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HomeMy WebLinkAbout03.13.2012 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland March 13, 2012 President Tent' L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 10:04 a.m. at 100 West Washington Street, Room 227, with the following members present: Commissioners Ruth Anne Callaham, Jeffiey A. Cline, and William B. McKinley. (Vice President John F. Barr was absent from the meeting.) INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Baker gave the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES — March 6.2012 Commissioner Cline, seconded by Callaham, moved to approve the minutes of March 6, 2012. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline attended a meeting of the Code Advisory Committee in the Division of Plan Review and Permitting. Mr. Cline participated in the ribbon -cutting ceremony for the relocated Big Lots store. He thanked County staff for maintaining information booths during the Home Builders Association Home Show this past weekend at the Hagerstown Community College (HCC) Athletic Recreation and Conmumity Center (ARCC). Commissioner Cline enjoyed a spaghetti dinner at St. John's Church in Clear Spring with entertainment by the Clear Spring High School Show Choir. He noted numerous food - related fundraisers in the community and praised the organizations for the services they provide. Commissioner Callaham attended the Big Lots ribbon cutting and the Home Builders Home Show. She participated in an I-81 Corridor Coalition conference call and noted that the organization has now agreed to accept contributions from private entities to help fund programs and studies to improve safety along the I-81 Corridor. Ms. Callaham attended the Daughters of the American Revolution Good Citizens awards. She attended the Senior High level of History Day where the Washington County Technical High School won the "Best of Show" category for a documentary titled "Vietnam—The Media's Influence." Commissioner Callaham congratulated the Girl Scouts of America organization that is celebrating its 1001h birthday this week. Commissioner McKinley attended an Economic Development Commission (EDC) Board meeting and reported that members discussed the multi -use stadium proposed for downtown Hagerstown. He welcomed Big Lots to the Valley Mall area and complimented the new attractive store. Mr. McKinley attended the Home Show at HCC and thanked the County employees who participated and answered citizens' questions. He attended the Potomac Playmakers event and silent auction at the Barbara Ingram School for the Arts. He also applauded the Girl Scouts of America on its significant anniversary. March 13, 2012 Page 2 Commissioner McKinley congratulated Public Works Director Joe Kroboth, III on being awarded the distinction of Public Works Leadership Fellow from the Mid -Atlantic Chapter of the American Public Works Association. Commissioner Baker participated in a conference call with Maryland Rural Counties Coalition lobbyist William Miles regarding updates on legislative issues of importance to the Coalition member counties. Mr. Baker noted that Cecil County has joined the Coalition and several other counties have expressed interest. He distributed an analytical perspective on Senate Bill 236 (Sustainable Growth and Agricultural Preservation Act of 2012) and County Administrator Greg Murray outlined the Four Growth Tiers outlined in the document. OTHER BUSINESS Countv Administrator Greg Murray stated that the Commissioners have been asked to provide a letter of support for a grant application by the BayRunner Shuttle service from western Maryland, provided since 2011, which offers connectivity to transportation providers in the Baltimore area. It was the consensus of the Commissioners to provide a letter of support for the service. Mr. Murray advised that continued discussions of the Capital Improvement Program budget would be held later in the meeting and that the Commissioners would see flat funding and additional cuts in County department operating budgets. Commissioner Callaham advocated a more aggressive approach to the consolidation of services. Mr. Murray noted changes in the proposal of State employee pension shifts that increase the County's maintenance of effort level to $647,000.00. The Commissioners discussed the pension shift issue now being discussed during the current legislative session. REPORTS FROM COUNTY STAFF Public Works Joe Kroboth, III, Public Works Director, advised that line striping is being performed on Robinwood Drive after a call was received from a concerned citizen. Planninu and Zonin¢ Department Stephen Goodrich, Planning and Zoning Director, distributed The Tree Book and information on Land Preservation Parks and Recreation Plan meetings to be held in the community in March 2012. CITIZENS PARTICIPATION There was no one present who wished to participate. OPERATING BUDGET REVIEW — WATER OUALITY Julie Pippel, Director of the Division of Environmental Management, and Debra Murray, Finance Director, presented an overview of the proposed Utility operating budget that includes Utilitv Administration, Water. Sewer. and Pretreatment Funds. Ms. Pippel advised that this is the first year the County's General Fund is not required to, and will not be March 13, 2012 Page 3 providing, any support to the Fund. It is now completely self- supporting. She indicated that rates for the Utility Funds have been structured so that minimal increases would occur each year to build a fund balance reserve that could be used when the General Fund contribution ceased, keeping rate increases minimal as projected. Ms. Pippel further presented the proposed water and sewer rates for FY 2013 that include an increase for the average residential user of 2.9% in sewer and 3% in water. Similar increases were proposed for other user classes. She noted that due to conservative budgeting, the increases are lower than the 4% anticipated during last year's budget projections, and are driven in large part not by operational increases but by fund balance reserve requirements. Debra Murray also proposed restructuring the delinquent fees billing process now employed by the County. She stated that the average process for late payments provides four mailed notices within a 72 -day period before utility service is turned off. The proposed change would provide three mailed notices within a 42 -day -period before service is shut off. The new process would also avoid crossing over into the next billing period. Ms. Murray recommended that delinquent fees be decreased and broken down into smaller increments, thereby allowing the fees to be recovered as services are performed. Commissioner McKinley, seconded by Cline, moved to take the proposed water and sewer rate increase and delinquent fee structure as presented to public hearing. The motion passed unanimously. OPERATING BUDGET REVIEW — PUBLIC SAFETY/EMERGENCY SERVICES Kevin Lewis, Director of the Division of Emergency Services, and Robert Moncrief, First Vice President of the Washington County Volunteer Fire and Rescue Association (WCVRA) presented the FY 2013 budget proposal for the organization, which contains an 11.24% increase. Mr. Lewis discussed cost increases that affect fire and emergency services and the decreased funding received through gaming revenue. The WCVFRA is requesting a $258,350.00 General Fund contribution from the County this year; as it is relying solely on gaining funds in the current fiscal year. The Commissioners discussed increased costs for workers' compensation, emergency personnel physicals, insurance, and equipment among other items. Mr. Lewis reviewed the Department of Emergency Management budget requests and those covering Air Unit, Special Operations, 9-1-1 Communications, and Fire and Rescue Operations. The budget increases totaled $904,350.00. RECESS The Commissioners recessed at 12:16 p.m. March 13, 2012 Page 4 AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 1:41 p.m. with the following members present: Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. 50TH ANNUAL JFK 50 MILE ULTRA -MARATHON Tom Riford, President and CEO of the Hagerstown -Washington County Convention and Visitors Bureau SCVB), and Mike Spinnler, Director of the JFK 50 -Mile Ultra -Marathon discussed the 50" annual race to be held on November 17, 2012. Mr. Riford noted the event's positive economic impact to the community and stated that the CVB is contributing $5,000.00 to the event. Mr. Spinnler described the race that will host over 1000 runners this year, including many veterans. He noted that the National Park Service has allowed the race to be held on the Appalachian Trail despite regulations established after its inception to disallow such races. Mr. Spinnler requested funding assistance for police and emergency services during the event. Commissioner McKinley, seconded by Callaham, moved to provide the same level of funding assistance for police and emergency services (approximately eighty hours) that was provided in past years for the event, with funds to be taken from the County's Hotel Rental Tax Fund. The motion passed unanimously. (Commissioner Barr was absent from the meeting.) The Commissioners presented ai�roclamation to Mr. Spinnler and Mr. Riford to rn comemorate the significant 50 anniversary year event. ACQUISITION OF REAL PROPERTY —1114 SECURITY ROAD Joe Kuhna, Real Property Administrator, requested approval to enter into an option agreement for real property acquisition at 1114 Security Road to allow for future realignment and improvements to Eastern Boulevard. Mr. Kulma described the project that includes road intersection realignment, the construction of stormwater management areas, and other improvements. He advised that $230,000.00 is available in the Capital Improvement Project Budget for the acquisition. The Commissioners discussed the request with Mr. Kuhna. Commissioner Callaham, seconded by McKinley, moved to approve an option agreement for real property acquisition at 1114 Security Road for the purposes stated, adopt an ordinance approving said purchase, and authorize the execution of the necessary documentation to finalize the acquisition. The motion passed unanimously. (Commissioner Barr was absent from the meeting.) (Ordinance No. ORD -2012-03 is located in the County Commissioners' Office) CITY/COUNTY LANDFILL LEACHATE COLLECTION SYSTEM UPGRADES David Mason, Environmental Engineer, Division of Environmental Management, requested approval of Change Order #1 to URS Corporation for up to $82,000.00 for additional design services relating to the City/County Landfill Leachate Collection System March 13, 2012 Page 5 Upgrades. Mr. Mason advised of the extent of the leachate problem at the City/County Landfill located along the Conococheague Creek and provided details on the work to be performed under the Change Order, including the construction of an access road that was planned later in project documents. The Commissioners discussed the request. Commissioner Cline, seconded by McKinley, moved to approve Change Order 91 to URS Corporation for up to $82,000.00 for additional design services as presented. The motion passed unanimously. (Commissioner Barr was absent from the meeting.) BID RENEWAL — UNIFORMS FOR WASHINGTON COUNTY SHERIFF'S OFFICERS Rick Curry, Buyer, Purchasing Department, and Major Sam Billotti, Sheriff's Department, recommended renewal of the contract for Sheriff's Department Uniforms (PUR-1129) with Red the Uniform Tailor, Inc. of Lakewood, New Jersey based on the unit costs contained in its letter dated February 11, 2012. Mr. Curry stated that the current contract was initially for a one-year period that began May 18, 2010 with two consecutive renewal periods, with no minimum or maximum quantities. The company is requesting slight increases to various items of clothing this period but did not request any when its contract was renewed last year. The Commissioners discussed the value of uniform benefits to Sheriffs Department Deputies. Commissioner McKinley, seconded by Cline, moved to renew the contract for Sheriff s Department Uniforms (PUR-1129) with Red the Uniform Tailor, Inc. of Lakewood, New Jersey based on the unit costs contained in its letter dated February 11, 2012.The motion passed unanimously. (Commissioner Barr was absent from the meeting.) STATE'S ATTORNEY'S OFFICE MEDIATION PROJECT GRANT GRANT APPLICATION — STATE'S ATTORNEY'S OFFICE MEDIATION PROJECT Charles Strong, Jr., State's Attorney, Sharon Cunningham, Director of Alternative Sanctions, and Jack Carpenter, Executive Director of the Mediation Project Program, requested approval to submit a grant application for $35,200.00 to the Maryland Mediation and Conflict Resolution Office (MACRO) for a grant titled "State's Attorney's Office Mediation Project" for Caseworker Salary. Ms. Cunningham indicated that the State's Attorney's Office has collaborated with the Washington County Mediation Center the past five years to resolve minor criminal matters through mediation. The grant money would support the salary of a caseworker who keeps records and reports the outcome of mediation sessions to the Alternative Sanctions Office. Commissioner McKinley, seconded by Callaham, moved to approve the submission of a grant application of $35,200.00 for the "State's Attorney's Office Mediation Project" for a Caseworker Salary through MACRO as presented. The motion passed unanimously. (Commissioner Barr was absent from the meeting.) March 13, 2012 Page 6 BID AWARD — PROPOSED DRAINAGE IMPROVEMENTS FOR THE SHEETS/ALESHIRE PROPERTY Rob Slocum, Deputy Director of Public Works, and Scott Hobbs, Chief of Engineering Design, recommended that the Commissioners reject the bids received for Proposed Drainage Improvements to the Sheets/Aleshire property (Contract No. DR -SA -96-12) and re -bid the project. Mr. Slocum indicated that the project was properly advertised and four bids were received. However, the low bidder, David H. Martin Excavating Co., did not receive the addenda to the bid document during the bid process, due to a department error. The bidder was not able to maintain the bid price when provided later with the addenda. The Commissioners discussed the re -bidding process with Mr. Slocum and Mr. Hobbs. Commissioner Callaham, seconded by Cline, moved to reject the bids received for Proposed Drainage Improvements to the Sheets/Aleshire property and re -bid the project. The motion passed unanimously. (Commissioner Barr was absent from the meeting.) YOUTH MERITORIOUS AWARD — MARCH 2012 The Commissioners presented a certificate of merit to Owen Glass of Boonsboro Middle School for being selected by the Washington County Community Partnership for Children and Families (WCCP) to receive a March 2012 Youth Meritorious Award. Owen was awarded a $100 Office Max gift card from the WCCP. The Commissioners presented him a Washington County pin and commended him for his leadership, academic, and extra- curricular activities. CAPITAL IMPROVEMENT PROGRAM DRAFT REVIEW — DRAFT 2 Joe Kroboth, III, and Debra Murray, of the Capital Improvement Project (CIP) Committee, presented the second draft of projects proposed for inclusion in the FY 2013 CIP budget over the next ten years. Ms. Murray advised that the County's General Fund Contingency line item increase of $495,000.00 would be eliminated for 2013 in conjunction with the General Fund balancing process. The Capital Fund vehicle replacement program is a new line item that will fund capital outlay that was eliminated in prior year operating budgets due to budget constraints. Ms. Murray stated that the John Howard Trust Fund could be used for the park land acquisition project. Conditions of the Trust state that funds are to be used for the purchase of golf course, park land and or park improvements. (The Commissioners suspended the discussion to move to the next agenda item.) YOUTH MERITORIOUS AWARD — MARCH 2012 The Commissioners presented a certificate of merit to Darina Kantsavenka of the Barbara Ingram School for the Arts for being selected by the Washington County Community Partnership for Children and Families (WCCP) to receive a March 2012 Youth Meritorious Award. Darina was presented a $100 Office Max gift card from the WCCP and a Washington County pin from the Commissioners. She was commended for her scholastic and extra -curricular activities. March 13, 2012 Page 7 CAPITAL IMPROVEMENT PROGRAM DRAFT REVIEW — DRAFT 2 (cont.) Joe Kroboth, III, and Debra Murray continued discussions of CIP items in Draft 2. Ms. Murray recommended the elimination of leachate and force main CIP projects scheduled to use bond money in 2012, and cash in 2013, upon review by the Department head and Division director. She requested permission from the Commissioners to reduce self- supporting debt by $1,285,100.00 and to use the combined cash from the two projects to pay for the leachate system instead. Commissioner McKinley, seconded by Cline, moved to enact the transfer of the money as presented. The motion passed unanimously. (Commissioner Bair was absent from the meeting.) The Commissioners discussed the $14 million borrowing amount in the CIP budget and the cut -rent eligibility for the Senior Citizen Supplemental Homeowners' Property Tax Credit, which is now age 65 with a maximum income level of $12,000.00. It was their consensus to further review the document and the information presented today, and to discuss it during next week's meeting. CONVENE IN CLOSED SESSION Commissioner McKinley, seconded by Cline, moved to convene in closed session at 3:58 p.m. to consider a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State, 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 considered a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State. Present during closed session were Commissioners Terry L. Baker, Ruth Anne Callaham, Jeffi•ey A. Cline, and William B. McKinley. Also present were Gregory Murray, County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney; and at various times, Tim Troxell, Director, and Rob Ferree, Deputy Director, Economic Development Commission; and Peter Thomas, Executive Director of the Western Maryland Consortium. ADJOURNMENT Commissioner Cline, seconded by McKinley, moved to adjourn at 4:36 p.m. The motion passed unanimously. :1 John M. Martiranor/County ttomey Vicki C. Lumm, County Clerk