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HomeMy WebLinkAbout06.25.2013 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland June 25, 2013 INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Callaham 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 regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 9:39 a.m. in the County Administration Building located at 100 West Washington Street, Room 227, Hagerstown, with the following members present: Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. (Commissioner John F. Barr was absent.) APPROVAL OF MINUTES — JUNE 18.2013 Commissioner Callaham, seconded by McKinley, moved to approve the minutes of June 18, 2013. The motion passed unanimously. COMMISSIONERS' REPORTS AND COMMENTS Commissioner Cline thanked the Town of Williamsport for hosting last week's evening meeting of the Commissioners. He reported attending the breakfast meeting hosted by Delegate LeRoy Myers to discuss the concept of Charter Home Rule for Washington County. He participated in a business visit to Central Maryland International Trucking. Mr. Cline attended the Miss Maryland Scholarship luncheon hosted by the City of Hagerstown and an exhibit of local businesses at the Miller House. He was present at the opening ceremony for the Relay for Life cancer fundraiser at the Agricultural Education Center and the Humane Society's Howl at the Moon fundraiser. Commissioner Cline congratulated Children's Village on its successful 5K event and the Korean War Veterans Chapter 312 for the new memorial monument on Mealey Parkway. Commissioner Callaham attended the Charter Home Rule discussion hosted by Delegate Myers. She visited the Farmers' Market at the Elks Club and participated in the Central Maryland International Trucking business visit. Ms. Callaham joined Senator Cardin for his tour of the Volvo Powertrain plant. She attended a Chamber of Commerce board meeting and responded to questions concerning the structure and reorganization of the Economic Development Commission. Commissioner Callaham praised the recent Korean War Veterans monument ceremony. Commissioner McKinley thanked Delegate Myers for hosting a meeting to discuss the issue of Charter Home Rule. He visited Central Maryland International Trucking and participated in the University System of Maryland -Hagerstown Campus scholarship ceremony. Mr. McKinley visited the Miller House display and accompanied Senator Cardin on his Volvo Powertrain visit. June 25, 2013 Page 2 He enjoyed a clay -shooting event for legislators sponsored by Hendershot's Sporting Goods. He attended the Korean War memorial monument ceremony and the Planning Commission's Town Growth workshop meeting. Commissioner Baker attended a Social Services Board meeting where he thanked outgoing Chair Dave Pool for his dedication. He thanked all who were involved in the work to accomplish the new Korean War memorial monument. Mr. Baker proposed that the Commissioners hold an annual visit to war memorials around the County. He also attended the Miller House display. OTHER BUSINESS REPORTS FROM COUNTY STAFF Information Systems Ron Whitt, Director, Division of Information Systems, updated the Commissioners on the One Maryland Broadband Network Project that is winding down in Washington County this August. He indicated that the County also participated in a 50150 funding split with the Appalachian Regional Commission in November 2011 to perform a broadband study that has found the County will not have economic access or control to some of the broadband fibers. He discussed the access that will be available as a result of the project. Health and Human Services Stephanie Stone, Health and Human Services Director, and Rob Slocum, Public Works Deputy Director, requested permission to advertise and fill a budgeted full-time, Grade 11 Building Inspector I position in the Engineering and Construction Department due to an employee vacancy. The Commissioners discussed the request. Commissioner McKinley, seconded by Cline, moved to approve the request as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) Ms. Stone requested the permanent upgrade of two employees in the Health and Human Services Department due to additional duties assumed by not filling the vacant Deputy Director's position. She recommended that Krista Shipley be upgraded from Human Resources Technician - Grade 9, Step 10, to Human Resources Administrator - Grade 11, Step 9, and Benefit Administrator Debbie Peyton from Grade 13, Step 6, to Benefit Manager, Grade 14, Step 7, to be consistent with their duties performed. The Deputy Director position has been eliminated from the Department's structure. Commissioner McKinley, seconded by Callaham, moved to approve the request as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) BID RESULTS/AWARD UPDATE — ELECTRIC SUPPLY SERVICES TO THE FREDERICK AREA COOPERATIVE PURCHASING COMMITTEE Karen Luther, Purchasing Director, and Richard Anderson of CQI Associates, LLC, reported on bid results for Electric Supply Services, Ms. Luther recommended that the contract be awarded June 25, 2013 Page 3 to the responsive, responsible bidder, Washington Gas Energy Services of Timonium, Maryland, based on the bid (Bid #2013-19) with the lowest "Fixed All -Inclusive" rate for existing accounts starting on the November 2014 meter read date and effective for 12 months (through November 2015) in the amount of $0.0626 per KWH, and with the lowest "Fixed All -Inclusive" rate for new accounts through November 2014 (17.5 months) meter read date of $0.05965 per KWH. Ms. Luther advised that the Board of County Commissioners on October 3, 2006 approved entering into the Frederick Area Cooperative Purchasing Agreement for Electricity as a participating organization and appointed a Primary Representative and a Secondary Representative (Alternate) to act on behalf of the Board to enter into a contract immediately following the bid opening for electricity supply services. After careful review of the bids received December 19, 2012, it was decided not to issue a notice of award for various reasons. An Addendum was issued and a request for price refresh was made to the five qualified bidders. The new bid date was March 21, 2013 and the award being recommended herein was made at that time. Mr. Anderson described the bidding process and the upward pricing trends for electric supply services. He discussed the recommendation that the County approve a one-year contract opposed to a two-year, due to its solar energy projects. Commissioner McKinley, seconded by Cline, moved to enter into the record the contract awards made by the Frederick Area Cooperative Purchasing Committee on March 21, 2013 for Electric Supply Services to the responsive, responsible bidder, Washington Gas Energy Services of Timonium, Maryland, as written. The motion passed unanimously. (4-0, Commissioner Barr was absent.) PROCUREMENT POLICY MANUAL ADOPTION Karen Luther recommended adoption of a new Procurement Policy Manual (Manual) containing updates and new sections pertaining to the County's procurement process. Ms. Luther stated that the Manual is an in-depth update and consolidation of multiple procurement and procurement - related policies and sets forth common procurement processes/practices that are presently implemented. She indicated that the Manual was previously distributed to County departments for review and comment. Ms. Luther reviewed several significant items concerning the Manual, including increasing the amount of small purchases limits from $1000 to $2500, barring the County from contracting with employee -owned businesses, the handling of protests and claims, change order authority, the suspension and/or debarment of contractors, and the disposal of surplus, obsolete and waste items. The Commissioners discussed the matter. Commissioner Callaham, seconded by Cline, moved to adopt the proposed Procurement Policy Manual as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) June 25, 2013 Page 4 CITIZENS PARTICIPATION Joe Lane, 12030 Hippan Hill Road, Smithsburg, commented on the Adequate Public Facilities Ordinance (APFO) and the Collegiate Acres mitigation proposal to be discussed later in the meeting. Nancy Allen, 924 Oak Hill Avenue, Hagerstown, commented on the Collegiate Acres APFO mitigation request and school overcrowding. Bill Pike, 14229 Shelby Circle, Hagerstown, commented on the City's attempt to keep the Hagerstown Suns baseball team in Hagerstown. He also commented on issues regarding an abandoned property in his neighborhood. County Administrator Greg Murray provided information concerning the comments made by individuals thus far during Citizens Participation. Barbara Hovermill, 16286 Spielman Road, Williamsport, commented on the APFO issue in relation to Collegiate Acres. Christopher Smith, 10335 Lantern Lane, Hagerstown, on behalf of Manor House Builders, commented on growth issues in the County. CONTRACT AWARD - PROVISION OF RURAL OUT-OF-SCHOOL TIME, INITIATIVE Karen Luther, Purchasing Director, and Susan Buchanan, Grant Manager, Office of Community Grant Management, recommended award of a contract to the responsive, responsible, sole proposer, The Boys & Girls Club of Washington County, Inc., for $122,500, for the provision of Rural Out -of -School Time Initiative (ROSTI) in Washington County (PUR- 1219). Ms. Luther advised that the Local Management Board and the Governor's Office for Children (GOC) have approved the proposal. Ms. Buchanan described the community-based, out-of-school time program that offers supervision and alternative activities to a minimum of 120 at -risk school aged youth attending schools in Cascade, Hancock, or Williamsport. The maximum award of $122,500 is funded through the GOC. The contract will tentatively begin August 1, 2013 and end June 30, 2014, with an option to renew for up to two consecutive one-year periods. Commissioner Callaham, seconded by McKinley, moved to award the contract for the provision of Rural Out -of -School Time Initiative in Washington County to the responsive, responsible, sole proposer, The Boys & Girls Club of Washington County, Inc., for $122,500, as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) 2013-14 PROPERTY AND CASUALTY INSURANCE RENEWALS, Becky Maginnis, Risk Management Administrator, and Ed Seward, Broker, CBIZ Insurance Services, Inc., presented the recommendation to renew policies in place during the prior policy year for liability policies placed with Travelers Insurance Company, property and equipment June 25, 2013 Page 5 policies with Local Government Insurance Trust, and an airport liability policy placed with AIG Aviation, Inc. Ms. Maginnis advised that renewal quotes from insurance carriers showed a total increase of 8.64% over last year's actual. She indicated that renewal premiums for all lines of coverage were held to a 1.70% increase, which is well below budgeted premiums and increases for the insurance market. She recommended that the Commissioners add cyber liability coverage for network and information security liability only to the Travelers policy, and increase the law enforcement deductible from $10,000 to $15,000. The Commissioners discussed the recommendation. Commissioner Cline suggested the possibility of adding first party liability coverage to the policy. Ms. Maginnis stated that the cost would be $597 and Mr. Seward advised that the cost would be worthwhile. Commissioner Cline, seconded by Callaham, moved to renew the policies in place during the prior policy year for liability policies placed with Travelers Insurance Company, property and equipment policies with Local Government Insurance Trust, and an airport liability policy placed with AIG Aviation, Inc.; to add cyber liability coverage for network and information security liability only to the Travelers policy and increase the law enforcement deductible from $10,000 to $15,000; and to add first party liability for the extra $597 as discussed. The motion passed unanimously. (4-0, Commissioner Barr was absent.) REVISED ADEQUATE PUBLIC FACILITIES ORDINANCE MITIGATION PROPOSAL — THE RESERVE AT COLLEGIATE ACRES Stephen Goodrich, Director, Planning and Zoning, presented a revised Adequate Public Facilities Ordinance (APFO) school mitigation proposal relating to The Reserve at Collegiate Acres being offered by the developer after the Commissioners did not act on a prior mitigation offer made during their meeting on June 11. The previous proposal involved no payment but would limit the development of the project using a phasing schedule that would generally coincide with the construction of the planned West City Elementary School. Attorney Jason Divelbiss and Collegiate Acres Managing Member Trey Alter discussed the revised mitigation offer of $447,664 to be paid in two installments equivalent to the phasing schedule offered previously. The first installment would be payable in the amount of $241,739 as a condition of the issuance of permits for the construction of 148 units in Phase I. The second installment would be payable in the amount of $205,925 as a condition of the issuance of permits for the construction of 124 units in Phase II. The payment is equivalent to the difference between the previous $3 per square foot excise tax and the current $1 per square foot excise tax and is also equivalent to $1,645.82 per unit. Mr. Alter discussed the amenities to be offered in the high- end apartments to be located on the northeast side of Salem Avenue. The Commissioners discussed the proposal including school overcrowding; the cost per student seat, the calculation of a per unit figure, the creation of about 270 construction jobs for local contractors, the subsequent boost to City and County tax rolls, and the possible amendment to f'� t June 25, 2013 Page 6 the APFO mitigation section which would include a public hearing to be held in late July or early August. Commissioners McKinley and Cline indicated that a figure closer to $2,000 per unit should be offered by the developer. Mr. Alter offered $2,000 per unit in an attempt to bring the matter to a vote. Commissioner Baker indicated that he would not approve $2000 per unit for both phases. Mr. Goodrich generally discussed the formula that may be used to calculate values for a proposed APFO school mitigation revised section. He indicated that a separate resolution would accompany the ordinance to allow figures to be evaluated and changed if desired. Commissioner McKinley, seconded by Cline, moved to approve the developer's revised mitigation proposal, as amended during today's discussion, using a figure of $2,000 per unit for both phases of Collegiate Acres. Commissioner Callaham stated that after mentioning during the June 11, 2013 discussion that she may not be able to vote on this issue, she sought guidance from the Washington County Ethics Commission. The Ethics Commission has determined that there is nothing to prohibit her from voting on this matter. The motion passed with Commissioners McKinley, Cline, and Callaham voting "AYE" and Commissioner Baker "NO." (Commissioner Barr was absent.) CONVENE IN CLOSED SESSION Commissioner McKinley, seconded by Cline, moved to convene in closed session at 12:03 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 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 reappointment of several individuals to a County commission over which the Commissioners have appointment authority; and discussed the potential appointment of an individual to a County board over which the Commissioners have appointment authority. During closed session, the Commissioners instructed staff to bring forth the potential reappointments of individuals to a County commission and the potential appointment of an individual to a County board over which the Commissioners have appointment authority for further consideration and discussion during a future open session meeting. 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; Vicki Lumm, County Clerk; John Martirano, County Attorney; and at various times Dan Pheil, Chair, and Ron Bowers, Vice Chair, EDC; Linda Spence, EDC Business Support Specialist; and John Kenney, Program Manager, Department of Social Services. June 25, 2013 Page 7 ADJOURNMENT Commissioner Cline, seconded by McKinley, moved to adjourn at 12:15 p.m. The motion passed unanimously. The Commissioners attended a luncheon at 12:30 p.m. with Teens Have Choices — The Washington County Teen Pregnancy Prevention Coalition, 140 West Franklin Street, Hagerstown. AM, Crregory & Mfrray, County Administrator John M. Martirano, Coy Attorney Vicki C. Lumm, County Clerk