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HomeMy WebLinkAbout041102 November 2, 2004 Hagerstown, Maryland The Commissioners attended a breakfast forum sponsored by the Middle States Commission on Higher Education at Hagerstown Community College. The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 10:00 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 – OCTOBER 26, 2004 Motion made by Commissioner Wivell, seconded by Kercheval, to approve the minutes of October 26, 2004, as amended. Unanimously approved. INTRODUCTION OF NEW EMPLOYEES Dee Hawbaker, Human Resources Administrator, introduced new County employees Linda Doyle (Human Resources), Jason Willison (Sheriff’s Department), and Kathy Miller (Emergency Services). The Commissioners welcomed the new employees and wished them well in their new positions. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Munson asked if a one-day insurance policy could be purchased to allow candy to be distributed at the Alsatia Mummers’ Parade, if this custom was stopped due to liability issues. Commissioner Nipps reported on the Community Action Council (CAC) meeting. She reminded the Commissioners that the Grate American Sleep-out is scheduled for November 19. Commissioner Nipps stated that agreements have been reached with CAC, Habitat for Humanity, and the Western Maryland Interfaith Housing Coalition to build affordable housing in Gateway Crossing. She reported that she attended the Greater Hagerstown Committee forum, Alsatia Mummers’ Parade, and the Middle States Commission on Higher Education Accreditation Breakfast. Commissioner Kercheval stated that he attended the Greater Hagerstown Committee forum and Alsatia Mummers’ Parade. He stated that the Planning Commission approved the following items: North Pointe Shopping Center, Beaver Creek Country Club addition, and a request to locate a coffee shop at Crosspointe Shopping Center. Commissioner Kercheval stated that they would also be making a recommendation on outdoor advertising signs in the near future. Commissioner Wivell stated that he met with Senator Mikulski during her visit to the Williamsport Fire Hall. He attended the Lowe’s Distribution Center ribbon-cutting ceremony and met with representatives of the Humane Society regarding their budget. Commissioner Wivell stated that they have reduced their budget to $1,229,000. They are now willing to accept the original 70% animal control to animal cruelty program ratio from the County for Fiscal Year 2005. He recommended that the County release the set-aside of $250,526, which would leave the Humane Society with a shortfall of $90,642. This would increase their FY 2005 budget from $519,220 to $769,796. Commissioner Wivell stated that the Society would continue to attempt to reduce expenses and continue the hiring freeze for several months. The Commissioners discussed Commissioner Wivell’s proposal. Motion made by Commissioner Wivell, seconded by Nipps, to release $250,526 that was set aside in the FY 2005 budget for the Washington County Humane Society for animal control and to begin negotiations for a new contract prior to the FY 2006 budget. Motion carried with Commissioners Wivell, Nipps, Munson, and Snook voting “AYE” and Commissioner Kercheval voting “NO.” Commissioner Snook informed the Commissioners that the Maryland Association of Counties (MACO) Executive Committee met and determined the NOVEMBER 2, 2004 PAGE TWO following 2005 initiatives: 1) county budget security, 2) transfer of controlling interests, 3) public safety/communications, and 4) school construction funding. He stated that Boonsboro has submitted a pre-application to the Maryland Department of the Environment for a water line project on Route 40. Commissioner Snook informed the Commissioners that time has been set aside at the November 22 meeting of the local chapter of the Maryland Municipal League’s legislative committee meeting to discuss the Adequate Public Facilities Ordinance for schools and the excise tax. CITIZENS’ PARTICIPATION There was no one present who wished to participate. REPORTS FROM COUNTY STAFF Gary Rohrer, Director of Public Works, provided an update on the repairs to Tollgate Road Bridge. He stated that two roads were affected by the closure and the detour through the truck stop is being eliminated due to liability issues. Mr. Rohrer outlined the phasing of the project. He stated that they hope to have it completed by the second week in December. Commissioner Snook stated that two small businesses in the area are affected by the repairs. He indicated that Lanehart Auto is considering relocating temporarily into a vacant building on the main road until the bridge is finished and asked whether the Commissioners wanted to assist with the rental and relocation costs. Commissioner Snook indicated that the cost would be approximately $5,000 to $6,000. After discussion, the Commissioners asked Mr. Rohrer to contact Delegate Myers who has been working with the business to get additional information before making a final decision. They also discussed their concerns about setting a precedent paying these costs. Mr. Rohrer provided information on solid waste issues, and gave an update on the Smithsburg Library project and on the Broadfording Road Bridge repairs. COUNTY ADMINISTRATOR’S COMMENTS Rodney Shoop, County Administrator, informed the Commissioners that an afternoon meeting would be held on November 9. He requested approval to advertise to fill a vacant Senior Plant Operator (Grade 9) position at the Water Quality Department. Motion made by Commissioner Wivell, seconded by Munson, to approve advertising to fill the vacant Senior Plant Operator position at the Water Quality Department. Unanimously approved. CERTIFICATE OF MERIT – GFOA DISTINGUISHED BUDGET PRESENTATION AWARD Commissioner Snook presented a Certificate of Merit to Debra Bastian, Director of Budget and Finance, in recognition of the Department receiving the Distinguished Budget Presentation Award from the Government Financial Officers Administration (GFOA) for Fiscal Year 2005. He stated that this award is the highest form of recognition in governmental budgeting and represents the commitment of staff to meet standards. Commissioner Snook thanked Ms. Bastian and her entire office on this achievement. PRESENTATION OF AUDITED FINANCIAL STATEMENTS – FISCAL YEAR 2004 Mike Manspeaker, representing Smith Elliott Kearns & Company, appeared before the Commissioners to present the County's Fiscal Year 2004 audit report. Mr. Manspeaker introduced his staff members who worked on the audit. He provided an explanation of the different funds, component units, notes to the financial statement, and the supplemental information included in the audit. Mr. Manspeaker reported that the County has a “clean” unqualified financial report again this year. He stated that a management discussion analysis is included and designed to present an overview in discussion format. Mr. Manspeaker then provided a detailed review of the audit report, including the General Fund, Highway Fund and Capital Improvements Projects. He stated that the General Fund ended with an excess of $3.9 NOVEMBER 2, 2004 PAGE THREE million surplus in revenues over expenditures. He also reviewed the proprietary funds: Water Quality, Solid Waste, Transportation, Airport, and Black Rock Golf course. With regard to long-term debt, Mr. Manspeaker noted the significant refunding transactions that occurred during the year to take advantage of lower interest rates. He stated that the County had realized significant savings through the refundings. The Commissioners thanked Mr. Manspeaker for his presentation, and the Finance Department staff for their efforts. RECESS – LUNCH The Commissioners recessed at 12:14 p.m. for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:01 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. BID AWARD – MOTOR & INDUSTRIAL OILS Motion made by Commissioner Nipps, seconded by Munson, to award the contract for motor and industrial oils to Holtzman Oil Corporation, which submitted the lowest responsible, responsive bid of $68,864.43 for a one-year contract with no options for renewal. Unanimously approved. MARYLAND STATE HIGHWAY ADMINISTRATION’S “I-81 IMPROVEMENT PROJECT” Rob Slocum, Deputy Chief Engineer, and John Chrisman, representing Maryland State Highway Administration’s (SHA’s) engineers, Greenhorne & O’Mara, met with the Commissioners to review the SHA’s plans for the Interstate 81 improvement project. He stated that the deadline for comments is November 8. Mr. Chrisman reviewed the schedule and funding status of the project. Project Alternates – Mr. Chrisman reviewed the project alternatives. He stated that Alternate 2 is for the interchange improvements at MD 68, U.S. 11, I-70, MD 58, Maugans Avenue, Showalter Road, and PA 163. Alternate 2A is the interchange improvements with collector/distributor road alongside I-70 to Halfway Boulevard. Alternate 3 – would be to widen I-81 to six lanes. Mr. Chrisman reviewed each of the interchange improvements being proposed. He stated that they would also be removing the cloverleaf turns at I-70 to lessen the weaving movement. The Commissioners discussed the proposals and stated that they feel that Alternate 3A is the most attractive or Alternate 3 if funding is limited. They also proposed that the interchange improvements be phased-in first. The Commissioners expressed their support for Option B at the Maugans Avenue interchange. The Commissioners expressed their opposition for any of the toll plaza options. They cited economic development concerns and the hazards of stopping traffic at these locations. Mr. Chrisman reviewed the proposal to construct a weigh station. He stated that the State Highway Administration has been working with West Virginia and Pennsylvania to locate a truck weigh and inspection station along the I-81 corridor. Mr. Chrisman indicated that if it is to be located in Maryland, they are proposing a site between Halfway Boulevard and US 40 since this is the only section with the appropriate amount of land. Commissioner Snook commented that it would be better located at the existing rest stop in West Virginia or at a previous weigh station site in that vicinity. The Commissioners opposed having a weigh station located in the Maryland portion of I-81 due to logistics and traffic concerns. Rob Slocum, Deputy Chief Engineer, informed the Commissioners that the State is not recommending that noise walls be installed because the improvements would not significantly increase noise. However, he stated that the noise levels are above the minimum criteria now. The Commissioners asked Mr. Slocum to draft a letter to the SHA outlining the comments and recommendations made during today’s session prior to the November 8 deadline. They thanked Mr. Chrisman for his presentation. NOVEMBER 2, 2004 PAGE FOUR EMERGENCY MEDICAL SERVICES SUPPLIES BILLING Joe Kroboth, Director of Emergency Services, and Allen Matheny, Chair of the EMS Committee, met with the Commissioners to recommend that the County continue the program to pay the costs for emergency medical services (EMS) supplies used for the treatment of patients. Mr. Kroboth explained that federal law now prohibits hospitals from providing the supplies at no charge since all of the County EMS companies bill for the services they provide. He stated that the Board agreed to absorb the costs for EMS supplies used in the pre-hospital environment for a three-month trial period. The Washington County Volunteer Fire & Rescue Association requested that the County pick up these costs since their billing revenues were not sufficient to cover the costs of salaries, equipment, and supplies. The cost for the program from July 1 through September 30 was $16,962. The average cost per call was $4.24. Mr. Kroboth stated that the Board budgeted $90,000 for this line item and, based on past call history, he estimated the annual cost for FY 2005 to be $70,000. The meeting was then opened for questions and discussion. Commissioner Kercheval cited accountability issues and variances in the current method and stated that he would rather address EMS shortfalls and have staff develop a policy for the future. Motion made by Commissioner Wivell, seconded by Munson, to continue to fund the costs for emergency medical services (EMS) supplies up to $70,000 during FY 2005 at the rate charged by the Washington County Hospital, with staff to spot check to assure that the costs don’t go higher. Staff was directed to develop a more comprehensive policy to be in place for next fiscal year. Unanimously approved. LOCAL LAW ENFORCEMENT BLOCK GRANT – SHERIFF’S OFFICE Motion made by Commissioner Munson, seconded by Wivell, to approve the Local Law Enforcement Block Grant from the Governor’s Office of Crime Control and Prevention in the amount of $11,250, which was awarded to the Sheriff’s Office to institute a part-time community policing effort in the halfway area. Unanimously approved. INTRODUCTION OF NEW DIRECTOR – WASHINGTON COUNTY COMMISSION ON AGING William Beard, President of the Board of Directors of the Commission on Aging, introduced Susan MacDonald who was recently hired as the new Director of the Commission on Aging. He reviewed Ms. MacDonald’s resume and stated that they were pleased to have someone with her background fill this position. Mr. Beard thanked the County for helping with the process. The Commissioners welcomed Ms. MacDonald to her new position and offered their assistance REQUEST TO CONVEY EXCESS PROPERTY – WATER QUALITY DEPARTMENT Motion made by Commissioner Munson, seconded by Kercheval, to advertise their intent to convey excess property located at the Maugans Meadows pump station to Ronald and Kathleen Thomas for $4,000, as recommended by the Water Quality Advisory Commission, with the proceeds of sale going back to the Water Quality Department budget. Motion carried with Commissioners Munson, Kercheval, Nipps, and Snook voting “AYE” and Commissioner Wivell voting “NO.” TRANSFER OF WASHINGTON COUNTY REHABILITATION LOAN PROGRAM TO COMMUNITY ACTION COUNCIL Joe Kuhna, Real Property Administrator, Dave Jordan, Executive Director of Community Action Council (CAC), appeared before the Commissioners to recommend the transfer of the County’s Rehabilitation Loan Program and assets to the CAC to ensure that these services are offered to residents of Washington County. He stated that the Planning Department no longer has the personnel necessary for the effective administration of the program and CAC has expressed interested in taking over this service. Mr. Kuhna explained that $200,000 in the revolving loan fund balance would be transferred to allow CAC to continue the program, underwrite new loans, administer current construction activity, and service current accounts. No recommendation is being made on the economic development portion of the CDBG loans. NOVEMBER 2, 2004 PAGE FIVE Mr. Kuhna informed the Commissioners that the program was initiated in 1976, assists income eligible households with the renovation, repair and rehabilitation of existing housing units. The meeting was then opened for questions and discussion. Motion made by Commissioner Munson, seconded by Nipps, to approve the recommendation to transfer Washington County’s Rehabilitation Loan Program and assets to the Community Action Council. Unanimously approved. REAPPOINTMENTS – PUBLIC GOLF CORPORATION Motion made by Commissioner Munson, seconded by Wivell, to reappoint Jeff Yingling and Thomas Riford to the Board of Directors of the Public Golf Corporation for three-year terms. Unanimously approved. REAPPOINTMENTS – COMMISSION ON AGING Motion made by Commissioner Wivell, seconded by Munson, to reappoint Christopher Joliet and William Beard to the Board of Directors of the Commission on Aging for three-year terms. Unanimously approved. REAPPOINTMENTS – DISABILITY ADVISORY COMMITTEE Motion made by Commissioner Wivell, seconded by Munson, to reappoint Peggy Martin, Jim Wilhide, Randy Dick, and Matt Courtney to the Disability Advisory Committee for three-year terms. Unanimously approved. CONVENE IN CLOSED SESSION Motion made by Commissioner Nipps, seconded by Munson, to convene in closed session at 2:55 p.m. to consult with counsel to obtain legal advice, consult with staff about pending or potential litigation, and to consider matters that concern proposals for businesses or industrial organizations to locate, expand, or remain in the State, in accordance with Section 10- 508 of the State Government Article of the Annotated Code of Maryland. Unanimously approved. RECONVENE IN OPEN SESSION Motion made by Commissioner Nipps, seconded by Munson, to reconvene in open session at 3:28 p.m. Unanimously approved. In closed session, the Commissioners consulted with counsel to obtain legal advice on two (2) matters, consulted with staff about pending or potential litigation, and considered matters that concern proposals for businesses or industrial organizations to locate, expand, or remain in the State. Present during closed session were Commissioners Gregory I. Snook, William J. Wivell, James F. Kercheval, John C. Munson, and Doris J. Nipps. Also present at various times were Rodney M. Shoop, County Administrator; John Martirano, Deputy County Attorney; Joni Bittner, County Clerk; Gary Rohrer, Director of Public Works; Greg Murray, Director of the Water Quality Department; and Joseph Kuhna, Real Property Administrator. APPROVAL OF CHANGE ORDER – COURT HOUSE PROJECT Motion made by Commissioner Wivell, seconded by Nipps, to reconsider the motion denying a change order for the Court House renovation project and to approve the $25,639 for services of an Industrial Hygienist to provide air monitoring and testing for the asbestos abatement process in accordance with State and Federal regulations. Unanimously approved. ADJOURNMENT Motion made by Commissioner Kercheval, seconded by Nipps, to adjourn at 3:29 p.m. , County Administrator , County Attorney ___________________________, County Clerk