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HomeMy WebLinkAbout04.02.2013 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland April 2, 2013 JOINT MEETING WITH WASHINGTON COUNTY BOARD OF EDUCATION The Board of County Commissioners met jointly with the Board of Education at its offices located at 820 Commonwealth Avenue, Hagerstown. County Commissioner President Terry L. Baker called the meeting to order at 8:02 a.m. In attendance were Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. Board of Education members present were Justin Hartings, Paul Bailey, Donna Brightman, Jacqueline Fischer, Karen Harshman, Wayne Ridenour, and Melissa Williams. 2013 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 pupil generation rates developed for Washington County Public Schools (WCPS). Mr. Criswell outlined the process 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 Boards discussed the information presented. Commissioner Barr, seconded by McKinley, moved to approve the 2013 Pupil Generation Rates prepared by Washington County Public Schools in accordance with the Adequate Public Facilities Ordinance, Section 5.5, as follows: Single Familv - Elementary 0.43, Middle 0. 17, High School 0.23 average per household; Townhomes — Elementary 0.24, Middle 0. 10, High School 0.10 average per household; and Multi - Family —Elementary 0.36, middle 0.15, high school 0.16 average per household. The motion passed unanimously. SECOND QUARTER BUDGET ADJUSTMENTS - BOARD OF EDUCATION FY 2013 GENERAL FUND BUDGET Chris South, Chief Financial Officer, Washington County Public Schools, requested adjustments to the Second Quarter FY 2013 General Fund Budget by decreasing the following categories: Revenue - $1,500,000.00, Administration - $148,850.00, Mid -Level Administration - $206,545.00, Instructional Salaries - $268,639.00, Other Instructional Costs - $107,480.00, Special Education - $195,960.00, Student Personnel Services - $25,000.00, Student Transportation Services - $156,680.00, Operation of Plant - $356,800.00, Capital Outlay - $96,640.00, and Fixed Charges - $190,000.00; and by increasing the following category: Instructional Textbooks and Supply - $115,122.00, for a net change in fund balance of $137,472.00. Mr. South discussed the reasons for the category changes. April 2, 2013 Page 2 Commissioner Callaham, seconded by Barr, moved to approve the requested Second Quarter adjustments to the Board of Education's FY 2013 General Fund. The motion passed unanimously. FACILITY TO HOUSE THE WASHINGTON COUNTY PUBLIC SCHOOLS' ADMINISTRATIVE OFFICES Dr. Clayton Wilcox, Superintendent, Washington County Public Schools (WCPS), provided an overview of the search for a new facility to house the administrative offices for WCPS. The current plan is to purchase a facility using the school system's fund balance; therefore, no specific request for County funding is being made. Dr. Wilcox discussed two proposed locations for the facility — downtown Hagerstown being recommended by the City of Hagerstown, and the former Allegheny Energy building along the Downsville Pike. He indicated that a contract entered into by WCPS to study the Allegheny Energy site expires on April 5, so the Board would soon be making a decision whether to extend the contract for a $50,000.00 fee or to consider other locations. Dr. Wilcox provided the findings of various contractors that evaluated the Allegheny Energy facility and he discussed the potential uses of the extra space at the location for not only offices, but also perhaps a future school. Total costs include the $5.5 Million purchase price and an estimated $6.6 Million in renovations. The parties discussed the information presented. RECESS The Commissioners recessed at 8:52 a.m. to travel to the County Administration Building, 100 W. Washington Street, Room 227, Hagerstown, for their regular meeting. INVOCATION AND PLEDGE OF ALLEGIANCE County Clerk Vicki Lumm introduced her brother-in-law, Reverend G. Wesley Morgan of Euharlee, Georgia, who 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 9:42 a.m. in the County Administration Building located at 100 West Washington Street, Room 227, Hagerstown, with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. APPROVAL OF MINUTES — MARCH 26, 2013 The March 26, 2013 minutes will be presented for approval during the next regularly scheduled meeting of the County Commissioners. COMMISSIONERS' REPORTS AND COMMENTS f -- Commissioner Cline thanked the Town of Clear Spring for hosting last week's evening meeting of the Commissioners. He attended business visits to Power Marketing, ProTek April 2, 2013 Page 3 Fiber, and Coldwell Banker Innovations. Mr. Cline attended the opening of the Virginia Avenue Walgreens store and the Race for Ryan fundraiser held at Grace Academy. He participated in a fundraiser to support cancer patient Erin Youngbar. Commissioner Cline assisted in planting blue flags at the Elks Club for Safe Place of Washington County to bring awareness of Child Abuse Prevention Month in April. Commissioner Callaham wished all a pleasant Easter season. She attended the Power Marketing business group visit. Ms. Callaham reported speaking with elder scholars at Shepherd Spring, who learn new things through seminars. She participated in the Race for Ryan and the Safe Place flag -placing event. Commissioner Barr attended the Race for Ryan and spoke at the grand opening of Walgreens. He attended the Washington County Volunteer Fire and Rescue Association's first annual Chaplain's Prayer Breakfast held at the Golden Corral. Commissioner McKinley expressed positive comments on the new signage placed this week at the County Administration Building. He attended an Airport Commission meeting where board members discussed the available options for the planned closing of the Hagerstown Regional Airport's control tower due to federal budget cuts. Mr. McKinley also attended a Planning Commission meeting. Commissioner Baker thanked the Town of Clear Spring for hosting last week's evening Commissioners' meeting. PROCLAMATION — COLORECTAL CANCER AWARENESS MONTH Commissioner Cline presented a proclamation to Holly Luther, Community Health Educator for Cancer Screening Programs, and Wendy Beckley, Program Coordinator, representing the Washington County Health Department, designating the month of March 2013 as Colorectal Cancer Awareness Month. Ms. Luther indicated that colorectal cancer is the second leading cause of death in Maryland. Ms. Beckley provided an overview of services provided to the community. The Commissioners thanked them for promoting to citizens the benefits of colorectal cancer screening. OTHER BUSINESS County Clerk — Appointments to Boards/Commissions County Clerk Vicki Lumm advised of appointments made to County Boards and Commissions during the Commissioners evening meeting held in Clear Spring on March 26, as follows: Washinaton Countv Mental Health Authoritv. Inc. Christine Cassatt was reappointed as a consumer representative. Washington Countv Economic Development Commission Ed Lough was appointed to serve an unfulfilled term as a representative of the Hagerstown -Washington County Chamber of Commerce. April 2, 2013 Page 4 Washina_ ton Countv Animal Control Authoritv Randall Wagner was appointed as a member at large for a first full, three-year term. Washinaton Countv Emeraencv Services Advisory Council The following individuals were appointed to the Emergency Services Advisory Council representing each listed Commissioner, to serve as at -large members for initial terms as follows: Commissioner Cline — Larry Lee Hines (1 year term); Commissioner Barr — David Kline (1 year term); Commissioner Baker - Brent Taylor (2 year term); Commissioner Callaham - Rev. Alan Weatherholtz (3 year term); Commissioner McKinley - Robert Lunsford (3 year term); and Paul Miller as an at -large member (2 year term through March 31, 2015.) In addition, John Latimer, III, Mike Reid, and Ronald David Hays were appointed to the Emergency Services Advisory Council to serve as representatives of the Washington County Volunteer Fire and Rescue Association, for terms to be determined. Countv Administrator County Administrator Gregory Murray reminded all of the Public Relations and Community Affairs Department's Open House to be held from 3:00 — 6:00 p.m. today at 120 West Washington Street, Hagerstown. REPORTS FROM COUNTY STAFF Hagerstown Regional Airport — Control Tower Closina and Marvland Airports Report Hagerstown Regional Airport (HGR) Director Phil Ridenour reported on the recent decision by the Federal Aviation Administration to close a number of control towers including HGR's due to funding cuts. The cost to the County to operate the tower using the existing contractor from the slated cutoff date of May 5 through September 30, 2013 would be $219,477.00. Mr. Ridenour discussed several options considered if other arrangements are not made before the closure date. He described meetings with representatives of Wicomico, Talbot, and Baltimore counties that are also being affected by tower closings. The group agreed to send a letter to Governor Martin O'Malley requesting funding from the State in the form of a 75% State, 25% County match that would cover expenses through September 30, 2013. (Commissioner Callaham left the meeting at 10:08 a.m. to meet with students from Grace Academy who are visiting the County's Public Relations Office.) Phil Ridenour discussed with the Commissioners other options and their costs that would keep the tower in operation. The Commissioners expressed the hope that the 75% State funding would be secured and asked Mr. Ridenour to keep them informed of events. He advised that commercial flights would continue to operate without a manned tower. April 2, 2013 Page 5 Mr. Ridenour presented highlights of a recent report on the economic impact of airports prepared for the Maryland Aviation Administration. Hagerstown Regional Airport — Richard A. Henson Field (HGR) has more than twelve aviation -related businesses and a fixed -based operator providing numerous aircraft -related services. Mr. Ridenour stated that HGR is financially self-supporting and provides nearly 1,338 jobs resulting in personal wages of more than $442 Million and State and local taxes of approximately $7.4 Million. Health and Human Services Health and Human Services Director Stephanie Stone requested permission to advertise and fill a budgeted Grade 12, IT Service Specialist II position in the Information Technologies Department. The Commissioners discussed the request. Commissioner Cline, seconded by McKinley, moved to approve the request as presented. The motion passed unanimously. Public Relations Assistant County Administrator Sarah Sprecher invited the public to the Open House today at the new Public Relations and Community Affairs Office. Economic Development Commission Jill Estavillo, Hagerstown Economic Development Manager, and Robert Mandley, Project Coordinator, Economic Development Commission, discussed the loan plan to Duvinage Corporation through the Tri -County Council's Revolving Loan Fund that has now been approved. He advised that a resolution of support would be prepared for signature by the County Commissioners and City Council. Mr. Mandley indicated that an additional twenty-five jobs will be created through Duvinage's recent acquisition and expansion. CONTRACT AWARD — TELECOMMUNICATIONS MAINTENANCE SERVICES Karen Luther, Purchasing Agent, and Ron Whitt, Information Technologies Director, presented a recommendation to award the contract for Telecommunications Maintenance Services to the responsive, responsible proposer, Heavy Water, LTD of New Rochelle, New York, with the Total (Annual) Sum Fee of $26,398.86, contingent upon the approval of the final agreement by the staff and County Attorney's Office. The contract is for a one-year period with an option by the County to renew for up to four, additional consecutive one-year periods. (Commissioner Callaham returned to the meeting at 10:24 a.m.) Ms. Luther and Mr. Whitt discussed details of the services to be provided and plans by the County to move to a new communications platform called ShoreTel over the next several years. Funding for the services is contained in the FY 2013 and FY 2014 budgets. Apri12, 2013 Page 6 Commissioner McKinley, seconded by Cline, moved to approve the award as presented and as written in the Commissioners' Agenda Report. The motion passed unanimously. CONTRACT AWARD — FOOD SERVICES AT THE WASHINGTON COUNT_ Y DETENTION CENTER Rick Curry, Buyer, Purchasing Office, and M. Van Evans, Warden, Detention Center, recommended award of the contract for Food Services at the Washington County Detention Center to the responsive, responsible proposer, Aramark Correctional Services, Inc. of Downers Grove, Illinois, for the total proposal amount of $713,611.50 based on estimated annual quantities of meals and proposer's unit costs per meal type. Mr. Curry described specifications of the contract. Warden Evans discussed the reasons for the 17.3% increase in the contract. The Commissioners questioned its relation to the yet -to -be approved FY 2014 operating budget. Commissioner McKinley, seconded by Callaham, moved to approve the contract award to Aramark Correctional Services, Inc.,. contingent upon approval of the department's overall operating budget. The motion passed unanimously. CITIZENS' PARTICIPATION There were no citizens present who wished to participate. CONTRACT AWARDS (PUR-1201) GROUP HEALTH INSURANCE - MEDICAL, PRESCRIPTION, CARE MANAGEMENT/WELLNESS, DENTAL, VISION, AND STOP LOSS COVERAGE Karen Luther, Purchasing Agent, introduced Rebecca Mowen Lewis of CBIZ Benefits and Administration, and members of the Coordinating Committee for the award of medical, prescription, care management/wellness, dental, vision and stop loss coverage services for County employees. Ms. Lewis provided details of the proposers and the process taken to arrive at the following recommendations for the services: CareFirst Administrators in collaboration with TriState Health Partners, InforMed Health Care Solutions, with Stoploss Coverage to be finalized through CareFirst Administrators, Hagerstown, Maryland — Medical/Care Management/Wellness/Stoploss Coverage; Express Scripts, Inc., St. Louis, Missouri - Prescription Drug Coverage; Delta Dental of Pennsylvania, Mechanicsburg, PA — Dental Coverage; and UnitedHealthcare Insurance Company, Hartford, Connecticut — Vision Coverage, as unanimously recommended by the Coordinating Committee. The County will see a 3% decrease in cost over the current plan for medical and prescription coverage. In addition, dental coverage will drop by 10% with the County's move to a self-funded plan. The Commissioners discussed the recommendations. Commissioner Callaham, seconded by Barr, moved to award County employee health insurance coverage contracts to the responsive, responsible proposers as presented. The motion passed unanimously. i Apri12, 2013 Page 7 DISCUSSION OF STRATEGIC ECONOMIC DEVELOPMENT PLAN COORDINATOR POSITION The Commissioners discussed the desired qualifications and compensation to be offered an individual or entity to be hired to coordinate the Strategic Economic Development Plan (SEDP.) The coordinator would be tasked with facilitating the top five priorities for the SEDP that are to be recommended by the Economic Development Commission (EDC) and approved by the County Commissioners. The coordinator would be required to provide regular updates to County Administrator Greg Murray, who will in turn advise the Commissioners. It was the consensus of the Commissioners to retain, on a contractual basis, an individual to work part-time (under thirty hours per week) for a six-month period. The salary to be offered is $25,000.00 with a $5,000.00 bonus incentive at the end of a successful six-month period. All applicant resumes are to be forwarded to Greg Murray with the EDC Board receiving copies for review as they are received. County Administrator Greg Murray stated that the EDC would like to refill a vacant Administrative Assistant position in the EDC office. He recommended advertising to hire an individual at a Grade 9 level who would staff the main office desk and assist with administrative tasks. Commissioner Cline, seconded by McKinley, moved to advertise to fill a Grade 9, Administrative Assistant position in the Economic Development Commission office as presented. The Commissioners discussed the duties of the position. The motion passed unanimously. RECESS The Commissioners recessed at 11:40 a.m. to attend a luncheon budget presentation with the Washington County Free Library Board of Trustees at 101 Tandy Drive, Hagerstown. AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 2:03 p.m. with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. ANNUAL TRANSIT GRANT FUNDING APPLICATION Kevin Cerrone, Transit Director, requested authorization to file an application for a grant under the Federal Transit Act for federal and State operational and capital grant funding through the Annual Transportation Improvement Plan. Mr. Cerrone indicated that his Department applies annually to the Maryland Transit Authority (MTA) for federal and State operational and capital grant funding through the Annual Transportation Improvement Plan for its basic funding needs. He stated that grant funds are used to operate Section 5307 Public Transportation Program - Fixed Route Transit, the American Disability Act Complementary Paratransit Program, the Job Opportunity Bus Shuttle program, the Statewide Special Transportation Assistance Program (Ride Assist Voucher Program), and the Capital Assistance Program (CAP). Funds are forward -funded by the April 2, 2013 Page 8 County, and then accepted during the year as disbursed, for each authorized program operated by the Transit Department in Washington County. The Fiscal Year 2014 Section 5307 application requests $1,188,093.00 in State and federal funds from MTA and the Federal Transit Administration and $587,965.00 in local funding of which $109,000 is provided by the Washington County Department of Social Services. The Ride Assist Voucher application requests $146,917.00 in State funds from MTA and a $68,972.00 in- kind service (non-cash) match. The CAP requests $147,600.00 in State and federal funds from the MTA for one additional Route Match scheduling software license, one laptop computer to support the license request, and annual software maintenance/support expenses for various transit related operations including facility & vehicle preventative maintenance. Commissioner Barr, seconded by McKinley, moved to approve the resolution authorizing the filing of the application for a grant under the Federal Transit Act and the execution of the grant agreement upon receipt, subject to the approval of the County Attorney. The motion passed unanimously. (Resolution No. RS -2013-03 is located in the County Commissioners' Office.) Mr. Cerrone reported on the Transit Department's operation and funding, stating that riders last year traveled over 550,000 miles throughout the County and ridership is increasing by approximately 20,000 rides each year. The annual diesel fuel costs of $200,000.00 are now one of the department's highest budget items. He stated that the County Commuter has been in operation for forty-two years. The Commissioners thanked Mr. Cerrone for the presentation. BUDGET DISCUSSION - HAGERSTOWN COMMUNITY COLLEGE CAPITAL IMPROVEMENT PROJECT Debra Murray, Finance Director, discussed the Capital Improvement Project (CIP) budget for Hagerstown Community College and its request to reprioritize projects within the ten-year CIP Program by moving the Public Safety Training Center project into years 2017, 2018 and 2019 and shifting HCC's other projects into years 2022-2023. HCC does not support moving any projects. If approved, the proposed CIP Program would be affected by a needed increase to local funding by $1.9 Million during that ten-year period. She advised that the Commissioners need to decide how to handle the $1.9 Million change; whether to shift a County project out to 2024, increase the borrowing level, or request that HCC review its projects and move one out to 2024. The Commissioners discussed the information presented and the available options, which included asking volunteer fire and rescue companies and/or the Washington County Volunteer Fire and Rescue Association to contribute to Training Center costs. The Commissioners directed Ms. Murray to work with HCC to see if it can move a project further out in the schedule in order to produce the $1.9 Million in funding. If not, the Commissioners will move the Training Center project further out in the CIP Program. Apri12, 2013 Page 9 CONVENE IN CLOSED SESSION Commissioner Callaham, seconded by Barr, moved to convene in closed session at 2:41 p.m. to consult with counsel to obtain legal advice on a legal matter; and consult with staff, consultants, or other individuals about pending or potential litigation, in accordance with Section 10-508(a) (7) and (8) of the State Government Article of the Annotated Code of Maryland. The motion passed unanimously. In closed session, the Commissioners discussed various legal issues and options relating to several existing contractual matters with Counsel and staff. During closed session, the Commissioners provided staff with general direction as to issues relating to existing contracts. Present during closed session were Commissioners Terry L. Baker, John F. Barr, Jeffrey A. Cline, Ruth Anne Callaham, and William B. McKinley. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, County Clerk; John M. Martirano, County Attorney; Kirk C. Downey, Deputy County Attorney; Kendall Desaulniers, Assistant County Attorney; and Robert Mandley, Project Coordinator, Economic Development Commission. RECONVENE IN OPEN SESSION Commissioner Callaham, seconded by McKinley, moved to reconvene in Open Session at 3:07 p.m. The motion passed unanimously. ADJOURNMENT Commissioner Cline moved to adjourn at 3:08 p.m. The motion died for lack of a second. Commissioner McKinley, seconded by Cline, moved to adjourn at 3:09 p.m. The motion passed unanimously. The Commissioners attended an Open House at the County's new Public Relations and Community Affairs Office located at 120 West Washington Street, Hagerstown. Greko-ry B. Murray, Count Administrator ohn . Martirano Co ty Attorney Vicki C. Lumm, County Clerk