of Senseny Road Elementary School. Preliminary cost estimate $1.5 million. 8. Fall of 1996 - Expansions completed at James Wood High School and Sherando High School to accommodate 1500 students each. 9. Fall of 1997 - Reopen Stonewall Elementary School. 10. Fall of 1997 - Reopen administration building as elementary school. 11. Fall of 1997 - Complete renovation of Senseny Road Elementary School. 12. Summer of 1997 Close Robinson Elementary School. 13. Summer of 1997 - Close Gainesboro Elementary School. 14. Fall of 1997 - Begin construction of combined facility for transportation/maintenance/central warehouse on Route 7 site. Cost estimate not completed. 15. Summer of 1998 - Open combined facility for transpor- tation/maintenance/central warehouse. 16. Summer of 1998 - Close transportation department facility located on Route 522 N. 170 17. Summer of 1998 - Close buildings and grounds facility on Paper Mill Road. Mr. Dick stated that he did endorse the amended plan as esented. He did inquire about Stonewall School and Mr. ~~ lcolm explained that the construction at this school would be ired to what the septic system would allow, and at this time appeared that would be at least 400 students, but he reiter- '~d that these were estimated cost. Mr. Dick stated that he felt the figures for the Kline y novation were staggering. Mr. Malcolm explained that this facility, once renovated, " "lId accommodate 550 students. Mr. Malcolm further explained that he felt within the next t n years the county will have need for a third high school. Mr. Orndoff asked if there is any extra space in the middle l1ools. Mr. Malcolm replied yes, at James Wood Middle School, r 'wever, he felt this will only be for awhile, probably only , rough the year 2000. Mr. Ellington inquired about the modulars located at the rious schools. Mr. Longerbeam congratulated Mr. Malcolm on his work, as \, II as that of his staff, on the amended capital improvements j:''ln for the schools and he also reminded him that all cost have be monitored. Mr. Orndoff had some concerns about the debt service, ~ king if it wouldn't be more than $7 million per year. He rther stated that he wanted to see the necessary construction c mpleted at Stonewall as soon as possible. Mr. Dick stated that this was not a public hearing, however anyone present would like to address the board concerning 1S amended plan, they may do so at this time. There was no public input. Upon motion made by W. Harrington Smith, Jr., seconded by RJbert M. Sager, the above amended capital Improvements Plan for Le School Building Program was approved as presented by Mr. M ,lcolm by the following recorded vote: 1 71 Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye Mr. Orndoff explained that he was against the Kline renova- tion, but he would vote in favor of the plan. RESOLUTION EXPRESSING CONCERN FOR GOVERNOR'S PROPOSED BUDGET AMENDMENTS - APPROVED Mr. Riley presented this resolution to the board. Mr. Smith moved for the approval and Mr. Orndoff seconded. Mr. Ellington explained that he felt this might be somewhat premature at this time, that perhaps the board needed to wait and see what the General Assembly was going to do first. Mr. Smith disagreed. He felt this is a direct message to Senator Potts and Delegate Sherwood and he felt they need to know right now, up front how the board members feel about BPOL Tax and what this would mean, not only to Frederick County, but a lot of other counties in the state if this tax is done away with. Mr. Dick stated that he was not in full agreement of everything within the resolution, but he would support it. Mr. Longerbeam stated that he felt government needs to be downsized, and in order to do this, cuts will have to be made. He is opposed to the resolution at this point. He strongly felt that someone has got to bite the bullet. Mr. Smith stated that he felt the board had to be hard nosed about this matter. Mr. Longerbeam stated that he felt the Governor should be given a chance at the budget, and if he fails then so be it, but at least let him have a chance. Mr. Dick asked how many employees is it going to take for twenty six prisons, has anyone addressed this. Where is the prison going that is slated for the Shenandoah Valley. Mr. Sager stated that he would support the resolution collectively, however he does have some concerns. WHEREAS, Governor George F. Allen announoed his amendments to the 1994-1996 budget on December 19, 1994; and 1"72 WHEREAS, the budget amendments propose over $100 million reduction or elimination of funding of crucial public rvice programs provided by Virginia's local governments; and WHEREAS, the state's long standing commitment to funding 'cal services including offices of commissioners of the revenue .,d treasurers, local libraries, aid to localities with police '''partments and traditional state matches for health and human rvice programs are eliminated or reduced significantly; and WHEREAS, rural localities are particularly affected with c, iditional reductions in cooperative extension funding, downsiz- 'g of the Center on Rural Development, the elimination of rural onomic development grants, elimination of the Shoreline visory Program, elimination of funding for gypsy moth suppres- ~ on, technical assistance for flood ordinance development and . 'duced funding for soil surveys; and WHEREAS, the proposed funding levels for state aid to Ilcation which eliminate the maintenance supplement, reduce .nding for "at risk" pupils, eliminate school/community health "nters, enrollment loss, early childhood grants, and other ogram eliminations reduce the state's per pupil expenditure an erage of $15 per pupil; and WHEREAS, local jails are now 65 percent over capacity 1,'cause of the backlog of state prisoners in local jails yet the dget amendments propose a reduction in state funding for local isoners awaiting trial and for misdemeanants who have been ntenced; moreover, no new funding is included in the budget , r implementation of the community corrections act and funding )r operating costs in local and regional jails is reduced; and WHEREAS, other proposed budget amendments will negatively pact certain elderly or disadvantaged local citizens because reduced funding for general relief and to agencies on aging, 'mmunity services boards, and community action agencies; and WHEREAS, a myriad of local government programs are affected the proposed budget cuts; and WHEREAS, the budget amendments also propose the phasing out a $300 million local license tax on businesses, profession- ,. s, and occupations (BPOL); and, WHEREAS, VACo has been meeting with the business community t improve administration of the BPOL tax and to develop other ~ ternatives; and WHEREAS, the elimination of this important local revenue 'urce would present an extreme hardship for local governments; d WHEREAS, local governments have been grappling with state "dget reductions and holding the line on local expenditures nce the late 1980s and local fiscal stress is well documented, , any additional state cuts will have severe local implica- ons. NOW, THEREFORE, BE IT RESOLVED, that the aforementioned idget amendments proposed on December 19, 1994 will balance the ate budget by shifting costs and responsibilities to local C1',vernments who in turn will have to decide whether to raise r 'xes, cut local services, cut funding for education, or some ,mbination thereof; and BE IT FURTHER RESOLVED, that the Board of Supervisors of l..iJe county of FrederiCK, Virginia expre:;;se:;; its concern about L,ese hudget amendment a proposed hy the governor on Decemher 19 "lid conveys to its General Assembly delegation that the approval " these amendments will have serious local consequences; and 1"73 BE IT ~UKIHKR RESOLVED, that a copy of this resolution be sent to the Governor of the Commonwealth of Virginia, the Honorable George F. Allen; to the Chairman of the Senate Finance Committee, Senator Hunter B. Andrews; to the Chairman of the House Appropriations Committee, Delegate Robert B. Ball Sr.; to the Representative of District 29, Delegate Beverly J. Sherwood; and to Representative of District 27, Senator H. Russell Potts, Jr. . ADOPTED this 11th day of January, 1995. The above resolution was approved by the following recorded vote: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Nay Robert M. Sager - Aye Jimmie K. Ellington - Nay Charles W. Orndoff, Sr. - Aye PUBLIC HEARIHG: TO IHCREASE 'l'HE LANDFILL COMMERCIAL RATE FROM $36.00 to $38.00 - APPROVED Mr. Riley presented this request to the board. There was no public input. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr., the landfill commercial rate increase from $36.00 per ton to $38.00 per ton, was approved by the following recorded vote: Richard G. Dick - Nay W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye Planninq Commission Business: Public Hearinq: REZOHIHG APPLICATIOH #009-94 OF VALLEY MILL ESTATES. TO REZONE 17.8+ ACRES FROM RA (RURAL AREAS) TO RP (RESIDENTIAL PERFORMANCE) FOR PROPOSED RESIDENTIAL HOUSIHG. THE DIREC- TIOHS TO THIS PROPERTY ARE AS FOLLOWS: NORTH OF VALLEY MILL ROAD (ROUTE 659) PROCEED 3/4 MILE EAST OF GREENWOOD ROAD (ROUTE 656). THIS PROPERTY IS IDENTIFIED WITH PIHS 55 -A-176 & 55-A-176B. IH 'l'HE SHAWNEE MAGISTERIAL DISTRICT - TABLED Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the above rezoning request, #009-94 of Valley Mill Estates, was tabled at the request of the petitioner. The above motion was approved by the following recorded vote: Richard G. Dick - Aye w. Harrington smith, Jr. - Aye James L. Longerbeam - Aye 114 Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye IS'l'EA CINTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT) ENHANCEMENT PROJECT FUNDING PROPOgT,g: TO ESTABLISH A JOINT ISTEA ENHANCEMENT PROJECT FOR FREDERICK COUN'l'Y AND THE CITY OF WINCHESTER AND TO ASSIST WITH THE ACOUISITION OF THE REMAINDER OF THE HISTORIC KERNSTOWN BATTLEFIELD SITE - APPROVED Mr. Kris Tierney, assistant planning director, presented ~ ,8 following information: This ISTEA Enhancement project is a continuance of the o ant application which was successful in securing funds to n ~uire a portion of the Kernstown Battlefield. Complete quisition of the Kernstown Battlefield site would be the first ". f:p toward the creation of a civil War Battlefield Network in t,e City of Winchester and Frederick County. Staff believes that it is extremely important to define the ,termodal tour network of this year's application. This T termodal network will provide the elements necessary to 'corporate a complete transportation system. This includes n, 'torized, non-motorized, and pedestrian systems throughout the twork. Transportation modes that are being considered include , lvate automotive, group bus tour, public transportation, t cycle, pedestrian, and rail. The delineation of the Inter- " .dal tour network will be the most significant revision to the r ,rrent application. The Frederick County Planning Commission considered this r oposal during their regular meeting of January 4, 1995. The !' anning Commission did not have any concerns with the proposal 3 :d recommended that it be forwarded to the Board of Supervisors I 'r final approval. Mr. Orndoff asked if any local monies would be going into .. is project. Mr. Tierney replied no, no more than has already gone into The board discussed with Mr. Tierney, as well as Mr. Riley, tile funds that had been received up to this point, tor this f' oject, and expenditure of same. There was no public input. 175 Mr. Riley read a letter he had received from Ben Ritter, county chairman of the Battlefield Taskforce, endorsing this project. Upon motion made by W. Harrington Smith, Jr., seconded by Jimmie K. Ellington, the ISTEA Proposal was approved as present- ed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye PUBLIC WORKS COMMITTEE REPORT - APPROVED UNDER CONSERT AGEHDA WITH EXCEPTION OF HUMBER 2 The Public Works Committee met on Tuesday, January 6, 1995, at 7:30 a.m. Present was board member Charles W. Orndoff, Sr., committee members Karen Kober, Dudley Rinker and Jim Wilson; county Administrator, John Riley, Jr., Director of Public Works, Harvey E. Strawsnyder, Jr., P.E., and Landfill Manager, Steve Frye. The following items were discussed and required action: Personnel Action The Director of PUblic Works requested that the hourly rate for the part-time compactor workers be increased from $4.50 to $5.00. They have not received an increase in the past two years. A motion was made by Dudley Rinker and seconded by Jim Wilson to increase the rate from $4.50 to $5.00 per hour. The motion was unanimously approved. Change Order Procedure Modification - Not to Exceed 10% - ADDroved The current procurement regulations as published by the Commonwealth of Virginia allows the County Administrator to approve increases in the form of change orders up to 25 percent of the original contract amount without rebidding. The Board of Supervisors has expressed concern about the magnitude of the change order authority. Consequently, John Riley recommended that his approval authority be limited to ten percent. Board approval would be required for any change order which exceeds ten percent. Mr. Riley added that the ten percent does not apply to emergency situations. The board will be verbally notified when a situation is considered an emergency. A motion was made by Jim Wilson and seconded by Dudley Rinker to limit the County Administrator's authority to approve change orders to ten percent of the original contract amount except in the case of an emergency. Mr. Riley asked if the board would entertain a ceiling on this. Following board discussion it was their consensus that if the cost goes over 10% then it must come back to the board for approval. 176 Upon motion made by Charles W. Orndoff, Sr., seconded by " Harrington smith, Jr., the above directive was approved by , e following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye FINANCE COMMITl"EE REPORT - APPROVED UNDER CONSENT AGENDA WITH EXCEPrION OF #3 The Finance Committee met in the First Floor Conference ~ ,om at 107 North Kent Street on December 21, 1994 at 8: 00 a.m. 1 esent were: Committee Chairman W. Harrington Smith, Jr.; ('mmittee members James L. Longerbeam, John P. Good, Jr., Kitty "cholas, and Henry Buettner. Also present were John R. Riley, v " Cheryl B. Shiffler, Jennifer L. Place, Richard G. DiCk, and " chael Janow. The agenda items are as follows: The Reqional Jail Requests a Jail Fund supplemental Appropriation in the Amount of $11.250.68 Of this amount, $10,786 is from a grant and $464.68 from nd balance. See attached memo, p. 1-2. The committee recom- ii,nds approval. The Regional Jail Requests a Jail Fund Supplemental Appropriation in the Amount of $54.166.75 This is needed to appropriate the revenue from the state "d Canteen Fund for the Substance Abuse Grant. No additional cal funds are needed. See attached memo, p. 3. The committee y commends approval. The General Reqistrar Requests a General Fund Supplemental Appropriation in the Amount of $1.172.84 - Approved This amount is requested to cover the inclusion of the gistrar in the County's benefit package for 3 months in the F '1994-95 year effective April 1, 1995. Additional local funds "l'-e necessary. See attached memo, p. 4-7. The committee had a "lit vote, therefore, no recommendation was made. Mr. Dick stated that he felt this needed to be addressed '" budget time, not now. Mr. Longerbeam stated that it was his understanding that , is was in the budget. The board discussed how this would affect the registrar's rrent budget. Mike Janow, registrar, appeared before the board and , plained that funds had been budgeted for an additional comput- P , however one of the other county offices had a surplus '~puter which they gave him, therefore the funds were available fund this request. 177 Upon motion made by James L. Longerbeam, seconded by Robert M. Sager the above request of the registrar was approved by the following recorded vote: Richard G. Dick - Nay W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Jimmie K. Ellington - Aye Charles W. Orndoff, Sr. - Aye The Director of Parks and Recreation Requests a Budqet Transfer in the Amount of $6.000 This amount is needed to cover costs of upgrading the computer network during the move to the new office building. No additional local funds are needed. See attache&transfer form, p. 8. The committee recommends approval. The Finance Director Requests a General Fund Supplemental Appropriation in the Amount of $10.333 This amount is needed to cover E911 charges as agreed to be the Joint Finance Committee on 10/28/94. Additional local funds are necessary. See attached memo, p. 9-10. The committee recommends approval. The Finance Director Requests a General Fund Supplemental Appropriation in the Amount of $65.634 This amount is needed to cover Communication Center charges as agreed to by the Joint Finance Committee on 10/28/94. Additional local funds are necessary. See attached memo, p. 11-12. The committee recommends approval. The Finance Director Requests a General Fund Supplemental Appropriation in the amount of $105.188.80 This amount is needed to close the Airport accounts on the City's books. This amount was agreed to by the Joint Finance Committee on 10/28/94. Additional local funds are necessary. See attached memo, p. 13-17. The committee recommends approval. The Finance Director Requests a General Fund Supplemental Appropriation in the Amount of $12.409 This amount was erroneously omitted from the 1994-95 budget and is needed to cover health insurance costs for the county retirees. The current retirees are Louise H. Driver, Harry L. McCann, Evelyn V. McKee, Osborne H. Renner, Dorothy M. Rice and Esten O. Rudolph, Jr. The retirees monthly health premium is at a Carve-Out rate. Medicare pays first then BlueCross BlueShield pays the difference up to Frederick County's group benefits. Additional local funds are needed. See attached memo, p. 18-19. The committee recommends approval. It is also recommended by the committee to discontinue health coverage for future retirees and is requested that this issue be taken to the Personnel Committee for action. Councilman Harrv smith Requests a General Fund Supplemental Appropriation to Fund a Detailed Market Analvsis and Strateqic Plan for Downtown Winchester. The Amount of the Request is Between $1.000 - $2.500 Additional local funds are necessary. See attached memo, p. 20. The cOmmittee recommends that the County look into offerin9 services from the Frederick County Planning Department to the City of Winchester on what should be done concerning downtown Winchester. 118 The Countv Administrator Reauests a General Fund Supplemental Appropriation in the Amount of $1.250 This amount is needed to help support the Virginia te of Government. Additional local funds are needed. , tached memo, p. 21-36. Insti- See The Countv Administrator Reauests a General Fund Supplemen- tal Appropriation in the Amount of $1.250 This amount is needed to help support the virginia Insti- :te of Government. Additional local funds are needed. See tached memo. BOARD OF SUPERVISORS COMMENTS There were no comments. UPON IIOTIOIf MADE BY W. HARRINGTON SMITH, JR., SECONDED BY .... 'HERT II. SAGER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE , TIIIS MEETING ]:S. HEREjf' ADJOURNED.