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HomeMy WebLinkAbout04.30.2013 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland April 30, 2013 The Commissioners attended a ribbon cutting at 12:00 p.m. for the Thunder Road Bar and Grille located at 15124 National Pike, Hagerstown. President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 1:48 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. TENTH ANNUAL MUSEUM RAMBLE William Knode, President of the Washington County Association of Museums and Historical Sites, and Tom Riford, President and CEO, Hagerstown -Washington Convention and Visitors Bureau (CVB) provided details of the Tenth Annual "Washington County Museum Ramble!" held this year on May 4 and May 5. Mr. Riford informed the Commissioners that the Washington County Association of Museums and Historical Sites and the CVB annually sponsor the Ramble during Washington County History Week. Mr. Knode noted that the County has thirty-five museums, of which twenty-four would be open for this self -guided tour. He discussed a new educational program this year involving the Ramble and the County's fourth grade students. Commissioner Baker presented a proclamation to Mr. Knode, Mr. Riford, and museum representatives in attendance in recognition of Washington County History Week. UPDATE OF FUND BALANCE AND RESERVE POLICY Debra Murray, Finance Director, advised that the Office of Budget and Finance regularly reviews policy and procedures to evaluate the need for updates due to regulatory, internal control, or other issues that may require modification to financial policies and procedures. She discussed proposed revisions to the Fund Balance and Reserve Policy due to new Governmental Accounting Standards Board pronouncement (GASB 54)—Fund Balance Reporting and Governmental Fund Type Definitions. Ms. Murray described the changes that mainly concern note disclosure and new reporting guidance within the financial statements. One major change includes designating specific authority to the County Commissioners to decide which conditions shall be considered as emergency or contingency. The proposed policy revisions were reviewed and agreed to by SB & Company; Financial Advisor PA Consultants. The policy still maintains the 17% reserve for the General Fund, which is the minimum recommended by the Government Finance Officers Association. Commissioner Barr, seconded by McKinley, moved to approve revisions to the Fund Balance and Reserve Policy as presented. The motion passed unanimously. April 30, 2013 Page 2 CONTRACT AWARD FOR INDEPENDENT AUDITING SERVICES Karen Luther, Purchasing Director, and Kim Edlund, Deputy Director, Budget and Finance, presented a request to award the contract for independent auditing services for Fiscal Years 2013 thru 2017 to SB & Company, LLC, of Hunt Valley, Maryland, the responsive, responsible proposer with the lowest total lump sum price of $365,950. Ms. Luther provided details of the responses received for the contract that provides for the services of a qualified firm of certified public accountants to audit the County's financial statements for the fiscal year ending June 30, 2013, with the option to audit the financial statements for fiscal years ending June 30, 2014, 2015, 2016 and 2017. These audits are to be performed in accordance with the provisions contained in this request for proposals. The Commissioners discussed the proposal. Commissioner Callaham suggested setting a maximum number of years that a particular firm may be used for auditing services. Commissioner McKinley affirmed that the percentage increase was 1.7%. Commissioner Barr, seconded by McKinley, moved to award the contract for independent auditing services for Fiscal Years 2013 thru 2017 to SB & Company, LLC, of Hunt Valley, Maryland, as presented. The motion passed unanimously. RIGHT OF WAY ACOUISITION —11151 ROBINWOOD DRIVE Joe Kuhna, Real Property Administrator, requested approval of an option agreement for the purchase of a perpetual and permanent drainage easement and a revertible slope easement at 11151 Robinwood Drive to allow for future widening and improvements in the area. Mr. Kuhna stated that funds to cover the $24,523 purchase price are contained in the Capital Improvement Project budget. This easement is the last to be acquired for the Robinwood Drive improvement project. Commissioner Barr, seconded by Cline, moved to approve the option agreement for the purchase of a perpetual and permanent drainage easement and a revertible slope easement at 11151 Robinwood Drive for $24,523 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 -2013-14 is located in the County Commissioners' Office.) CONTRACT RENEWAL — ELECTRICIAN SERVICES AT COUNTY FACILITIES Rick Curry, Buyer, Purchasing Department, requested permission to renew the contract for Electrician Services at County Facilities with Kube Electric Company, Inc. of Williamsport, Maryland, at the following rates included in its letter dated March 26, 2013: 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 (3.2% increase). These rates represent 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 Apri130, 2013 Page 3 Saturdays, Sundays and holidays, and a 3.2% increase for Consulting and Design services. Kube did not request any increases in FY 2012 or FY 2013. Though Kube's bid was slightly higher than the only other bidder, it was being recommended due to its years of knowledge and familiarity with the County's facilities, which equate to savings. The Commissioners discussed the proposal. Commissioner McKinley, seconded by Cline, moved to renew the contract for Electrician Services at County Facilities with Kube Electric Company, Inc. as presented, based on the hourly rates/formula as outlined. The motion passed with Commissioners McKinley, Cline, Callaham, and Baker voting "AYE" and Commissioner Barr "Abstain." STRATEGIC ECONOMIC DEVELOPMENT PLAN — TOP FIVE PRIORITIES Dan Pheil, Chair, Ron Bowers, Vice Chair, and Stu Mullendore, Member, Economic Development Commission (EDC) Board, presented the top five priorities chosen from the Strategic Economic Development Plan (SEDP) developed from recommendations from community stakeholders. Mr. Pheil informed the Commissioners of the process taken to develop the five priorities and discussed each recommendation, as follows: 1) Infrastructure Needs Assessment Report; 2) Workforce Development; 3) City Center; 4) Marketing Plan; and 5) EDC Organization Structure. The Commissioners discussed the recommendations. Commissioner Callaham requested that benchmarks be set and followup made regarding the named priorities. Mr. Pheil advised that the EDC Organization Structure was listed as a priority on all responses received from stakeholders. The Commissioners discussed the perception that EDC is not running to its full effect without a Director. Mr. Pheil indicated that EDC's recommendation at this time is to not hire a named Director in that it would present a disruption presently to do so. County Administrator Greg Murray discussed the economic progress made in the past year. The Commissioners thanked the individuals for their efforts regarding the SEDP and ongoing work performed through the EDC office. Commissioner McKinley, seconded by Barr, moved to accept and support the priorities presented from the Strategic Economic Development Plan. The motion passed unanimously. APPALACHIAN REGIONAL COMMISSION PRELIMINARY PROJECT DESCRIPTION REVIEW AND RANKING Jim Hovis, Director, and Susan Buchanan, Grant Manager, Office of Community Grant Management, introduced Guy Winterberg, Assistant Director of the Tri -County Council of Western Maryland. Ms. Buchanan described the process taken to compile the Preliminary Project Descriptions prioritization determined by the Board that was then forwarded to the Tri -County Council of Western Maryland for funding consideration. She advised that the match percentage is 50/50 for development projects, and 100/100 for access roads (formerly 80/20). This year, ARC'S funding for Allegany, Garrett, and Washington counties totals $1.3 Million for Area Development Projects and $3 Million for Local Access Road Projects. Funding for Washington County's Area Development Projects Apri130, 2013 Page 4 includes nine proposed projects requesting $1,929,211 in Appalachian Regional Commission (ARC) funds and one project requesting $1 Million in funds from the Transportation Equity Act for the 21" Century (TEA -21) Access Road category. Total requested ARC funding for all projects is $2,929,211. The Commissioners discussed the requests developed from submittals by various municipalities and organizations for funding through the ARC as follows: 1) Meritus Medical Center Tele -Health Program (Health) - $500,000; 2) Hagerstown Community College HIM Career Pathway (Education) - $75,000; 3) University System of Maryland - Hagerstown MacLab for Digital Simulation Program (Education) - $50,000; 4) University System of Maryland -Hagerstown Engineering Bachelor's Program Feasibility Study (Education) - $30,000; 5) PenMar Development Corporation (Infrastructure) - $400,000; 6) Community Free Clinic Chronic Disease Management (Health) - $491,400; 7) United Way Grant Writing Training (Training Resources) - $7,811; 8) City of Hagerstown Broadband Study (Community Development) - $25,000; and 9) City of Hagerstown Engineering/Design of Downtown Parking Deck (Infrastructure) - $350,000; and a request from the Washington County Division of Public Works for $1 Million toward the Professional Court Extension — Phase II through the ARC Transportation Equity Act for the 21 st Century (TEA -21) funds. Commissioner Callaham suggested that the PenMar Development Corporation Infrastructure project be made the second priority on the list. Commissioner McKinley, seconded by Cline, moved to accept the Appalachian Regional Commission (ARC) Preliminary Project Descriptions and the recommended priorities as presented in the Agenda Report packet. The motion passed unanimously. 2013-14 HEALTH CARE PLAN/RATE CHANGES Stephanie Stone, Director, and Debra Peyton, Benefits Administrator, Health and Human Services, presented recommendations concerning the 2013-14 Health Care Plan/Rate for County employees. Ms. Stone detailed the changes to the employee and employer regarding monthly health benefit rates within the new Health Care Plan contract. The typical coverage change to employees will be a $12.53 increase in premiums per month or 10.05%. The costs were offset by moving to a self-funded Dental Plan and adding a $5 increase to the co -pay when visiting a specialist. Proposed changes include preauthorization for all hospitalizations, and an increase of $5 ($15 to $20) for the EPO Plan and $5 ($20 to $25) for the PPO Plan for employee co -pays for Specialist visits. Ms. Stone indicated that the Committee recommended the cost increases be passed on to retirees. Ms. Stone provided information on a wellness initiative developed by the County's Wellness Committee to encourage employee physical fitness. She stated that a $500 prize would be awarded to the winner of a fitness competition to be taken from $5,000 made available for employee wellness programs through CareFirst Administrators. The Commissioners discussed the proposal. April 30, 2013 Page 5 Commissioner Callaham, seconded by Barr, moved to accept the recommendations for the 2013-14 Health Care Plan/Rate for County employees as presented. The motion passed unanimously. (Commissioner Callaham left the meeting at 3:18 p.m.) CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Barr, moved to convene in closed session at 3:19 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; and discuss other personnel matters that affect one or more specific individuals, in accordance with Section 10-508(a) (1) of the State Government Article of the Annotated Code of Maryland. The motion passed unanimously. In closed session, the Commissioners discussed the potential recommendation of several individuals to a board and to a supervisory position for which the Commissioners have input relating to the final appointment. During closed session, the Commissioners instructed staff to bring forth the potential recommendation of individuals to a board or commission over which the Commissioners have input relating to the final appointment for further consideration and discussion during the evening open session. The Commissioners also requested that staff contact several individuals that have expressed interest in serving on a board for which the Commissioners have input relating to the final appointment to confirm their continued interest and to bring that information back for further consideration at a later date. Present during closed session were Commissioners Terry L. Baker, John F. Barr, Jeffrey A. Cline, and William B. McKinley. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, County Clerk; and John M. Martirano, County Attorney. (Commissioner Callaham was absent.) RECONVENE IN OPEN SESSION Commissioner McKinley, seconded by Cline, moved to reconvene in open session at 3:55 p.m. The motion passed unanimously. RECESS The Commissioners recessed at 3:55 p.m. EVENING MEETING — TOWN OF SMITHSBURG The evening session of the regular meeting of Board of County Commissioners of Washington County was held at Smithsburg Town Hall, 21 West Water Street, Smithsburg. Apri130, 2013 Page 6 INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr gave 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 — APRIL 23.2013 Commissioner Barr, seconded by Cline, moved to approve the minutes of April 23, 2013. The motion passed unanimously. COMMISSIONERS' REPORTS AND COMMENTS Commissioner Barr thanked the Town for hosting the Commissioners' evening meeting. He described a visit to the Cushwa Basin with Commissioner McKinley where C&O Canal Park Superintendent Kevin Brandt conducted a program geared toward fourth graders to instill the idea of taking care of national, State, and local parks. Mr. Barr attended the AFL- CIO Workers' Memorial Day ceremony at Union Hall to honor fallen or injured workers. Commissioner Callaham reported attending the Blue Star Memorial Highway dedication by the Town and Country Garden Club of the Western Maryland Hospital. She was present at the Salem Avenue Elementary School Exhibition of Student Learning which focused on "green" activities. Ms. Callaham participated in Hancock's Walk to End Child Abuse and attended the Fort Frederick May Fair. She enjoyed the "Legally Blonde" presentation by students of the Barbara Ingram School for the Arts. She also attended the AFL-CIO Workers' Memorial Day ceremony and a Chamber of Commerce Board meeting. Commissioner McKinley commented on the success of the school nursing program since its takeover by Meritus Medical Center. He attended Leadership Washington County's reunion picnic. Mr. McKinley enjoyed the Canal Trail event with Williamsport fourth graders. He attended an Airport Advisory Commission board meeting where the effects of sequestration on the local tower were discussed. Commissioner McKinley thanked DOT Foods and all who helped with the recent cleanup of Elliott Parkway. Commissioner Cline thanked James Ulrich, Chief of Operations for the Smithsburg Emergency Medical Services (EMS), for his support of the medical assist program implemented at the Agricultural Education Center. He congratulated recent graduates of the Pittsburgh Institute of Aeronautics (PIA). Mr. Cline participated in the Strategic Community Impact Plan economic development meeting and the Blue Star Memorial Highway dedication. He noted that over $8,000 was raised by the St. Patrick's Day "Run for Your Luck" 5K and Washington County Government's team raised over $5,000 for the March of Dimes "March for Babies" fundraiser. Commissioner Cline attended the Boys and Girls Club recognition ceremony at Hager Hall. He and several Commissioners also April 30, 2013 Page 7 participated in a tour of Volvo Powertrain with Maryland Lt. Governor Anthony Brown. Mr. Cline attended a barbeque fundraiser held by the Funkstown Volunteer Fire Department. He thanked all who participated in the Elliott Parkway cleanup. Commissioner Baker thanked the Smithsburg Mayor and Council for hosting the Commissioners' meeting. He reported attending the PIA graduation ceremony and noted that the school would soon be accepting veterans through a scholarship program. Mr. Baker traveled to Baltimore for the State CT Technology awards where the Fire and Rescue Academy class from the local Technical High received an award. He attended a Republican Club meeting where Sheriff Mullendore spoke. Commissioner Baker participated in the check presentation for the Run for Your Luck event. He attended a meeting of the Community Action Council and noted that a Community Foundation online fundraiser for County non-profit organizations would be held on May 2. Mr. Baker participated in the Volvo Powertrain tour and the Thunder Road Bar and Grille ribbon - cutting ceremony. Commissioner Barr commented that the refurbishment of the Singer Gallery at the Washington County Museum of Fine Arts is almost complete and recommended that the Commissioners schedule a tour after it is reopened. MAYOR AND COUNCIL COMMENTS Smithsburg Mayor Mildred "Mickey" Myers welcomed the Commissioners to the Town. She introduced one-year Council member Jim Fritsch. Mayor Myers invited the Commissioners to attend the Smithsburg Pride Days 200th anniversary events on May 17-18 which include a parade and fireworks. The Mayor noted that a Memorial Day celebration will be held in the Town on May 31 with Art Callaham as the featured speaker. Council member Fritsch commented that the Hagerstown Lions Club could possibly provide a $1,000 scholarship to the PIA school. CITIZENS PARTICIPATION There were no citizens present who wished to participate. OTHER BUSINESS Countv Clerk — Annointments to Countv Boards/Commissions Recommendations for Supervisor of Assessments Commissioner McKinley, seconded by Barr, moved to submit five names to the Director of the Maryland Department of Assessments and Taxation for consideration for the position of Supervisor of Assessments, as follows: Melissa Adelsberger, Teresa R. Hartle, Debra Ross, Patricia Doub, and William Matthew; if selected, the Commissioners would require that Mr. Matthew attain residency in Washington County. The motion passed unanimously. April 30, 2013 Page 8 Countv Administrator Comments County Administrator Greg Murray mentioned the new speed cameras placed in the Smithsburg school district and the road maintenance performed in the Town by the County. He announced that the Commissioners received a Bell Ringer Award from The Salvation Army in recognition of its community service by volunteering to ring the kettle bell at the Valley Mall during the holiday season. Mr. Murray advised that he recently participated in discussions with the three rating agencies regarding the County's bond rating and that today, the County had received an "AA" rating from Fitch. REPORTS FROM COUNTY STAFF Public Relations and Communitv Affairs Sarah Sprecher, Assistant County Administrator, introduced herself and Communications Coordinator Emily Ahalt, of the new Public Relations Office. She invited the Mayor and Town Council members to contact the office for assistance in promoting local events. She also invited attendees to a mini Open House at 2:00 p.m. on Friday, May 3 at the offices located at 120 West Washington Street. ADJOURNMENT Commissioner Barr, seconded by Callaham, moved to adjourn at 7:45 p.m. The motion passed unanimously. i Gregory B. Mvay, Counj Administrator John M. Martirano, County orney Vicki C. Lumm, County Clerk