Relocation Task Force Meeting Summary – March 10, 2003
CR - Community Residences

[Please note - The following is a summary of the meeting. For additional detail, an audio tape of the meeting is available for review during normal business hours in the County Manager's Office.]

Task Force Attendees: Robert Deason – Chain Bridge Forest; Helen Duval – Old Glebe; Peter Fallon – Donaldson Run; Polly Hanson – At-Large; Bill Harkins – Cherrydale; Nancy Iacomini – Cherrydale; Craig Lawrence – Maywood; Whitney Manning – Waverly Hills; Dennis Macdonald – Dover-Crystal; Kevin O'Brien – Cherrydale; Bill Owen – Rivercrest; Ed Parks – Ballston-Virginia Square; Bill Piatt – Cherrydale; Conrad Rehill – Vol. Fire Dept.; Sharon Rogers – Woodmont; Maureen Ross – Cherrydale; Scott Springston – Cherrydale; Mike Staples – At-Large; Thomas Terrill – Gulf Branch; Norman Tyler – Bellevue Forest

Other Attendees: Joel Bluestein - Cherrydale; Dan Donahue - Cherrydale; Michelle Ferguson - County Manager's Office; Assistant Fire Chief Shawn Kelley; Ms. Meyers - Ballston-Virginia Square; Fire Chief Ed Plaugher; Gordon Riddle - Brown Honda; Claude Williamson - CPHD.

1. Introduction
   
   Task Force Chair Nancy Iacomini called the meeting to order at approximately 7:30 p.m. Iacomini welcomed the task force members and thanked them for agreeing to serve. Iacomini briefly described the agenda for the meeting. All individuals present introduced themselves. Iacomini referenced the County's website as a source of information for many fire station relocation docu
2. ments.
   
   County Board Chairman Paul Ferguson thanked all members of the task force for agreeing to participate. While he will be unable to attend all of the task force meetings, he offered an open invitation to be invited back if the task force is interested. He said the County Board is excited about this process. He acknowledged that this has been a contentious process, but he looks forward to the work of the task force. Ferguson assured the task force that, on behalf of the other Board Members, the results of the task force would be taken seriously. The County Board will not ignore the results of the task force. Ferguson further indicated that it is very likely that the Board will accept one of the three recommended sites to be proposed by the task force. However, the Board legally cannot make absolute promises about their future actions.
   
   Before Ferguson took questions from the task force, he addressed several specific issues:
   
   County Attorney's opinion regarding halting the Brompton's development – Ferguson said that, at the last fire station meeting, he said he would try to provide the opinion of the County Attorney to the community. The normal practice of the County is not to release opinions of the County Attorney. However, Ferguson said he tried to meet the request of the community. Ferguson said that the opinion of the County Attorney was only verbal; therefore, there was nothing for him to release.
   
   Brompton's site as a potential site for Fire Station #3 – Ferguson said he understands that the Brompton's is the preferred site for the fire station by many Cherrydale residents. However, he said that site has been taken off the table by the County. He said he realizes that it will be a topic of discussion for the task force, and that some task force members might still believe Brompton's is the preferred site, even after this process. However, he said he hopes that the task force will be willing to move forward and provide the Board with three sites, other than Brompton's, to choose from. He further reiterated that it is highly likely that the County Board will choose one of those three sites.
   
   Ferguson then took questions from the task force.
   
   Brompton's site – While eminent domain is a tool for the County Board to use, Ferguson reiterated the County Board's position that the Brompton's will not be considered as a site for the fire station. Ferguson referenced the County Manager's letter [dated January 30, 2003] regarding the Brompton's property. When asked about the history of the Brompton's site, Ferguson said that Brompton's [previously Nichols] was the preferred site from a 1990 community study.  At that time, the County made a good faith effort to purchase the site for Fire Station #3. However, due to environmental concerns on the site, the land was never acquired. Recently, Ferguson said the County Board approved a site plan for the Brompton's after an extensive community process. Ferguson indicated that staff could provide more details about the history of the issue for the task force.
   
   When asked later about other sites that were “off the table” for the task force to recommend, Ferguson said that all sites could be considered, except for Brompton's. He further indicated that Brompton's is the only site that the Board has taken “off the table.”
   
   Linkages between Fire Station #3 and #8 – Ferguson said that the work of the task force is limited to Fire Station #3. However, the two stations are linked. Therefore it may be a point of discussion for the task force.
   
   Preliminary discussion among staff and property owners of potential sites – Ferguson said that staff could discuss this issue later with the task force. However, it is his hope that, once a site is chosen, the County would first negotiate with the property owner for acquisition. If talks failed, eminent domain would be used if necessary. With regard to the cost of various sites, Ferguson said that staff can estimate some costs, but he cautioned that the discussions of the task force could drive up the cost of some properties. Ferguson further stated that the Board will consider cost in selecting a site, but he did not want cost to preclude the recommendations of the task force at this early stage of the process.
   
   Availability of bond funds – Voter approved bond funds are available for this project. The Circuit Court extended the ability of the County to sell the bonds to November 2004. Some funding has been used to study this issue over the years. Ferguson said that, depending upon the sites recommended by the task force, it is possible that the County may need to go back to the voters for additional funding.
   
   Availability of past architectural drawings – Ferguson said that staff would look into this issue.
   
   Task force deadline – Ferguson said that he did not presuppose the time necessary for the task force to complete its charge, including involvement in design review. If the task force needs more time, the Board will discuss. Ferguson pledged that the County would move as fast as possible while still maintaining full community involvement.
   
   Composition of the task force – Ferguson said that the Board wanted to be sure to include Fire Station #3's service area with one representative from each civic association, including a representative from the Volunteer Fire Department and 5-6 appointments from the Cherrydale neighborhood. The Cherrydale appointments were largely based on the recommendations of the citizens association president's recommendations, but the Board did need to respond to other requests from the community.
   
   Limit Fire Station #3 to Cherrydale – Ferguson said that the County Board did not set that parameter and he did not want to presuppose the locations. He said that many in Cherrydale have expressed their desire to keep the fire station in their neighborhood, and he assumed that would be the case. However, it is a discussion that the task force should undertake.
   
   Ferguson concluded by saying that this is a real opportunity to build a signature fire station. The County Board is excited that the task force will be part of this process, and the County is honored that the members have agreed to take this on.
   
3. Review of Task Force Charge and Process
   
   Iacomini briefly reviewed portions of the charge. The task force is to recommend no more than three sites to the County Board by August 22, 2003. The group will try to reach consensus, but votes may need to be taken. It is important for task force members to go back to their civic associations to solicit feedback and bring it back to the group.
   
4. Ground Rules
   
   Meetings will be held on second Mondays, at Central Library, and fourth Wednesdays, at Fire Station #3, of each month. Some meetings might be eliminated if the work does not warrant a meeting. All meetings will begin at 7:30 and last no more than two hours. Task force members will sit at the table and members of the public will sit along the sides. Public comment will be taken at the end of the meeting.
   
   Attendance will be taken at each meeting. No official alternates will be designated. However, if members are unable to attend a meeting, they should send another representative from their civic association. Only task force members named by the County Board can vote, and there will be a role call. This ensures that those people who are voting are those who have attended the meetings and have participated in the discussions. Proxy votes will be discussed later in the process when votes are closer.
   
   Be respectful of each other during this process, therefore no name-calling, interrupting or speaking while others are speaking.
   
   Staff will be providing meeting summaries, not actual minutes, but meetings will be recorded in the event there are any questions. Topics of the meetings will be announced as soon as possible. Individual requests for information from task force members will go through the task force chair.
   
   Regarding communication, substantive discussion should take place only at the task force meeting, so that all members are privy to the same information. Please be careful about information that is disseminated to the press.
   
   Iacomini said she had originally intended to have the Nichols site and Honda site as topics of discussion for the second meeting of the task force. However, there were mixed opinions among task force members regarding this approach. After much discussion, it was agreed that the second meeting would focus on neighborhoods' criteria for sites. The fire department will also present their criteria for a fire station at the second meeting. The third meeting will focus on potential sites to include discussion about the Nichols and Honda sites.
   
   In response to several process questions, Iacomini reiterated that the charge of the task force is to recommend three sites for Fire Station #3. However, she acknowledged that there might be additional related issues (such as the future location of Fire Station #8) that could be included in the task force's final report to the County Board. Sites outside of Cherrydale should be discussed and evaluated in light of the presented criteria from the neighborhoods and the fire department.
   
   Iacomini also stated that she intended recommendations regarding the Cherrydale Volunteer Fire Department to be included in the final report.
   
5. Fire Station Master Plan
   
   Assistant Fire Chief Shawn Kelley presented the fire station master plan. He began by briefly describing some of the fire department's operational criteria.
   
   Kelley said the County prepared a Vision 2020 study in approximately 1995 to determine the future need for county facilities. The results of that study indicated a need to perform a specific countywide study of fire station needs, which had not been completed since 1963. As a result, the County hired Gordon Routley, a fire service consultant, to complete a fire station relocation study. This study, however, did not include a comprehensive look at future fire department needs, based on future County growth patterns and demographics. To address this issue, the study was validated by Tri-Data that looked at all potential fire stations and appropriate services for the fire department.  The fire department reviewed all this information and Chief Ed Plaugher prepared recommendations to the County Manager regarding future locations of the County's fire stations.
   
   Kelley then presented several maps demonstrating the fire department's goal to maintain three-minute emergency response times. Response time is determined from the time the engine leaves the station to the time the engine arrives at the scene. The department's goal is to reach the scene within four minutes of the time the emergency call is received.
   
   Currently seven of the ten fire stations have EMS units assigned to it. Kelley indicated that, at a minimum, a paramedic unit would remain on Engine 105 at Fire Station #3. The future of an EMS unit at Fire Station #3 will be discussed later in the task force's process.
   
   Based on the fire station relocation study, enhanced response times in various areas throughout the County could be achieved by siting the northern Arlington fire stations in the following locations: #3 on Quincy Street; #8 near N. 26 th and Old Dominion; #10 near or above Rhodes Street; #2 remain in its current location; and #4 near Four Mile Run & Columbia Pike, although this station is, at present, unlikely to move due to vertical response time demands.
   
   The movement of Fire Station #3 will impact the location for other stations, including Stations #8, #4, and #10.
   
   Iacomini indicated that the charge of the task force does not include recommending an eleventh fire station. However, Iacomini will confirm this with the County Board.
   
   The Fire Department is currently constructing its new fire stations with additional capacity to plan for future increases in service demands.
   
   Fire Chief Ed Plaugher addressed the task force. The Fire Department studied the future development of the County as it impacted fire services. There is tremendous growth and change in the County. As a result, the Fire Department requested several studies, as outlined previously, to get a handle on the future fire service needs of the County. EMS calls are estimated to grow from 14,000 calls today to over 42,000 by the year 2020. Fire calls are estimated to remain basically stable. Therefore, the Fire Department is designing its facilities and programs to prepare for that growth. Although this is a difficult process, it is imperative that the County and community prepare for the future. Plaugher said the only reason the Fire Department looked at the Brown Honda site was because it was the second choice in the community's 1990 study. Plaugher concluded by pledging that the fire department is the task force's partner in this process and is serious about preparing for the year 2020.
   
   The Fire Department will ensure that the Tri-Data study is available on the County's website.
   
   The Fire Department will provide response criteria for calls. Not all engines have paramedics, although this is a goal the Fire Department is working toward.
   
   The ½ mile response bubble will be redrawn to reflect a ½ mile radius in each direction, except toward Rosslyn, which will only be ¼ mile.
   
6. Future Meeting Schedule
   
   The next task force meeting was scheduled for Wednesday, March 26 th from 7:30 – 9:30 p.m. at Fire Station #3. The topic will be fire station criteria.
   
   Peter Fallon, task force representative from Donaldson Run Civic Association, is unable to attend due to a civic association meeting. Their current criteria will be read into the record at the March 26 th meeting. However, additional criteria can be added at a future task force meeting.
   
7. Non Agenda Items
   
   None.
   
8. Public Comment
   
   None.
   
9. Adjourn
   
   Iacomini adjourned the meeting at approximately 9:30 p.m.