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HomeMy WebLinkAbout05.19.2015 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland May 19, 2015 MEETING WITH LOCAL DELEGATION The Board of County Commissioners met with local delegation members Senator Andrew Serafini and Delegates Brett Wilson and Neil Parrott at 7:30 a.m. to review the recent 2015 legislative session. Senator Serafini discussed several bills that passed during the session including the Washington County Tax Increment Financing (TIF) - Application of Bond Proceeds (to provide the County additional authority to engage in TIF proposals) and Washington County Property Tax Credit for Economic Development Projects (to establish a tax credit for business entities that invest at least $10,000,000 in Capital Improvements and create at least 100 new full-time positions.) Bills not passing this session included the Washington County Building Performance Standards -Modifications, Local Enforcement (allowing the County to move to a six-year cycle, rather than three-year cycle, for adoption of certain building codes) and the Washington County Property Tax Credit for Disabled Veterans (a proportional property tax credit beginning at 50% for service -disabled veterans). The group discussed developing 2016 legislative priorities early this fall. RECESS The Commissioners recessed at 8:55 a.m. COUNTY EMPLOYEE SERVICE/RETIREMENT AWARDS LUNCHEON The County Commissioners hosted the annual Employee Service/Retirement Awards luncheon at 12:00 p.m. at the Hager Hall Conference and Event Center, 901 Dual Highway, Hagerstown. County Administrator Greg Murray provided opening remarks and President Terry L. Baker gave the Invocation. The Commissioners presented awards in appreciation to employees for their years of service to Washington County Government. In addition, the following retirees were recognized: Daniel Harrison, Doreen Burcker, Patsy Crumbacker, Jack Willis, Ernest White, Randy Wilkinson, James Clay, Greg Johnston, Ed Rakowski, Gray Hebb, Steve Stotelmyer, Steve Zies, Becky Maginnis, Rusty Bowser, Diane Mongan, Claude Belew, Jerry Nave, Dawn Barnes, David Turnbull, Frank Palmer, David Potter, Mike Rohrer, Pam Drenner, and Craig Pensinger. The Commissioners thanked the employees for their work and dedication in serving County citizens. CALL TO ORDER President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland, to order at 1:52 p.m. at the Hager Hall Executive Board Room with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr, LeRoy E. Myers, Jr. and Vincent G. Spong. CONVENE IN CLOSED SESSION Commissioner Barr, seconded by Myers, moved to convene in closed session at 1:52 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; to discuss other May 19, 2015 Page 2 personnel matters that affect one or more specific individuals; and to consider the accordance with Section 3-305(b) (1) and (3) of the General Provisions Article of the acquisition of real property for a public purpose and matters directly related thereto, in Annotated Code of Maryland. County Attorney John Martirano informed the Commissioners of an additional reason for closed session. The additional reason is "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 3-305(b) (4) of the General Provisions Article of the Annotated Code of Maryland. Commissioner Barr agreed to revise his motion to add the additional reason for closed session and Commissioner Myers seconded the revised motion. The motion passed unanimously. In closed session, the Commissioners discussed the potential appointment of several specific individuals to two boards over which the Commissioners have appointment authority; discussed the potential reappointment of specific individuals to a local authority over which the Commissioners have appointment authority; discussed a specific County employee matter/personnel recommendation with County staff, and discussed with staff an local entity's proposal to expand its operation in the County. During closed session, the Commissioners instructed staff to bring forth the potential appointments to boards over which the Commissioners have appointment authority for further consideration and discussion and a possible vote during today's open session meeting; instructed staff to bring forth the potential reappointments to an authority over which the Commissioners have appointment authority for further consideration and discussion and a possible vote during today's open session meeting; provided specific direction to staff regarding one County personnel matter/recommendation; and requested further information from staff relating to an entity's proposal to expand its operations in the County. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, John F. Barr, LeRoy E. Myers, Jr. and Vincent Spong. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, County Clerk; Katie Yoder, Executive Administrative Assistant; John Martirano, County Attorney, and at various times Rob Slocum, Director, and Susan Small, Real Property Administrator, Engineering and Construction Management; and Stephanie Stone, Director, Health and Human Services. RECONVENE IN OPEN SESSION Commissioner Myers, seconded by Barr, moved to reconvene in open session at 2:13 p.m. The motion passed unanimously. The Commissioners returned to the County Administration Building to hold their regular meeting. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr gave the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. May 19, 2015 Page 3 CALL TO ORDER President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland, to order at 3:06 p.m. at 100 West Washington Street, Room 227, with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr, LeRoy E. Myers, Jr. and Vincent G. Spong. APPROVAL OF MINUTES —MAY 12, 2015 Commissioner Myers, seconded by Cline, moved to approve the minutes of May 12, 2015. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline attended the grand opening of the Apple Valley Single Stream Recycling Center and the economic development presentation in Boonsboro by Business Development Director Kassie Lewis. He was present for the Day of Hope ceremony at Wheaton Park. Mr. Cline presented a certificate of recognition to new Eagle Scout Dillon Hutson. He attended the Recreation and Fitness Department youth recital and the grand opening of the Eclipse Salon and Spa. Commissioner Cline attended the Governor's Drug Summit hosted by Lt. Governor Boyd Rutherford and the grand opening of Delegate Brett Wilson's local office. He recognized the town of Clear Spring for sponsoring the National Pike Wagon Train event this past weekend. Mr. Cline congratulated all County employees and retirees honored at today's recognition luncheon. Commissioner Spong attended the Western Maryland City Ballet recital. Commissioner Myers described operations of the Apple Valley Waste recycling center that now employs thirty employees. He attended the retirement event for State Highway Administration Branch Manager Rebecca Snyder. Mr. Myers commended staff in the Engineering and Construction Management and Plan Review and Permitting offices for improvements made to citizen services. He thanked County employees honored today at the recognition luncheon for their years of dedicated service. Commissioner Barr attended the Governor's Drug Summit. He also was present at the Eclipse Salon and Spa opening. Mr. Barr enjoyed the Celebration of the Arts by students attending the Barbara Ingram School for the Arts. Commissioner Baker thanked local delegation members for the morning meeting. He spoke during commencement ceremonies at Hagerstown Community College where 720 graduates received diplomas. He attended the Economic Development Commission board meeting. Mr. Baker noted that Senator Ben Cardin expressed many positive comments during his recent tour of the Kemp's Mill solar facility. Commissioner Baker thanked County staff for arranging the employee recognition luncheon. CITIZENS' PARTICIPATION There were no citizens present who wished to participate. May 19, 2015 Page 4 REPORTS FROM COUNTY STAFF Health and Human Services Stephanie Stone, Director, Health and Human Services, requested permission to advertise to hire a full time, Grade 8, Step 1, Senior Office Associate position in the Highway Department. Commissioner Cline, seconded by Barr, moved to advertise to fill the position as presented. The motion passed unanimously. Department of Business Develonment Sarah Sprecher, Assistant County Administrator, commented on the solar field tour by Senator Cardin and stated that he is looking forward to visiting the County's waste to energy facility when it is up and running. She announced that the County would be presenting an economic update to attendees of the Chamber of Commerce's Eggs and Issues breakfast on June 3. Kassie Lewis, Director, Business Development, distributed the latest issue of the Washington County Department of Business Development Journal. The issue covers aviation businesses at the Hagerstown Regional Airport and the phosphorus initiative for 2015. Ms. Lewis noted that Mike Gill, Secretary of the Maryland Department of Business and Economic Development, plans to visit Washington County this fall. She advised that the Commissioners had visited 115 local businesses the past few years. She also discussed the department's "My Idea" program to assist budding entrepreneurs. Countv Clerk — Appointments to Boards and Commissions Board of Zoning Appeals Commissioner Cline, seconded by Barr, moved to reappoint Robert Coblentz to the Washington County Board of Zoning Appeals to a second, three-year term through May 31, 2018, and reappoint Paul Fulk to a second, three-year term as an alternate member through July 31, 2018. The motion passed unanimously. Board of Social Services Commissioner Barr, seconded by Spong, moved to appoint to the Board of Social Services David Pool and Norma Sappington for first, full three-year terms through June 30, 2018; and appoint Ramona Polanco to a first three-year term through June 30, 2018. The motion passed unanimously. Mental Health Authoritv, Inc. Commissioner Spong, seconded by Cline, moved to reappoint Elisabeth Creech and Mervin Yoder to second, three-year terms on the Washington County Mental Health Authority, Inc. through May 31, 2018. The motion passed unanimously. May 19, 2015 Page 5 Enaineerine and Construction Management Rob Slocum, Director, Engineering and Construction Management, discussed the Robinwood Drive corridor improvements project that includes a new roundabout at the Hagerstown Community College entrance. The project completion date is July 30. BURNSIDE BRIDGE ROAD BRIDGE PROJECT AND CHANGE ORDER Rob Slocum, Director, and Andrew Eshleman, Structural Engineer, Engineering and Construction Management, discussed improvements made to the recently reopened Burnside Bridge Road Bridge. Mr. Slocum recognized contractor Lone Star Builders, Inc. for its work to preserve the bridge's historical nature and for growing another small business in the County. Also recognized were contractors that participated in bridge rehabilitation projects at Coffman Farms Road, Locust Grove, and Sprecher Road - Building Systems, Inc., C. William Hetzer, Inc., and Huntzberry Brothers, Inc. Mr. Slocum requested approval of a $90,000 budget transfer and accompanying change order for work performed by Lone Star Builders due to unsuitable soil found when the Burnside Bridge Road was under reconstruction. He indicated that the funds are available from previous projects that came in under budget. Mr. Eshleman described the challenges encountered during the project. Commissioner Barr, seconded by Cline, moved to approve a $90,000 budget transfer and the accompanying change order to Lone Star Builders, Inc. for the Burnside Bridge Road Bridge Project as presented. The motion passed unanimously. DYNAMARK MONITORING, INC. — CONDITIONAL LOAN AGREEMENT Kassie Lewis, Director, Business Development, discussed the request from Dynamark Monitoring, Inc. to extend the terms of a conditional loan for an additional one-year period. The $25,000 conditional loan from the County was made in January 2012. The terms of the loan agreement require Dynamark to create and maintain at least 35 new permanent positions from December 31, 2013 through December 31, 2015. According to the employment report received for calendar year 2014, Dynamark currently employs 29 permanent employees, 6 less than required, which places the company in default of that agreement. Commissioner Barr, seconded by Spong, moved to amend the existing agreement between the County and Dynamark Monitoring, Inc. to extend the terms of a conditional $25,000 loan for an additional one-year period. The motion passed unanimously. REAL PROPERTY ACOUISITION - SHARPSBURG SCHOOL SITE Rob Slocum, Director, and Susan Small, Real Property Administrator, Engineering and Construction Services, updated the Commissioners regarding the search for a potential site for a new Sharpsburg Elementary School. Washington County Public Schools has determined that the current school's condition warrants consideration of a replacement. Mr. Slocum advised that County staff has been actively pursuing the purchase of three May 19, 2015 Page 6 properties adjacent to the existing school, two of which are under contract - a vacant lot west of West Antietam Street for $93,500 and 330 West Main Street for $187,000. A third property at 332 West Main Street is in the negotiation stage. All offers are fully funded in the Capital Improvement Project (CIP) budget. Commissioner Myers, seconded by Barr, moved to adopt an ordinance to approve the acquisition and purchase of two parcels of real property to potentially be used for a new Sharpsburg Elementary School site as presented and to authorize execution of all the necessary documentation to finalize the acquisitions. The Commissioners discussed details of the site and negotiations for the properties. The motion passed unanimously. (Ordinance No. ORD -2015-07 is located in the County Commissioners' Office.) REAL PROPERTY ACOUISITIONS — MOUNT AETNA ROAD Susan Small requested approval of an option agreement for real property easement acquisitions on Mount Aetna Road necessary for culvert replacement and repairs to the Leiters Mill Road Bridge. The project also involves the removal of trees to improve sight distance. The total fiscal impact is $10,001.70. Commissioner Barr, seconded by Myers, moved to approve option agreements for real property acquisitions on Mount Aetna Road for $10,001.70 necessary for the purpose stated, to adopt an ordinance approving said purchases, and to authorize the execution of the necessary documentation to finalize the acquisitions. The motion passed unanimously. (Ordinance No. ORD -2015-08 is located in the County Commissioners' Office.) CONTRACT AWARD — CLINICAL SERVICES FOR TEENS Karen Luther, Purchasing Director, and Stephanie Lapole, Grant Manager, Community Grant Management, presented a proposal to award the contract for Clinical Services for Teens to Reduce Teen Pregnancy and Sexually Transmitted Infections in Washington County (PUR-1275) to the responsive sole proposer, Community Free Clinic, Inc. of Hagerstown, Maryland, for $106,000. Ms. Luther indicated that the award is contingent upon funding being provided by the Governor's Office for Children. The Local Management Board has approved the recommendation. The contract would tentatively commence July 1, 2015 and end June 30, 2016 and may be renewed for up to two consecutive fiscal years contingent on the satisfactory performance of the contractor and the availability of funding. Ms. Lapole described the scope of work and population to be served under the contract. Commissioner Cline, seconded by Myers, moved to award the contract for Clinical Services for Teens to Reduce Teen Pregnancy and Sexually Transmitted Infections in Washington County to the responsive sole proposer, Community Free Clinic, Inc. of Hagerstown, Maryland, for $106,000, contingent upon funding being provided by the Governor's Office for Children. The motion passed unanimously. a May 19, 2015 Page 7 CONTRACT AWARD - SCHOOL BASED MENTAL HEALTH SERVICES Karen Luther and Stephanie Lapole presented the recommendation for award of the contract for the provision of School Based Mental Health Services in Washington County (PUR-1276) to the responsive, responsible proposer, Brook Lane Health Services, Inc. of Hagerstown, Maryland, for $166,356.12 for Option A and $110,904.04 for Option B. The award is contingent upon funding being provided by the Governor's Office for Children. The Local Management Board has approved the recommendation. Ms. Lapole indicated that the program is specifically targeted toward meeting the needs of youth age 19 and under with behavioral/mental health conditions attending Washington County Public Schools. The contract tentatively begins August 1, 2015 and ends June 30, 2016 with an option by the Washington County Community Partnership to renew for three consecutive one-year periods through FY 2019. Commissioner Spong, seconded by Cline, moved to award the contract for the provision of School Based Mental Health Services in Washington County to the responsive, responsible proposer, Brook Lane Health Services, Inc. of Hagerstown, Maryland, for $166,356.12 for Option A and $110,904.04 for Option B contingent upon funding being provided by the Governor's Office for Children. The motion passed unanimously. (Commissioner Barr recused himself from discussion of the next matter and left the meeting at 4:12 p.m. due to his business, Ellsworth Electric, being listed as a subcontractor for the recommended bidder.) BID AWARD - VIRTUAL PERIMETER MONITORING SYSTEM UPGRADES AT HAGERSTOWN REGIONAL AIRPORT Rick Curry, Buyer, Purchasing, and Phil Ridenour, Director, Hagerstown Regional Airport, presented the proposal to award the contract for the purchase and installation of cameras and all related hardware of the virtual perimeter monitoring systems upgrade (PUR-1286) to the responsible, responsive bidder, M3T Corporation of Mechanicsburg, Pennsylvania, which submitted the lowest Base Bid of $170,994.20. Mr. Curry reported on bids received for the project that includes the removal of existing interior and exterior pole mounted cameras and the installation of new interior and exterior cameras. The project must be completed by June 30, 2015 due to funding restrictions. Mr. Ridenour advised that costs would be shared with the Federal Aviation Administration (75%) and the County (25%). Commissioner Cline, seconded by Myers, moved to award a contract for the purchase and installation of cameras and all related hardware of the virtual perimeter monitoring systems upgrade to the responsible, responsive bidder, M3T Corporation of Mechanicsburg, Pennsylvania, which submitted the lowest Base Bid of $170,994.20. The motion passed unanimously. (4-0, Commissioner Barr was not present and did not participate in the discussion or vote on this matter.) (Commissioner Barr returned to the meeting at 4:15 p.m.) May 19, 2015 Page 8 BID AWARD — NEW OR USED CRAWLER BULLDOZER FOR SOLID WASTE DEPARTMENT Rick Curry and Dave Mason, Deputy Director, Water Quality, presented the recommendation to award the bid for the purchase of one new Crawler Bulldozer for the Solid Waste Department (PUR-1277) to the responsible, responsive bidder Jesco, Inc. of South Plainfield, New Jersey, for a Total Bid Sum of $288,745. The new vehicle will replace a 1995 model that has over 16,000 hours on its hour meter. Commissioner Myers, seconded by Barr, moved to award the bid for the purchase of one new Crawler Bulldozer for the Solid Waste Department to the responsible, responsive bidder Jesco, Inc. of South Plainfield, New Jersey, for a Total Bid Sum of $288,745. The motion passed unanimously. CONTRACT RENEWAL — ELECTRICIAN SERVICES AT COUNTY FACILITIES Rick Curry recommended renewal of the contract for Electrician Services at County Facilities (PUR-1251) to Kube Electric Co., Inc. of Williamsport, Maryland, for the rates included in its letter dated March 25, 2015 requesting a 3.4% increase above the current hourly rate for work performed by an electrician during regular hours and a 2.8% increase for emergency work performed by an electrician during Saturdays, Sundays and holidays, and a 2.2 % increase for consulting and design services, as follows: Regular Working Hours (routine) — Electrician $25.75, Helper $15.75; Evenings and Saturdays (emergency) — Electrician $39.00, Helper $25.25; and Sundays and Holidays (emergency) — Electrician $39.00, Helper $25.25 and optional consulting and design services if required - $47.50/hourly rate. The original contract was awarded June 17, 2014 for a one year period commencing July 1, 2014 with an option by the County to renew for up to four additional one-year periods. Commissioner Spong, seconded by Myers, moved to renew the contract for Electrician Services at County Facilities to Kube Electric Co., Inc. for the rates in its letter of March 25, 2015 as presented. The motion passed unanimously. SOLE SOURCE CONTRACT AWARD - DEPARTMENT OF WATER OUALITY NEPTUNE WATER METERS Rick Curry and Dan DiVito, Deputy Director, Water Quality, presented the recommendation to award a sole source contract for the procurement of 423 Neptune R900i water meters at various costs totaling $101,920 from HD Supply Waterworks, LTD of Martinsburg, West Virginia, as outlined in the Commissioners' Agenda Report Form. Mr. DiVito indicated that the meters would replace those currently used in the County - owned Sharpsburg system and have been used exclusively in the County since 2000. The new meters comply with new lead standards and integrate with the department's new billing software program. May 19, 2015 -I Page 9 Commissioner Barr, seconded by Cline, moved to award a sole source contract for the procurement of 423 Neptune R900i water meters at various costs totaling $101,920 from HD Supply Waterworks as presented. The motion passed unanimously. MARYLAND THEATRE 100TH ANNIVERSARY CELEBRATION Jessica Green, Executive Director, Maryland Theatre, discussed the Theatre's June 20, 2015 event to celebrate the theatre's 100th anniversary. The black tie event will be held at the Rider Jet Center hangar at 18439 Henson Boulevard. Keynote speaker will be Bob Eubanks, former television game show host, concert promoter and manager of a historic theatre in the western United States. Ms. Green announced that a $100,000 grand prize would be given away during the event. YOUTH MERITORIOUS AWARDS — MAY 2015 The Commissioners presented a certificate of merit to Sara Farmer of South Hagerstown High School, selected by the Washington County Office of Community Grant Management (OCGM) to receive a May 2015 Youth Meritorious Award. Steven Kontsevenko of Western Heights Middle School also was nominated for a May award but was unable to attend the presentation. Each student receives a Washington County lapel pin from the Commissioners and a $100 Staples gift card from the OCGM. The Commissioners commended Ms. Farmer for her achievements. ADJOURNMENT Commissioner Cline, seconded by Barr, moved to adjourn at 4:45 p.m. The motion passed unanimously. Gregory B. urray, C my Administrator ry John M. Martirano, County Attorney Vicki C. Lumm, County Clerk