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HomeMy WebLinkAbout04.15.2014 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland April 15, 2014 President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 9:38 a.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. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr offered the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES — APRIL 8, 2014 Commissioner Barr, seconded by McKinley, moved to approve the minutes of April 8, 2014. The motion passed unanimously. COMMISSIONERS REPORTS AND COMMENTS Commissioner Cline participated in the Department of Business Development visit to WHAG TV -25 and the Rural Heritage Museum open house. He attended a victory dinner for the Fellowship of Christian Athletes and opening ceremonies for the Conococheague Little League. Mr. Cline reported on a meeting in the Town of Williamsport with Kevin Brandt, National Parks Superintendent, regarding the importance of restoring the Williamsport aqueduct. He attended the Apples for Children "Week of the Young Child" event and the Boys and Girls Club dinner featuring guest speaker Brian Mitchell. Commissioner Cline attended the ribbon cutting for Scoopalicious and opening ceremonies for the Washington County Girls Softball League at Kemp's Mill. He stopped by the Parent/Child Telethon at the Valley Mall and attended the Rehab Unit 255 awards dinner and officer installation. Mr. Cline was present at a 4-H event at the Agricultural Education Center and the Eagle Scout ceremony for Andrew Paul Stewart in Sharpsburg. Commissioner Callaham attended the Williamsport aqueduct meeting. She discussed the County's Revolving Loan Fund that may be used by volunteer fire companies to assist with the purchase of fire and rescue equipment. County Administrator Greg Murray advised of its operation and purpose. He indicated that companies having funding concerns or emergency needs to replace equipment should first contact the Washington County Volunteer Fire and Rescue Association, which can review company financial records and advise accordingly. He added that Phase II of the Fire Plan would address these -type issues. The Commissioners discussed the differing information being received from fire and emergency volunteers regarding company funding issues. Commissioner Barr described the Commissioners' business visit to WHAG TV -25. He attended the Clear Spring High School pancake breakfast and the Children's Village VIP Servers breakfast. Mr. Barr was present at the Friends of Scouting thank you breakfast for April 15, 2014 Page 2 supporters of the Mason-Dixon Boy Scout Council. He attended the Doey's Dash fundraiser to benefit Hospice and the Wilson Ruritan Club pancake breakfast. Commissioner Barr visited the Parent/Child Center fundraiser, the Scoopalicious grand opening, and the Apples for Children event. Commissioner McKinley thanked the Long Meadow Rotary Club for inviting him and Commissioner Barr to speak about economic development. He congratulated Andrew Paul Stewart on attaining the rank of Eagle Scout. Mr. McKinley attended the 4-H awards banquet and the Scoopalicious grand opening. He enjoyed the Barbara Ingram School for the Arts production of The Wizard of Oz that included County Attorney John Martirano's daughter Julia, and County Administrator Greg Murray's daughter Danielle. Commissioner McKinley attended the Williamsport aqueduct meeting and the Williamsport Lions Club student academic honors event. He attended an Economic Development Commission meeting and the Mason-Dixon Council Friends of Scouting breakfast. Commissioner McKinley referred to last week's evening meeting of the Commissioners in the Town of Clear Spring where many individuals attended to express concerns about the methadone clinic to be located in the Everly Plaza near Williamsport. The Commissioners discussed the permissible zoning for the clinic and the fact that the County has no legal authority to stop it from moving to that location. However, they expressed their desire for public safety in the area and that everything in their power is done to make citizens in the surrounding community feel safe regarding their concerns. It was their consensus to direct County staff to speak with nearby residents and the property owner regarding the possibility of the installation of fencing and improved lighting at the new location, with a target date of sixty days. They also requested that discussions regarding public safety be held with the clinic's licensing agencies and with the Sheriffs Department that may include heightened patrols in the area. Commissioner Baker reported on his visit two weeks ago to Washington, DC where he spoke to various political representatives during the American Waterworks annual meeting. He indicated that one of the items discussed concerned notification issues for chemical spills such as the one that occurred on the Elk River in West Virginia. Mr. Baker reported on a Recreation and Parks Board meeting and noted that the Black Rock Golf Course held its first Frisbee golf tournament at the Washington County Regional Park. Commissioner Baker was present at a meeting of the Community Action Council. He attended the 4-H recognition celebration and opening day ceremonies for the 601h year of the Conococheague Little League. He also attended the Rehab Unit 255 banquet. CITIZENS PARTICIPATION There were no citizens present who wished to participate. April 15, 2014 Page 3 OTHER BUSINESS REPORTS FROM COUNTY STAFF Health and Human Services Stephanie Stone, Director, Health and Human Services, requested approval to advertise and hire a budgeted full-time, Grade 13 Traffic Control Safety Supervisor in the Highway Department. Commissioner Callaham, seconded by Barr, moved to approve the request as presented. The motion passed unanimously. CERTIFICATE OF RECOGNITION — RICK CURRY Karen Luther, Purchasing Director, recognized Rick Curry, Buyer, Purchasing Department, for attaining the professional certification of Certified Professional Public Procurement Officer. Ms. Luther stated that the certification is a recognized credential throughout the world. Mr. Curry previously earned his Certified Professional Public Buyer certification, an Associate's degree, and is now working toward a Bachelor's degree. The Commissioners congratulated Mr. Curry for his accomplishments and presented him a certificate of recognition for this latest career achievement. WASHINGTON COUNTY HEALTH DEPARTMENT — AWARD OF THE NON- EMERGENCY MEDICAID AMBULANCEIWHEELCHAIR/SEDAN SERVICES (CONVENING AS A BOARD OF HEALTH) Commissioner Barr, seconded by Cline, moved to convene as the Board of Health at 10:46 a.m. The motion passed unanimously. Earl Stoner, Health Officer, Washington County Health Department, presented a proposal to award the Non -Emergency Medicaid Ambulance/Wheelchair/Sedan Service contract to Am -Van, Inc. trading as All American Ambulance and Transport (PUR-2014-01) for the period of July 1, 2014 — June 30, 2015, with the option to renew for two additional consecutive one-year periods, subject to written notice given by the Department at least ninety calendar days in advance of the then current expiration date of the contract. The total bid for the Fiscal Year 2015 contract is $875,590. Mr. Stoner described the services covered under the contract. Commissioner Barr, seconded by McKinley, moved to award the Non -Emergency Medicaid Ambulance/Wheelchair/Sedan Service contract to Am -Van, Inc. trading as All American Ambulance and Transport as presented. The motion passed unanimously. Commissioner Barr, seconded by Callaham, moved to reconvene in regular session as the Board of County Commissioners at 10:49 a.m. The motion passed unanimously. April 15, 2014 Page 4 AUTHORIZING RESOLUTION — PUBLIC IMPROVEMENT BONDS OF 2014 AND REFUNDING BONDS OF 2014 Lindsey Rader, Bond Counsel for Washington County, presented an authorizing resolution for approval by the County Commissioners, to issue and sell General Obligation Bonds in an amount not to exceed $25 million for the purpose of financing public facilities and refunding outstanding maturities. Ms. Rader advised that certain laws of Maryland authorize and empower the County Commissioners to issue and sell at public sale, upon its full faith and credit, General Obligation Bonds in an amount not to exceed $25 million for the purpose of 1) financing the cost of certain public facilities, and 2) refunding certain outstanding maturities of the Washington County, Maryland Public Improvement Bonds of 2007. Bonds issued for financing purposes shall not exceed $14 million; bonds issued for refunding purposes shall not exceed $11 million. The par amount of each series of bonds is subject to adjustment based on market conditions, due to tax considerations or for other reasons identified in the resolution. Ms. Rader noted that proceeds from the bonds would be used to fund a portion of education projects and infrastructure projects. No additional "new money" is being requested other than what was approved in the 2014 Capital Budget and subsequently reduced by $4,120,000. The sale is to be held on Tuesday, May 14 during the regular meeting of the County Commissioners, with such sale being contingent upon preferable market conditions. The Commissioners discussed the proposal. Ms. Rader advised of approximately 3 percent (or $300,000) potential savings realized from the bond refunding. Commissioner McKinley, seconded by Barr, moved to approve the resolution authorizing the County Commissioners of Washington County to issue and sell General Obligation Bonds in an amount not to exceed $25 million for financing public facilities and refunding outstanding maturities as presented. The motion passed with Commissioners McKinley, Barr, Cline, and Callaham voting "AYE" and Commissioner Baker "NO". RECESS The Commissioners recessed at 11:00 a.m. to attend a ribbon cutting for Old Town Touch located at 19776 Longmeadow Road, Hagerstown. AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 1:18 p.m. with the following members present: Commissioners John F. Barr, Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. LEGISLATIVE UPDATE Delegate Andrew Serafini appeared before the County Commissioners to review the 2014 Maryland General Assembly session that ended April 7. He first congratulated County officials on attaining the recent upgrade to an AA+ rating from the Standard and Poor's rating agency. Delegate Serafini shared his concerns regarding the State of Maryland's fiscal condition and the potential challenges in the future that most likely would affect April 15, 2014 Page 5 Maryland counties. He discussed bills of local interest passed during the legislative session including one that allows the withholding of state income tax refunds from residents having outstanding arrest warrants. He also advised of the Governor's one-time grant to counties for pothole repairs. The Delegate referenced the De Wolfe case decision that requires representation of all individuals appearing in court and the potential cost to counties. He briefly discussed the State's new marijuana and minimum wage laws. He indicated that his vote not to approve the State budget, which affected the bond bills for Hospice of Washington County and The Maryland Theatre, was due to the additional debt included that would affect County residents. Delegate Serafini advised that Delegate Maggie McIntosh, Environmental Matters Chair, has agreed to meet with Hagerstown City and Washington County officials on May 13 to discuss potential legislative items that may help to revitalize downtown Hagerstown and assist economic development. CONTRACT AWARD — ACCELA PERMITS PLUS MIGRATION CONSULTANT SERVICES Karen Luther, Purchasing Director, and Ron Whitt, Information Systems Technologies Director, recommended award of the contract (PUR-1243) for providing project management and implementation services to assist with the migration from Accela's legacy Permit Plus to the latest release of Accela Automation to IK Consulting, LLC of Tucson, Arizona for the total sum of $387,983. Ms. Luther indicated that a Coordinating Committee was formed to review information and formulate the proposal being recommended today. Ron Whitt described the aging system now used that is becoming harder to maintain. The Commissioners discussed the high cost of moving to the new system and the condition of the current one used. Commissioner Callaham, seconded by McKinley, moved to award the contract for providing project management and implementation services to assist with the migration from Accela's legacy Permit Plus to the latest release of Accela Automation to IK Consulting, LLC of Tucson, Arizona for $387,983 as presented. The motion passed with Commissioners Callaham, McKinley, Cline, and Baker voting "AYE" and Commissioner Barr "NO". SOLE SOURCE PROCUREMENT — ACCELA AUTOMATION UPGRADE IMPLEMENTATION Karen Luther and Ron Whitt presented the recommendation to authorize a Sole Source Procurement for the Accela Automation software to Accela, Inc. of San Ramon, California for $75,840, with estimated travel expenses of $10,000 for a total cost of $85,840, based on the company's quote dated March 26, 2014, with the procurement being contingent upon approval of the Agreement by the County Attorney. Ms. Luther advised of the sole source procurement procedure that requires the approval of four of the five County Commissioners. Commissioner McKinley discussed the proposal and the fact that it must be approved to affect the previously approved matter. April 15, 2014 Page 6 Commissioner Cline, seconded by Callaham, moved to authorize a Sole Source Procurement for the Accela Automation software to Accela, Inc. of San Ramon, California as presented, contingent upon approval of the Agreement by the County Attorney. The motion passed with Commissioners Callaham, McKinley, Cline, and Baker voting "AYE" and Commissioner Barr "NO". CONTRACT RENEWAL — JANITORIAL SERVICES FOR WASHINGTON COUNTY OFFICE BUILDING Rick Curry, Buyer, Purchasing Department, and Jim Sterling, Director, Parks and Facilities, requested permission to renew the contract for Janitorial Services for Washington County Office Buildings using Option No. 1 with Stockwell Maintenance Systems, Inc. of Williamsport, Maryland based on its letter dated March 6, 2014 requesting a three percent increase for Fiscal Year 2015 for an annual total price of $145,302.10. The original contract was awarded on June 18, 2013. Commissioner McKinley, seconded by Barr, moved to renew the contract for Janitorial Services with Stockwell Maintenance Systems, Inc. of Williamsport, Maryland, including a three percent increase for FY 2015 as presented. The motion passed unanimously. REJECTION OF CONTRACT RENEWAL REOUEST FOR ELEVATOR MAINTENANCE SERVICE Rick Curry and Jim Sterling recommended rejection of the contract renewal request for Elevator Maintenance Service (PUR-1180) by Eastern Elevator Service and Sales Company for various Washington County Departments/Agencies. Mr. Curry advised that the company requested an eight percent increase in its letter dated February 12, 2014. The increase was considered excessive and it exceeds the next lowest bidder listed on the bid tabulation sheet attached to the Commissioners' agenda packet. Mr. Curry advised of his conversations with the company to request a lower increase. The contract will be re -bid if the Commissioners vote to approve the rejection recommendation. Commissioner Cline, seconded by Barr, moved to reject the contract renewal request that included an eight percent increase by Eastern Elevator Service and Sales for Elevator Maintenance Service and to rebid the contract. The motion passed unanimously. CONTRACT AWARD — SHARPSBURG TRANSITE PIPE REPLACEMENT AND PRE -SEDIMENTATION BASIN Rich Curry and Mark Bradshaw, Deputy Director, Engineering and Construction Services, recommended award of the contract for the Sharpsburg Transite Pipe Replacement and Pre -Sedimentation Basin project to the responsible, responsive bidder, Underground Contractors, Inc. of St. Albans, West Virginia, that submitted the lowest Total Sum Bid of $1,513,738 (for Items Nos. 1-26 Plus Contingent Items C1 and C2), contingent upon approval by the Maryland Department of the Environment, and to approve a budget transfer request of $30,000 to accommodate the project. Mr. Curry indicated that the work I April 15, 2014 Page 7 to be performed generally includes but is not limited to labor, materials, equipment, services, the removal and installation of waterlines, and restoration shown on contract plans. The project contains a 180 -day completion clause that allows for liquidated damages of $500 for each consecutive day the project is not completed. The Commissioners discussed the project and requested that notification be given the Town of Sharpsburg. Commissioner Barr, seconded by McKinley, moved to award the contract for the Sharpsburg Transite Pipe Replacement and Pre -Sedimentation Basin project to the responsible, responsive bidder, Underground Contractors, Inc. of St. Albans, West Virginia for $1,513,738, including the budget transfer as presented. The motion passed unanimously. YOUTH MERITORIOUS AWARDS — APRIL 2014 The Commissioners presented certificates of merit to the following students selected by the Washington County Office of Community Grant Management (OCGM) to receive April 2014 Youth Meritorious Awards: Isaiah Wims of Boonsboro Middle School, son of Kirk and Tracie Wims; and Maggie Elwood of Clear Spring Middle School, daughter of Craig and Lisa Elwood. Each student received a Washington County lapel pin from the Commissioners and a $100 Staples gift card from the OCGM. The Commissioners commended the students and families for their accomplishments. CONVENE IN CLOSED SESSION Commissioner Cline seconded by McKinley, moved to convene in closed session at 2:40 p.m. to consider matters that concern the proposals for businesses or industrial organizations to locate, expand, or remain in the State, in accordance with Section 10-508(a) (4) of the State Government Article of the Annotated Code of Maryland. The motion passed unanimously. In closed session, the Commissioners discussed specifics relating to two distinct proposals (including potential incentives) relating to companies' plans to expand or locate business operations in the County. During closed session, the Commissioners provided direction to staff relating to the continuing discussions with two companies planning to expand or locate 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; and at various times Phil Ridenour, Airport Director; and Bob Mandley, Business Development Specialist, Department of Business Development. April 15, 2014 Page 8 ADJOURNMENT Commissioner Cline, seconded by McKinley, moved to adjourn at 3:21 p.m. The motion passed unanimously. The Commissioners and various County staff attended the Celebration of Business event at 6:00 p.m. at Fountain Head Country Club, 13316 Fountain Head Road, Hagerstown. Gregory B. Murray, Cotty Administrator � �- rv�-' John M. Martirano, County Attorn G . `Y Vicki C. Lumm, County Clerk