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HomeMy WebLinkAbout11.09.2010 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland November 9, 2010 The Board of County Commissioners attended a breakfast at 8:00 a.m. at Next Dimensions, 132 Old National Pike, Hagerstown, for the Soil Conservation District's Annual Conservation Awards. President John F. Barr called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 10:04 a.m. with the following members present: Vice President Terry L. Baker and Commissioners Kristin B. Aleshire, and James F. Kercheval. (Commissioner William J. Wivell was absent.) INVOCATION AND PLEDGE OF ALLEGIANCE President Barr requested a moment of silence in remembrance of County Planning Department employee Sara Edelman who passed away unexpectedly last week, He gave the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES — October 26.2010 " Commissioner Kercheval, seconded by Baker, moved to approve the minutes of October 26, 2010. The motion passed unanimously. President Barr advised his fellow Commissioners that Commissioner Wivell would be absent today and next week due to a planned vacation. IQ06Z/lII119TY_[Ile to] OVUMr 1[/]'1JID Todd L. Hershey, County Treasurer, introduced new employee Sarah Greaves, Accounts Receivable Technician in the Treasurer's Office. The Commissioners welcomed Ms. Greaves and wished her well in her new position. OTHER BUSINESS: Countv Attornev County Attorney John M. Martirano advised that a planned meeting with the Commissioners and the Local Delegation had been moved from Wednesday, November 17 to Monday, December 13 at 9:30 a.m. in the County's workroom area. County Clerk County Clerk Vicki Lumm indicated that due to a mistake in paperwork, the September 28, 2010 motion to appoint Pastor Justin Repp as a clergy member to the Mental Health Advisory Committee for Washington County incorrectly stated his name as "Jeremy Repp." She requested a curative motion using his correct name. November 9, 2010 Page 2 Commissioner Kercheval, seconded by Baker, moved to appoint Pastor Justin Repp as the clergy member on the Mental Health Advisory Committee, for a first three-year term retroactive to September 28, 2010 through September 30, 2013. Countv Administrator Greg Murray reminded the Commissioners of the November 22 Maryland Municipal League (MML) meeting to be held at the Clear Spring American Legion. He also noted a Planning Commission workshop at 4:30 that evening to discuss sections of the Water Resources Element report. Mr. Murray indicated that the Commissioners' November 16, meeting would begin at 8:30 a.m., and that the last meeting of the current Board would be held on November 30 followed by a small reception for outgoing Commissioners. Commissioner Kercheval advised that he would be absent on November 16 due to the I-81 Coalition convention being held in Hagerstown. REPORTS FROM COUNTY STAFF Public Works Public Works Director Joe Kroboth, III updated the Commissioners on discussions with the State Highway Administration (SHA) regarding traffic concerns at U.S. Route 340. He indicated that major improvements discussed for the future would take a concerted effort between multiple agencies. In the meantime, SHA has installed a new variable message sign at the U.S. Route 340/Route 15 split that will use GPS data to display traffic notices in real time to motorists. Mr. Kroboth discussed the planned improvements for Monroe Road in Boonsboro and indicated that it was too late in the season to accomplish the road overlay. He reported speaking with Town of Boonsboro officials on how a future planned bypass would affect Monroe Road. Mr. Kroboth learned that the Town has no definitive plans for when the bypass would be constructed and that it would be dependent upon developer contributions. He stated that a planned development on Monroe Road would begin construction at the Route 40 side and then phase into the area in question. Mr. Kroboth reported that the Griffith Farm on the south side of Monroe Road had not been annexed into the Town due to water and sewer capacity. Hiehwav Department Highway Director Ed Plank requested permission to advertise for two full-time, Grade 6 Motor Equipment Operator (MEO) I positions in the Highway Department's southern section due to a death and an employee transfer. He discussed current vacancies in the Department due to various employee health issues and noted that the requested positions all exist now within the Department. Commissioner Aleshire, seconded by Kercheval, moved to approve the request as presented. The motion passed unanimously. November 9, 2010 Page 3 CITIZENS PARTICIPATION There was no one present who wished to participate. COMMISSIONERS REPORTS AND COMMENTS Commissioner Baker thanked Elmer Weibley, District Manager -Washington County Soil Conservation District, and District Staff for the breakfast and awards event attended by the Commissioners this morning. He expressed appreciation to the organization for its work protecting the environment. Mr. Baker reported on a Recreation and Parks meeting and noted that information regarding Project Open Space (POS) fimding this year had not been received. He indicated that at -risk trees are being removed at several County parks by the Department of Natural Resources. Commissioner Baker attended the Town of Williamsport's Mayor and Council meeting last evening where the County was thanked for its donation of used computers for the new Boys Club. Mr. Baker indicated that two donations totaling $900.00 had been received for the Boys Club. He attended Kaplan College's graduation ceremonies for over 150 graduates. Greg Murray referenced the County's computer donations to the Town, stating that they were 5-6 years old and are cycled out to non -profits and municipalities according to County policy. Commissioner Kercheval noted that lie attended the Green Energy Summit hosted by CopyQuik where Representative Roscoe Bartlett spoke. Mr. Kercheval stated that the business had recently installed new roof solar panels, He reported that the Greater Hagerstown Committee met with elected officials to discuss lobbying agenda items. Commissioner Kercheval thanked the Alsatia Club for sponsoring the Mummer's Parade. He reported that the Planning Commission met to discuss a site plan for the Monroe Road development and the Urban Growth Area (UGA) rezoning requests. He noted that the HI -1 zoning designation is recommended to remain as HI, and include Office, Research, and Technology (ORT) uses for flexibility. Planning Staff has compiled detailed information on the requests in a spreadsheet and CD that is available to the Commissioners and interested parties. He thanked Planning Staff for their work compiling the information. Commissioner Kercheval discussed the upcoming I-81 Corridor Coalition Conference hosted by Washington County this year on November 15-16 at the Ramada Plaza Conference Center. Mr. Kercheval serves as the Maryland representative on the Coalition's Steering Committee. Commissioner Aleshire reported that he also attended the Greater Hagerstown Committee lobbying coalition meeting. He reiterated a request to compile an economic development infrastructure comprehensive plan to prioritize infrastructure improvements. Mr. Aleshire attended a meeting of the Solid Waste Advisory Board. He was present at a benefit held by the Sunrise Rotary Club for Safe Place. He also thanked Staff for preparing the vehicle used in the Alsatia Mummer's Parade. Commissioner Barr reported receiving a thank you letter from "Friends of the Washington County Rural Heritage Museum" for County Staff who assisted during the United Way's Day of Caring. He attended an Eagle Scout ceremony for Ryan Andrew David and November 9, 2010 Page 4 congratulated him on the achievement. Commissioner Bair attended the opening of a new business in Hagerstown owned by Kimberly Grunberg called "Anything Printed" and wished her success in the endeavor. DISTINGUISHED BUDGET PRESENTATION AWARD On behalf of the Commissioners, President Barr presented a Certificate of Merit to Debra Murray, Director of the Budget and Finance Department, in recognition of her Department's having received the Distinguished Budget Presentation Award from the Government Finance Officers Administration (GFOA) for Fiscal Year 2010. Mr. Barr stated that this award has been received multiple times by the Department and is the highest form of recognition in governmental budgeting. The Commissioners congratulated Mrs. Murray on the achievement. She thanked the Commissioners for the Certificate and shared the honor with her Staff for their continued good work. STAFF REPORTS (cont.) Commissioner Baker announced that he had just received an email informing him that the available POS funding to the County for FY 2011 would be somewhere between $130,000.00 and $260,000.00. Human Resources William Sonnik, III, Human Resources Director, requested approval to advertise to fill a full-time, Grade 11 Supervisor's position at the 9-1-1 Center due to a promotion. Commissioner Kercheval, seconded by Aleshire, moved to approve the request as submitted. The motion passed unanimously. Mr. Sonnik also requested permission to advertise to fill a full-time, Grade 9 Emergency Planner position, at the 9-1-1 Center due to a vacancy. He noted that the position was funded under a Homeland Security grant. Commissioner Kercheval, seconded by Baker, moved for to approve the request as Presented. The motion passed unanimously. Mr. Sonnik requested approval to advertise to fill a full-time budgeted position, Grade 12, at the Department of Water Quality-Smithsburg Plant, for a Chief Plant Operator, due to a promotion. Commissioner Baker, seconded by Kercheval, moved to approve the request as presented. The motion passed unanimously. County Administrator Greg Murray requested approval to fill an open Information Technology (IT) position, Grade 17, due to a retirement. He detailed that current IT employee Joshua O'Neal is recommended for the position and that a reorganization in the IT Department would save approximately $10,000.00 per year in salaries. November 9, 2010 Page 5 Commissioner Kercheval, seconded by Baker, moved to approve the appointment of Joshua O'Neal to the position as recommended. The motion passed unanimously. Mr. Murray requested authority from the Commissioners for Planning Director Mike Thompson to evaluate the open position in his Department for a Conservation Planner and return at a future meeting to recommend that it be filled or that the job description be changed. Commissioner Kercheval, seconded by Aleshire, moved to approve filling the Conservation Planner position at the current grade, after Staff first evaluates and suggests any job description changes. The motion passed unanimously. WASHINGTON COUNTY WATER AND SEWERAGE PLAN — 2009 UPDATE (WS -10-001) Tim Lung, Chief Planner -Planning Department, provided details on the process to update the 2009 Washington County Water and Sewerage Plan (Plan.) He stated that the Planning Commission has recommended approval of the Plan and that the next step is to obtain approval from the Commissioners. The Commissioners discussed the Plan. Commissioner Aleshire objected to how the County would share water and sewer costs with the City of Hagerstown. A consensus of the Commissioners agreed that future amendments regarding bonding and ownership of water systems and water quality issues in Boonsboro should be addressed. Commissioner Baker, seconded by Kercheval, moved to adopt the draft Plan as presented at the public hearing on August 30, 2010 including modifications per comments received. The motion passed with Commissioners Baker, Kercheval, and Barr voting "AYE" and Commissioner Aleshire "NO." (Resolution No. RS 2010-24 is located in the County Commissioners' Office) CONTRACT AWARD - WASHINGTON COUNTY DIVERSION PROGRAM Melissa Nearchos, Project Coordinator -Washington County Community Partnership for Children and Families (WCCP), and Karen Luther, Purchasing Agent, requested that the Commissioners award PUR-1148 — Washington County Diversion Program to Lead4Life, Inc. of Olney, Maryland. Ms. Luther explained events leading up to the request, including obtaining updated price proposals to correct inconsistencies, which were agreed to after a second meeting of the Coordinating Committee. Mrs, Nearchos detailed the program, which helps juveniles avoid criminal records through early intervention. Commissioner Kercheval, seconded by Baker, moved to award a contract, in the best interest of Washington County, for performing diversion program set -vices to the responsive, responsible proposer, Lead4Life, Inc. of Olney, Maryland, for $130,050.00 and Total In -Kind Funds of $2,564.00. The motion passed unanimously. November 9, 2010 Page 6 BID AWARD — SWIMMING POOL AND WATER/WASTEWATER TREATMENT CHEMICALS (PUR-1145) Rick Curry, Buyer -Purchasing Department, noted that bids for swimming pool and water/wastewater treatment chemicals were lower this year. He presented a proposal to award the winning bids to each of the responsive, responsible bidders with the lowest bid as follows: Item #10 — Sodium Hypochlorite (12,000 gals.) to Univar, Inc. at the unit price of $1.08 (Gallon Bulk); Item 912 — Hydrated Lime (110 tons) to Geer Lime Co. at the unit price of $151.00 (Ton); Item #14 — Sodium Hypochlorite (105 drums) to Univar, Inc. at the unit price of $1.84/gal. (55 -gallon drums); Item # 15 — Granular Activated Carbon (5,600 lbs.) to George S. Coyne at the unit price of $0.4223/lb. (50 Ib. bag); Item #16 — Soda Ash, Light (10,000 lbs.) to Univar, Inc. at the unit price of $0.33/lb. (50 Ib. bag); Item #18 — Liquid Aluminum Sulfate Alum (30 drums) to Univar, Inc. at the unit price of $2.74/gal. (55 -gal. drums); Item #19 — Powdered Activated Carbon (1,000 lbs.) to Univar, Inc. at the unit price of $1.24/Ib. (40 lb. bag); Item #20 — Chlorine Gas (33 cylinders) to JCI Jones Chemicals, Inc. at the unit price of $95.00 (150 lb. cylinder); Item 1/21a — Caustic Soda (Sodium Hydroxide) (325 drums) to Univar, Inc. at the unit price of $2.249/gal. (55 -gal. drums); Item 2 l — Caustic Soda (Sodium Hydroxide) (1,500 bulk gals.) to Univar, Inc. at the unit price of $1.99/gal. (bulk gallon); Item #22 — Ferrous Chloride Solution (14,000 bulk gallons) to Univar, Inc. at the unit price of $0.89 (bulk gallon); Item #23 — Hydrofulosilcic Acid (H2SiF6)(15 pails/4 drums) to Univar, Inc. at the unit price of $8.88/gal (15 -gal. pails) and $6.07/gal. (55 -gal. drum); Item #24 — Granular Calcium Hypochlorite (60 containers) to Chemrite, Inc. at the unit price of $1.28/lb. (100 -Ib. containers); Item #25 - Sulfur Dioxide Gas (25 cylinders) to JCI Jones Chemical, Inc. at the unit price of $125.00 (150 -Ib. cylinder); Item #26 — De1PAC 2000 (423,000 lbs.) to Univar, Inc. at the unit price of $0.134 (pound); Item #29 — Sodium Hypochlorite (47 drums) to Univar, Inc. at the unit price of $1.89/gal. (55 -gal. drums); Item #30 — Cyanuric Acid (100-200 lbs.) to Amato Industries, Inc. at the unit price of $1.03 (pounds); Item #31 — Calcium Chloride (500-600 lbs,) to Amato Industries, Inc. at the unit price of $0.4315 (pound); Item #32 — Muratic Acid (15-30 lbs.) to Univar, Inc. at the unit price of $0.50 (15 -gallon pails); and Item #34 — DeIPAC 2020 (40 drums — Winebrenner W WTP) to Univar, Inc. at the unit price of $4.11 (55 -gallon drums). Mr. Curry stated that the contract period is one (1) year with no renewals, beginning December 1, 2010. Commissioner Kercheval, seconded by Baker, moved to award the bids for each specified product as listed in the agenda packet to the responsible, responsive bidders The motion passed unanimously. BID AWARD — DIESEL FUEL TRANSPORT DELIVERIES (PUR-1147) Mr. Curry presented bid amounts received for the award of diesel fuel transport deliveries (PUR-1147) which include contract requirements for the City of Hagerstown and Washington County Board of Education. He noted a slight increase compared to last year's prices. November 9, 2010 Page 7 Commissioner Kercheval, seconded by Baker, moved to award the Diesel Fuel Contract to the responsive, responsible bidder, Mansfield Oil Company, of Gainesville, Georgia, which submitted the low bid of $1,274,688.23, based on the estimated quantities and the unit costs contained in its bid dated October 20, 2010. The motion passed unanimously. LUNCH RECESS The Commissioners recessed at 11:40 a.m. for lunch. AFTERNOON SESSION President John F. Barr called the afternoon session to order at 1:05 p.m. with the following members present: Vice President Terry L. Baker and Commissioners Kristin B. Aleshire and James F. Kercheval. PRESENTATION OF THE JUNE 30.2010 AUDITED FINANCIAL STATEMENTS Debra Murray, Budget and Finance Director, and William Seymour, CPA, SB & Company, LLC, presented findings from the audited financial statements of the County's budget year ending June 30, 2010. Mr. Seymour indicated that the opinion was unqualified, or clean, and that the company has conformed to accounting practices generally accepted in the United States. The Commissioners and Greg Murray commended the Budget and Finance Department Staff for the work that they do. Mrs. Murray thanked all County departments for helping to make the year successful. CONVENE IN CLOSED SESSION Commissioner Kercheval, seconded by Aleshire, moved to convene in closed session at 1:22 p.m. to discuss the appointment, employment, assignment, promotion, compensation, and/or performance evaluation of appointees or officials over whom it has jurisdiction; and to discuss personnel matters that affect one or more specific individuals, in accordance with Section 10-508 of the State Government Article of the Annotated Code of Maryland. The motion passed unanimously. In closed session, the Commissioners discussed the appointment, employment, assignment, promotion, compensation, and/or performance evaluation of appointees or officials over whom it has jurisdiction; and discussed personnel matters that affect one or more specific individuals. Present during closed session were Commissioners John F. Barr, Terry L. Baker, Kristin B. Aleshire, and James F. Kercheval. Also present were Gregory Murray, County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney, Jim Sterling, Director -Parks, Recreation and Facilities Department, William Sonnik, III, Human Resources Director, Joe Kroboth, III, Public Works Director, Ed Plank, Highway Department Director, Ralph Garnand, and Ricky Derr. November 9, 2010 Page 8 ADJOURNMENT Commissioner Kercheval, seconded by Baker, moved to adjourn at 2:15 p.m. The motion passed unanimously. County Adm Inis�! I —,_- N B County Attorney County Clerk