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HomeMy WebLinkAbout09.15.2015 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland September 15, 2015 INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr 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 12:10 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 —SEPTEMBER 1, 2015 Commissioner Spong, seconded by Myers, moved to approve the minutes of September 1, 2015. The motion passed unanimously. REPORTS FROM COUNTY STAFF Emereencv Services — Grant Adiustment Approval Kevin Lewis, Director, Emergency Services, referred to the County Commissioners' previous approval of a State Homeland Security Grant Program award of $116,616. He advised that the County has been offered an additional $150,000 that would allow the purchase of equipment necessary to link the County's current communication system with the Maryland First System. No local match is required to accept the additional funds. Commissioner Barr, seconded by Myers, moved to allow President Baker to execute the documents necessary to approve acceptance of the $150,000 grant adjustment from the State Homeland Security Grant Program as presented. The motion passed unanimously. Agreement - Town of Hancock Library County Attorney John Martirano initiated a discussion of the proposed Agreement between the Board of Trustees of the Washington County Free Library, the Town of Hancock, and the Board of County Commissioners relating to the new proposed Hancock Library. The Agreement was reviewed and approved by the other parties and now requires the approval of the Commissioners. Mr. Martirano reviewed the basic aspects of the Agreement including the Town's in-kind contribution of land and funding for the project that will come from a variety of sources. The County's proposed contribution is in an amount not to exceed $1,409,000 (approximately 36% of the anticipated construction costs) to be made in Fiscal Year 2022, as provided in the County's approved Capital Improvement Project Plan. Library maintenance issues such as mowing will be set forth in a future agreement as has been done with other municipal libraries. September 15, 2015 Page 2 The Commissioners discussed the project with Library Trustees Harry Reynolds and Al Martin, who expressed the Library Board's commitment to keep the total cost under $3 million. Commissioner Myers expressed a concern with the County's 36% funding figure provided for in the Agreement. The Commissioners discussed their intent to offer an amount not to exceed $1,409,000 and not leave the amount open to adjustment. Commissioner Myers, seconded by Spong, moved to approve the proposed Agreement between the Board of Trustees of the Washington County Free Library, the Town of Hancock, and the Board of County Commissioners relating to the new Hancock Library as revised, with the County's contribution to the library project not to exceed $1 million. The motion passed unanimously. FOURTH OUARTER ADJUSTMENTS TO THE WASHINGTON COUNTY BOARD OF EDUCATION'S FISCAL YEAR 2015 GENERAL FUND BUDGET Chris South, Chief Financial Officer, Washington County Public Schools (WCPS), requested adjustments to the Second Quarter Fiscal Year 2015 General Fund Budget that was reviewed and recommended by the Board of Education's Finance Committee. The following categories are recommended to be decreased: Revenue - $8,544; Administration - $505,072; Mid -Level Administration - $63,568; Instructional Salaries - $579,458; Instructional Textbooks and Supply - $1,299,242; Other Instructional Costs - $404,322; Special Education - $354,941; Student Personnel Services - $1,231; Student Transportation Services - $109,293; Operation of Plant - $382,211; Maintenance of Plant - $399,966; and Fixed Charges - $849,225, and the following categories to be increased: Student Health Services - $7,834; Capital Outlay - $522,563; and Food Service - $449, for a net change in fund balance of $4,409,139. Mr. South discussed the major requests for adjustments that related to additional savings from a back office software purchase, substitute teacher pay, deferred computer replacements, and a health insurance premium holiday offered to employees in December 2014. Commissioner Spong requested information relating to the projects planned to be funded from the undesignated fund balance transfer, total undesignated balance, and projects currently in the separate designated fund balance. Mr. South indicated that the undesignated fund balance has a balance of $8.5 million, it has not been approved for a specific use, and that the designated fund balance of approximately $5 million at this time is made up of $2 million for the Technology Plan, $500,000 for the Public/Private Partnerships and $2.5 million for the Downtown Educational Hub. Commissioner Spong commented that the Board of Education (BOE) should not be setting aside that much money but should be spending it on the students as it is charged to do, and that this $4.4 million would add to that issue. Commissioner Myers referenced the Board of Education's recent discussions regarding moving forward with the Downtown Educational Hub project in conjunction with other downtown revitalization projects such as the Maryland Theatre, and expressed the need to work in partnership with the County Commissioners on such projects. September 15, 2015 Page 3 Commissioner Baker referred to the WCPS second quarter budget adjustments that were not approved by the County Commissioners on March 31, 2015 due to the various questions that arose as to why the WCPS would not move forward with roofing projects instead of funding a Downtown Educational Hub, the auxiliary gymnasium at Williamsport, or Ag Magnet Program at Clear Spring. The Commissioners had also requested ten-year budget adjustment figures from WCPS at that time. Mr. South advised that the information requested that he was aware of had been provided. County Administrator Greg Murray stated that the ten year budget adjustment figures had been provided the day it was requested. The Commissioners further discussed the second quarter budget adjustments and State law relating to these types of budget adjustments/transfers. The Commissioners reiterated their position that not all their questions have been answered and they were still waiting for the request to be substantiated before taking any action. Mr. South indicated that WCPS has since funded several roofing projects and assisted with the Clear Spring Magnet Program at the suggestion of the Commissioners. Commissioner Baker requested an itemized list as to how the $5.1 million undesignated fund balance from this fiscal year would be spent. Mr. South indicated that the information would have to come later after the BOE took action. The Commissioners expressed their belief that the budget transfer requests have not yet been substantiated. As a result, the Commissioners took no action on the second quarter or fourth quarter budget adjustment requests. PROCLAMATION - GENERAL AVIATION MONTH The Commissioners presented a proclamation to Phil Ridenour, Hagerstown Regional Airport Director, in recognition of General Aviation and Community Airport Month observed in September 2015 by community airports statewide. The proclamation denoted that Maryland has 35 public -use general aviation airports that support 6,317 jobs. General aviation was recognized as playing a vital role in the State's response to emergencies and natural disasters. RECESS The Commissioners recessed at 12:57 p.m. to attend a luncheon visit by Secretary Mike Gill of the Maryland Department of Business and Economic Development at the Airport Inn, 14548 Pennsylvania Avenue, Hagerstown. AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 2:57 p.m. with the following members present: Commissioners Jeffrey A. Cline, John F. Barr, LeRoy E. Myers, Jr. and Vincent G. Spong. PUBLIC HEARING — SOLID WASTE MANAGEMENT AND RECYCLING PLAN AMENDMENT TO ADDRESS SPECIAL EVENTS RECYCLING AND EXISTING ANIMAL CREMATORY President Baker convened a public hearing at 2:57 p.m. to obtain public comment regarding a proposed amendment to the Solid Waste Management and Recycling Plan (Plan) to address Special Events Recycling and Existing Animal Crematory. Stephen September 15, 2015 Page 4 Goodrich, Director, Planning and Zoning, presented details of the proposal that would add a new Section 5.2.3.7 Special Events Recycling and add new text to Section 3.1.1.7 Dead Animals to the Plan. During the 2014 legislative session, the Maryland General Assembly passed Senate Bill 781 that requires counties to address the collection and recycling of recyclable materials from special events in the County's Plan. Washington County will meet this requirement by adopting the proposed amendment. The amendment includes an Appendix A-1 that lists sites that host or may host special events that meet the special event criteria (generally those held in public streets, publicly -owned sites or parks.) It also proposes adding language to Section 3.1.1.7 that recognizes the existence of a pet crematory which augments the existing text describing options for the disposal of dead animals in the County's solid waste management system. The hearing was opened for public comment. There were no citizens present who wished to comment. The hearing was opened for questions from the Commissioners who discussed several details of the proposed amendment. Mr. Goodrich confirmed that the amendments are required by State law and must be in place by October 1, 2015. The Public Hearing was closed at 3:08 p.m. Commissioner Cline, seconded by Spong, moved to adopt the new Section 5.2.3.7 Special Events Recycling and add new text to Section 3.1.1.7 Dead Animals to the Solid Waste Management and Recycling Plan as presented. The motion passed unanimously. NATIONAL WEATHER SERVICE STORM -READY COMMUNITY PRESENTATION Kevin Lewis, Director, Emergency Services, and Christopher Strong, Meteorologist, National Weather Service, announced that Washington County has successfully recertified its Storm Ready status with the National Weather Service. Mr. Lewis indicated that the County was originally certified in 2006. The voluntary program provides communities with advice from a partnership between the local National Weather Service forecast offices and State and local emergency managers. Mr. Strong discussed the criteria for the recertification and praised the County's dedication to providing its residents exceptional preparedness for weather events. He presented a certificate of recertification to the Commissioners. INTERGOVERNMENTAL COOPERATIVE PURCHASE AND BID AWARD — GETAC TABLETS FOR EMERGENCY SERVICES Karen Luther, Purchasing Director, and Kevin Lewis, Director, Emergency Services, requested authorization by formal resolution to award a contract for the purchase of fifteen Getac F 110-G2 Tablets for the Division of Emergency Services via a Montgomery County contract totaling $52,635 from HCGI of Columbia, Maryland, pursuant to Section 1-106.3 of the Code of the Public Local Laws of Washington County, Maryland. Mr. Lewis described the laptop tablet capabilities and indicated that they would be procured with $53,910.00 in funds from the Maryland Institute for Emergency Services Systems, as previously approved by the County Commissioners. September 15, 2015 Page 5 Commissioner Cline, seconded by Spong, moved to authorize by resolution, the award a contract for the purchase of purchase of fifteen Getac F 110-G2 Tablets for the Division of Emergency Services via a Montgomery County contract totaling $52,635 from HCGI of Columbia, Maryland, as presented. The motion passed unanimously. (Resolution No. RS - 2015 -16 is located in the County Commissioners' Office.) PUBLIC HEARING — HANCOCK ENTERPRISE ZONE REDESIGNATION RESOLUTION President Baker convened a public hearing at 3:20 p.m. to obtain public comment regarding a proposed Resolution authorizing the submission of a joint application of the Board of County Commissioners of Washington County, Maryland and the Town of Hancock for the requested redesignation of an Enterprise Zone within and adjacent to the corporate boundaries of the Town of Hancock. Kassie Lewis, Director, Business Development, and Mayor Daniel Murphy, Town of Hancock, discussed the original designation granted in 1995, renewed in 2005; that will expire December 14, 2015 if redesignation is not applied for and granted. The Town of Hancock will be submitting a joint application to the Maryland Department of Business and Economic Development to redesignate the Enterprise Zone located within the boundaries of the Town. The hearing was opened for public comment. There were no citizens present who wished to comment. The hearing was opened for questions from the Commissioners and there were none. The Public Hearing was closed at 3:23 p.m. Commissioner Barr, seconded by Myers, moved to adopt the resolution as presented. The motion passed unanimously. (Resolution No. RS -2015-17 is located in the County Commissioners' Office.) CONSTRUCTION BID AWARD — INDUSTRIAL LANE SANITARY SEWER REHABILITATION PROJECT Rick Curry, Buyer, Purchasing Department, and Julie Pippel, Director, Environmental Management, recommended award of the contract for the Industrial Lane Sanitary Sewer Rehabilitation Project (PUR-1293) to the lowest responsive, responsible bidder, Underground Contractors, Inc. of St. Albans, West Virginia, which submitted the lowest Total Sum Bid of $193,634. Funding of $204,000 is available in the Department's Capital Improvement Project account. Commissioner Barr, seconded by Spong, moved to award the contract for the Industrial Lane Sanitary Sewer Rehabilitation Project to the lowest responsive, responsible bidder, Underground Contractors, Inc. of St. Albans, West Virginia, for $193,634 as presented. The motion passed unanimously. September 15, 2015 Page 6 The Commissioners discussed the availability of local contractors and/or equipment to do the rehabilitation work. CONSTRUCTION BID AWARD — METAL ROOF RETROFIT FOR HANGAR 19 Rick Curry and Phil Ridenour, Airport Director, recommended award of the contract for the Metal Roof Retrofit for Hangar 19 located at 14235 Oak Springs Road (PUR-1290) to the lowest responsive, responsible bidder, Cole Roofing Company, Inc. of Baltimore, Maryland, which submitted the lowest bid of $78,788. Mr. Curry indicated that five bids were submitted for the project. Mr. Ridenour noted that funding of $185,233 is budgeted in the Department's Capital Improvement Project account. Commissioner Myers discussed the low bid that was approximately $250 below a local contractor's and noted that several governmental entities now allow for a percentage bid adjustment to support local businesses. Commissioner Myers, seconded by Cline, moved to award the contract for the Metal Roof Retrofit for Hangar 19 located at 14235 Oak Springs Road to the lowest responsive, responsible bidder, Cole Roofing Company, Inc. of Baltimore, Maryland, for $78,788 as presented. The motion passed unanimously. PROPOSED CULTIVATION/PRODUCTION FACILITY IN THE TOWN OF HANCOCK Mayor Daniel Murphy, Town of Hancock, introduced David Smith, Town Manager, and Ralph Salvagno, Town Council member. He indicated that the Hancock Town Council has endorsed the proposal by Harvest, Inc. (Harvest) to establish a cannabis cultivation and production facility in the Fulton Center in the Town. He discussed the positive financial impact the business would make by providing 124 jobs and requested support from the County Commissioners. Steve White, Harvest Chief Executive Officer, introduced parent liaison Jessica Crozier of Arizona, who discussed her daughter Emma, who suffers from seizures that are effectively treated by the use of medical cannabis. Dr. William Trout, Harvest Medical Director, described serving patients and families since 2010 with medical cannabis. He discussed the cannabis strains used by seizure patients that do not contain the chemical THC. In response to questions by the Commissioners, Mr. White discussed the positive uses of medical cannabis, the proximity of the planned facility to Hancock schools, the application process and security that involves a local partnership with the community. Harvest has had no security incidents during two years' of operating in Arizona. Mr. White discussed the goal of employing 124 employees with a makeup of 50% female and offering wages in the $12-13 range plus benefits. Mayor Murphy indicated that a public hearing would be held in the Town on Thursday, September 17 at 7:00 p.m. The Commissioners discussed whether to show their support of the proposal before or after the public hearing. September 15, 2015 Page 7 Commissioner Myers, seconded by Barr, moved to support the Town of Hancock's request for Commissioners' support relating to Harvest's plan to establish a cannabis cultivation and production facility in the Fulton Center in Hancock if awarded a State of Maryland license. The motion passed unanimously. CITIZENS' PARTICIPATION There were no citizens present who wished to participate. CONVENE IN CLOSED SESSION Commissioner Myers, seconded by Spong, moved to convene in closed session at 4:14 p.m. to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other personnel matter that affects one of 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 of two specific individuals to an advisory commission over which the Commissioners have appointment authority; and discussed a specific County personnel recommendation/employment matter with County staff. During closed session, the Commissioners instructed staff to bring forth the potential appointments to an advisory commission 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 County Staff regarding a personnel/hiring recommendation. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, John F. Barr, LeRoy E. Myers, Jr. and Vincent G. Spong. 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; and Angela Smith, Deputy Director/Deputy Code Official, Plan Review and Permitting. ADJOURNMENT Commissioner Myers, seconded by Cline, moved to adjourn at 4:30 p.m. The motion passed unanimously. -14 G cgory 1 . Murray, C unty Administrator ty ( John M. Martirano, County Atto (_ . Vicki C. Lumm, County Clerk T