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HomeMy WebLinkAbout06.18.2013 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland June 18, 2013 President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 1:06 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. PUBLIC HEARING - TEXT AMENDMENTS TO SECTIONS 2.3.12.1, 4.1, AND 5.2 OF THE WASHINGTON COUNTY ADEQUATE PUBLIC FACILITIES, ORDINANCE President Baker convened a Public Hearing at 1:06 p.m. to obtain public comment regarding proposed text amendments (Case APF -13-001) to Sections 2.3, 12.1, 4. 1, and 5.2 of the Washington County Adequate Public Facilities Ordinance to change the definition of a minor subdivision from five lots or less to seven lots or less, to correspond with recently adopted changes to the Washington County Subdivision Ordinance. Stephen Goodrich, Director, Planning and Zoning, presented information on the proposed text amendments that were approved by the Planning Commission during its May 6, 2013 meeting. The Commissioners briefly discussed the matter. The Public Hearing was opened for public comment. There were no individuals present who wished to comment. The Public Hearing was closed at 1:13 p.m. The meeting was opened for discussion by the Commissioners. Commissioner Barr, seconded by McKinley, moved to approve the text amendments (Case APF -13-001) to Sections 2.3, 12.1, 4.1, and 5.2 of the Washington County Adequate Public Facilities Ordinance (APF -13-001) as presented. The motion passed unanimously. (Ordinance No. ORD -2013-21 is located in the County Commissioners' Office,) SOLE SOURCE PROCUREMENT — MUNIS SOFTWARE FOR UTILITY BILLING Karen Luther, Purchasing Director, and Ron Whitt, IT Director, recommended authorization of a Sole Source Procurement of software modules from Tyler Technologies of Dallas, Texas for use by the Office of Budget and Finance and others for $197,050 (software licensing and data conversion service fees) and $58,750 (for 54 days of training and consulting services), totaling $255,800, based on the company's proposal dated April 2, 2013, with the procurement being contingent upon approval of the Agreement by the County Attorney. Mr. Whitt and Debra Murray, Finance Director, described the software that would replace the County's current utility billing system that is becoming obsolete, and would consolidate general billing operations under one centralized system. The software components will also expand and enhance the County Treasurer's current system. The Commissioners discussed the proposal. June 18, 2013 Page 2 Commissioner Callaham, seconded by Barr, moved to authorize the Sole Source Procurement of the software modules from Tyler Technologies of Dallas, Texas as presented. The motion passed unanimously. TEXT AMENDMENT TO SECTION 3.1 OF THE WASHINGTON COUNTY ZONING ORDINANCE (RZ-13-001) Deputy County Attorney Kirk C. Downey requested approval of Text Amendment RZ-13-001 regarding Section 3.1 of the Washington County Zoning Ordinance. The amendment updates language pertaining to the implementation and maintenance of the Official Zoning Map for Washington County. The Commissioners reached a consensus to adopt the amendment after holding a Public Hearing on June 11, 2013. Mr. Downey indicated that the adopting ordinance was prepared and ready for approval. Commissioner McKinley, seconded by Cline, moved to adopt an ordinance to amend Section 3.1 of the Zoning Ordinance for Washington County (RZ-13-001) and adopt an amendment relating to its text as presented. The motion passed unanimously. (Ordinance No. ORD -2013-22 is located in the County Commissioners' Office.) BID AWARD — ROBINWOOD DRIVE CORRIDOR II ROADWAY IMPROVEMENTS Rob Slocum, Deputy Director of Public Works, and Scott Hobbs, Chief of Engineering, recommended award of the contract for the Robinwood Drive Corridor II Roadway Improvements (CONTRACT NO. RD -RW -211-10) to the lowest responsive, responsible bidder, Milani Construction, LLC of Washington, D.C., for $7,685,000. Mr. Hobbs described the project that will convert Robinwood Drive from a two-lane undivided roadway to a four -lane divided roadway with two lanes in each direction from Medical Campus Road to Academic Boulevard, adding a center turn lane between Robins Glen Drive and Robinwood Court, a two lane roundabout, traffic signal upgrades, additional street lighting, and upgrades to storm drainage. Mr. Slocum indicated that Hagerstown Community College would be participating in the project with a $105,000 bid alternate for a new wall and fencing at the College's entrance. The Commissioners were advised that 23% of the work is to be performed by subcontractors residing in Washington County. The Commissioners discussed the local labor to be used in the project, the likely disruption to residents and businesses in the area, and the vetting process for the contractor that has not worked with the County in the past. Commissioner Barr, seconded by McKinley, moved to approve award of the contract for the Robinwood Drive Corridor II Roadway Improvements to the lowest responsive, responsible bidder, Milani Construction, LLC of Washington, D.C., for $7,685,000 as presented. The motion passed unanimously. WASHINGTON COUNTY SHERIFF'S OFFICE GRANTS Lieutenant Mark Knight, Sheriff's Department, requested approval of a Governor's Office of Crime Control and Prevention — Edward J. Byrne Memorial Justice Assistance Grant of $48,428. This grant would be used to purchase ten Mobile Data terminals and related June 18, 2013 Page 3 vehicle installation equipment. The second requested grant is a U.S. Department of Justice, Office of Justice Program — Edward Byrne Memorial Justice Assistance Grant Program, FY 2013 Local Solicitation grant of $14,259. Lieutenant Knight indicated that the grant would support a broad range of activities such as law enforcement projects, community events, and traffic enforcement initiatives based on needs and conditions. Commissioner Cline, seconded by Callaham, moved to accept both grant awards as presented. The motion passed unanimously. BID AWARD — JANITORIAL SERVICES FOR WASHINGTON COUNTY OFFICE BUILDINGS Rick Curry, Buyer, Purchasing, and Jim Sterling, Director, Parks and Facilities, recommended award of the Janitorial Services contract (PUR-1217) to the responsible, responsive bidder with the lowest bid price under Option No. 1, Stockwell Maintenance Systems, Inc. of Williamsport, Maryland, for a total annual cost of $141,070 and unit costs as follows: Additional carpet cleaning as required (per square foot) $0.13, additional strip/wax and buff hard floors (per square foot) $0.10, hourly labor rate per person for additional services as required, regular rate per hour $8.70, and hourly labor rate per person for additional services as required Saturdays, Sundays and Holidays $13.05. Mr. Curry advised that the contract term is for one year with four, one-year renewal options tentatively commencing July 1, 2013. The County reserves the right to accept or reject any request for renewal by the bidder and any increase in monthly costs for each specified building. Mr. Sterling indicated that Stockwell Maintenance Systems, Inc. is the present contractor for the Division of Emergency Services, Agricultural Education Center, and Solid Waste Department. The Commissioners discussed the proposal. Commissioner Barr, seconded by McKinley, moved to award the contract for Janitorial Services to the responsible, responsive bidder with the lowest bid price, Stockwell Maintenance Systems, Inc., as presented. The motion passed unanimously. MODIFICATION OF POSITION - ASSISTANT DIRECTOR OF EMERGENCY MEDICAL SERVICES OPERATIONS Kevin Lewis, Director, Division of Emergency Services, and Stephanie Stone, Director, Health and Human Services, recommended modification of the current position of Emergency Medical Services Coordinator, Grade 12, within the Division of Emergency Services, to Assistant Director of Emergency Medical Services Operations, Grade 14. Mr. Lewis described the supervisory responsibilities and technical knowledge required of the position and advised that the Washington County Volunteer Fire and Rescue Association was consulted regarding the position's requirements. Ms. Stone reviewed an organizational structure chart with the Commissioners showing that the supervisory duties of the position fall within the Grade 14 category. The Commissioners discussed the proposal. June 18, 2013 Page 4 Commissioner Cline, seconded by Barr, moved to modify the position of Emergency Medical Services Coordinator Grade 12, within the Division of Emergency Services, to Assistant Director of Emergency Medical Services Operations, Grade 14, as presented. The motion passed unanimously. COMMUNITY RESCUE SERVICE BUILDING PROJECT R. David Hays, Assistant Chief of the Community Rescue Service (CRS), provided information on plans by CRS to locate a separate service location in the Maugansville area. He indicated that CRS shares space at the Maugansville Goodwill Volunteer Fire Company (MGVFC). Due to the growing service demands of MGVFC, CRS management began a search in 2008 for a separate location in that area. Mr. Hays described the various locations evaluated for consideration by CRS and the decision to purchase a 0.72 -acre property located on Oliver Court off Maugans Avenue near Interstate 81. He advised that groundbreaking should occur in the next 6-9 months with an expected occupancy in 2014. He also discussed efforts by CRS to train and support recruits. The Commissioners discussed the plans with Mr. Hays and thanked him for the information presented. WASHINGTON COUNTY HEALTH DEPARTMENT - MEDICAL ASSISTANCE TRANSPORTATION PROGRAM CONTRACT (CONVENING AS A BOARD OF HEALTH) Commissioner Barr, seconded by McKinley, moved to convene as the Board of Health at 2:53 p.m. The motion passed unanimously. Earl Stoner, Health Officer, discussed with the Commissioners the requested increase of the contract amount for the Medical Assistance Transportation Program services issued on behalf of the Washington County Health Department. He informed the Commissioners that All American Ambulance (AAA) has submitted a written request for a 1.8% increase as a contingency of the renewal of its contract as the Medical Assistance Transportation Contractor for the Washington County Health Department for Fiscal Year July 1, 2013 — June 30, 2014. Mr. Stoner advised that the current Medical Assistance Transportation contract contains an available one-year renewal. AAA is requesting the 1.8% increase due to increased payroll taxes, health insurance premiums, and the anticipated increase in vehicle insurance premiums for calendar year 2013. Mr. Stoner indicated that the Health Department's transportation budget was increased for FY 2014 to cover the increased client load and the request by AAA for the 1.8% increase. Commissioner Cline, seconded by Callaham, moved to approve the 1.8% increase in the contract for Medical Assistance Transportation Program on behalf of the Washington County Health Department, and renewal of the one-year contract as presented. The motion passed unanimously. Commissioner Cline, seconded by McKinley, moved to reconvene in regular session as the Board of County Commissioners at 2:56 p.m. The motion passed unanimously. June 18, 2013 Page 5 CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Barr, moved to convene in closed session at 2:56 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; or any other personnel matter that affects one or more specific individuals; in accordance with Section 10-508(a) (1) and (4) of the State Government Article of the Annotated Code of Maryland. County Attorney John Martirano informed the Commissioners that an additional item had been added to Closed Session after the Agenda was published, and the reason for that item to be discussed in Closed Session is "To consider a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State." Commissioner Cline moved to revise his motion to add the additional reason for closed session and Commissioner Barr seconded. The motion passed unanimously. In closed session, the Commissioners discussed the potential appointment of several individuals to two County boards over which the Commissioners have appointment authority; and discussed the specifies of an incentive -proposal that may be offered to a company hoping to locate its business operations in the State/County. During closed session, the Commissioners instructed staff to bring forth the potential appointments of several individuals to two County boards over which the Commissioners have appointment authority for further consideration and discussion during the evening open session meeting; and provided direction to Staff regarding continuing discussions (regarding potential incentives) with a company hoping to locate its business operations in the County. 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 at various times Angela Smith, Deputy Director, Plan Review and Permitting; Dori Nipps, Director, and Sam Cool, Chair, PenMar Development Corporation RECONVENE IN OPEN SESSION Commissioner McKinley, seconded by Cline, moved to reconvene in open session at 3:32 p.m. The motion passed unanimously. RECESS The Commissioners recessed at 3:32 p.m. EVENING MEETING — TOWN OF WILLLAMSPORT The evening session of the regular meeting of Board of County Commissioners of Washington County, Maryland was held at Town Hall, 2 North Conococheague Street, Williamsport. June 18, 2013 Page 6 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 7:00 p.m. with the following members present: Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. (Vice President John F. Barr was absent.) APPROVAL OF MINUTES e JUNE 11, 2013 Commissioner McKinley, seconded by Callaham, moved to approve the minutes of June 11, 2013 as amended. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline thanked the Town for hosting the evening meeting. He reported attending business outreach visits to Cronise Market Place and the Olde Homestead in Boonsboro. He also attended the Relay for Life cancer fundraiser at Fairgrounds Park and the MINI -sponsored Fishing Frenzy at Pangborn Park. Mr. Cline was present for the Flag Day ceremony at the Red Men Club. He attended the renaming ceremony of the Memorial Recreation Center to the Robert W. Johnson Community Center. He visited Hagerfest at Breezy Hill Farms sponsored by the Washington County Mediation Group. Commissioner Cline noted that he was a graduating member of the 2013 Leadership Washington County Class. He mentioned the recent passing of World War II veteran and fire and rescue chaplain Robert Blair. Commissioner Callaham attended a dinner for Washington County Public School retirees. She participated in the Cronise Market Place and the Olde Homestead business visits. Ms. Callaham requested information on the removal of demolition materials remaining at the former Pangborn Corporation site. Commissioner McKinley attended a meeting of the Economic Development Commission. He attended Homestead Days at Mondell Road and the groundbreaking ceremony for the new Hospital Wing for Children at Brook Lane. Mr. McKinley attended the dedication of the Robert W. Johnson Community Center and discussed Mr. Johnson's many contributions to Washington County and his service to the country as a former Tuskegee Airman. He also reported meeting with various citizens' groups. Commissioner Baker thanked the Mayor and Council for the warm welcome. He mentioned the recent time capsule opening at Williamsport Elementary School attended by Town officials. Mr. Baker advised of the May 23 dedication ceremony for the new Korean War Veterans monument on Mealey Parkway. Commissioner Baker congratulated the returning and newly elected members of the Williamsport Town Council. June 18, 2013 Page 7 MAYOR AND COUNCIL COMMENTS Mayor James McCleaf welcomed the Commissioners to Williamsport. He thanked County staff, in particular Environmental Management Director Julie Pippel, for assistance with the Town's water and sewer project. The Mayor discussed several issues that the Town is requesting assistance with; including some type of funding for C & O Canal projects and the possibility of a fire tax to fund career firefighters, in light of the minimal availability of personnel during a recent fire in downtown Williamsport. Council member Joan Knode commented on events planned in the Town. Council member Scott Bragunier advised of a grant obtained to mount the Town's historic cannons on Doubleday Hill and thanked the County for submitting a letter of support. He discussed the cannons and Williamsport's role in the Civil War. CITIZENS PARTICIPATION Tim Almany, Fairplay, accompanied by supporters to restore Fire and EMS services to District 12, thanked the Commissioners and the Town for their fire and rescue support. George Warrenfeltz, Fairplay, commented that he and other individuals had founded the original Fairplay Volunteer Fire Company, and he is supporting the new group to restore emergency services in that area. He also commented on the new Korean War monument. OTHER BUSINESS Countv Clerk — Appointments to Countv Boards/Commissions Washington County Animal Control Authority Commissioner Cline, seconded by Callaham, moved to appoint Travis Poole to serve as the attorney member on the Washington County Animal Control Authority, to a first, three- year term through June 30, 2016. The motion passed unanimously. Washinp-ton County Board of Social Services Commissioner McKinley, seconded by Callaham, moved to appoint Robert Petties to serve a first, three-year term on the Washington County Board of Social Services from July 1, 2013 through June 30, 2016. The motion passed unanimously. Washinaton County Board of Zoning Appeals Commissioner Cline, seconded by McKinley, moved to appoint the following individuals to the Washington County Board of Zoning Appeals: Hampton Wedlock to a second, three-year term; Wilmer Lankford to a first, full three-year term; and John Rinehart as an alternate member to a first, three-year term, all from July 1, 2013 through June 30, 2016. The motion passed unanimously. PenMar Development Corporation Commissioner Cline, seconded by Callaham, moved to appoint Sharon Disque, Joseph Bollinger, and John Van Der Crayssen to first full, four-year terms; and Sam Cool to a second, four-year term on the PenMar Development Corporation, all from July 1, 2013 through June 30, 2017. The motion passed unanimously. June 18, 2013 Page 8 Countv Administrator County Administrator Greg Murray thanked the Town for hosting the Commissioners' meeting. He advised that the Rural Out -of -School Time Initiative bid award would be brought before the Commissioners during their next meeting. REPORTS FROM COUNTY STAFF Public Relations and Communitv Affairs Sarah Sprecher, Assistant County Administrator, introduced herself and two staff members of the Public Relations and Community Affairs Department; James Jenkins, Public Relations Manager, and Tabitha Porterfield, Marketing Specialist. She promoted National Small Business Week observed June 17-21 and mentioned the Commissioner's small business outreach visits occurring year-round. Ms. Sprecher invited the Mayor and Town Council to contact the new Public Relations Office for assistance in promoting local events. She added that the County recently hired Terry Irwin as the Project Liaison to expedite and assist in the permitting process. Council member Joan Knode advised of new businesses opening in the Town. Mayor McCleaf noted that the Williamsport Community Band would be performing June 30 in the Basilica at The Seton Shrine in Emmittsburg. Council member Bragunier reminded all of the Town's July 4 fireworks celebration. ADJOURNMENT Commissioner McKinley, seconded by Callaham, moved to adjourn at 7:35 p.m. The motion passed unanimously. Gregory B. M fray, Cour_ty Administrator John M. Martirano, County Atto JLC Vicki C. Lumm, County Clerk