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HomeMy WebLinkAbout060131 January 31, 2006 Hagerstown, Maryland The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 8:30 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 County Administrator Rodney Shoop, followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES – JANUARY 24, 2006 Motion made by Commissioner Nipps, seconded by Wivell, to approve the minutes of January 24, 2006, as amended. Unanimously approved. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Munson reported on the Solid Waste Advisory Committee meeting. He also asked that the Commissioners finalize plans regarding the tax credit they were planning to provide to citizens from the FY 2005 surplus. Rodney Shoop, County Administrator, stated that he and Debra Murray, Director of Finance, have been working on a plan to combine the surplus amounts from FY 2005 and 2006 to provide a larger refund to the citizens. Ms. Murray stated that, barring any major changes to revenues, she believes they could accomplish three goals: 1) fully fund cash reserves at 17%, 2) provide additional monies to the Capital Improvement Program (CIP) budget for 2007-2012, and 3) provide a $100 tax refund check to residential accounts. She indicated that she is proposing a tax refund check instead of a tax credit because there are several income tax distributions that come too late in the year to issue a credit. Ms. Murray stated that the checks would probably be issued in August. The Commissioners discussed the proposal, and it was the consensus to proceed with the concept as outlined. Commissioner Nipps stated that she attended the Home Builders Association meeting and installed the new board members. She also attended the Maugansville Volunteer Fire Company banquet. Commissioner Nipps reported on the MACo Legislative Committee meeting and expressed concerns regarding Senate Bill 4 dealing with the geographic cost of education index. Commissioner Wivell informed the Commissioners that he attended the Urban Land Institute’s presentation at St. James regarding development options. Commissioner Kercheval commented on the Solid Waste Advisory Committee meeting report and stated that, if a County-wide trash pick-up program is instituted in the future, small companies would need to be notified well in advance. He commented on the Department of Legislative Services information regarding the constant yield tax rate and how the decision to provide a tax refund check would, in effect, lower the County rate to .018 above the constant yield. Commissioner Snook informed the Commissioners that the Community Free Clinic has asked for permission to hold its MUDD volleyball tournament fundraiser on property at the Regional Airport. The Commissioners approved the request. Commissioner Snook stated that he was recently interviewed by the consultant for the Washington County Free Library who is reviewing their long-term assessment needs. He informed the Commissioners that he attended the MACo Legislative Committee meeting and testified before the Budget and Taxation Committee on MACo’s position regarding budget issues. Commissioner Snook congratulated the Williamsport Volunteer Fire Company and Williamsport Volunteer Ambulance Service on the merger of the two companies. REPORTS FROM COUNTY STAFF Gary Rohrer, Director of Public Works, informed the Commissioners that he testified before the House Ways and Means Committee regarding the impact of the loss of highway user revenues on the counties. JANUARY 31, 2006 PAGE TWO Debra Murray, Director of Finance, stated that she has been working to reconcile the excise tax and finalizing the draft CIP budget with the Board of Education’s submission. Stephanie Stone, Director of the Washington County Community Partnership for Children & Families (WCCP), reported on Maryland First Lady Kendel Ehrlich’s visit to the SAFE Place Child Advocacy Center to present a grant of $110,792 for employment of a forensic nurse. She noted that legislation for codification of Local Management Boards has been introduced. Jim Sterling, Director of Buildings, Grounds and Parks, stated that the Friends of the Rural Heritage Museum began their speaker series last week and it was very successful. PUBLIC HEARING – LAND PRESERVATION, PARKS AND RECREATION PLAN Bill Stachoviak, Park and Environmental Planner, met with the Commissioners to present the updated Land Preservation, Parks and Recreation Plan. Mr. Stachoviak stated that the Plan was updated in 2005 according to State guidelines and that three public comment meetings were held in June. He noted that the Plan summarizes the policies, goals, and recommendations for land protection and conservation from the Comprehensive Plan, and inventories agricultural easements, park sites, and project needs in relation to the goals. Mr. Stachoviak informed the Commissioners that the Plan was recommended for adoption by the Recreation and Parks Board at its meeting on January 5, 2006. He stated that by 2010, based on growth projections, the County will need to increase acreage to meet its goal for additional parkland. After questions from the Commissioners, the meeting was opened for public comment. There was no one present who wished to comment. Motion made by Commissioner Nipps, seconded by Kercheval, to adopt the 2006 update of the Washington County Land Preservation, Parks and Recreation Plan as submitted. Unanimously approved. SOLE SOURCE PROCUREMENT AWARD – 2-1-1 INITIATIVE Karen Luther, Purchasing Agent, and Thomas Kline, Community Mobilization Liaison for the Washington County Community Partnership for Children and Families (WCCP), met with the Commissioners regarding the recommendation to award a sole source procurement to the Mental Health Association of Frederick County in the amount of $63,397. Mr. Kline explained that the 2-1-1 telephone initiative will connect citizens with information and referral sources and hopefully reduce the number of inappropriate calls to the 9-1-1 center in the event of a natural or man-made disaster. Specifically, he stated that Frederick County has begun updating Washington County’s community resource guide, entering it into the State database, and will begin training intake operators. Ms. Luther stated that it was an oversight on WCCP’s part not to bring this before the Commissioners earlier in the process. Motion made by Commissioner Kercheval, seconded by Nipps, to award the contract for the 2-1-1 initiative telephone system to the Mental Health Association of Frederick County in the amount of $63,397. The award is a sole source procurement based on Code of the Public Local Laws of Sections 1-106.2(a)(1) of the Washington County . Unanimously approved. WASHINGTON COUNTY REAL ESTATE PROPERTY TAX CREDITS Todd Hershey, County Treasurer, reviewed the list for authorization to grant real estate property tax credits for fiscal year 2005. The credits are granted in accordance with Section 9-301 of the Tax-Property Article of the Annotated Code of Maryland, among other provisions. Mr. Hershey reported that there are several types of credits included in the "Authorization to Write Off Uncollectible Taxes" report: 1) Payments-in-Lieu-of-Taxes; 2) Ruritan clubs and civic organization credits; 3) Special credits; 4) Enterprise zone - Airport; 5) Enterprise zone - Hancock; 6) Enterprise zone - Interstate 81; 7) Enterprise zone – Hagerstown; and 8) County Enterprise Zones. The adjustments are made in JANUARY 31, 2006 PAGE THREE accordance with Section 9-323 of the Tax-Property Article of the Annotated Code of Maryland, among other provisions. Motion made by Commissioner Wivell, seconded by Kercheval, to approve the "Authorization to Write Off Uncollectible Taxes" for 2005 as presented. Unanimously approved. REQUEST FOR ADDITIONAL COMPENSATION FOR ASE CERTIFICATIONS – HIGHWAYS DEPARTMENT Dave Hankinson, Director of Human Resources, and Jack Reynard, Fleet Manager for the Highways Department, met with the Commissioners to request that additional compensation of twenty cents per hour be provided for each Automotive Service Excellence (ASE) Certification received by employees in the categories of Auto Service Technicians, Transportation Mechanic, Auto Body Technician, and Welder. Mr. Hankinson indicated that they are having a difficult time in attracting and maintaining qualified employees for fleet maintenance due to the salaries being offered. Mr. Reynard stated that this plan would provide each employee with the potential to earn additional wages on top of their base rate if they take the initiative to pass the certification exams. He explained that this would apply to up to 15 categories that would be approved relative to their job. The meeting was then opened for discussion. Commissioner Wivell suggested that a County-wide policy to provide incentives for earning professional certifications be implemented. The Commissioners directed Mr. Hankinson to provide recommendations for such a program during budget deliberations. Motion made by Commission Wivell, seconded by Munson, to approve the request that additional compensation of twenty cents per hour be provided for each Automotive Service Excellence (ASE) Certification received by employees in the categories of Auto Service Technicians, Transportation Mechanic, Auto Body Technician, and Welder up to 15, with the stipulation that a program be brought in for other professional certifications, effective next pay period. Unanimously approved. CITIZENS’ PARTICIPATION There was no one present who wished to participate. REAPPOINTMENT – PLANNING COMMISSION Motion made by Commissioner Kercheval, seconded by Munson, to reappoint George Anikis to the Planning Commission for a five- year term. Unanimously approved. COUNTY ADMINISTRATOR’S COMMENTS Rodney Shoop, County Administrator, informed the Commissioners that Carolyn Motz, Airport Manager, was appointed to the Federal Airport Cooperative Research Program Board. Mr. Shoop stated that a special Casual Day would be held this Thursday to benefit the family of Jeffrey Wroten, the State Corrections Officer who was killed in the line of duty. He noted that the January Casual Day fundraiser for the REACH Cold Weather Shelter raised $394. PUBLIC SAFETY RADIO PROJECT – PREFERRED VENDOR RECOMMENDATION Gary Rohrer, Director of Public Works, and David McCobin, consultant for the Public Safety Radio Communications Project, met with the Commissioners to recommend that the County approve the preferred vendor to supply a replacement UHF public safety radio and mobile data system, and authorize the Public Safety Radio Communications Steering Committee to begin negotiations with the preferred vendor to finalize the system design, contractual terms and conditions and pricing. Karen Luther, Purchasing Agent, stated that, due to the magnitude of the project, a different process was used. She indicated that the policy states that information may not be disclosed to any person other than those responsible for evaluating or reviewing the proposals prior to a contract being awarded by the Board of County Commissioners. Ms. Luther noted that, since an award is not being made today, it may prohibit certain questions from being answered. Mr. McCobin then gave a brief overview of the upgrades this project would address with regard to communications. He reviewed the process that was used to review the proposals as well as JANUARY 31, 2006 PAGE FOUR the compliance matrix for each vendor used to determine their level of compliance with the RFP requirements and the integrity of the proposal. The Committee also addressed how the proposal met the intent of the specifications. Mr. McCobin indicated that pricing had been received but cannot be determined until negotiations are complete. At this time the meeting was opened for questions from the Commissioners regarding the report, current system, pricing, and compliance issues. Commissioner Wivel stated that he supports the system replacement but disagreed with the process and pricing information being withheld. Motion made by Commissioner Munson, seconded by Nipps, to authorize staff to negotiate with the preferred provider for the public safety radio communications project update. Motion carried with Commissioners Munson, Kercheval, Nipps and Snook voting “AYE” and Commissioner Wivell voting “NO.” RECESS – LUNCH The Commissioners recessed at 12:06 p.m. for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:10 p.m. by President Gregory I. Snook with the following members present: Vice President William Wivell and Commissioners James Kercheval, John Munson, and Doris Nipps. CAPITAL IMPROVEMENT PROGRAM (CIP) REVIEW The Commissioners continued their review of the projects submitted for the Capital Improvements Program (CIP) for Fiscal Years 2007-2012. Debra Murray, Finance Director, Mike Thompson, Planning Director, and Gary Rohrer, Public Works Director, attended the workshop to review the projects. The Commissioners reviewed the proposed CIP projects for the Airport, Transportation Department, railroad crossings, parks, and Hagerstown Community College. BID AWARD – ELEVATOR UPGRADES Motion made by Commissioner Munson, seconded by Nipps, to award the contract for the County Administration Building elevator upgrade project to Thyssen Elevator, which submitted the low responsive, responsible bid of $41,750. Unanimously approved. MAUGANS AVENUE RIGHT-OF-WAY ACQUISITIONS Motion made by Commissioner Munson, seconded by Nipps, to approve the following right-of-way acquisitions: 1) Thomas Mooningham – 884 sq. ft in fee simple, 1,157 sq. ft. in slope/grading easement, and 1,157 sq. ft. in temporary construction easement for the total acquisition of $17,536; 2) Richard McBee – 1,253 sq. ft. in fee simple, 905 sq. ft in revertible slope/grade easement, and 1,499 sq. ft. in temporary construction easement for a total acquisition of $10,000; and 3) Michael Alderton – 1,096 sq. ft. in fee simple, 1,077 sq. ft. in revertible slope easement, and 1,199 sq. ft. in temporary construction easement for a total acquisition of $10,450. Unanimously approved. CERTIFICATE OF MERIT – WARREN ROYCE Commissioner Kercheval presented a Certificate of Merit to Warren Royce, Emergency Communications Specialist, in recognition of his actions in the line of duty on January 20, 2006. Mr. Royce received a 911 call reporting a woman in labor and guided the patient’s family members in delivery of the child. Mr. Royce thanked the Commissioners for the certificate and stated that he would accept the award on behalf of the crew. 2006 HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS GRANT Motion made by Commissioner Munson, seconded by Nipps, to authorize the Department of Emergency Services to execute a Memorandum of Understanding with the Maryland Emergency Management Agency for a Hazardous Materials Emergency Preparedness Grant and accept $15,480 in grant funding to improve its effectiveness and efficiency in handling hazardous materials JANUARY 31, 2006 PAGE FIVE emergencies, with Washington County to provide the 20% local share. Unanimously approved. The Commissioners asked John Latimer, Director of Emergency Services, to write a letter to the editor of the local paper regarding the Emergency Evacuation Plan and outlining the plans that have been updated. CONVENE IN CLOSED SESSION Motion made by Commissioner Munson, seconded by Nipps, to convene in closed session at 3:07 p.m. to discuss a personnel issue and consult with counsel to obtain legal advice, 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 3:41 p.m. Unanimously approved. In closed session, the Commissioners discussed one (1) personnel issue and consulted with counsel to obtain legal advice on two (2) matters. Present during closed session were Commissioners Gregory I. Snook, William J. Wivell, James F. Kercheval, Doris J. Nipps, and John C. Munson. Also present at various times were Rodney M. Shoop, County Administrator; John Martirano, County Attorney; Richard Douglas, County Attorney; Joni Bittner, County Clerk; Gary Rohrer, Director of Public Works; Greg Murray, Director of the Department of Water Quality; and David Hankinson, Director of Human Resources. RECESS The Commissioners recessed at 3:41 p.m. EVENING SESSION – TOWN OF SHARPSBURG The evening session was called to order at 7:00 p.m. at the Keedysville Town Hall by President Gregory I. Snook, with the following Commissioners present: Vice President William J. Wivell and Commissioners James F. Kercheval, John C. Munson, and Doris J. Nipps. Also present were Sharpsburg Mayor Hal Spielman and Council members Ralph Hammond and Patti Hammond. Tax Setoff – Sharpsburg and Keedysville Commissioner Snook stated that, pursuant to Section 6-306 of the Tax-Property Article of the Annotated Code of Maryland, the Commissioners are required to meet with each municipality annually to discuss the tax setoff program. Commissioner Snook stated that, for Fiscal Year 2006, the Town of Keedysville is estimated to receive $2,970 and the Town of Sharpsburg would receive $4,258. He noted that the tax setoff money for these municipalities is applied toward the cost of a County deputy for 30 hours per week. He also reviewed the summary and formula for highways, police, and parks. Commissioner Snook informed the town officials that their employees are welcome to participate in any of the safety training sessions sponsored by the County. The Board also discussed the Adequate Public Facilities Ordinance (APFO). The Commissioners then discussed items of interest to the town officials and citizens in the area, including the excise tax, hiring of a lobbyist, the request to receive information on the quarterly rezoning applications that might affect the town, and concerns regarding the effects of growth on the water and sewer system. Robert Markle, representing the Keedysville Ruritan Club, asked the Commissioners to check on the status of the removal of rubble from the site of the former Red Byrd Motel. He also thanked the Commissioners for improvements made to some of the roads in the area. ADJOURNMENT Motion made by Commissioner Munson, seconded by Nipps, to adjourn at 7:43 p.m. Unanimously approved. JANUARY 31, 2006 PAGE SIX , County Administrator , County Attorney ___________________________, County Clerk