Loading...
HomeMy WebLinkAbout10.18.2011 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland October 18, 2011 President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 1:10 p.m. with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr offered the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES Approval of minutes from the meetings held on October 4 and October 11 will be considered during the next meeting of the Commissioners. PROCLAMATION — BREAST CANCER AWARENESS MONTH Holly Luther, Community Health Educator for the Breast and Cervical Cancer Programs, Washington County Health Department, accepted a proclamation from the Commissioners for Breast Cancer Awareness Month, observed in October. Ms. Luther described programs sponsored by the Health Department and thanked the Commissioners for the proclamation. (Commissioner Barr left the meeting at 1:20 p.m.) COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline thanked the Town of Hancock for hosting the evening meeting of the Commissioners last week. He thanked all who participated in the first Customer Appreciation Week held by the Division of Plan Review and Permitting. Mr. Cline attended a Disabilities Advisory Committee meeting and Greater Washington County Leadership Prayer breakfast. He described touring the Masters Woodshop facility, which was once part of the Statton Furniture Company. Commissioner Cline attended a pancake breakfast and parade during Williamsport High School's Homecoming festivities. He served as a judge for the turkey -tasting event sponsored by the Agricultural Education Center. Commissioner Cline attended the grand opening of a new business in the community, the Seven Ten bowling facility, which employs 56 full and part-time individuals. Commissioner Callaham spoke on the subject of character to the Fellowship of Christian Athletes at South Hagerstown High School. She enjoyed the Wings and Wheels Expo at the Hagerstown Regional Airport. Ms. Callaham attended the Black Rock Golf Board meeting and suggested the cross promotion of the County's Airport and Golf Course facilities during County sponsored/funded events. She reported visiting the Masters Woodshop facility with Commissioner Cline. Commissioner Callaham attended a meeting of the Hagerstown Eastern Panhandle Metropolitan Planning Organization (HEPMPO.) October 18, 2011 Page 2 Commissioner McKinley reported presenting a proclamation, on behalf of the Commissioners, during the 35th Annual Showcase of Bands event held last week at South Hagerstown High School. He also attended the HEPMPO meeting in Martinsburg, West Virginia. Mr. McKinley thanked County staff for assisting citizens with concerns. Commissioner Baker thanked the Town of Hancock for hosting last week's meeting of the County Commissioners. He attended a meeting of the Economic Development Commission Board and reported that it was very productive. BID AWARD — ELECTRICAL IMPROVEMENTS AT SELECT COUNTY FACILITIES Rob Slocum, Deputy Director, Public Works, and Jim Sterling, Director, Parks, Recreation, and Facilities Department, provided information on bids received for electrical improvements at select County facilities (Contract No. WC -EL -158-28), namely 33-35 West Washington Street, 80 West Baltimore Street, 95 West Washington Street, 100 West Washington Street, and 1000 West Washington Street, Mr. Sterling described energy audits performed at the facilities and improvements that would yield cost savings. The audit was provided by a grant administered through the United States Department of Energy (DOE) National Energy Technology Laboratory, which was fully funded using American Reinvestment and Recovery Act (ARRA) funds. He stated that the recommended energy-saving projects were divided into two categories, Electrical Improvements and Mechanical Improvements. Mr. Slocum discussed the plans and recommended awarding the contract for Electrical Improvements to the lowest responsive, responsible bidder, The Eastern Sales & Engineering Co., Inc., for $128,944.76. The Commissioners discussed the recommendation. Commissioner McKinley, seconded by Cline, moved to award the contract for electrical improvements at select County facilities to the lowest responsive, responsible bidder, The Eastern Sales & Engineering Co., Inc., for $128,944.76 as presented. The motion passed unanimously. Ms. Callaham discussed data provided on the Agenda Report Form with Mr. Slocum and Mr. Sterling. BID AWARD — MECHANICAL IMPROVEMENTS AT SELECT COUNTY FACILITIES Rob Slocum and Jim Sterling recommended award of the bid for mechanical improvements at select County facilities (Contract No. WC -ME -157-28) to the lowest responsive, responsible bidder, Adrian L. Merton, Inc., for $304,945.00. Mr. Slocum discussed the bids received for mechanical services to be performed at 33-35 West Washington Street, 80 West Baltimore Street, and 100 West Washington Street. Mr. Sterling described proposals that would achieve substantial long-term cost savings. He requested to transfer $70,000.00 from an account budget for a chiller unit to the project budget account to perform all work that is necessary and recommended by the audit. With that transfer, the recommended bid award would be fully funded. October 18, 2011 Page 3 Commissioner Callaham, seconded by Cline, moved to transfer $70,000.00 from Capital Improvement Project BLD -063, as recommended by staff, and award the Mechanical Improvements at Select County Facilities contract to the lowest responsive, responsible bidder, Adrian L. Merton, Inc., for $304,945.00. The motion passed unanimously. (Commissioner Barr returned to the meeting at 1:50 p.m.) PARCEL VECTORIZATION PROJECT WRAP-UP AND DISTRIBUTION POLICY Ron Whitt, Information Technology (IT) Director, and Bud Gudmundson, Geographic Information System (GIS) Manager, presented an update on the County's Parcel Vector Data Distribution Project and Policy. Mr. Gudmundson stated that the completed project, which began in 2009, involved mapping over 60,000 parcels and 5000 subdivisions into digital maps, to be used by the 911/Emergency Medical Services' computer mapping system, the Economic Development Commission, Department of Planning and Zoning, Division of Plan Review and Permitting, and other County departments. Mr. Gudmundson detailed uses for the digitized maps and recommended a policy that allows the GIS Office to distribute the comprehensive parcel vector data set in AutoCAD or GIS format via a license agreement and license fee. The policy would allow the County to recoup data preparation, maintenance and distribution costs via a fee established by the County Commissioners. The GIS Office will provide parcel vector data for viewing as a free service on the County's website. Commissioner McKinley, seconded by Callaham, moved to approve the Parcel Vector Data Distribution Policy as presented. The motion passed unanimously. CITIZENS PARTICIPATION David Engle, Director of the Washington County Department of Social Services, distributed the Winter 2010-2011 edition of the Ronald McDonald House Charities magazine that included an article about a Hagerstown couple that stayed at the facility after their daughter's premature birth and recovery. He noted that the mother is now attending classes and the family is living at the newly located Family Center in Hagerstown, toured by the Commissioners last week. COMMUNITY ORGANIZATION FUNDING Debra Murray, Budget and Finance Director, and Jim Hovis, Gaming Director, presented the latest proposals developed to set a formal priority setting process that would standardize the process using predetermined evaluation criteria, and measure whether organizational goals and objectives were being met with the funding provided. Ms. Murray presented an outline of recommendations that include Community Organizational funding (general fund dollars), Hotel Rental Tax funding, and General Fund money. A five member Board, whose members would setve two, four-year terms, would review applications and make recommendations to the Commissioners regarding Community Organizational funding. The Commissioners agreed that they would each have one appointment to the new Board. The Hotel Rental Tax fund would be administered by the October 18, 2011 Page 4 Gaming Office, as it specifically relates to 30% of the available Hotel Rental Tax funds to be used for tourism, cultural, and recreation purposes. The Commissioners would retain control over the remaining 70% of the Hotel Rental tax monies to use for economic development. The Commissioners would also have the ability to adjust the target at any time for unknown opportunities that arise if funds are available. The General Fund Contingency would cover all other organizations that are not requesting base line appropriations under Community Organization funding or that do not qualify for Hotel Rental Tax funding. The Gaming Office would administer 10% of the total contingency funds as determined by the Commissioners. Ms. Murray provided details of the plan to consolidate the Gaming Office and the Community Partnership for Children and Families, to be known as the Office of Community Grant Management. Gaming Director Jim Hovis would assume responsibility for the new department, which would be under the supervision of the Department of Budget and Finance. The Commissioners discussed details of the proposal. Commissioner Cline, seconded by Callaham, moved to confirm the structure and process as presented and discussed for Community Organizational Funding, with each Commissioner having one Board member selection. The motion passed unanimously. CI7I-roLM7J iZ.I19f_DlIM Countv Administrator Comments County Administrator Greg Murray noted the recent passing of Captain Rodney Weicht and recognized his years of service in the Washington County Sheriff's Department. He stated that the Greater Hagerstown Committee (GHC) would soon be inviting the Commissioners to its annual meeting with City and County officials. A new meeting format has been developed where each elected official will be encouraged to express his or her thoughts and concerns regarding issues in the community and how the GHC can assist. Mr. Murray indicated that a meeting was being set with the Hagerstown -Washington County Chamber of Commerce and GHC to discuss business opportunities and concerns of local business owners. Resorts From Countv Staff Division of Plan Review and Permittine Jennifer Smith, Director, and Angela Smith, Deputy Director of the Division of Plan Review and Permitting, provided a summary of the first Customer Appreciation Week that saw 163 customers, a 21% increase in permit applications compared to the same time in 2010, $8,619.55 in customer savings, 57 customers entered into the $50.00 voucher drawings, and 23 technical questions answered by staff. The Commissioners congratulated the Division for the successful affair and expressed support for an annual event. Haeerstown Reeional Airroort Phil Ridenour, Airport Director, stated that the Wings and Wheels Expo was a tremendously successful event that received many positive comments from attendees. He thanked the Commissioners and companies in the community for their support. He stated October 18, 2011 Page 5 that the Commissioners would be invited to tour the Hagerstown Aviation Museum in the near future. CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Barr, moved to convene in closed session at 3:46 p.m. to discuss the appointment, employment, assignment, promotion, 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 consult with staff, consultants, or other individuals about potential litigation; 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, promotion, 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; consulted with staff, consultants, or other individuals about potential litigation; and consulted with counsel to obtain legal advice. Present during closed session were Commissioners 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 M. Martirano, County Attorney; and at various times Commissioner Terry L. Baker; Joe Kroboth, III, Public Works Director; Rob Slocum, Deputy Director, Public Works; Jim Plummer, Project Manager, Capital Projects Engineering; and Kevin Cerrone, Transit Director. ADJOURNMENT Commissioner McKinley, seconded by Callaham, moved to adjourn at 4:15 p.m. The motion passed unanimously. Gregory B. urray, Co -I y Administrator -1—ohn M. Martirano, C ntv-A'ttomey Vicki C. Lumm, County Clerk