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HomeMy WebLinkAbout040203 February 3, 2004 Hagerstown, Maryland The State of the County presentation scheduled for this morning was cancelled due to inclement weather and was rescheduled for February 17, 2004. The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 9:30 a.m. by President Gregory I. Snook with the following members present: Vice President William J. Wivell and Commissioners James F. Kercheval, John C. Munson, and Doris J. Nipps. INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was delivered by Commissioner Snook followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES – JANUARY 27, 2004 Motion made by Commissioner Wivell, seconded by Nipps, to approve the minutes of January 27, 2004, as amended. Unanimously approved. INTRODUCTION OF NEW EMPLOYEES Dee Hawbaker, Human Resources Administrator, introduced new County employee Thomas E. Davis (Engineering Department). The Commissioners welcomed Mr. Davis and wished him well in his new position. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Nipps stated that she attended the Boonsboro Volunteer Fire Company awards banquet. Commissioner Wivell informed the Commissioners that he attended meetings of the Greenberry Hills Neighborhood Watch and the Board of Social Services. He reported on the PenMar Development Corporation Board meeting and advised the Commissioners that the Chewsville, Leitersburg, Smithsburg Athletic League (“CSL”) and the PenMar Youth League have requested use of the parade fields and softball fields. After discussion, the Commissioners agreed to have the Director of Buildings, Grounds, and Parks evaluate whether the fields are suitable for use and make a recommendation to them. Commissioner Wivell reported on the MACo Legislative & Taxation Committee meeting and stated that MACo’s three initiatives for 2004 are as follows: 1) County budget security, 2) Admissions and Amusement Tax Revisions, and 3) Public Safety Communications, Connectivity, and Interoperability. Commissioner Kercheval stated that he attended a fundraising event for the North High stadium. He requested that the Commissioners receive a copy of the State of the County Power Point presentation for review earlier next year. Commissioner Kercheval reported on the Planning Commission meeting. He stated that Section II of the Westfields development was approved. The Commissioners discussed the school site donation proposed by the developer of Westfields. Commissioner Kercheval informed them that the Planning staff is looking into what other counties are requiring of large subdivisions with regard to the donation of property for future school sites. He stated that the first group of applicants who were denied approval under the Adequate Public Facilities Ordinance (APFO) schools article would be appealing the decisions to the Board of Zoning Appeals. The Planning Commission has requested a written opinion from the County Attorney’s office on the APFO and how it applies to subdivisions that were in the planning process. The Commissioners also asked Stephen Goodrich, Acting Director of the Planning Department, to make a recommendation regarding the application of the APFO fee to small developments and options for payments. They agreed to schedule time on the agenda to discuss the matter in more detail. They also agreed to schedule additional time to discuss the Stiles Farm in more detail. Commissioner Snook stated that he testified on behalf of MACO before the State Budget & Taxation Committee regarding the loss of highway revenues and Thornton funding. He reported on the Chamber of Commerce Board meeting. Commissioner Snook stated that he received notification from the Governor’s office that grant awards were made from the Community Parks and Playground fund to the Town of Funkstown for $182,000 and to the Town of Boonsboro for $87,000. FEBRUARY 3, 2004 PAGE TWO REPORTS FROM COUNTY STAFF Debra Bastian, Director of Finance, requested a possible change in the bond authorization bill. She recommended that, due to a timing issue, the Commissioners seek legislative authorization to include $20 million for the Airport runway extension project to allow the County to take advantage of this method of funding, if it determines that it is the best option. The funds would be specifically earmarked for the project and could be reimbursed by the FAA and MAA if there are funds remaining from grant. Mr. Shoop noted that interest payments for the project are eligible from the FAA. Motion made by Commissioner Nipps, seconded by Kercheval, to request that the bond authorization bill be amended to include $20 million for the Airport runway extension project and to require a financing plan to be presented for the project. Motion carried with Commissioners Nipps, Kercheval, and Snook voting “AYE” and Commissioners Munson and Wivell voting “NO.” REZONING TEXT APPLICATION – TEXT AMENDMENT RZ-03-003 County Attorney Richard W. Douglas presented amendments to Article 16 – “PUD” Planned Unit Development of the Zoning Ordinance. Mr. Douglas explained that the proposed amendments would: 1) Amend Section 16.4b to include the HI-2 zone as a location where PUDs may be located and delete an obsolete reference to the former HI zone, and 2) change the time period provided for the decision of the County Commissioners on a PUD following a public hearing from 60 days to 120 days. Mr. Douglas stated that the Planning Commission recommended approval of the text amendment. Motion by Commissioner Kercheval, seconded by Wivell, to approve Text Amendment RZ-03-003, as presented at a joint public hearing held November 10, 2003. Unanimously approved. CITIZENS PARTICIPATION Les Adelsberger, President of the Mason-Dixon Chapter of Antique Automobile Club of America, informed the Commissioners that their national car show would be held at the Washington County Agricultural Education Center on June 18 & 19. He asked the Commissioners if they would consider waiving the fee for the facility. Commissioner Nipps agreed to present the request to the Recreation and Parks Board for its recommendation. COUNTY ATTORNEY ISSUES John Martirano informed the Commissioners that a recommendation to fill the vacancy for an attorney on the Agricultural Reconciliation Board would be presented to them in the near future. COUNTY ADMINISTRATOR’S COMMENTS Rodney Shoop, County Administrator, reminded the Commissioners that the Rural Area Zoning Task Force would hold its organizational meeting later this week. Mr. Shoop reminded the Commissioners that the Town of Clear Spring has requested a waiver of permit fees for the upgrades they are making to their water treatment plant. He stated that the County permit fees for this project would be $750. Motion made by Commissioner Munson, seconded by Wivell,to approve the request of the Town of Clear Spring to waive the permit fees for upgrades to their water treatment plant and to approve up to $750 from the Commissioners’ contingency fund to reimburse the Permits & Inspections Department. Unanimously approved. REVIEW OF PROPOSED 2004 GOALS Rodney Shoop, County Administrator, and staff proposed the following goals for 2004 for the Commissioners’ consideration: 1) Develop and implement a highway pavement management plan. Gary Rohrer, Director of Public Works, outlined the costs for the study and software program that would be needed. He stated that it would cost approximately $100,000 for the study and the necessary software. Mr. Rohrer explained that it would allow staff to prioritize the highway needs more accurately. Commissioner Snook suggested that the project might be eligible for FEBRUARY 3, 2004 PAGE THREE Metropolitan Planning Organization funding. 2) Adopt Rural Area Zoning after consideration of Task Force recommendations and begin implementation of Comprehensive Plan recommendations for Urban and Town Growth Areas. 3) Enhance e-government services by developing procedures to post appropriate documents and data on the Internet and intranet and by developing a “frequently asked questions” system on the County web page. 4) Develop and implement a Rewards/Recognition Program that is linked to a Suggestion Program. 5) Adopt a revised method for distribution of property tax set-off. The Commissioners asked that time be scheduled on the agenda to update the Commissioners on current discussions. 6) Work with the municipalities to develop an Adequate Public Facilities Ordinance (APFO) for schools. 7) Develop a master plan to ensure adequate emergency medical services for the Citizens of Washington County. The meeting was then opened for questions and discussion. At this time, each of the Commissioners provided some additional recommendations for consideration as goals for 2004. Commissioner Kercheval outlined the following: 1) Review the adequacy of the County transportation plan and provisions for future development, and 2) Develop a long-term funding plan for school renovations. Mr. Rohrer suggested that the Chief Engineer make a presentation on the transportation plan before they consider including it as a goal. Commissioner Wivell suggested inclusion of the following goals: 1) Development of a marketing plan for job creation at the Airport to enhance the tax base and better utilize the Foreign Trade Zone; 2) Initiation of an Efficiency Audit; 3) Development of a Countywide Revitalization Program for Urban Areas; 4) Update of the Water & Sewerage Plan for acceptance by the Maryland Department of the Environment. Commissioner Nipps suggested that development of a long-range capital improvement plan for the Board of Education be included as a goal. Commissioner Munson stated that a goal should be included to determine the cost effectiveness of County government programs. Commissioner Snook recommended including goals pertaining to the potential sale of the pretreatment plant and Nicodemus Plant and implementation of the emergency communications system. The Commissioners agreed to schedule additional time to review and revise the goals for 2004. RECESS – LUNCH The Commissioners recessed at 12:15 p.m. for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:35 p.m. by President Gregory I. Snook, with the following members present: Vice President William J. Wivell and Commissioners James F. Kercheval, John C. Munson, and Doris J. Nipps. FISCAL YEAR 2005-2010 CAPITAL IMPROVEMENT PROGRAM (CIP) WORKSHOP Debra Bastian, Director of Finance, and Gary Rohrer, Director of Public Works, met with the Commissioners in preparation for next week’s review of the proposed Capital Improvements Program (CIP) for fiscal years 2005-2010. Ms. Bastian informed the Commissioners that the CIP Committee uses the County’s Debt Affordability Study as a guide in formulating the six-year program. She explained that the study utilizes information on peer groups, benchmark ratios, and median analysis. Ms. Bastian also reviewed a graph that outlined the projected debt services if $12 million of bonds are issued annually. FEBRUARY 3, 2004 PAGE FOUR Ms. Bastian outlined the projected CIP funding sources for 2005 – 2010. The Committee included new revenue sources this year including Adequate Public Facilities Ordinance (APFO) fees for schools and roads. She projected revenues from the excise tax, transfer tax, bond funds, APFO fees, and pay-go funds for the five-year period. Ms. Bastian stated that the Committee was conservative in estimating the revenues because they have no historical data on which to base them. She informed the Commissioners that the CIP Committee would present the proposed CIP budget to them for review next week. PROPOSED REVISIONS TO RESERVE POLICY Debra Bastian, Director of Finance, and Lester Guthorn, Financial Advisor, met with the Commissioners to review revisions being proposed to the Reserve Policy to incorporate all reserve functions of governmental operations and to refine the County’s management practices. Ms. Bastian stated that the major additions in the revision include provisions for contingency reserves, self-insurance, capital reserves, closure and post-closure reserves, and fund policies. Also outlined in the revised policy were the permitted uses of reserves and the requirements for each. The policy recommends that the County set the reserve amount at the peer group median for the general fund and set amounts for the enterprise funds. Ms. Bastian and Mr. Guthorn answered questions from the Commissioners throughout the presentation. Ms. Bastian explained that they used the reserve policies of 12 other jurisdictions to compare to the County’s policy in making the revisions. She provided information on the benchmarking and stated that the policy raises the undesignated reserve fund balance for the General Fund to 17 percent of the General Fund budget, which is a 60-day working reserve. The Commissioners also discussed increasing the Contingency reserves from $50,000 to $100,000. Mr. Guthorn provided information on the rating agencies and the methods and guidelines used to rate counties. He stated that the rating agencies analyze economy, debt, finance and management. Mr. Guthorn emphasized that Washington County was the only county in Maryland to receive a “positive outlook” from Moody’s. Motion made by Commissioner Wivell, seconded by Nipps, to adopt the Reserve Policy as presented. Unanimously approved. (A copy of the adopted policy is attached.) DISCUSSION – REQUEST TO AMEND COMPREHENSIVE PLAN The Commissioners discussed the request made by Todd and Michael Easterday to approve a change to the Comprehensive Plan by extending the Town of Boonsboro’s Town Growth Area boundary to cover the entire Stiles farm property. Richard Douglas, County Attorney, informed the Commissioners that there is no requirement that a public hearing be held by the Commissioners in order to amend the Comprehensive Plan. He stated that the Commissioners could permit public comment during discussions regarding the Stiles Farm without holding a formal hearing. The Commissioners asked that this item be placed on next week’s agenda and that interested parties be notified. ADJOURNMENT Motion made by Commissioner Nipps, seconded by Wivell, to adjourn at 3:07 p.m. Unanimously approved. , County Administrator _____________________________________, County Attorney ___________________________, County Clerk