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HomeMy WebLinkAbout09.09.2014 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland September 9, 2014 The County Commissioners attended a ribbon cutting ceremony at 8:30 a.m. for Valley Co-op located at 19946 National Pike, Hagerstown. CALL TO ORDER President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland to order at 9:26 a.m. in the County Administration Building located at 100 West Washington Street, Room 227, Hagerstown, 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 — AUGUST 26, 2014 Commissioner McKinley, seconded by Barr, moved to approve the minutes of August 26, 2014. The motion passed unanimously. CONVENE IN CLOSED SESSION Commissioner Barr, seconded by McKinley, moved to convene in closed session at 9:27 a.m. to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, 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; to consult with counsel to obtain legal advice on a legal matter; and to consider matters that concern the proposals for business or industrial organizations to locate, expand, or remain in the State, in accordance with Section 10-508(a) (1), (4) 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 reappointment of specific individuals to a board and to an authority over which the Commissioners have appointment authority; discussed the potential appointment of specific individuals to a commission and to a funding committee over which the Commissioners have appointment authority; discussed four (4) distinct proposals from business entities (and potential financial incentives to those entities from the County/State) relating to their specific plans to locate/expand their operations in the County; and discussed specific legal issues with staff and Counsel. During closed session, the Commissioners instructed staff to bring forth the potential appointments/reappointments to an authority, a board, a commission and a funding committee over which the Commissioners have appointment authority for further September 9, 2014 Page 2 consideration and discussion during a future open session meeting; discussed the proposals of four business entities to expand/locate their business operations in the County and provided specific direction to staff regarding potential economic/financial incentives to those entities relating to the potential expansions; and provided direction to staff and counsel relating to the legal issues raised by counsel. 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; Kirk C. Downey, Deputy County Attorney; Kendall McPeak, Assistant County Attorney; and at various times, Stephanie Lapole, Grant Manager, Jim Hovis, Director, Community Grant Management; and Kathleen Lewis, Director, Bob Mandley, Business Development Specialist; Department of Business Development. RECONVENE IN OPEN SESSION Commissioner Cline, seconded by McKinley, moved to reconvene in open session at 10:28 a.m. The motion passed unanimously. PROCLAMATION - DISABLED AMERICAN VETERANS "FORGET-ME-NOT" MONTH The Commissioners presented a proclamation to Doug Flanagan, Vice Commander of Chapter 14 of the Disabled American Veterans, in recognition of "Forget -Me -Not Month." Mr. Flanagan discussed the tradition of members collecting funds for the organization at storefronts during the month of September. The Commissioners commended the organization for its service to the community. 2014 FARM OF THE YEAR AWARD Leslie Hart, Agricultural Marketing Specialist, Department of Business Development, announced the 2014 Farm of the Year — Big Cork Vineyards. Ms. Hart discussed the criteria for the award based on production, conservation, preservation, community involvement, and agricultural heritage. The Commissioners presented a certificate of recognition to Big Cork Vineyards President Randy Thompson and employees and congratulated them on the award. CONTRACT AWARD — WASHINGTON COUNTY ADMINISTRATION COMPLEX EXTERIOR ACCESSIBILITY IMPROVEMENTS (Commissioner Barr recused himself from the discussion of this matter and left the meeting due to his business, Ellsworth Electric, being listed as a subcontractor for the recommended bidder.) Karen Luther, Purchasing Agent, and Rob Slocum, Director, Engineering and Construction Management, recommended award of the contract for the Washington County Administration Complex Exterior Accessibility Improvements (PUR 1259) to the responsive, responsible bidder Building Systems, Inc. of Hagerstown, Maryland, which September 9, 2014 Page 3 submitted the lowest Total Base Bid of $497,600. Mr. Slocum described the project that includes the installation of two handicap -accessible ramps, a covered entry area and accessible entrance doors, and the demolition and relocation of existing elements to facilitate these improvements. The total available budget for construction is $578,657 through a Community Development Block Grant (CDBG). The Commissioners discussed the plan details, bids received, and CDBG grant. Commissioner Callaham, seconded by McKinley, moved to award the contract for the Washington County Administration Complex Exterior Accessibility Improvements to the responsive, responsible bidder Building Systems, Inc. of Hagerstown, Maryland, for the lowest Total Base Bid of $497,600. The motion passed unanimously (4-0, Commissioner Barr was absent.) CITIZENS PARTICIPATION No citizens were present who wished to participate. (Commissioner Barr returned to the meeting at 11:05 a.m.) CONSTRUCTION BID AWARD — YALE DRIVE EXTENDED Rob Slocum, Director, Engineering and Construction Management, recommended award of the contract for the Yale Drive Extended Project to the lowest responsive, responsible bidder, C. William Hetzer of Hagerstown, Maryland for $7,912,180.65. Mr. Slocum advised that the conditional award is based on receiving concurrence in award from the Maryland State Highway Administration. The project involves the construction of a new roadway to connect Yale Drive near the Meritus Regional Medical Center (Meritus) with Hawk Drive at the new rear entrance of Hagerstown Community College. The project will relieve traffic congestion on the existing area's road network and facilitate commercial development opportunities on land formerly known as Mt. Aetna Farms. Mr. Slocum indicated that $2,820,275 in federal funds have been secured for construction through the Appalachian Regional Commission. The project includes two budgeted Capital Improvement Plan projects with an unencumbered balance of $9,675,790. Work is to commence on or about October 6, 2014 with a completion date of May 27, 2016. Mr. Slocum discussed bid alternates involving the Hagerstown -Washington County Industrial Foundation, Inc. (CHIEF), Hagerstown Community College (HCC), and the County. Antietam Cable Television, Inc. has offered to install fiber conduit at the site at its expense, and HCC will be providing lights, signage and electric power to the road once it crosses its property. CHIEF will be placing utilities at its expense to a planned business park. The Commissioners discussed an add alternate to provide a concrete shared use path for pedestrians and bicycles at a cost of $202,554. Mr. Slocum advised that due to the other parties' involvement in the Yale Drive Extended Project, a motion to formally accept real property (in fee simple) as well as numerous easements is needed to move forward with the planned project. September 9, 2014 Page 4 Commissioner Barr, seconded by McKinley, moved to accept real property (in fee simple) and certain necessary easements from Diakon, CHIEF, and Meritus, as well as a temporary construction easement from HCC, upon execution of all necessary documents as negotiated and required to conduct the Yale Drive Extended Project. The motion passed with Commissioners Barr, McKinley, Cline, and Callaham voting "AYE" and Commissioner Baker "NO." Commissioner Callaham, seconded by Barr, moved to award the contract for the Yale Drive Extended Project to the lowest responsive, responsible bidder, C. William Hetzer of Hagerstown, Maryland for $7,912,180.65 as presented, including the alternate for a concrete shared pathway, contingent upon receiving concurrence in award from the Maryland State Highway Administration. The motion passed with Commissioners Callaham, Barr, McKinley, and Cline voting "AYE" and Commissioner Baker "NO." REVISIONS TO THE TIP JAR REGULATIONS OF THE OFFICE OF COMMUNITY GRANT MANAGEMENT. Jim Hovis, Director, and Laura Reamy, Administrative Assistant, Office of Community Grant Management, presented several proposed revisions to the Tip Jar Regulations of the Office of Community Grant Management to clarify the requirements of licensure. Mr. Hovis discussed the proposed revisions that relate to recent amendments to the Criminal Law Article of the Annotated Code of Maryland, which remove the provision prohibiting a member of the Washington County Gaming Commission from serving on the board of directors of an organization that applies for or receives Gaming Funds. The revision helps to increase the potential pool of candidates to serve on the Gaming Commission. It also requires the Gaming Commission to adopt conflict of interest regulations applicable to its members. Several other proposed revisions serve to codify existing practices and make technical corrections. The Commissioners discussed the revisions with Mr. Hovis. Commissioner Barr, seconded by Callaham, moved to approve the proposed revisions (Revision 18) to the Tip Jar Regulations of the Office of Community Grant Management as discussed and presented. The motion passed unanimously. DAVID CONSERVATION RESERVE ENHANCEMENT PROGRAM EASEMENT PROJECT Eric Seifarth, Rural Preservation Administrator, and Chris Boggs, Land Preservation Planner, Planning and Zoning, recommended approval of the David Conservation Reserve Enhancement Program (CREP) Project of $175,338.31. Mr. Seifarth advised that CREP funds are 100% State -funded. The program serves to protect water quality by removing marginal agricultural land from production and replacing it with best management practices. If Washington County chooses not to accept State funds for CREP projects, the funds would be allocated to other counties in Maryland. Mr. Boggs described the historic 48.62 total easement acres owned by Edwin David situate at the end of Mariah Furnace Road near Boonsboro. September 9, 2014 ".` Page 5 Commissioner Cline, seconded by Callaham, moved to approve the Edwin David Conservation Reserve Enhancement Program Project of $175,338.31 as presented, to adopt an ordinance approving the purchase of the easement, and authorize the execution of all documents that may be required to affect the purchase. The motion passed unanimously. (Ordinance No. ORD -2014-15 is located in the County Commissioners' Office.) REPORTS FROM COUNTY STAFF Health and Human Services — Advertise to Fill Positions Stephanie Stone, Director, Health and Human Services, requested approval to advertise and fill two budgeted full-time positions, (1) Grade 10, Equipment Operator position in the Solid Waste Department due to a transfer, and (1) Grade 8, 9-1-1 Emergency Communications Specialist position due to a retirement. Commissioner Cline, seconded by Barr, moved to approve the personnel requests as presented. The motion passed unanimously. Hagerstown Regional Airport — Position Upgrade Phil Ridenour, Airport Director, requested permission to upgrade the current part-time Customer Service Representative position at the Hagerstown Regional Airport (HGR) and establish a full-time, Grade 6 Airline Station Leader position at a salary of $25,748. Mr. Ridenour described the position's duties that are crucial to maintaining the services provided. He estimated the upgrade would cost approximately $21,000 including benefits and that revenue from Allegiant's concession fees could be used to offset the additional expense. The Commissioners ascertained that the part-time position would no longer be a budgeted position. Commissioner Barr, seconded by Callaham, moved to upgrade the current part-time Customer Service Representative position at HGR to a full-time, Grade 6 Airline Station Leader position at the $25,748 salary as presented. The motion passed unanimously. OTHER BUSINESS Countv Clerk — Appointments to Boards/Commissions Communitv Organization Funding Committee Commissioner Callaham, seconded by Cline, moved to appoint Kelsi Waltemire as her representative to the Community Organization Funding Committee to fulfill a term through June 30, 2015. The motion passed unanimously. ADJOURNMENT Commissioner Cline, seconded by Barr, moved to adjourn at 11:44 a.m. The motion passed unanimously. September 9, 2014 Page 6 The Commissioners attended a ceremony and presented proclamations with City of Hagerstown representatives at the 9/11 Memorial in City Park. At 2:30 p.m., the Commissioners participated in the dedication ceremony for the new Bester Elementary School, 385 Mill Street, Hagerstown. Gregory B. M xray, C unty Administrator --\ - Q n. John M. Martirano, County to ey Vicki C. Lumm, County Clerk 1,