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HomeMy WebLinkAbout04.14.2015 MinutesV� BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland April 14, 2015 INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Myers 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 1:07 p.m. in the County Administration Building located at 100 West Washington Street, Room 227, Hagerstown, with the following members present: Vice President Jeffrey A. Cline and Commissioner LeRoy E. Myers, Jr. Vice President John F. Barr was absent. APPROVAL OF MINUTES —MARCH 31, 2015 Commissioner Cline, seconded by Myers, moved to approve the minutes of March 31, 2015. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline participated in this morning's accreditation evaluation meetings at Hagerstown Community College (HCC). He enjoyed attending several local Little League opening day ceremonies. Mr. Cline reported attending the FedEx Solar Facility dedication and he recognized the company for supporting the green energy initiative in the community. He expressed appreciation to all fire companies and Community Rescue Service for conducting open house recruitment events at their stations. Commissioner Cline recognized his brother, Mike Cline, for being honored for his volunteer efforts on behalf of the Fellowship of Christian Athletes organization. Commissioner Myers recognized the Fellowship of Christian Athletes organization of which his son, Scott, serves as area director. Commissioner Baker attended HCC's accreditation evaluation meetings. He participated in a trash pickup along Virginia Avenue sponsored by the Williamsport Lions Club. He reported on a Recreation and Parks Board meeting where members discussed possible uses for Program Open Space funds. Commissioner Baker participated in opening day ceremonies for the Conococheague Little League and noted that it now offers a Girls Softball League. REPORTS FROM COUNTY STAFF Emergency Services Charles Summers, Deputy Director, Emergency Services, recognized National Telecommunicators Week that acknowledges those employed in the 9-1-1 Telecommunications field. The Commissioners expressed appreciation for the important jobs they perform. April 14, 2015 Page 2 Health and Human Services — Vacant Emplovee Positions Stephanie Stone, Director, Health and Human Services, requested permission to advertise to fill two vacant County positions, as follows: One Equipment Operator, Grade 10, Solid Waste Department (to be first advertised internally for five days.) Commissioner Cline, seconded by Myers, moved to advertise to fill the position as presented. The motion passed unanimously. One Motor Equipment Operator I, Grade 6, Highway Department (to be first advertised internally for five days.) Commissioner Cline, seconded by Myers, moved to advertise to fill the position as presented. The motion passed unanimously. WASHINGTON COUNTY PUBLIC SCHOOLS 2015 PUPIL GENERATION RATES Stephen Goodrich, County Planning and Zoning Director, and Chad Criswell, Director of Facilities Planning and Development for the Washington County Board of Education (BOE), presented the 2015 pupil generation rates developed for Washington County Public Schools (WCPS). Mr. Goodrich described the yearly process performed to estimate the number of new students expected in the public schools system as a result of the construction and occupancy of new dwelling units. Mr. Criswell outlined the criteria used by the Board of Education and the County's Planning and Zoning Department to develop figures to meet the requirements of Section 5.5 of the Adequate Public Facilities Ordinance entitled "Measuring for Available Capacity." The Commissioners discussed the information presented. Commissioner Myers, seconded by Cline, moved to approve the 2015 Pupil Generation Rates prepared by Washington County Public Schools in accordance with the Adequate Public Facilities Ordinance, Section 5.5, as follows: Single Family - Elementary 0.41, Middle 0. 17, High School 0.23 average per household; Townhomes — Elementary 0.30, Middle 0.09, High School 0.13 average per household; and Multi -Family — Elementary 0.3 3, middle 0. 14, High School 0.17 average per household. The motion passed unanimously. (3-0, Commissioner Barr was absent.) RESCIND AWARD/AWARD OF ITEM NO. 2. BID FOR VEHICLES AND ON - ROAD INDUSTRIAL EQUIPMENT Rick Curry, Buyer, Purchasing, and Ed Plank, Director, Highway Department, recommended rejection of the bid received from Valley Supply and Equipment Co., Inc. (Valley) for bid item No. 2, a 2 1/2 ton compactor, (PUR-1260) based on its letter dated March 25, 2015, and to award the item to the next responsive, responsible bidder, Alban Tractor Co., Inc. of Baltimore, Maryland, (Alban) for the lowest bid of $40,134, contingent April 14, 2015 Page 3 upon Alban Tractor Co., Inc. honoring its initial bid price, or in the alternative to re - advertise. Mr. Curry advised that the Commissioners awarded a one -ton ride -on double drum asphalt compactor and one 2 '/2 ton ride -on double drum asphalt compactor to Valley on January 27, 2015. The compactor supplied does not comply with bid specifications and Valley subsequently sent a letter to the County to request rejection of its delivery. The recommendation is to accept the $40,134 bid from Alban if it would agree to that initial bid price, which is ninety days beyond the bid -binding clause. If Alban refuses to honor its initial bid, the recommendation is to re -advertise the bid and solicit new pricing. The Commissioners discussed the circumstances of the proposal. Commissioner Myers, seconded by Cline, moved to rebid Item No. 2 (2 1/2 ton compactor). The motion passed unanimously. (3-0, Commissioner Barr was absent.) County Attorney John Martirano advised that the motion should have included verbiage to rescind the earlier award to Valley Supply and Equipment Co., Inc. Commissioner Myers moved to revise/amend his motion to include that verbiage and Commissioner Cline seconded the motion. The motion passed unanimously. (3-0, Commissioner Barr was absent.) BID AWARD — LABORATORY SERVICES FOR WATER/WASTEWATER TESTING FOR THE DEPARTMENT OF WATER QUALITY Mr. Curry and Julie Pippel, Director, Environmental Management, presented the recommendation to award the bid for Laboratory Services for Water/Wastewater Testing (PUR-1272) for the Department of Water Quality to the responsive, responsible bidder, ALS USA Corporation/dba ALS Environmental, of Middletown, Pennsylvania, which submitted the lowest (annual) Total Bid Sum of $41,949. The services include the pickup, preservation and transportation of samples from the department's lab twice per week. Funds for the services are included in the department's operating budget. Commissioner Cline, seconded by Myers, moved to award the bid for Laboratory Services for Water/Wastewater Testing for the Department of Water Quality to the responsive, responsible bidder, ALS USA Corporation/dba ALS Environmental, of Middletown, Pennsylvania, which submitted the lowest (annual) Total Bid Sum of $41,949 as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) BID RENEWAL — UNIFORMS FOR WASHINGTON COUNTY SHERIFF'S OFFICERS Rick Curry and Major Pete Lazich, Sheriff's Department, recommended renewal of the contract for Providing Uniforms for the Washington County Sheriff's Officers (PUR-1206) to Red the Uniform Tailor, Inc., of Lakewood, New Jersey, for a one-year period beginning May 16, 2015 at the same terms and conditions, with the exception of increasing the cost of several items by 2-3% as listed. Mr. Curry indicated that uniforms are purchased on an as -needed basis and the County does not guarantee a minimum or maximum quantity. The Commissioners discussed the recommendation. April 14, 2015 Page 4 Commissioner Cline, seconded by Myers, moved to renew the contract with Red the Uniform Tailor, Inc., of Lakewood, New Jersey, with the proposed prices as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) BID AWARD — ONE NEW 2015 OR LATEST PRODUCTION MODEL REGULAR CAB/CHASSIS TRUCK WITH A DUMP BODY Rick Curry and John Pennesi, Deputy Director, Parks and Facilities, recommended awarding the bid for the purchase of one New 2015 or Latest Production Model Regular Cab/Chassis Truck with a Dump Body (PUR-1273) to the responsible bidder with the lowest responsive bid to upper Marlboro Ford, LLC of Upper Marlboro, Maryland, at a total bid price of $55,800. The new truck will replace a 2004 Ford F-550 with 180,000 miles on the odometer. The Commissioners discussed the recommendation. Commissioner Myers, seconded by Cline, moved to award the bid for the purchase of one New 2015 or Latest Production Model Regular Cab/Chassis Truck with a Dump Body to the responsible bidder with the lowest responsive bid, Upper Marlboro Ford, LLC of Upper Marlboro, Maryland, at a total bid price of $55,800 as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) CONTRACT AWARD — 40 WEST LANDFILL EMERGENCY WASHOUT REPAIR Karen Luther, Purchasing Director, and Dave Mason, Deputy Director, Water Quality, recommended award of the contract for the 40 West Landfill Emergency Washout Repair Project (PUR 1274) to the responsible, responsive bidder, David H. Martin Excavating, Incorporated of Chambersburg, Pennsylvania, which submitted the lowest Total Sum Bid of $57,045. Mr. Mason described the work to be performed by the contractor that includes clearing, grubbing and stripping all areas to the limits of work, excavation, mechanically stabilizing earth, non -paved area restoration, erosion and sediment control. Commissioner Myers, seconded by Cline, moved to award the contract for the 40 West Landfill Emergency Washout Repair Project to the responsible, responsive bidder, David H. Martin Excavating, Incorporated of Chambersburg, Pennsylvania, which submitted the lowest Total Sum Bid of $57,045 as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) UPDATE TO BUSINESS EXPENSE POLICY Debra Murray, Chief Financial Officer, presented proposed updates to the Business Expense Policy that has had no major revisions since 2001. The revisions include the consolidation of the purchasing card and prior business expense forms into one form. Other items have been clarified to cover any available funding sources, and a new International Travel Authorization form has been added that must be submitted prior to any travel. Employees will also receive the new Traveler's Quick Reference Guide. April 14, 2015 =� \ Page 5 Commissioner Myers, seconded by Cline, moved to accept the revised Business Expense Policy as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) FISCAL YEAR 2016 BUDGET DISCUSSION Debra Murray, Chief Financial Officer, and Kim Edlund, Director, Budget and Finance, discussed the County's Fiscal Year 2016 budget including historical data and proposed operating budgets for the categories of Emergency Services, the Court System, and State Operations. Under Operating Transfers, noted changes include the Highway Fund and the Black Rock Golf Course, which require additional operating subsidies. Operating Transfers represent 5% of the total operating budget. Capital Related Items involve the Capital Improvement Program (CIP) pay -go cash to capital programs to pay for construction projects and debt service. General Fund expenditures for the court system show slight increases, mainly due to personnel costs. Personnel Costs under the category of Other Proposed General Fund Expenditures reveal an overall decrease of $87,000. County employee health care costs are planned to increase 4% to the employer and 14-20% to the employee, depending on the level of coverage. A shift is being made toward employees paying a higher percentage of health care costs mainly due to new health care laws. Operating Costs show a $64,000 decrease with a $108,000 increase in general liability insurance. The Capital Outlay category was reduced from $225,000 to $191,000 by moving several vehicle requests to the CIP. Debra Murray and County Administrator Greg Murray discussed the County's recommended Pension Funding Policy and the principles recommended by the Governmental Accounting Standards Board (GASB). The policy affirms the County's current annual required contribution method and the review of actuarial cost methods and assumptions. Ms. Murray indicated that the Commissioners need to affirm their intention to advertise to hold the budget public hearing on May 5, 2015 and to keep the current tax rate of $0.948 per $100 of assessed value, and to approve the Pension Funding Policy. Ms. Murray reviewed an update to the Capital Improvement Budget Draft 2 that added $550,000 for repairs to the Detention Center's HVAC system. The proposed budget provides for $12 million in proposed borrowing for Fiscal Year 2016 with a total proposed budget of $51.7 million. Major funding sources are tax -supported bonds, self -supported bonds, cash, and State and federal grants. Commissioner Cline, seconded by Myers, moved to adopt the Pension Funding Policy as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) April 14, 2015 Page 6 Commissioner Cline, seconded by Myers, moved to hold the public hearing on May 5, 2015 to present the budget as proposed with a tax rate of $0.948 per $100 of assessed value. The motion passed unanimously. (3-0, Commissioner Barr was absent.) AUTHORIZING RESOLUTION - WASHINGTON COUNTY PUBLIC IMPROVEMENT BONDS OF 2015 AND CONSOLIDATED PUBLIC IMPROVEMENT REFUNDING BONDS OF 2015 Lindsey Rader, Bond Counsel for Washington County, and Sara Greaves, Deputy Director, Budget and Finance, presented an authorizing resolution for approval by the County Commissioners, to issue and sell two separate series of general obligation bonds in the aggregate amount not to exceed $44,960,000 for financing costs of certain public facilities and projects and refunding certain outstanding County general obligation bonds. Ms. Rader advised that certain laws of Maryland authorize and empower the County Commissioners to issue and sell at public sale, upon its full faith and credit, two separate series of general obligation bonds for the purpose of 1) financing the cost of certain public facilities and projects, and 2) refunding in whole or part certain outstanding maturities of the Washington County, Maryland Public Improvement Bonds of 2005, Washington County, Maryland Public Improvement Bonds of 2007 and/or Washington County, Maryland Public Improvement Bonds of 2008. Bonds issued for financing purposes shall not exceed $15,460,000 in an aggregate principal amount and bonds issued for refunding purposes will not exceed $29,500,000 in an aggregate principal amount (the amortization schedule for the refunding bonds set forth in the resolution assumes an aggregate par amount of $26,580,000.) Proceeds from the bonds would be used to fund costs of certain infrastructure, public facilities, environmental and educational public facilities and projects and costs of issuance of such series. There is no additional "new money" being requested other than as was approved in the 2015 Capital Budget. The refunding bonds will be issued, if at all, to achieve debt service savings. The Commissioners discussed the matter. County Administrator Greg Murray advised that this resolution is based on the Commissioners' suggested borrowing level of $12 million. Commissioner Myers, seconded by Cline, moved to approve the resolution authorizing the County Commissioners of Washington County to issue and sell two separate series of its general obligation bonds designated, respectively, $15,450,000 "County Commissioners of Washington County Public Improvement Bonds of 2015" and $26,580,000 "County Commissioners of Washington County Consolidated Public Improvement Refunding Bonds of 2015" as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) (Resolution No. RS -2015-04 is located in the County Commissioners' Office.) WATER OUALITY BOND, SERIES 2015 AUTHORIZING RESOLUTION Lindsey Rader, Bond Counsel for Washington County, presented an authorizing resolution for approval by the Commissioners to issue and sell to the Maryland Water Quality Financing Administration (MWQFA) a general obligation bond in the principal amount not April 14, 2015 Page 7 to exceed $2,553,000 to finance or reimburse costs of Biological Nutrient Removal (BNR) and Enhanced Nutrient Removal upgrades and improvements to the Winebrenner Wastewater Treatment Plant (Winebrenner Project). Ms. Rader indicated that certain provisions of the Environment Article of the Annotated Code of Maryland and the County Code of the Public Local Laws authorize and empower the County to issue a general obligation bond to MWQFA at private sale, without public bidding, to evidence a loan from MWQFA for wastewater system facility purposes. The Winebrenner Project meets such legislative requirements and MWQFA has agreed to make a loan in a principal amount not to exceed $2,553,000 to the County for project purposes. The MWQFA loan will be at a below market rate, the bond will be structured as a draw -down obligation; the bond will mature no later than twenty years after expected project completion; and the County will enter into a loan agreement with MWQFA at closing. Wastewater system revenues are anticipated to be used to pay debt service on the bond, however, the County will pledge its full faith and credit and unlimited taxing power toward payment of the bond. Commissioner Myers, seconded by Cline, moved to issue and sell to the Maryland Water Quality Financing Administration a general obligation bond in the principal amount not to exceed $2,553,000 to finance or reimburse costs of Biological Nutrient Removal and Enhanced Nutrient Removal upgrades and improvements to the Winebrenner Wastewater Treatment Plant as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) (Resolution No. RS -2015-05 is located in the County Commissioners' Office.) MARYLAND AVIATION ADMINISTRATION GRANT Phil Ridenour, Airport Director, recommended acceptance of a Maryland Aviation Administration (MAA) grant of $138,934 for the enhancement and upgrade of the existing Virtual Perimeter Monitoring System (VPMS) at the Hagerstown Regional Airport. Mr. Ridenour described the project that will replace the existing terminal and terminal parking lot closed circuit television system that is no longer operational. The project includes the replacement of twelve terminal cameras, the installation of one new camera, and the replacement of three parking lot cameras. The total project cost including design is estimated to be $185,245, with the MAA share $138,943 (75%), and the County share $46,311 (25%). Airport capital improvement funds are available for the project; however, a $49,000 budget transfer will be necessary. Commissioner Cline, seconded by Myers, moved to accept the MAA grant of $138,934 for the enhancement and upgrade of the existing VPMS at the Hagerstown Regional Airport and to approve a budget transfer of $49,000 as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) April 14, 2015 Page 8 CHANGE ORDER - ROBINWOOD DRIVE CORRIDOR II ROADWAY IMPROVEMENTS PROJECT Rob Slocum, Director, Engineering and Construction Management, presented a proposal to approve Change Order No. 3R1 of $549,529 and including an additional 254 calendar days to Milani Construction, LLC for the Robinwood Drive Corridor II Roadway Improvements Project. He advised that an independent consultant was secured to review the contractor's claim and staff has negotiated a substantial completion date of July 31, 2015. Costs include labor and equipment that remained on site despite delays not caused by the contractor. Mr. Slocum discussed several items that have compromised the project schedule including the construction of a temporary road at Academic Boulevard and the relocation of various utilities throughout the Robinwood Drive corridor. The recommended change order is within budget. The Commissioners discussed the proposal and requested notice if the contractor begins to fall behind schedule. Commissioner Myers, seconded by Cline, moved to approve Change Order No. 3R1 to Milani Construction, LLC for $549,529 and including an additional 254 calendar days as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) MARYLAND AGRICULTURAL LAND PRESERVATION PROGRAM 60/40 MATCH FOR FISCAL YEAR 2015-16 Eric Seifarth, Rural Preservation Administrator, Planning and Zoning, presented a recommendation to approve a $104,000 commitment from the local share of the Agricultural Transfer Tax fund to the 60/40 match component of the Maryland Agricultural Land Preservation Program (MALPP) easement program for FY 2015-16. Mr. Seifarth advised that each year MALPP requests that counties advise if they wish to obligate funds to the 60/40 match portion of the Land Preservation Easement Program. One-half of the State fund is split equally between counties as "general allotment." Washington County's 40% share of the funding mechanism for FY 2015-16 will be $104,000 and the State's 60% match is $156,000. Mr. Seifarth indicated that due to low agriculture transfer tax collections the past few years, only $104,000 (40%) is being budgeted this year from the County's locally controlled agricultural transfer tax. Commissioner Myers, seconded by Cline, moved to approve a $104,000 commitment from the local share of the Agricultural Transfer Tax fund to the 60/40 match component of the Maryland Agricultural Land Preservation Program (MALPP) easement program for FY 2015-16 as submitted. The motion passed unanimously. (3-0, Commissioner Barr was absent.) EMERGENCY NUMBER SYSTEMS BOARD Susan Buchanan, Senior Grant Manager, Community Grant Management, presented information on available funding of $172,062 from the Emergency Number Systems Board (ENSB) to support two Emergency Services Department expenses: $129,000 to cover three years of support/monitoring costs for the existing Pallas telephone system, and $43,062 to April 14, 2015 Page 9 replace the damaged UPS (uninterruptible power supply) unit used by the Washington County Backup 9-1-1 Center. The ENSB utilizes fees charged on phone sales and service billing to support this funding. No matching funds are required to accept the funds. Commissioner Cline, seconded by Myers, moved to accept funding of $172,062 from the Emergency Number Systems Board to support two Emergency Services Department expenses as presented. The motion passed unanimously. (3-0, Commissioner Barr was absent.) CONVENE IN CLOSED SESSION Commissioner Myers, seconded by Cline, moved to convene in closed session at 3:34 p.m. to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, and/or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; and to discuss other personnel matters that affect 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. In closed session, the Commissioners discussed the potential appointment/reappointment of specific individuals to an advisory council over which the Commissioners have appointment authority; discussed the potential appointment of several specific individuals to a revolving loan fund committee over which the Commissioners have appointment authority; discussed the potential appointment/reappointment of specific individuals to local council over which the Commissioners have appointment authority; discussed a number of specific County employee matters/personnel recommendations with County staff, and discussed the potential appointment/reappointment of several individuals to two boards over which the Commissioners have appointment authority. During closed session, the Commissioners instructed staff to bring forth the potential appointments/reappointments to an advisory council; a revolving loan committee, a local council and two boards 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 staff regarding five specific County personnel matters/recommendations. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, and LeRoy E. 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 Stephanie Stone, Director, Health and Human Services; Charles Summers, Deputy Director, Emergency Services; Stephen Goodrich, Director, Planning and Zoning; John Pennesi, Deputy Director, Parks and Facilities; Ed Plank, Director, Highway Department; Kevin Cerrone, Director, Transit; and Angela Smith, Chief of Permitting, Plan Review and Permitting. April 14, 2015 Page 10 RECONVENE IN OPEN SESSION Commissioner Myers, seconded by Cline, moved to reconvene in open session at 4:13 p.m. The motion passed unanimously. CITIZENS PARTICIPATION There were no citizens present who wished to participate. ADJOURNMENT Commissioner Myers, seconded by Cline, moved to adjourn at 4:13 p.m. The motion passed unanimously. The Commissioners attended the 17th Annual Celebration of Business Awards at 5:00 p.m. hosted by the Washington County Department of Business Development at Fountain Head Country Club, 13316 Fountain Head Road, Hagerstown. Gregory B. urray, Co my Administrator John M. Martirano, County Attorney Vicki C. Lumm, County Clerk