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March 08, 1994 Special Meeting 576 A Special Meeting of the Frederick county Board of supervi- sors was held on March 8, 1994 at 7:00 A.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. STAFF: Sheriff, Bob Williamson, Major Al Johnson, and Fire and Rescue Director, Tom Owens. CALL TO ORDER The Chairman called the meeting to order. ADOPTION OF AGENDA Mr. Riley requested that the board consider adoption of the Declaration of a Local Emergency Resolution that was necessitat- ed by the emergency on March 3, 1994 due to the heavy snowfall. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., 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 that the Parks and Recreation Commis- sion Report, as well as the Public Works Committee Report, be approved under the consent agenda. Upon motion made by Jimmie K. Ellington, seconded by Charles W. Orndoff, Sr., the consent agenda 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 COMMITTEE APPOINTMENTS There were no committee appointments. DECLARATION OF A LOCAL EMERGENCY RESOLUTION - APPROVED WHEREAS, the Board of supervisors of the county of Freder- ick does hereby find that: 577 Due to the heavy snowfall, the County of Frederick is facing dangerous conditions; Conditions exist which can create extreme peril and undue hardship for the citizens of Frederick County and necessitates the proclamation of a state of Emergency; NOW THEREFORE, it is hereby proclaimed that an emergency now exists throughout Frederick County; and IT IS FDRTHER PROCLAIMED AND ORDERED that during the existence of said emergency, the powers, functions, and duties of the Director of Emergency Services and the Emergency Service Organizations of the County of Frederick shall be those pre- scribed by state law and the ordinances, resolutions, and approved plans of the County of Frederick in order to mitigate the effects of said emergency. Dated: March 3. 1994 Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the above resolution 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 PARKS AND RECREATION COMMISSION REPORT - APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on February 15, 1994. Members present were: Robert Roper, Robert Hartman, Charles Sandy, Cheryl Swartz, Timothy Hockman, William Eyles. Submitted for Information Onlv: 1. Approval of Fees and Charges - Mr. Hartman moved to adopt the following fees and Charges: A $.50 admission charge at the county pools for children 3-5 years of ages; a $.60 charge for vending machine drinks. Carried unanimously (6-0). 2. Election of Chairman and Vice-Chairman. The Commission unanimously elected Mr. Roper as Chairman and Mr. sandy as Vice-Chairman for 1994 and unanimously agreed to meet the third Tuesday of each month at 7:00 P.M. in the Board of Supervisors Meeting Room, 9 Court Square. 3. Committee Appointments - Mr. Roper made the following committee appointments: Finance - Carmen Rio, Chairman, Bob Hartman; Public Affairs- Bob Hartman, Chairman, William Eyles; Capital Improvements - Cheryl Swartz, Chairman, Tim Hockman; Executive Committee - Bob Roper, Charles Sandy. 4. Relocation of Warrior Drive - Mr. Sandy moved to endorse an exchange of 5.54 acres of land running from the northeastern corner of the Hege property to the northwestern edge of Sherando Park in exchange for 2.9 acres of park land for the relocation of Warrior Drive, seconded by Mr. Hockman, carried unanimously (6-0). PUBLIC WORKS COMMITTEE REPORT - APPROVED UNDER CONSENT AGENDA The Public Works Committee met on Tuesday, March 1, 1994, at 7:30 a.m. Present was board member Charles W. Orndoff, Sr.; committee members Dudley Rinker and Karen Kober; County 51~ Administrator, John R. Riley, Jr., and Director of Public Works, Harvey E. Strawsnyder, Jr., P.E. The following items were discussed: *** Items Reauirina Action *** 1. Request bY Don Edwards of the Shawnee Ruritan Club Mr. Don Edwards representing the Shawnee Ruritan Club verbally requested that the club be allowed to lease a portion of the existing county landfill property between Sulphur Spring Road and Sulphur Spring Run. The approximate 23 acre parcel lies just east of the landfill road, Route 719; intersection with Sulphur Spring Road. Mr. Edwards indicated that the Ruritan Club would utilize the property for recreational purposes including ball fields, picnic shelters and hiking paths. If their proposal is approved, they will agree to maintain the property including litter control and grass mowing. A motion was made by Dudley Rinker and seconded by Karen Kober to approve a five (5) year lease at a nominal fee of $1.00 per year. This approval was also contingent on the Ruritan Club maintaining security within the leased area and obtaining sufficient liability insurance to cover the planned activities. The motion with contingencies was unanimously approved by those committee members in attendance. 2. VDOT Request for Driveway Entrance Permits The Virginia Department of Transportation has request- ed that our inspection department issue applications for drive- way entrance permits at the same time that applications are submitted for building permits. The completed driveway permit applications would then be forwarded to VDOT for issuance. This procedure would be more convenient for the average citizen and builder. A motion was made by Dudley Rinker and seconded by Karen Kober to implement this request. The motion was unani- mously approved by those committee members in attendance (see attachment 1). 3. Tire Shredder Memorandum of Understandinq The Lord Fairfax Planning District had presented a request to the Department of Environmental Quality (DEQ) to fund the purchase of a tire shredder and corresponding amnesty programs. The enclosed memorandum from the Public Works Direc- tor summarizes the intent of the Memorandum of Understanding associated with the purchase of the new tire shredder. After reviewing the memorandum, Dudley Rinker made a motion to endorse the Memorandum of Understanding. The motion was seconded by Karen Kober and unanimously approved by those committee members in attendance (see attachment 2). 4. Memorandum from Kathy Whetzel The animal shelter manager requested that we discon- tinue the practice of offering euthanasia services as a service to the general public. The reasons for this request are cited in the attached memorandum from Kathy Whetzel. A motion was made by Karen Kober and seconded by Dudley Rinker to accept this request. The motion was unanimously approved by those committee members in attendance (see attachment 3). *** Items Not Requirina Action *** 1. Leachate Treatment at the Frederick County Landfill The extremely high precipitation commencing in the latter part of November 1993 and continuing through February 519 1994 has resulted in large volumes of leachate being generated at the Frederick County landfill. Because our existing leachate collection includes two (2) holding ponds, we are forced to utilize a pump and haul system to convey the leachate to an approved treatment plant. As a result of the November storms, we hauled approxi- mately 2.8 million gallons at a total cost of $37,500. The melt down of the precipitation incurred in January and February has resulted in approximately 3.2 million gallons to date. Costs associated with this effort are estimated to be approximately $50,000 at this time. The Director of Public Works proposed a plan to con- struct an additional 3.0 million gallon storage pond which will be incorporated into a treatment and discharge system. It is estimated that it will take approximately six (6) months to obtain a discharge permit. It is anticipated that the treatment facility will dramatically reduce our costs to treat leachate and allow us sufficient storage capacity to handle peak flows. In the interim, we will continue to employ pump and haul methods to dispose of our leachate. Those costs are estimated at $3,000 to $5,000 per day depending on the number of trucks employed. 2. Miscellaneous Reports Various reports were submitted to the committee for their information (see attachments 4, 5 and 6). BOARD COMMENT Mr. smith stated that he would like to commend the Fire & Rescue Personnel, along with the Sheriff's Department, for all of their assistance to the citizens of Frederick County during the past snowstorm. UPON MOTION MADE BY CHARLES W. ORNDOFF, SR., SECONDED BY JAMES L. LONGERBEAM, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. WORKSESSION TO DISCUSS E-911 SERVICES Mr. Tom Owens, director, fire and rescue department, appeared before the board at which time he presented the follow- ing report: He explained that with the assistance of Mr. Frank Spurr, Sheriff Williamson and himself they have completed a preliminary study of the feasibility and cost associated with the establish- ment of a combined fire\rescue and sheriff's communications center for Frederick County. This report outlines the most significant aspects of expanding the existing Sheriff's Communi- cations Center to incorporate county fire and rescue dispatch services. A breakdown of estimated costs associated with this project is also provided. Scope of Project The project proposed is designed to create a fully func- tional 911 answering point and pUblic safety dispatch center to serve exclusively the citizens and businesses within Frederick County. This initiative will include the separation of 911 telephone service via "selective routing" so that emergency 580 calls from county constituents will automatically ring into the County Communications Center. The fire and rescue radio system will also be separated from the City to provide a dedicated radio communicatiQn network for County fire and rescue operations. This portion of the project will include the development of a new transmitter site, radio console and equipment for the dispatch center, acquisition of additional radio frequencies, modification of field radios for new frequencies, and expansion of the Sheriff's existing communications center to accommodate fire and rescue dispatch functions. The county Communications Center will be governed by the newly established Public Safety Communications Board and the operation will be supervised by a Communications Center Manager. It is intended that the expansion of the Sheriff's Dispatch center serve as an interim move while the Communications Board plans the development of a fully functional Emergency Operations Center to be located in the proposed county government office building. A copy of the order of magnitude study as prepared by Mr. Frank Spurr along with the cost estimates were made available to the board for their review. The board discussed at great length the Winchester Rescue Squad and just how much of a role they play in the emergency medical operations of the county. Mr. Owen noted that the county contributes $22,500 each year to the rescue squad. Mr. Owens explained, by way of charts, the three options available if the county elects to have their own emergency equipment and staffing, separate from the City of Winchester. Mr. Dick asked if the rescue squad were to move into the county would that mean the county location would be a substa- tion. Mr. Owens replied that it was his understanding that there would be two locations. Mr. Owens explained to the board that he would like to take this information back to the County fire and rescue officials before making a recommendation as to the time schedule he would recommend for this plan to be implemented. Mr. Longerbeam stated that he did not feel the County should ever completely cut their selves away from the Winchester Volunteer Rescue Squad and the City of Winchester. Mr. Smith agreed. 581 Mr. Smith asked if there is revenue in the budget to implement parts of this program beginning July I of this year, as he did not want it to come out of reserves. Mr. Riley explained that the funds would have to be found. Mr. Owens explained that there are grants available and that he and Mr. Perry Silva would be working on this within the next few days to find 50/50 matching money. The board discussed the time needed to implement ALS (Advanced Life Support Medical Services) and Mr. Riley explained that he felt it would take two years to fully fund this. Mr. Longerbeam stated that he felt the $22,000 should remain in the budget and that the phasing plan as presented by Mr. Owens is fine. Mr. Riley stated that it would take three years for full implementation of this plan. Mr. Riley referred to the volunteers and all they have done for the county in the field of fire and rescue as well as emergency assistance. Mr. Frank Spurr addressed the board and presented his findings, as well as a proposal and costs on the county imple- menting their own 911 service. He explained that he was proposing moving all equipment to North Mountain, however if this were not possible it could be moved to Round Hill Fire Company, but would be more expensive. He further explained that this decision rests with the Federal Government. Sheriff Bob Williamson explained the cost involved with staffing. Mr. Owens stated that the current tariff received from the telephone company could be used toward these expenses. Mr. Riley noted that he does not feel at this time that staff would be requesting any additional funds for this project. Mr. Owens stated that he wished the county did not have to do this, but based on what has happened in the past he felt this was the county's only choice and in the long run the county would be better off. 582 It was the consensus of the board to move forward on this project. Mr. Ellington expressed his concerns about duplication of services. Mr. Longerbeam noted that he was not sure this is the best solution, but at this time he was not sure the county had any other choice. Worksession was ended at 9:20 a.m. " ~;_;';r," -.-, ~...~- ...'- _., " 1 ~