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HomeMy WebLinkAbout070306 March 6, 2007 Hagerstown, Maryland The Commissioners attended the “State of the City” forum sponsored by the Hagerstown-Washington County Chamber of Duffy’s on Potomac Commerce at at 7:30 a.m. The regular meeting of the Board of County Commissioners of Washington County, Maryland was called to order at 9:30 a.m. by President John F. Barr with the following members present: Vice President Terry L. Baker and Commissioners Kristin B. Aleshire, James F. Kercheval, and William J. Wivell. INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was delivered by Commissioner Barr, followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES – FEBRUARY 27, 2007 Motion made by Commissioner Wivell, seconded by Aleshire, to approve the minutes of February 27, 2007. Unanimously approved. SOLID WASTE OPERATIONAL BUDGET & COST OF SERVICE RATES Debra Murray, Director of Finance, and Robert Davenport, Director of the Solid Waste Department, met with the Commissioners to review the proposed model and cost of service analysis for the landfill. Mr. Davenport presented the proposed FY 2008 budget for a total of $9,567,911. He reviewed the budget requests for the following cost centers: General Operations, Forty West Landfill, Composting, Resh Landfill, Rubble Landfill, Old City/County Landfill, Transfer Stations, and Recycling Operations. The meeting was then opened for questions from the Commissioners. Ms. Murray provided an overview of the model to calculate the cost of services. She informed the Commissioners that they are not recommending changes to the tip fee structure. CITIZENS’ PARTICIPATION There was no one present who wished to comment. COUNTY ADMINISTRATOR’S COMMENTS Greg Murray, County Administrator, stated that he attended the Eagle Scout ceremony for Alex Hobbs and presented him a Certificate of Merit on behalf of the County Commissioners. He discussed scheduling for the upcoming strategic planning and goal-setting session and agreed to forward to the Commissioners a list of possible meeting dates. Mr. Murray informed the Commissioners that the tax set-off meeting for all municipalities is scheduled at the Maryland Municipal League meeting on March 26. CHANGE ORDER – SHARPSBURG WATER TREATMENT PLANT Motion made by Commissioner Wivell, seconded by Kercheval, to approve a change order in the amount of $350,000 for the Sharpsburg Water Treatment Plant project due to increased grant funds in this amount. Unanimously approved. REPORTS FROM COUNTY STAFF Joe Kroboth, Director of Public Works, informed the Maryland Life Commissioners that a recent publication of Magazine listed Barnes Road Bridge on the top 10 list of endangered historic structures in Maryland. Mr. Kroboth stated that the article is inaccurate and that staff has reached an agreement with the property owners in the area for improvements to the bridge. He indicated that it would remain as a one-lane bridge due to its historic nature. Gary Rohrer, Director of Special Projects, informed the Commissioners that the Maugansville Ruritan Club would be sponsoring a public information meeting tomorrow night at their building where he would be providing an update on the Maugans Avenue reconstruction project. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Baker reported on the Community Action Council Board meeting. He proposed a change in the County Commissioners’ meeting MARCH 6, 2007 PAGE TWO schedule to include evening meetings and specific public meetings with the municipalities. Commissioner Baker reviewed the considerations for his proposal. Motion made by Commissioner Baker, seconded by Wivell, to place Commissioner Baker’s proposal to change the meeting schedule of the Board of County Commissioners on the list of issues to discuss at the goal-setting session. Unanimously approved. Commissioner Aleshire distributed a copy of the Board of Education’s letter to the Delegation to the General Assembly and provided his comments. He stated that he received a copy of a petition regarding concerns about the location of the school bus stop at Alternate Route 40 and Thomas Drive. He cited recent instances where newspaper articles were incorrect and noted that citizens would get the facts as they were presented if the Commissioners’ meetings were televised. Commissioner Kercheval reported on meetings of the Maryland Association of Counties Legislative Committee and the Planning Commission. He stated that he attended the Economic Development Commission (EDC) business awards reception and thanked the EDC staff for organizing the event. MAUGANS AVENUE RECONSTRUCTION PROJECT Joe Kroboth, Director of Public Works, and Terry McGee, Chief Engineer, met with the Commissioners regarding the bids received for the Maugans Avenue Reconstruction Project. Mr. Kroboth informed the Commissioners that two bids were received for the project. The low responsive, responsible bid from C. William Hetzer, Inc. was for $7,405,509.30; however, current funding is not adequate to cover anticipated project costs. Mr. Kroboth reviewed the details of the scope of the project. He stated that the current budget balance for the project is $4,345,725 and there is a proposed allocation in the FY 2008 budget of $1,267,000. Mr. McGee provided the following options to cover the shortfall: Option 1 - $2,230,200 - additional FY 07 bond proceeds and $658,602 - reduction of existing and proposed projects for a total of $2,888,802; or Option 2 - $2,230,200 - increase in pay-go funds in FY 2008 if available and $658,602 -reduction of existing and proposed projects for a total of $2,888,802. The projects proposed for adjustment were as follows: Knepper Road/MD 58 Intersection; Clopper Road Bridge; Bridge Safety Improvements, Wagaman Road Railroad Crossing, Rowe Road Bridge; Millbrook Road Bridge; Gapland Road Bridge and various Highway Fund Road Projects. The meeting was then opened for questions. Commissioner Kercheval stated that he supports moving forward with the project. Commissioner Wivell expressed his concern that the staff’s estimates were so far below the bids received. Mr. McGee agreed that the staff underestimated several items in the project but cited reasons for the variation in costs. Motion made by Commissioner Kercheval to award the bid for the Maugans Avenue Reconstruction Project to C. William Hetzer, Inc., which submitted the low responsive, responsible bid of $7,405,509.30 and to approve funding as presented for Option 1. The Motion died for lack of a second. The Commissioners then discussed various funding scenarios for the project. Mr. Kroboth stated that two recent elementary school construction projects came in under bid and indicated that the Commissioners would have the availability to restructure funding amounts in the upcoming 2007 bond issuance. Motion made by Commissioner Kercheval, seconded by Aleshire, to award the bid for the Maugans Avenue Reconstruction Project to C. William Hetzer, Inc., which submitted the low responsive, responsible bid of $7,405,509.30, and to fund the shortfall utilizing $1,130,200 (50%) from the Capital Improvement Program (CIP) contingency fund, reducing funding for existing and proposed projects as outlined ($658,602), and $1.1 million in bond funds for FY 2007 with the understanding that the bond allocation could be restructured if other capital projects come in under bid. Motion carried with Commissioners Kercheval, Aleshire, Barr voting “AYE” and Commissioner Wivell and Baker voting “NO.” MARCH 6, 2007 PAGE THREE RECESS – LUNCHEON & BUDGET PRESENTATIONAT WASHINGTON COUNTY FREE LIBRARY The Commissioners recessed at 12:17 p.m. to attend a luncheon at the Washington County Free Library. Mary Baykan, Executive Director, provided information on the history of the library, and its mission and vision statements. Suzanne Downey-Hayes, Treasurer of the Board, made the fiscal year 2008 budget presentation for the Library. Ms. Hayes requested County funding of $3,816,280. AFTERNOON SESSION The afternoon session was called to order at 1:54 p.m. by President John F. Barr, with the following members present: Vice President Terry L. Baker, and Commissioners Kristin B. Aleshire, James F. Kercheval, and William J. Wivell. SOLE SOURCE PROCUREMENT – GRINDER PUMPS – DEPARTMENT OF WATER QUALITY Motion made by Commissioner Wivell, seconded by Baker, to award the contract for the purchase of three (3) Muffin Monster Sewage Grinder units (2 at $22,358 and one at $23,465, totaling $68,181) for a quantity discount total of $64,722 from Watermark Environmental Systems. The award is a sole source procurement based on Section 1-106.2(a)(1) Code of the Public Local Laws of Washington and (2) of the County, Maryland. Unanimously approved. RENTAL ALLOWANCE PROGRAM (RAP) – FY 2007 APPLICATION AND GRANT AGREEMENT Motion made by Commissioner Kercheval, seconded by Baker, to submit an application to the State Office of Rental Services Programs for the renewal of the Rental Allowance Program (RAP) for FY 2007 and to approve the proposed Grant Agreement for an amount up to $57,630. Unanimously approved. Dave Jordan, Director of Community Action Council, informed the Commissioners that they received a $300,000 grant from the State to assist first-time homebuyers in the County. CAPITAL IMPROVEMENT PLAN (CIP) REVIEW Debra Murray, Director of Finance; Gary Rohrer, Director of Special Projects; and Mike Thompson, Director of Planning & Community Development, met with the Commissioners to review the 2007-2012 Capital Improvement Program (CIP) budget. The Committee continued their review of Highway Department projects, railroad crossings, bridges, and parks and recreation projects. POSTPONEMENT – TAX SET-OFF MEETING Greg Murray, County Administrator, informed the Commissioners that the tax set-off meeting that was scheduled to be held at the March 26 Municipal League meeting has been postponed until the April meeting. ADJOURNMENT Motion made by Commissioner Kercheval, seconded by Wivell, to adjourn at 3:53 p.m. Unanimously approved. , County Administrator , County Attorney ___________________________, County Clerk Commissioners Barr, Baker, and Aleshire will meet at Hagerstown Community College on March 7, 2006 as part of the newly elected County Commissioners’ orientation program to discuss operations and tour the facilities.