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HomeMy WebLinkAbout07.12.2011 Minutes AmendedBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland July 12, 2011 President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 9:07 a.m. with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffi-ey A. Cline, and William B. McKinley. INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Mark Sandell of St. Andrew's Presbyterian Church offered the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES —June 14, 2011 Commissioner Barr, seconded by Callaham, moved to approve the minutes of June 14, 2011. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline noted that Ag Expo would be held on July 22-30 at the Washington County Agricultural Center. He thanked County Administrator Greg Murray, County staff, and State Highway Administration (SHA) officials for assistance given to citizens with concerns during the past few weeks. He attended the welcoming reception for Clayton Wilcox, newly appointed Superintendent of Washington County Public Schools. Commissioner Cline reported on a conference in Washington, D.C. sponsored by Senator Ben Cardin, a Chamber of Commerce mixer, United Way Annual Awards Dinner, and the Barbara Ingram School for the Arts Foundation's Take Flight II hot air balloon auction event. He enjoyed the One Mile Dash in Hancock, the Run for Freedom 5K Race in Williamsport sponsored by the Washington County Recreation Department, and the Antietam Velo Club's Tour of Washington County bicycling event. Mr. Cline was present at the Fort Ritchie Mountain Top Heritage Festival and the Hancock Volunteer Fire Company Bonanza. He praised the Maryland Symphony Organization's (MSO) Salute to Independence event at the Antietam National Battlefield. He recognized recent County retirees Paula Blenard, Rob Smith and Vicky McKenzie for their many years of service. Commissioner Cline attended the sendoff for the first flight of Direct Air from the Hagerstown Regional Airport, the Greater Hagerstown Committee's meeting featuring Senator Ron Young, Mayor's luncheon with Miss Maryland and Miss Outstanding Teen contestants, and the United Way's Born Learning Trail opening at Hagerstown's Wheaton Park. He reported on a budget committee meeting for the Tri -County Council held in Frostburg and announced the award of $275,000.00 with matching funds to the Town of Williamsport for the Visitor Center near the Cushwa Basin. Mr. Cline was present at the University System of Maryland -Hagerstown Campus' scholarship award ceremony, a Chamber of Commerce Board meeting, and the grand opening of the Longaberger store at Hagerstown Premimn Outlets, Commissioner Cline reported on a workshop on real estate sponsored by the SHA that he attended with County employees Joe Kuhna and Scott Hobbs. July 12, 2011 Page 2 Commissioner Callaham reported on the inaugural flight of Direct Air to Lakeland, Florida accompanied by fellow Commissioners Baker and Barr. She noted that much useful information was gained regarding economic development and marketing during the visit. Ms. Callaham was present at the Longaberger store opening at the Premium Outlets. She reported on the PenMar Development Corporation Board meeting and the Hagerstown Eastern Panhandle Metropolitan Planning Organization's (MPO) meeting. She stated that she visited Virginia Tech on her return trip and spoke to individuals coordinating the I-81 Coalition transportation study. Commissioner Callaham congratulated Washington County citizens and Commissioner Cline for fundraising efforts on behalf of the March of Dimes, noting that Washington County was one the top corporate teams this year. Commissioner Barr thanked the Commissioners and County staff who travelled to Lakeland, Florida on the June 23 Direct Air flight. He complimented Direct Air and Polk County, Florida officials on their collaboration with the business community to encourage networking and success in business. Mr. Barr commended the MSO and all organizations and volunteers who supported the glorious Fourth of July event at the Antietam National Battlefield. Commissioner McKinley described the enthusiasm of attendees at the Airport during Direct Air's inaugural flight sendoff. He attended the conference sponsored by Senator Cardin along with Commissioner Cline and Greg Murray. Mr. McKinley enjoyed an event for elected officials sponsored by the Greater Hagerstown Committee at a Hagerstown Suns game. He discussed a meeting with the local Soil Conservation District where farmers expressed their concern with the new ordinance associated with the Watershed Implementation Plan, Commissioner McKinley attended a Planning Commission meeting where members reviewed the request for an additional 300 parking spaces at the Meritus Medical Center, Commissioner Baker reported on the Direct Air flight and visit with Lakeland officials. He thanked County employees Greg Larsen and Phil Ridenour for arranging meetings with Polk County officials and stated that all of the events were educational and informative. Mr. Baker was present at the Longaberger grand opening that added twenty-four new jobs to the community. He enjoyed assisting with the One Mile Dash in Hancock. AGREEMENT - EMERGENCY COMMUNICATIONS CENTER GOVERNING BOARD Sheriff Douglas Mullendore requested approval of an Emergency Communications Center (ECC) Governing Board Agreement to outline the responsibilities for the general operations of the newly consolidated ECC and its personnel. Sheriff Mullendore discussed details of the agreement and answered questions from the Commissioners. Commissioner Barr, seconded by McKinley, moved to approve the Agreement as presented. The motion passed unanimously. July 12, 2011 Page 3 CLOSEOUT CHANGE ORDER—HARPERS FERRY ROAD BRIDGE REHABILITATION Rob Slocum, Deputy Director -Public Works, and Jim Plummer, Project Manager -Capital Projects Engineering, recommended a closeout change order for the Harpers Ferry Road Bridge Rehabilitation Project (Contract No. BR -HF -153-14.) Mr. Slocum commended the contractor, Building Systems, Inc., for completing the Project on time with no previous change orders. He stated that the County is awaiting final reimbursement from the SHA of approximately 80% and that the resultant savings from the Project are $30,785.41. Commissioner McKinley, seconded by Cline, moved to approve the Construction Contract Closeout Change Order for the Harpers Ferry Road Bridge Rehabilitation Project as presented. The motion passed unanimously. CHANGE ORDER - HALFWAY AND MASSEY BOULEVARDS INTERSECTION IMPROVEMENTS Rob Slocum and Jessica Spring, Project Manager -Capital Projects Engineering, requested approval of Change Order 3, valued at $69,821.36 for the Halfway Boulevard at Massey Boulevard Intersection Improvement Project, Mr. Slocum provided information on the Project's timeline and stated that it is currently 40% complete and within budget. He stated that the change order covers removal and replacement of existing curb and an inlet head along westbound Halfway Boulevard, among other items. Commissioner Callaham, seconded by Barr, moved to approve Change Order 3 for $69,821.36 as presented. The motion passed unanimously. CHANGE ORDER/BUDGET TRANSFER — EMERGENCY HOUSING UNIT PHASE IA Rob Slocum and Jim Plummer requested approval of a budget transfer of $72,000.00 from the completed Smithsburg School Complex Signal Project to the Phase I Emergency Housing Unit (EHU) Project budget and approval for Change Order 6 for $68,660.02. Mr. Slocum recommended that the savings realized fiom the Signal Project be applied to the EHA Project, which will incur additional expenses for supplementary work required for its completion, due to unforeseen circumstances. Commissioner Barr, seconded by McKinley, moved to approve the requested budget transfer of $72,000.00 and to approve Change Order 6 for $68,660.02 for the Phase 1 A Emergency Housing Unit. The motion passed unanimously. MAUGANS AVENUE PROJECT CLOSEOUT Rob Slocum advised that the Maugans Avenue Project is ready to be finalized after resolving an outstanding issue, leaving $602,000.00 in remaining funds. He requested the transfer of those funds to two other projects: $245,000.00 to the Transit Bus Center Project, and $350,000.00 to the Pavement Maintenance Program FY 2011 budget. The Commissioners requested further information before voting on the request. It was their consensus to address the item during the July 19, 2011 meeting. July 12, 2011 Page 4 GRANT APPLICATION - EMERGENCY SHELTER FFY 2011 Dave Jordan, Executive Director, and Sherry Neil, Deputy Director -Washington County Community Action Council, provided details of the FY 2011 Emergency Shelter Grant application and requested that the Commissioners approve submittal of the application. Ms. Neil provided details on the request, which provides funding for the operation and maintenance of the Community Action Council, CASA, St. John's Shelter, and REACH, Inc. Commissioner Barr, seconded by McKinley, moved to approve the submission of the Emergency Shelter Grant Application and approval of the forthcoming grant agreement, as well as the sub -recipient agreements as presented. The motion passed unanimously. President Baker applauded Sherry Neil for her work performed in the community featured in the current edition of Haeerstown magazine. The Commissioners congratulated Ms. Neil on the recognition. APPLICATION - SERVICE -LINKED HOUSING PROGRAM David Jordan and Sherry Neil, on behalf of the Washington County Community Action Council, Inc., requested approval to submit an application to the Maryland Department of Human Resources for $108,960.00 ($36,320.00 per year) in Service -Linked Housing funds. Ms. Neil indicated that the program provides a link to supportive services within the community for low income persons living in permanent housing and covers the cost of employee salary and benefits. Commissioner Cline, seconded by Barr, moved to approve submission of the Service - Linked Housing application to the Maryland Department of Human Resources for SFY 2011 as presented and to approve the forthcoming related grant agreements. The motion passed unanimously. SENATOR AMOSS FIRE. RESCUE AND AMBULANCE FUNDING ALLOCATION Kevin Lewis, Director of Emergency Services, presented information regarding the Senator William H. Amoss Fire, Rescue and Ambulance Fund revenues allocated to Washington County by the State of Maryland for fire and rescue companies. Mr. Lewis stated that the FY 2011 allocation is approximately $232,100.00. The Commissioners discussed the options for disbursement and agreed to allocate the funding as presented. Commissioner Barr, seconded by Callaham, moved to distribute the fiscal year FY 2011 Senator William H. Amoss Fire, Rescue & Ambulance State grant funds to the fire and rescue companies in Washington County as presented in the attachment to the Agenda Report Form. The motion passed unanimously. July 12, 2011 Page 5 MARYLAND INSTITUTE OF EMERGENCY MEDICAL SERVICES SYSTEMS/ MARYLAND HIGHWAY SAFETY OFFICE COMPUTER AIDED DISPATCH GRANT Kevin Lewis requested approval to authorize the Department of Fie and Emergency Services to accept a Maryland Highway Safety Office Computer Aided Dispatch (CAD) Grant of $14,950.08 from the Maryland Institute of Emergency Medical Services Systems (MIEMSS.) Mr. Lewis advised that the partial funding supports the development and implementation of a computer aided dispatch interface with the State of Maryland electronic patient care reporting system. He indicated that the State of Maryland is providing 40% of the funds to transition to the interface system and integrate data with the County's current CAD system. Commissioner Barr, seconded by McKinley, moved to approve the grant funding as presented. The motion passed unanimously. CITIZENS PARTICIPATION Oscar Evans of 16943 Sprecher Road, Sharpsburg discussed his displeasure with the votes cast by the Commissioners on several issues. OTHER BUSINESS Countv Administrator County Administrator Greg Murray commented on activities of the Commissioners during the summer break, including the Direct Air flight and meeting with Lakeland officials. He stated that the Commissioners would be discussing goals and objectives for the coming year during next week's meeting. Mr. Murray welcomed Sarah Lankford to her new position as Director of Public Relations and Community Affairs. CONTRACT RENEWAL — TRANSFER STATIONS AND ON-SITE AT FORTY WEST LANDFILL Cliff Engle, Deputy Director -Solid Waste Department, and Rick Curry, Buyer -Purchasing Department, provided details for renewal of the contract (PUR-1137) for Contract Services at Transfer Stations and On -Site at the Forty West Landfill. Mr. Curry recommended that the contract be awarded to Peck's Refuse Disposal, LLC of McConnellsburg, Pennsylvania for $308,435.00, based on rates proposed for service including the Forty West Landfill plus Alternate No. 1 for cardboard transports. He stated that Peck's has done an excellent job for the County and has held its increase to a lower amount than expected. Mr. Curry indicated that the contract guarantees no maximum or minimum amounts to the vendor. Commissioner Barr, seconded by Callaham, moved to approve the renewal of Contract PUR-1137 for Contact Services at Transfer Stations and On -Site at Forty West Landfill, including Alternate Number 1, to Peck's Refuse Disposal, LLC as presented. The motion passed unanimously. July 12, 2011 Page 6 ACOUISITION OF SEWER EASEMENT — SHARPSBURG PIKE PUMP STATION Mark Bradshaw, Deputy Director for Engineering Services -Division of Environmental Management, requested permission to finalize negotiations for the acquisition of a sewer easement for new sewer line installation. Mr. Bradshaw advised that the existing Sharpsburg Pike Pump Station is operating at approximately 90% capacity. In order to facilitate future development within the pump station's drainage basin, the County entered into a construction agreement with a developer to upgrade the existing pump station. The agreement outlines that the County is responsible for obtaining the required sewer casement(s) located on the east side of the Sharpsburg Pike. Mr. Bradshaw estimated the fiscal impact to be $20,860.00. The Commissioners discussed the request. Commissioner Barr, seconded by McKinley, moved to permit the Real Property Administrator to finalize negotiations for the acquisition of the sewer easement for a new sewer line installation as presented; to approve the acquisition of the sewer easement, and to execute the necessary documentation to complete the acquisition. The motion passed unanimously. DIRECTOR OF PUBLIC RELATIONS AND COMMUNITY AFFAIRS Sarah Lankford introduced herself as the new Director of Public Relations and Community Affairs. The Commissioners welcomed her to the new position. CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Barr, moved to convene in closed session at 11:26 a.m. to discuss the appointment, employment, assignment, compensation, and/or performance evaluation of appointees, employees, or officials over whom it has jurisdiction; to discuss personnel matters that affect one or more specific individuals; to consider a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State; and to consult with counsel to obtain legal advice, 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, compensation, and/or performance evaluation of appointees, employees, or officials over whom it has jurisdiction; discussed personnel matters that affect one or more specific individuals; considered a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State; and consulted with counsel to obtain legal advice. Present during closed session were Commissioners Terry L. Baker, John F. Barr, Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. Also present were Gregory Murray, County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney; and Kirk C. Downey, Assistant County Attorney. RECESS The Commissioners recessed at 12:04 p.m. July 12, 2011 Page 7 AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 1:32 p.m. with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaltam, Jeffrey A. Cline, and William B. McKinley. U.S. DEPARTMENT OF JUSTICE OFFICE OF JUSTICE PROGRAMS EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM Cody Miller, Grants Coordinator -Sheriffs Department, requested approval of a $16,314.00 grant from the Edward Byrne Memorial Justice Assistance Program for 2011-2014. He stated that the program allows local governments to support a broad range of activities to prevent and control crime, based on needs and conditions in the community. jvltnukes Commissioner McKinley, seconded by Barr, moved to accept the Edward Byrne Memorial anwt"Justice Assistance Program grant of $2Q,&60-.00 as presented. The motion passed � J vo-P—unanimously. t'[. Co Uket k 7 la4,11 t,ETHICS ORDINANCE INFORMATIONAL PRESENTATION Vcv Kjrk C. Downey, Assistant County Attorney, advised the Commissioners that the law in Maryland relating to local ethics ordinances was changed by legislation passed by the General Assembly in 2010. He stated that it will be necessary to repeal the County's current Ethics Ordinance and replace it with a new Ordinance modeled after one provided by the State Ethics Commission. Mr. Downey indicated that a public hearing would be scheduled regarding the proposed Ordinance and the State must review the final document for compliance with state law. He stated that the proposed Ordinance would be brought back before the Commissioners for further discussion and final approval prior to the required implementation date of October 1, 2011. REJECTION OF PROPOSALS — LANDFILL MONITORING SERVICES Karen Luther, Purchasing Agent, and Cliff Engle, Director -Solid Waste Department, recommended that the Commissioners reject all proposals received to provide Landfill Monitoring Services (PUR-1156) due to changes needed in contract language. Ms. Luther advised that the request would allow all bidders to submit uniform proposals and would also provide the existing contractor, Maryland Environmental Set vices (MES) with a sixty calendar day notice of the intent to terminate set -vices prior to any contract expiration term (June 30) and not a sixty calendar day notice at any time during the contract term. Ms. Luther stated that, due to an oversight, MES was not notified within the required period and therefore, it is recommended that the County continue the current contract with MES and to place a Request for Proposal notice in January 2012 for the set vices. Commissioner Callaham, seconded by Barr, moved to reject all proposals for Landfill Monitoring Services (PUR 1156.) The motion passed unanimously. WORK SESSION - COUNTY RECYCLING INITIATIVE Greg Murray introduced a work session discussion with the Commissioners regarding current recycling efforts by the County and proposed recycling initiatives to be considered July 12, 2011 Page 8 and implemented by November 2011. Cliff Engle, Director -Solid Waste Department and Tony Drury, Recycling Coordinator, presented various options available for recycling and their costs. Mr. Engle advised that all private refuse haulers in the County could now offer recycling to customers for a fee. He indicated that recycling bins would soon be converted to single -stream recycling where materials may be co -mingled. The ongoing issue with abuse at drop box location sites was discussed. Mr. Drury advised that no additional organizations have agreed to sponsor drop boxes at their locations due to the abuse. It was the consensus of the Commissioners to pursue paying some organizations for allowing bins on their properties, for accepting additional bins if agreed, and to volunteers to monitor the sites. It was agreed to hold a public meeting in August to obtain citizen comments. Tony Drury announced the results of a phone book recycling contest sponsored by his Department through Washington County schools. He thanked sponsors for their donations: Tom Grosh Lawn Service - $500.00, EZ -To -Use commercial phone directories - $300.00, Washington County Teachers Federal Credit Union - $200.00, Staples — 3-$25 gift cards. Mr. Drury stated that 9717 phone directories were recycled saving 62 trees, 233 gallons of oil, 153 gallons of gas, 25,480 gallons of water, and 11 cubic yards of landfill space. Winners were Hancock Elementary - 1 st place, Clear Spring Middle School — 2nd place, Fountain Rock Elementary - 3rd place, Rockland Woods Elementary - 4th place, Pleasant Valley Elementary - 5th place, and Clear Spring Elementary - 6th place. CK�7►ii/�D `►��li`►[y7[�I.9�7.�X9ZIl►1 Commissioner McKinley, seconded by Callaham, moved to convene in closed session at 3:37 p.m. to discuss the appointment, employment, assignment, compensation, and/or performance evaluation of appointees, employees, or officials over whom it has jurisdiction; to discuss personnel matters that affect one or more specific individuals; to consider a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State; and to consult with counsel to obtain legal advice, 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, compensation, and/or performance evaluation of appointees, employees, or officials over whom it has jurisdiction; discussed personnel matters that affect one or more specific individuals; considered a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State; and consulted with counsel to obtain legal advice. Present during closed session were Commissioners Terry L. Baker, John F. Barr, Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. Also present were Gregory Murray, County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney; Kirk C. Downey, Assistant County Attorney, and at various times Dori Nipps, Tim Henry, Phil Ridenour, Greg Larsen, and Joe Kroboth, IIl. July 12, 2011 Page 9 ADJOURNMENT Commissioner Cline, seconded by McKinley, moved to adjourn at 5:34 p.m. The motion passed unanimously. Gregory B. lay, Cou ty Administrator l n- '�\-� -7o1'iii M. Martirano,-ourt�y Attorney P Imo, _..._.-- Vicki C. Lumm, County Clerk