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HomeMy WebLinkAbout09.20.2016 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland September 20, 2016 INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr offered the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. CALL TO ORDER President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland, to order at 10:07 a.m. at 100 West Washington Street, Room 227, with the following members present: Commissioners John F. Barr, Wayne K. Keefer and LeRoy E. Myers, Jr. Vice President Jeffrey A. Cline was absent due to other commitments. APPROVAL OF MINUTES — SEPTEMBER 13, 2016 Commissioner Barr, seconded by Myers, moved to approve the minutes of September 13, 2016. The motion passed unanimously. COMMISSIONERS' REPORTS AND COMMENTS Commissioner Barr commented on the Maryland Symphony Orchestra's 35th season and the latest concert that included a pre -performance crab feed and music by the Barbara Ingram School for the Arts. Commissioner Baker congratulated Hagerstown Community College on its 70th anniversary celebration this year. REPORTS FROM COUNTY STAFF Emplovee Recosnition — Sara Greaves The Commissioners presented a certificate to Sara Greaves, Deputy Director, Budget and Finance, for attaining her Master of Business Administration degree from Frostburg State University. Ms. Greaves also holds a Bachelor's Degree and is a Certified Public Accountant. She thanked her co-workers for their encouragement and the Commissioners for the recognition. Emplovee Recognition — Sarah Sprecher Commissioner Baker belatedly congratulated Assistant County Administrator Sarah Sprecher on attaining her Master of Business Administration degree in 2012. She accepted a certificate from the Commissioners and thanked them for the acknowledgement. Appointments to Boards/Commissions Mental Health Authority, Inc. Commissioner Barr, seconded by Keefer, moved to appoint Karen Cook to serve a first, three-year term as a minority representative through September 30, 2019, and appoint Kyle Powderly to serve an unfulfilled term as a clergy representative through September 30, 2017. The motion passed unanimously. (4-0, Commissioner Cline was absent.) September 20, 2016 Page 2 MARYLAND STATE HIGHWAY ADMINISTRATION TOURIST AREA AND CORRIDOR SIGNING PROGRAM PRESENTATION Stephen Hollie, Tourist Area and Corridor (TAC) Coordinator, and Natalia Shroeder, presented information on the TAC Signing Program to address tourism sign requests for TAC -eligible attractions. The new program replaces the Tourist Attractions Sign Program. The State Highway Administration (SHA) requests that Washington County allow the required signs to be installed within County rights-of-way to allow the collaborative maintenance efforts. Mr. Hollie noted that the Hagerstown -Washington County Convention and Visitors Bureau and the County's Public Works Department are also involved in the signing program. The next step would be to obtain final endorsement from the County Commissioners. Mr. Hollie commented that the sign placement schedule is dependent upon securing funding; however, the design work would proceed as planned. The Commissioners discussed the cost and installation of the signs, which would be completed through SHA contractors. If a sign were damaged, the County would be responsible for its replacement. Individual municipalities have also been contacted to obtain program approval. Commissioner Myers, seconded by Keefer, moved to allow the SHA to use County rights- of-way for installing roadside static signs for TAC -eligible attractions and to approve the Collaborative Maintenance Agreement. The motion passed unanimously. (4-0, Commissioner Cline was absent.) PROCLAMATION FOR ECONOMIC DEVELOPMENT WEEK Kassie Lewis, Director, Business Development, and Julie Rohm, Chair, Economic Development Commission (EDC), accepted a proclamation from the Commissioners in recognition of Economic Development Week observed September 19-23, 2016. The observation recognizes how economic development improves the well-being and quality of life of Washington County by helping to create and retain jobs that facilitate business growth and provide a stable tax base. Ms. Rohm described the "Love My Business" campaign that involves mailing cling -type logos to businesses and farms for display with the chance to receive prizes this week from a County prize patrol. The Commissioners discussed positive economic development endeavors in Washington County and thanked staff and EDC members for their efforts. Ms. Rohm noted that a farm to table Bacon/Business Breakfast is planned this Friday at the Hagerstown Regional Airport to recognize local companies. PROPERTY ACOUISITION ON GARIS SHOP ROAD Susan Small, Real Property Administrator, Engineering and Construction Management, requested approval of an option agreement for fee simple, perpetual sight distance easement and temporary construction easement areas at 10026 Garis Shop Road, owned by P. Lowell Fox and Sonja J. Fox to perform upcoming bridge rehabilitation work on a stone arch bridge. The request involves partial acquisitions for the bridge project and the addition of a parking area and access to the stream that will support the Antietam Water Trail September 20, 2016 Page 3 Program. The County Commissioners voted to support the Antietam Creek Water Trail Program in September 2009. The land acquisition costs are $5,979 and are within the project's budget. Commissioner Barr, seconded by Myers, moved to approve an option agreement for $5,979 for a fee simple, perpetual sight distance easement and temporary construction easement areas at 10026 Garis Shop Road for the purpose stated, adopt an ordinance approving the purchase of said areas and authorize the execution of the necessary documentation to finalize the easement acquisitions. The motion passed unanimously. (4-0, Commissioner Cline was absent.) (Ordinance No. ORD -2016-16 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) BUDGET ADJUSTMENTS FOR VARIOUS PROJECTS Rob Slocum, Director, Engineering and Construction Management, recommended closing out projects with cost savings and transferring those amounts to the County's Contingency Fund; and increasing the budget of projects regarding pavement maintenance, Crayton Boulevard and the County Administration Building renovation. Mr. Slocum indicated that a total of $514,000 in project savings has been realized from seven projects: Underpass Way at Railway Lane - $249,000; MD 144/Western MD Parkway - $20,000; Old Forge Road Bridge - $69,000; Leiters Mill Road Bridge - $60,000; Beaver Creek Road Culvert - $20,000; Sprecher Road Bridge - $32,000; and the Senior Activities Center - $64,000. Projects to be increased are the Pavement Maintenance Program - $129,000; Crayton Boulevard - $110,000; and County Administration Building - $275,000, totaling $514,000. The Commissioners discussed several projects and their cost changes. Mr. Slocum discussed the anticipated ribbon cutting for Yale Drive in October 2016 noting that the contractor is ahead of schedule. Commissioner Myers, seconded by Barr, moved to close out projects with cost savings totaling $514,000 and transfer that amount into the County's Contingency Fund to increase the budget of projects as described. The motion passed unanimously. (4-0, Commissioner Cline was absent.) BID AWARD — BULK ROAD SALT Rick Curry, Buyer, Purchasing, and Ed Plank, Director, Highway Department, recommended award of the contract for the purchase/delivery of Bulk Road Salt (PUR- 1324) to the responsible, responsive bidder, Global Ventures of North America, LLC of Durham, North Carolina, that submitted the lowest price of $60 per ton. Mr. Curry indicated that the salt would be purchased on an as -needed basis for snow and ice control on County -maintained roads. The County uses an average of 20,000 tons of road salt annually. The County guarantees neither a minimum/maximum quantity of bulk road salt purchase under this contract. Funds are budgeted in various accounts for the product. Mr. Plank commented that last year's cost was $83 per ton. September 20, 2016 Page 4 Commissioner Myers, seconded by Barr, moved to award the contract for the purchase/delivery of Bulk Road Salt to the responsible, responsive bidder, Global Ventures of North America, LLC of Durham, North Carolina, that submitted the lowest price of $60 per ton. The motion passed unanimously. (4-0, Commissioner Cline was absent.) CONTRACT AWARD — RESH ROAD LANDFILL GAS MIGRATION CONTROL SYSTEM Rick Curry and Dave Mason, Deputy Director, Solid Waste, recommended award of the Resh Road Landfill Gas Migration Control System Project contract (PUR-1322) to the responsible, responsive bidder, Stearns, Conrad and Schmidt Consulting Engineering, Inc. d/b/a SCS Field Services of Reston, Virginia, that submitted the Total Sum Bid of $243,000. Mr. Curry discussed the work to be performed under the contract that includes clearing, grubbing, grading, and placement of mechanically stabilized earth. Funding for the project is available in the department's budget. Commissioner Barr questioned the single bid received. Mr. Mason commented that many contractors do not perform this very specialized work. Commissioner Barr, seconded by Keefer, moved to award the Resh Road Landfill Gas Migration Control System Project contract to the responsible, responsive bidder, Stearns, Conrad and Schmidt Consulting Engineering, Inc. d/b/a SCS Field Services of Reston, Virginia, that submitted the Total Sum Bid of $243,000. (4-0, Commissioner Cline was absent.) BID AWARD — VEHICLES AND VALVE MAINTENANCE TRAILER Rick Curry and Dave Mason, Deputy Director, Solid Waste, recommended award of the contract for the Vehicles and Valve Maintenance Trailer (PUR-1320) to the responsive, responsible bidders with the lowest bid as follows: Item #1 — One HD Regular Cab Pickup to Bayshore Ford Trucks of New Castle, Delaware for $29,975; Item #2 — One Valve Maintenance Trailer to Illinois Tool Works d/b/a E.H. Wachs of Harvard, Illinois for $61,581.87; Item #3 — Two 4x4 3/4 ton Crew Cab Pickups to Hagerstown Ford for $66,308 (total of 2); Item #4 — Two 4x4 3/4 Ton, Regular Cab Pickups to Bayshore Ford Trucks of New Castle, Delaware for $61,634 (total of 2) and Item #5 — Three Crew Cabs/Chassis with High Roof Service Bodies to Bayshore Ford Trucks of New Castle, Delaware for $199,995 (total of 3). Mr. Curry advised that Item #2 is contingent upon the vendor providing proof of good standing from the Maryland State Department of Assessments and Taxation, and approval of a budget transfer from Capital Transfer - General Contingency to Account 31-21010. The new vehicles would replace those that meet the County's replacement criteria and the used ones will be advertised on GovDeals.com for auctioning. Commissioner Myers commented on the winning bidder being from Delaware. Commissioner Barr questioned whether any Ford dealer would accept the vehicle's warranty and maintenance contract. Mr. Curry advised that it would. Commissioner Myers, seconded by Barr, moved to award the contract for the Vehicles and Valve Maintenance Trailer to the responsive, responsible bidders with the lowest bids as presented, with the award of Item #2 being contingent upon the vendor providing proof of September 20, 2016 Page 5 good standing from the Maryland State Department of Assessments and Taxation, and to approve a budget transfer from Capital Transfer -General Contingency to Account 31- 21010. The motion passed unanimously. (4-0, Commissioner Cline was absent.) CONTRACT RENEWAL — LANDFILL INSPECTION SERVICES Rick Curry and Dave Mason recommended renewal of the contract with Duffield Associates, Inc. (DAI) of Carlisle, Pennsylvania for Landfill Inspection Services (PUR- 1229) for a one-year period commencing October 17, 2016 on the same terms and conditions as the current contract, with the exception of an approximate rate increase of 3% for construction inspection and engineering services based on DAI's letter of request dated August 15, 2016. Mr. Curry indicated that this is the third year of the requirements contract. He discussed the services provided under the contract that consist of providing inspection services for landfill related construction projects located throughout the County. Commissioner Barr, seconded by Keefer, moved to renew the contract with Duffield Associates, Inc. of Carlisle, Pennsylvania for a one-year period commencing October 17, 2016 on the same terms and conditions as the current contract with the exception of an approximate rate increase of 3% for construction inspection and engineering services based on DAI's letter of request dated August 15, 2016. The motion passed unanimously. (4-0, Commissioner Cline was absent.) REVISED AND UPDATED COUNTY POLICIES Stephanie Stone, Director, Health and Human Services, and Kendall McPeak, Assistant County Attorney, presented three revised County policies for approval by the County Commissioners: PR -5A — Alcohol -Free and Drug -Free Workplace; EB -14 — Employee Assistance Program (EAP); and PR -5 — Alcohol Use and Substance Use Testing. Ms. Stone briefly discussed the revised policies that now contain references to related policies. The policies will be included in updated employee manuals. Ms. McPeak commented on the proposed changes that bring uniformity in verbiage and definition. They cover in detail revisions to the definition of extended leave and return testing, especially for those employees that operate heavy machinery and/or hold safety -sensitive positions. Commissioner Barr, seconded by Keefer, moved to approve three updated County policies (PR -5A, EB -14, and PR -5) as presented. The motion passed unanimously. (4-0, Commissioner Cline was absent.) CITIZENS' PARTICIPATION No citizens attending the meeting wished to participate. CONVENE IN CLOSED SESSION Commissioner Myers, seconded by Keefer, moved to convene in closed session at 11:38 a.m. to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; any other personnel September 20, 2016 Page 6 matter that affects one or more specific individuals, in accordance with Section 3-305(b) (1) of the General Provisions Article of the Annotated Code of Maryland. The motion passed unanimously. (4-0, Commissioner Cline was absent.) In closed session, the Commissioners discussed the potential appointment/reappointment of several specific individuals to a local commission over which the Commissioners have appointment authority; and discussed a number of personnel/employee recommendations with County staff. During closed session, the Commissioners instructed staff to bring forth the potential appointments/reappointments to a local commission over which the Commissioners have appointment authority for further consideration and discussion and a possible vote during a future open session meeting; and provided specific direction to County staff regarding various personnel/employee matters/recommendations. Present during closed session were Commissioners Terry L. Baker, John F. Barr, Wayne K. Keefer and LeRoy Myers, Jr. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney; and at various times Michelle Sines, Commission for Women member; Stephanie Stone, Director, and Debra Peyton, Benefits Administrator, Health and Human Services; Jim Sterling, Public Works Director; and Ed Plank, Director, Highway Department. RECONVENE IN OPEN SESSION Commissioner Myers, seconded by Keefer, moved to reconvene in open session at 12:48 p.m. The motion passed unanimously. RECESS The Commissioners recessed at 12:48 p.m. EVENING MEETING — TOWN OF SHARPSBURG The evening session of the regular meeting of Board of County Commissioners of Washington County was held at Sharpsburg Town Hall, 106 East Main Street, Sharpsburg. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr gave the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. CALL TO ORDER President Terry L. Baker called the evening session of the regular meeting of the Board of County Commissioners of Washington County, Maryland, to order at 7:09 p.m. with the following members present: Commissioners John F. Barr, Wayne K. Keefer and LeRoy E. Myers, Jr. Vice President Jeffrey A. Cline was absent due to other commitments. September 20, 2016 `1 Page 7 COMMISSIONERS' REPORTS AND COMMENTS Commissioner Keefer thanked the town officials for the warm welcome. He commented on the historic battlefields in Sharpsburg. Commissioner Baker thanked the town for hosting the Commissioners' evening meeting. MAYOR AND COUNCIL COMMENTS Sharpsburg Mayor Hal Spielman welcomed the Commissioners to the town. No council members were present that wished to comment. REPORTS FROM COUNTY STAFF Countv Administrator— Appointment to Boards/Commissions Commission for Women Commissioner Barr, seconded by Myers, moved to appoint Karen Gist, Barbara Martin, Jennifer Hayden and Melissa Ringquist to first, full three-year terms through September 30, 2019; reappoint Brenda Thiam to a second, three-year term through May 31, 2019; and reappoint Nicole Ingram to a second, three-year term through November 30, 2018 on the Commission for Women. The motion passed unanimously. (4-0, Commissioner Cline was absent.) CITIZENS PARTICIPATION Jim Harper, 13803 Miles Farm Lane, Clear Spring, spokesperson for a group of citizens residing on St. Paul Road, commented on issues with a neighboring dairy farm, Clearview Acres, LLC, 12111 St. Paul Road, Clear Spring. Mr. Harper discussed issues such as stormwater management and erosion control, pollution onto neighboring properties, water usage and problems with dry wells, manure pit location and light pollution. Gary Hill, 12013 St. Paul Road, Clear Spring, commented on the Clearview Acres, LLC farm operation including the moving of soil without proper permits and non-compliance with Maryland Department of the Environment regulations. Rob Slocum, Director, Engineering and Construction Management, commented on the citizens' complaints in relation to County regulations and other involved State and federal agencies. ADJOURNMENT Commissioner Myers, seconded by Keefer, moved to adjourn at 8:27 p.m. The motion passed unanimously. Gregory urraB. , C nt Administrator Y Y ,-A k John M. Martirano, County Attorney .11. C. 1-7/.. Vicki C. Lumm, County Clerk