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HomeMy WebLinkAbout05.14.2013 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland May 14, 2013 President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 1:39 p.m. at 100 West Washington Street, Room 227, with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. PROCLAMATION — OLDER AMERICANS MONTH Hillary Lo, Community Educator for the Washington County Commission on Aging, accepted a Proclamation from the Commissioners recognizing May 2013 as Older Americans Month. Ms. Lo described the history of the organization and services offered to the County's more than 30,000 citizens age 60 and over. She advised that the Alzheimer's Association office is now located at the Commission on Aging offices. The Commissioners thanked Ms. Lo and the organization for the services offered to seniors. BUILDING SAFETY MONTH Jennifer Smith, Director, Plan Review and Permitting, provided an overview of activities planned for this year's "Building Safety Month: Code Officials Keep You Safe" being observed in May 2013. She introduced Rich Eichelberger, Inspector, and Angela Smith, Deputy Director, Division of Plan Review and Permitting; Corey Linthicum, President of the Washington County Home Builders Association; and Tony Mazola, Home Depot Store Manager, who accepted a Proclamation from the Commissioners in observance of the occasion. REAL PROPERTY ACOUISITION —1229 FREDERICK STREET Joe Kuhna, Real Property Administrator, requested approval of an option agreement for the purchase of a portion of real property located at 1229 Frederick Street, Hagerstown, to allow for future road realignment and improvements to Southern Boulevard. Mr. Kuhna stated that funds to cover the $520 purchase price are contained in the Capital Improvement Project (CIP) budget. Commissioner Barr, seconded by McKinley, moved to approve the option agreement for real property acquisition at 1229 Frederick Street for $520 as presented, to adopt an ordinance approving said purchase, and to authorize the execution of the necessary documentation to finalize the acquisition. The motion passed unanimously. (Ordinance No. ORD -2013-15 is located in the County Commissioners' Office.) REAL PROPERTY ACQUISITION — TAXMAP 49, PARCEL 80 Joe Kuhna requested approval of an option agreement for the purchase of a portion of real property identified as Tax Map 49, Parcel 80 (along Frederick Street and East Oak Ridge Drive) to allow for necessary road intersection realignment and improvements to Southern Boulevard. Mr. Kuhna discussed the acquisition and advised that funds of $4,775 would be taken from the County's CIP budget. May 14, 2013 Page 2 Commissioner McKinley, seconded by Barr, moved to approve an option agreement for the partial real property acquisition identified as Tax Map 49, Parcel 80 (along Frederick Street and East Oak Ridge Drive) for $4775 as presented, to adopt an ordinance approving said purchase, and to authorize the execution of the necessary documentation to finalize the acquisition. The motion passed unanimously. (Ordinance No. ORD -2013-16 is located in the County Commissioners' Office.) REAL PROPERTY ACQUISITION AND CONVEYANCE — BROOKMEADE DRIVE Joe Kuhna requested approval of the acquisition of real property located at Brookmeade Drive, Williamsport, for no monetary consideration, and the conveyance of real property located at Brookmeade Drive to the adjacent property owner, also for no consideration. The property to be acquired and conveyed will create a uniform right of way width of 60 feet along Brookmeade Drive. Commissioner Cline, seconded by Barr, moved to approve the acquisition of real property at Brookmeade Drive as presented, to advertise the County's intention to convey real property, to adopt an ordinance approving said acquisition, and to authorize the execution of the necessary documentation to finalize the acquisition. The motion passed unanimously. (Ordinance No. ORD -2013-17 is located in the County Commissioners' Office.) REJECTION OF BIDS — AIRCRAFT RESCUE AND FIREFIGHTING TRUCK Rick Curry, Buyer, Purchasing, and Phil Ridenour, Director, Hagerstown Regional Airport (HGR) recommended to reject all bids received for the purchase of one Aircraft Rescue Firefighting truck due to revisions requested by the Federal Aviation Administration (FAA) as to specifications, and to re -advertise and solicit bids for the truck. Mr. Curry described the chain of events that resulted in the FAA wanting to see a separate price for each item within the bid addendum, which would result in having to re -bid the truck and list the addendum items as Alternates. The Commissioners discussed the issue. Commissioner Cline, seconded by Barr, moved to reject all bids received for the purchase of one Aircraft Rescue Firefighting truck due to revisions requested by the Federal Aviation Administration, based on the information presented, and authorize staff to re - advertise and solicit bids for the truck. The motion passed unanimously. APPROVAL OF FY 2014 CAPITAL IMPROVEMENT PROGRAM BUDGET Finance Director Debra Murray and Deputy Director Kim Edlund reviewed changes in the proposed Capital Improvement Program fund since the May 7 evening Public Hearing including the Program Open Space items approved by the Commissioners that day. Ms. Murray stated that the Board of Education's capital maintenance budget was adjusted slightly to reflect the State's capital maintenance funding. On the revenue side, the State disparity grant of $1.5 million was included. May 14, 2013 Page 3 The Commissioners discussed the current $14 million borrowing level in the FY 2014 Capital Improvement Project Budget and whether to borrow the additional $2 million to be used toward road improvements. Discussion centered on the current low interest rates, the loss of approximately $9 million in State highway user funds the past few years, and the public's request for road improvements. Commissioner Baker stated that he would not support borrowing the additional $2 million for roads as proposed. Commissioner Callaham, seconded by McKinley, moved to approve the FY 2014 Capital Improvement Project Budget with the borrowing level at $14 million. The Commissioners discussed the motion and whether it should include verbiage that $2 million of the borrowing amount is to be added above the initial road improvement budget amount for FY 2014 to reflect the way it was presented at the public hearing. Commissioner Callaham amended her motion to include that statement and Commissioner McKinley seconded the amended motion. The motion passed with Commissioner Callaham, McKinley, Cline, and Barr voting "AYE", and Commissioner Baker "NO." APPROVAL OF FY 2014 OPERATING BUDGET Greg Murray initiated a discussion of a request by Sheriff Doug Mullendore to hire four uniformed patrol officers that were not included in the operating budget due to the lack of a dedicated funding source. Mr. Murray proposed a phased -in funding plan to afford hiring the deputies in January 2014 using the five-year Deferred Retirement Option Program (DROP) Plan budget savings and five-year turnover savings for current DROP Plan participants, leaving a $4,521 balance to fund over a five-year period. Debra Murray advised that the County's fund balance, which includes a minimum of 17% General Fund reserves, was not being reduced by using this option. Excess money has been available in previous years from the DROP plan, but that money was moved into the CIP budget at year-end for future projects. The Commissioners discussed the proposal. Commissioner Callaham expressed her reluctance to endorse such a plan but stated that she would do so in an effort to support a team approach. Commissioner Cline, seconded by McKinley, moved to accept the funding mechanism for the phased -in funding plan for the four uniformed officers on patrol as presented, beginning January 1, 2014. The motion passed unanimously. Greg Murray discussed the County's Retirement Plan structure and presented a proposal to amend the plan choices for additional savings to the County and additional retirement options to employees. Currently, all full-time, non -uniformed County employees pay 5.5% into their retirement fund with a required amount being contributed by the County. Full retirement is paid out after 30 years when employees receive 60% of their annual salary over the life of the payments. The proposal would give employees the option of retirement after 25 years if they pay 6% into their retirement plan and take 50% of their annual pay after retiring. The additional pay into the retirement plan would be optional for current employees. All newly hired employees would contribute 6% for a 25 -year retirement. Mr. Murray estimated that the County could save approximately $100,000 per year for each employee in retirement pension costs with the 25 -year plan option, and approximately May 14, 2013 Page 4 $250,000 in operational savings each year after five years based on a minimal number of employees taking this option. These savings are based on calculations from County employees retiring earlier at lower salaries with a lower percentage payout, and newly hired replacement employees being hired at entry-level salaries. It is also anticipated that employees will be able to reduce their contribution from 6% at the 30 -year service mark based on actuarial calculations. The Commissioners discussed the proposal. Commissioner Callaham, seconded by McKinley, moved to accept the proposal to offer employees the retirement plan option as presented. The motion passed unanimously. Greg Murray presented a plan that would provide a $1000 stipend to employees in FY 2014. He indicated that the County was not in a position to give step increases this year but could afford a $1000 stipend from the approximately $1.8 million in excess fund balance, which is over and above the required amount of the County's fund balance including the 17% General Fund reserves. The Commissioners discussed the proposal. Commissioner Cline, seconded by Barr, moved to provide a $1000 stipend to permanent full-time and permanent part-time employees to be funded from the $1.8 million fund balance as discussed. The Commissioners debated whether the full amount should be offered to part-time employees. Commissioner Cline amended his motion to provide a $1000 stipend to permanent full-time employees and a $700 stipend to permanent part- time employees. Commissioner Barr seconded the amended motion. The amended motion passed unanimously. Commissioner Barr, seconded by McKinley, moved to approve the FY 2014 Operating Budget as discussed. The motion passed unanimously. The Commissioners complimented staff for their hard work during this year's budget process. CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Callaham, moved to convene in closed session at 3:41 p.m. to discuss the appointment, employment, assignment, compensation, and/or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; to discuss other personnel matters that affect one or more specific individuals, and to consult with counsel to obtain legal advice on a legal matter, accordance with Section 10-508(a) (1) and (7) of the State Government Article of the Annotated Code of Maryland. The motion passed unanimously. In closed session, the Commissioners discussed the potential appointment of an individual to a County board, authority or commission over which the Commissioners have appointment authority; discussed various legal issues and options relating to a contractual matter with Counsel and staff; and discussed the potential restructuring of several County positions and the impact/effect that said restructuring would have on several specific County employees. May 14, 2013 Page 5 During closed session, the Commissioners instructed staff to bring forth the potential recommendation of an individual to a board, authority or commission over which the Commissioners have appointment authority appointment for further consideration and discussion during the evening open session; provided general direction to staff relating to the various legal issues presented; and instructed staff to bring the matter relating to the potential restructuring of several County positions to open session this evening for further discussion. Present during closed session were Commissioners Terry L. Baker, John F. Barr, Ruth Anne Callaham, Jeffrey A. Cline, 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; and Kendall Desaulniers, Assistant County Attorney; and at various times Angela Smith, Deputy Director, Plan Review and Permitting. RECONVENE IN OPEN SESSION Commissioner Cline, seconded by Callaham, moved to reconvene in open session at 4:25 p.m. The motion passed unanimously. RECESS The Commissioners recessed at 4:25 p.m. EVENING MEETING — TOWN OF FUNKSTOWN The evening session of the regular meeting of Board of County Commissioners of Washington County, Maryland was held at Funkstown Town Hall, 30 East Baltimore Street, Funkstown. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Callaham 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 meeting to order at 7:03 p.m. with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. APPROVAL OF MINUTES — MAY 7, 2013 Commissioner Barr, seconded by McKinley, moved to approve the minutes of May 7, 2013. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Callaham thanked Mayor Paul N. Crampton, Jr. and Town Council members for hosting the evening meeting of the Commissioners. She reported attending the Maryland Symphony Orchestra's (MSO) Conductor's Circle event where the County May 14, 2013 Page 6 was recognized for its contributions. Ms. Callaham attended the Commission for Women monthly board meeting and stated that members will be conducting an educational survey focusing on women. She discussed a recent PenMar Development Corporation Board meeting and advised that it is pursuing the designation of a Sustainable Community through the Department of Housing and Community Development. Commissioner Barr reported that he flew last week to Florida on Allegiant Air and it was operating well in Hagerstown. Commissioner McKinley thanked citizens who attended last week's evening budget presentation. He attended a Friends of the Rural Heritage meeting where members and volunteers were presented a certificate of appreciation by the Commissioners. Mr. McKinley attended the MSO Conductor's Circle and Boonsboro's GreenFest events. Commissioner Cline commented on last week's FY 2014 Budget presentation and thanked Finance Director Debra Murray -and staff for their work on the budget. Mr. Cline presented a proclamation during the observation of National Nurses Week at Robinwood Medical Center. He attended the Rural Heritage Museum board meeting and thanked members for their volunteer efforts regarding the new Transportation Museum. Commissioner Cline attended the Washington County Delegation's Legislative summary presentation and a Leadership Washington County class event. Commissioner Baker thanked County staff for the work done on this year's budget presentation. He stated that he read books last week to students at the Funkstown Primary School. Mr. Baker presented a proclamation at Meritus Medical Center for National Nurses' Week. He attended the Rural Heritage meeting and discussed the historic cars on display in the new Transportation Museum. He also attended the local Delegation's Legislative summary meeting and thanked the Delegation for its work this session. MAYOR AND COUNCIL COMMENTS Mayor Paul N. Crampton, Jr. welcomed the Commissioners to Funkstown. He reported on various events in the Town including the "Day in the Park" to be held on July 17, 18, 19 with fireworks. The Mayor stated that residents are looking forward to the Southern Boulevard project getting underway due to heavy traffic through downtown. He requested assistance in finding funding sources to make the Town's upstairs room ADA accessible. Mayor Crampton thanked the County for the tourism dollars that help to support Town events. Assistant Mayor Sharon Chirgott and Council member Richard Nigh welcomed the Commissioners. CITIZENS PARTICIPATION Funkstown resident Doug Stone, Chairman of the Funkstown Planning and Zoning Commission, thanked the Commissioners for moving the Southern Boulevard project forward. May 14, 2013 Page 7 Herb Smith, Funkstown Planning and Zoning Commission member, requested information on the Southern Boulevard project. Greg Murray advised that the project is fully funded and Phase I may begin in three months if the purchase of the last property needed can soon be successfully negotiated. Willy Conyers, Security Road, Hagerstown, commented on the County budget presentation and supported funding for the Senior Center and senior activities. OTHER BUSINESS County Clerk — Annointments to Countv Boards/Commissions Animal Control Authoritv Commissioner Barr, seconded by McKinley moved to appoint Lt. Arthur Overcash as the sworn officer member of the Animal Control Authority to serve an unfulfilled term through October 31, 2015. The motion passed unanimously. County Administrator County Administrator Greg Murray thanked the Town for hosting the Commissioners' meeting. He advised that today the Commissioners had approved the FY 2014 budget. Director of the Denartment of Public Works Mr. Murray discussed the vacant position of the Director of the Division of Public Works (DPW) and proposed to increase efficiency by reorganizing DPW and splitting the Engineering and Inspection Department into a separate unit to handle the County's capital projects. A DPW Director would be hired at Grade 19 to oversee the Departments of Parks and Facilities, Highways, Hagerstown Regional Airport, and Transit. The positions of Director and Assistant Director of the Engineering and Inspections Department would be first advertised internally and positions subsequently becoming vacant would be backfilled as necessary. This proposal should help to more efficiently move engineering projects forward. The Commissioners briefly discussed the matter and expressed their support. Commissioner McKinley, seconded by Barr, moved to hire a Public Works Director and make the Engineering and Inspections Department a separate unit by hiring a Director and creating an Assistant Director of Engineering and Inspections position. The positions will be posted internally to see if qualified candidates apply; if not, they will be posted externally. The motion passed unanimously. REPORTS FROM COUNTY STAFF Health and Human Services Stephanie Stone, Director, Health and Human Services, requested permission to advertise and hire a Grade 9, Administrative Assistant in the Department of Environmental Management due to an employee vacancy. Commissioner Barr, seconded by Cline, moved to advertise and hire a Grade 9, Administrative Assistant in the Department of Environmental Management as requested. The motion passed unanimously. May 14, 2013 Page 8 Public Relations and Communitv Affairs Sarah Sprecher, Assistant County Administrator, introduced herself and newly hired Project Liaison Terry Irwin in the Public Relations and Community Affairs Department. Mr. Irwin described his duties that include the expedition of the permitting process. Ms. Sprecher invited the Mayor and Town Council to contact the new Public Relations Office located at 120 West Washington Street for assistance in promoting local events. She also invited attendees to a Coffee and Conversation Open House held at 2:00 p.m. on the first Friday of each month. ADJOURNMENT Commissioner Cline, seconded by McKinley, moved to adjourn at 7:57 p.m. The motion passed unanimously. Gregory B. Mu: -ray, County A iministrator John M. Martirano, Coufttomey Vici8 C. Lumm, County Clerk