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HomeMy WebLinkAbout08.25.2015 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland August 25, 2015 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. at 100 West Washington Street, Room 227, with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr and Vincent G. Spong. Commissioner LeRoy E. Myers, Jr. was absent. INVOCATION AND PLEDGE OF ALLEGIANCE President Baker noted the passing this morning of LeRoy E. Myers, Sr. The Commissioners observed a moment of silence followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES —AUGUST 18, 2015 Commissioner Cline, seconded by Spong, moved to approve the minutes of August 18, 2015. The motion passed unanimously. (4-0, Commissioner Myers was absent.) REPORTS FROM COUNTY STAFF Health and Human Services — Advertise to Fill Positions Stephanie Stone, Director, Health and Human Services, and Jennifer Swisher, Deputy Director, Emergency Communications, requested approval to advertise and fill a full-time, Grade 8, Step 1, 9-1-1 Call Taker position at the Department of Emergency Services. The position would be advertised internally for five days and then externally if necessary. Commissioner Barr, seconded by Spong, moved to approve the personnel request as presented. The motion passed unanimously. (4-0, Commissioner Myers was absent.) Countv Attornev — Convevance of Former Massev Auto Building Kirk C. Downey, Deputy County Attorney, indicated that surplus property acquired by the County during the construction of the new Washington County Free Library has been subdivided for conveyance to the City of Hagerstown. The property located at 28-50 East Baltimore Street, known as the former Massey Auto/Meadowhawk Farms property, will be conveyed to the City for $1 to be used for economic redevelopment purposes. The City will have a feasibility study period to review the property for such purposes. In addition, a small portion of the property will be added to the library complex. Commissioner Spong, seconded by Cline, moved to approve the conveyance of property no longer needed for public use by the County located at 28-50 East Baltimore Street in the manner indicated and to authorize the execution of all necessary documentation to effectuate the conveyance. The motion passed unanimously. (4-0, Commissioner Myers was absent.) August 25, 2015 Page 2 Countv Administrator County Administrator Greg Murray announced that this evening's meeting of the County Commissioners in the Town of Sharpsburg is cancelled and would be rescheduled. REAL PROPERTY ACOUISITIONS FOR FUTURE SOUTHERN BOULEVARD Susan Small, Real Property Administrator, Engineering and Construction Management, requested approval of option agreements for temporary construction easements and fee simple acquisitions at 1223, 1224, 1225-1227, 1231, 1248, and 1258 Frederick Street to allow for the future construction of Southern Boulevard. Ms. Small described the Southern Boulevard project that will alleviate congestion through Funkstown and involves construction between East Oak Ridge Drive near South Pointe Drive to Frederick Street (U.S. 40A). The project includes a two-lane divided open section of roadway, new intersections, and two roundabouts. The total acquisition costs of $28,900 are included in the department's Capital Improvement Project budget. Commissioner Cline moved to approve the option agreements and then withdrew his motion prior to a second. The Commissioners discussed the Southern Boulevard project and the use of construction easements. Commissioner Cline, seconded by Barr, moved to approve the option agreements for temporary construction easements and fee simple acquisitions on Frederick Street for the total cost of $28,900 as presented, to adopt an ordinance approving same, and to authorize the execution of all necessary documentation to finalize the recommended acquisitions. The motion passed unanimously. (4-0, Commissioner Myers was absent.) (Ordinance No. ORD -2015-19 is located in the County Commissioners' Office.) SOLE SOURCE PROCUREMENT AWARD FOR FAMILY CENTERED SUPPORT SERVICES IN WASHINGTON COUNTY Karen Luther, Purchasing Director, and Jim Hovis, Director, Community Grant Management, and Jim Hovis, Director, Community Grant Management, requested the award of a sole source procurement to the Washington County Department of Social Services (DSS) for $69,058 for operating expenses of the Family Center operated by DSS, contingent upon contract approval and the subsequent funding award from the Maryland Governor's Office for Children. The sole source procurement method may be applied when only one source exists that meets the County's requirements. Ms. Luther noted that the Washington County Local Management Board has approved the procurement. Mr. Hovis discussed the service to be provided that fulfills the requirements contained in a Community Partnership Agreement entered into on or about July 1, 2015 between the Board of County Commissioners and the State of Maryland, acting through the Sub - Cabinet for Children, Youth and Families which, in turn, is acting through the Washington County Office of Community Grant Management. Commissioner Barr, seconded by Cline, moved to award a sole source procurement to the Washington County Department of Social Services for $69,058 for operating expenses of the Family Center operated by DSS, contingent upon contract approval and the subsequent August 25, 2015 Page 3 funding award from the Maryland Governor's Office for Children. The motion passed unanimously. (4-0, Commissioner Myers was absent.) FEDERAL FISCAL YEAR 2015 EMERGENCY SOLUTIONS GRANT APPLICATION Stephanie Lapole, Grant Manager, Community Grant Management, requested approval of the submission of an Emergency Solutions Grant Program application that provides funds to prevent homelessness and improve the quality of existing emergency and transitional shelters for the homeless in Washington County. She described the Federal Fiscal Year (FFY) 2015 application to be submitted to the Department of Housing and Community Development containing requests totaling $145,000 from the six sub -applicants, Community Action Council, St. John's Shelter, CASA, REACH, Potomac Case Management and Valor Ministries, for the maintenance and operation of shelters and the provision of direct services to individuals. The application includes $7,250 for the Office of Community Grant Management to cover administrative support expenses. Commissioner Spong requested information on the makeup of individuals to be supported by the grant. Commissioner Barr, seconded by Cline, moved to approve submission of the FFY 2015 Emergency Solutions Grant application totaling $145,000 to the Department of Housing and Community Development and the forthcoming grant and sub recipient agreements as presented. The motion passed unanimously. (4-0, Commissioner Myers was absent.) AMENDMENT TO FISCAL YEAR 2016 COMMUNITY PARTNERSHIP AGREEMENT Stephanie Lapole, Grant Manager, Community Grant Management (OCCG), requested approval of an amendment to the previously approved Community Partnership Agreement and acceptance of the award from the Governor's Office for Children for Fiscal Year 2016. Ms. Lapole indicated that the previous proposal approved by the County Commissioners on July 14, 2015 requested $674,447 in funding for seven programs affecting the well- being of children, youth and families in Washington County and related administrative expenses. Recent developments require an amendment to the agreement. The original agreement provided $99,174 for Family Support Services however; the Local Management Board received no proposers in response to an RFP for these services. Due to time constraints, the OCCG was unable to re -advertise; therefore, the agreement must be amended to prevent the loss of funding. The Local Management Board has approved providing additional funding to three programs with the elimination of the Family Support Services Program: 1) Clinical Services and Community Outreach to Reduce Teen Pregnancy and STI Infections (Community Free Clinic) - $139,058 (+$33,058) 2) School Based Mental Health Services (Brook Lane Health Services, Inc.) - $211,558 (+$33,058) 3) Family Centered Support Services (Department of Social Services) - $69,058 (+$33,058) August 25, 2015 Page 4 Commissioner Cline, seconded by Spong, moved to approve the amendment to the previously approved Community Partnership Agreement and accept the award from the Governor's Office for Children for Fiscal Year 2016 as presented. The motion passed unanimously. (4-0, Commissioner Myers was absent.) COMMUNITY ORGANIZATION FUNDING — SERVICE PRIORITY AREAS FOR FISCAL YEAR 2017 Jim Hovis, Director, Office of Community Grant Management, presented the proposed service priority areas developed by the Community Organization Funding Committee (COFC) in preparation for the Fiscal Year 2017 application process. Mr. Hovis indicated that $1,682,420 is available for disbursement subject to adjustments that may be made during the budget year. The COFC developed the following six service priority areas for consideration by the County Commissioners: Arts and Culture (12.9%), Domestic Violence (18.2%), Families and Children (14.8%), Recreation (1.6%), Seniors (51.9%), and Other (0.6%). The Commissioners discussed the funding categories and the process used to rank the recommendations. Commissioner Barr, seconded by Spong, moved to approve the Community Organization Funding priorities and funding percentages for Fiscal Year 2017 as recommended by the Community Organization Funding Committee. The motion passed unanimously. (4-0, Commissioner Myers was absent.) PUBLIC HEARING — REOUESTS BY ORGANIZATIONS TO BE ADDED TO THE SECTION 1-108 LIST President Terry L. Baker convened a Public Hearing at 2:02 p. m. to obtain public comment regarding requests received from Washington County nonprofit organizations to be added to the list of organizations to which the Board of County Commissioners may contribute funds, pursuant to Section 1-108 of the Code of Public Local Laws of Washington County, Maryland (1-108 List). County Attorney John Martirano reviewed the process and indicated that being added to the list does not guarantee an organization will receive funding; that decision is made separately as part of the Community Organization Funding process and ultimately during the County's budgetary process. Five organizations requested to be added to the 1-108 List: 1. English & More, Inc. 2. Women of Valor Ministries, Inc. 3. Locomotive Football Club, Inc. 4. Together with Families, Inc. 5. Del Anthony Sports and Entertainment, Inc. The hearing was opened for public comment. The following individuals spoke on behalf of their organizations: Wendell Lee, President, and Tyson Jacobs - Del Anthony Sports Lori Wriston, Executive Director/President, and Steven Wriston, Vice President - Valor Ministries August 25, 2015 4 ' Page 5 Dori Yorks, Director - Together with Families, Inc. Virginia Wilson, President - English & More, Inc. The public hearing was closed at 2:18 p.m. The meeting was opened for questions from the Commissioners. Commissioner Cline, seconded by Barr, moved to approve a resolution adding the five organizations to the 1-108 List. The motion passed unanimously. (4-0, Commissioner Myers was absent.) (Resolution No. RS -2015-15 is located in the County Commissioners' Office.) HAGERSTOWN-WASHINGTON COUNTY CONVENTION AND VISITORS BUREAU ANNUAL REPORT Hagerstown -Washington County Convention and Visitors Bureau (CVB) Executive Director Dan Spedden and Al Martin, Treasurer, provided information on activities of the CVB, a 501(c)(6) corporation, and tourism in Washington County. Mr. Spedden reported that lodging is now a $34 million industry in Washington County. He described innovative marketing efforts including a new website launched July 1 and five new digital marketing campaigns begun this year. Mr. Martin reviewed the "clean" financial audit of the organization performed by independent auditor Smith Elliott Kearns and Company, LLC of Hagerstown. He described the CVB's excellent financial status noting that room revenues continue to grow. The Commissioners discussed the group's advertising initiatives and commended it for the positive audit. 2015-16 WORKERS COMPENSATION EXCESS INSURANCE RENEWAL Tracy McCammon, Risk Administrator, and Patrick Hancock of AON Risk Solutions, recommended renewal of the County's excess workers' compensation insurance coverage with Safety National Casualty Corporation at the quoted premium of $87,710 for $600,000 retention at the rate of $0.219 per $100.00 of payroll. Ms. McCammon indicated that the 1.47% increase over last year's actual premium of $86,441 is well within the 8% budgeted increase. Commissioner Barr, seconded by Spong, moved to renew the 2015-2016 County's excess workers' compensation insurance coverage with Safety National Casualty Corporation for the rates and terms as presented. The motion passed unanimously. CITIZENS' PARTICIPATION No citizens were present who wished to participate. CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Spong, moved to convene in closed session at 3:02 p.m. to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, and/or performance evaluation of appointees, August 25, 2015 Page 6 employees, or officials over whom this public body has jurisdiction; to discuss other personnel matters that affect one or more specific individuals; and 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) (1) and (4) 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 a specific individual to the board of a local development corporation over which the Commissioners have appointment authority; discussed a specific County personnel recommendation/employment matter with County staff, and discussed the specifics of a business entity's proposal to locate its new business operations in the County. During closed session, the Commissioners instructed staff to bring forth the potential appointment to a local development corporation over which the Commissioners have appointment authority for further consideration and discussion and a possible vote during a future open session meeting; provided specific direction to County staff regarding a personnel/hiring recommendation; and requested that additional information regarding a business entity's plan to locate its new business operations in the County be provided to the Commissioners in a future open session meeting. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, John F. Barr, 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 Dori Nipps, Executive Director, PenMar Development Corporation; Ron Whitt, Director, Information Systems; Stephanie Stone, Director, Health and Human Resources; Aaron Stoner, Project Liaison, Public Relations; David Smith, Town Manager, Town of Hancock, and several individuals representing a potential new business entity. ADJOURNMENT Commissioner Cline, seconded by Spong, moved to adjourn at 4:06 p.m. The motion passed unanimously. � "T Gregory B. It ay, Coun Administrator John M. Martirano, County Attorney. Vicki C. Lumm, County Clerk