HomeMy WebLinkAbout06.17.2014 MinutesBOARD OF COUNTY COMMISSIONERS OF
WASHINGTON COUNTY
Hagerstown, Maryland
June 17, 2014
President Terry L. Baker called the regular meeting of the Board of County
Commissioners of Washington County, Maryland to order at 10:02 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. Vice President John F. Barr was absent.
CONVENE IN CLOSED SESSION
Commissioner McKinley, seconded by Cline, moved to convene in closed session at
10:02 a.m. to discuss the appointment, employment, assignment, promotion, discipline,
demotion, compensation, removal, resignation, or performance evaluation of appointees,
employees, or officials over whom it has jurisdiction; or any other personnel matter that
affects 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 potential appointees to fill board vacancies
over which the Commissioners have jurisdiction.
During closed session, the Commissioners reached a consensus and agreed to further
discuss the appointments during open session.
Present during closed session were Commissioners Terry L. Baker, 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; and Kirk C. Downey, Deputy County Attorney; and at various times Paul N.
Crampton, Jr., Ed Lough, Hugh Breslin, Jef Bohn, EDC Members; and Linda Spence,
Business Support Specialist, Department of Business Development.
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 regular meeting of the Board of County
Commissioners of Washington County, Maryland to order at 10:22 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. Vice President John F. Barr was absent.
June 17, 2014
Page 2
APPROVAL OF MINUTES — JUNE 3, 2014
Commissioner McKinley, seconded by Cline, moved to approve the minutes of June 3,
2014. The motion passed unanimously. (4-0, Commissioner Barr was absent.)
THIRD QUARTER BUDGET ADJUSTMENTS - BOARD OF EDUCATION
FISCAL YEAR 2014 GENERAL FUND BUDGET
Chris South, Chief Financial Officer, Washington County Public Schools, requested
adjustments to the Third Quarter FY 2014 General Fund Budget by increasing the
following categories: Revenue - $47,420, Administration — 45,305, Instructional
Textbooks and Supply - $98,271, and Student Personnel Services - $15,585; and by
decreasing the following categories: Mid -Level Administration - $127,680, Instructional
Salaries - $503,515, Other Instructional Costs - $397,395, Special Education - $11,485,
Student Health Services - $100,000, Student Transportation Services - $104,936,
Operation of Plant - $179,070, Capital Outlay - $6,510, Food Service - $5,000, and Fixed
Charges - $623,585, for a net change in the fund balance of $1,947,435. Mr. South
provided details of the requested category changes.
Commissioner McKinley, seconded by Callaham, moved to approve the Third Quarter
adjustments to the Board of Education's FY 2014 General Fund Budget as presented. The
motion passed unanimously. (4-0, Commissioner Barr was absent.)
CITIZENS PARTICIPATION
Washington County Technical Hiah — Maryland State Skills USA Winners
Nicole Potter, Early Childhood Professions Teacher, and Jeffrey Stouffer, Principal,
Washington County Technical High School, introduced Jenna Simane and Ellie Scrivener,
Gold Medal Winners in the Maryland State Skills USA competition who are preparing to
participate in the national finals in Kansas City, Missouri on June 23-29. Ellie Scrivener
presented a speech entitled "Champions at Work." The Commissioners presented
certificates and County pins to Ms. Simane and Ms. Scrivener and wished them well in the
competition.
PUBLIC HEARING — AGRICULTURAL PRESERVATION EASEMENT
RANKINGS FOR FISCAL YEAR 2015
President Baker convened a Public Hearing at 10:51 a.m. to obtain public comment on the
proposed Agricultural Preservation Easement Rankings for Fiscal Year 2015. Eric Seifarth,
Rural Preservation Administrator, and Chris Boggs, Land Preservation Planner, Planning
and Zoning, provided information on the Maryland Agricultural Land Preservation
Program (MALPP) through the Maryland Agricultural Land Preservation Foundation
purchased easement program. The Board of County Commissioners approves the priority
ranking order from a list recommended by an advisory board and then forwards the top ten
farms on the ranking list to Annapolis. Funding from the State for FY 2015 totals $12
million. Washington County will have the opportunity to contribute funds in fall 2014 on a
60% State, 40% County sharing basis using monies derived from local agriculture transfer
taxes.
June 17, 2014
Page 3
The hearing was opened for public comment. There was no one present who offered
comments.
The Commissioners had no comments. The Public Hearing was closed at 10:56 a.m.
Commissioner McKinley, seconded by Cline, moved to accept the recommendations for
priority rankings as recommended by the Agricultural Advisory Board. The motion passed
unanimously. (4-0, Commissioner Barr was absent.)
CONSTRUCTION BID - WASHINGTON COUNTY SENIOR ACTIVITIES
CENTER AND COMMISSION ON AGING OFFICES
Karen Luther, Purchasing Agent, and Rob Slocum, Director, Engineering and Construction
Management, presented the recommendation to award the construction contract for the
Washington County Senior Activities Center and Commission on Aging Offices to the
responsive, responsible bidder, Callas Contractors, Inc. of Hagerstown, Maryland, for the
lowest Total Base Bid of 3,967,000. Mr. Slocum described the project to renovate the
19,500 square foot existing one-story brick armory building on Willard Street with a new
entry canopy and kitchen infill building addition and various site improvements. Plans
include a multipurpose room that will accommodate up to 400 people for various activities
and a campus with walking paths and a large outdoor patio. Mr. Slocum also discussed
additional amenities that could be added to the Center in the future. Ms. Luther described
the bids received and the request by Warner Construction for its bid to be withdrawn
without prejudice due to an error in a written price. The award is contingent upon approval
of a $280,000 General Fund Contingency budget transfer to the Senior Community Center
budget item. The Commissioners commended all individuals involved in the process to
plan the Senior Center and thanked senior citizens for their patience and support.
Commissioner Callaham, seconded by Cline, moved to accept Warner Construction's
request for bid withdrawal due to an error in a written price, without prejudice, to award
the contract for the Washington County Senior Activities Center and Commission on
Aging Offices to the responsive, responsible bidder, Callas Contractors, Inc. of
Hagerstown, Maryland, for the lowest Total Base Bid of 3,967,000, and to approve a
$280,000 General Fund Contingency budget transfer to the Senior Community Center. The
motion passed unanimously. (4-0, Commissioner Barr was absent.)
FFY 2014 EMERGENCY SOLUTIONS GRANT APPLICATION
Jim Hovis, Director, and Stephanie Lapole, Grant Manager, Community Grant
Management, requested approval of the Emergency Solutions Grant Program application
that provides funds to prevent homelessness and improve the quality of existing emergency
and transitional shelters for the homeless in Washington County. Ms. Lapole described the
FFY 2014 application to be submitted to the Department of Housing and Community
Development containing requests totaling $150,000 from the Community Action Council,
June 17, 2014
Page 4
St. John's Shelter, CASA, REACH, and Valor Ministries for the maintenance and
operation of shelters and the provision of direct services to individuals. The application
includes $8,150 for the Office of Community Grant Management to cover administrative
support expenses. The Commissioners discussed the administration of the grant.
Commissioner Cline, seconded by Callaham, moved to approve submission of the FFY
2014 Emergency Solutions Grant application and forthcoming grant and sub -recipient
agreements to the Department of Housing and Community Development. The motion
passed unanimously. (4-0, Commissioner Barr was absent.)
CONTRACT AWARD — WORKERS COMPENSATION THIRD PARTY
ADMINISTRATOR
Karen Luther, Purchasing Agent, and Stephanie Stone, Director, Health and Human
Services, recommended award of the contract for Workers Compensation Third Party
Administrator Services to PMA Management Corp. of Hunt Valley, Maryland, the
responsive, responsible proposer with the lowest Total Lump Sum Fee of $205,000 for
Fiscal Years 2015 through 2019. Ms. Luther indicated that the contract covers the services
of a Workers Compensation Third Party Administrator for adjusting and administering
Washington County Workers Compensation claims on behalf of the Washington County
Self -Insurance Program. Due to staff absences, she suggested a revision to the motion that
would extend the contract period for one month through July 31, 2014.
Commissioner McKinley, seconded by Cline, moved to extend the existing contract at the
same terms and conditions with Corvel Enterprise Comp., Inc. for one month until July 31,
2014; to award the contract for Workers Compensation Third Party Administrator Services
to the responsive, responsible proposer PMA Management Corp. of Hunt Valley,
Maryland, with the lowest Total Lump Sum Fee of $205,000 for Fiscal Years 2015
(beginning August 1, 2014) through 2019, contingent upon approval of the final contract
by the County Attorney. The motion passed unanimously. (4-0, Commissioner Barr was
absent.)
OTHER BUSINESS
Countv Attornev
Curative Resolution No. RS -2014-12
Deputy County Attorney Kirk C. Downey requested approval of a curative resolution
concerning the Adoption and Modification of Rules and Regulations, Landfill and
Convenience Box Fees and Charges. He indicated that the County Commissioners
approved Resolution No. RS -2014-08 on April 29, 2014 but certain fees included in the fee
schedule did not reflect the fees previously adopted in prior resolutions of the Board. The
curative resolution serves to finalize the Board's true intention at that time.
June 17, 2014
Page 5
Commissioner Cline, seconded by Callaham, moved to approve Curative Resolution No.
RS -2014-12 pertaining to the Adoption and Modification of Rules and Regulations,
Landfill and Convenience Box Fees and Charges as discussed. The motion passed
unanimously. (4-0, Commissioner Barr was absent.) (Resolution No. RS -2014-12 is
located in the County Commissioners' Office.)
Countv Clerk — Annointments to Boards/Commissions
Economic Development Commission
Commissioner McKinley, seconded by Cline, moved to reappoint to the Economic
Development Commission Daniel Pheil as a Greater Hagerstown Committee representative
to a second, three-year term through June 30, 2017; appoint Ed Lough as a Hagerstown -
Washington County Chamber of Commerce representative and Wade Watson as an at -
large representative to first, full, three-year terms through June 30, 2017; and appoint Julie
Rohm as an at -large representative to a first, three-year term from July 1, 2014 through
June 30, 2017. The motion passed unanimously. (4-0, Commissioner Barr was absent.)
County Administrator
County Administrator Greg Murray discussed last week's flood event in the Town of Clear
Spring and the assistance given by County staff and associated agencies. He advised that
washed out roads should be reopened today and road patching and repairs are ongoing. He
indicated that the County would be waiving permit fees for repairs and remediation to
affected dwellings and disposal fees for storm debris brought to the Forty West Landfill
through June 21. The discussion of long term flooding issues will be continued by State
and County agencies.
REPORTS FROM COUNTY STAFF
Emer2encv Services
Kevin Lewis, Director, Emergency Services, commented on the Clear Spring flooding
event and the response by emergency providers. He advised of declarations enacted locally
and by the State and described the citizens meeting where relief assistance, long term
planning, and mitigation were discussed.
Purchasing Department — Recognition of Tina Daizenhart
Purchasing Agent Karen Luther recognized Tina Dagenhart, Procurement Specialist I, for
earning a Bachelor's Degree from Shepherd University. The Commissioners presented Ms.
Dagenhart a certificate of recognition and congratulated her for the accomplishment.
En2ineerin2 and Construction
Rob Slocum, Director, Engineering and Construction, commented on the flooding in Clear
Spring categorized as a 100 -year event. He reported working with the Maryland
Department of the Environment regarding issues that may be occurring upstream from the
area. Mr. Slocum thanked Highway Department staff who responded quickly to the
June 17, 2014
Page 6
immediate needs of the area. He advised that a consensus was reached with Meritus
Medical on the final grading to roadway appurtenances for its land donation to the Yale
Drive project. He informed the Commissioners that design services for the Professional
Boulevard project are ready for advertisement.
WASHINGTON COUNTY EMPLOYEES — GOING FOR THE GOLD
GRADUATION
Stephanie Stone, Director, and Brian Overcash, Safety Administrator, Health and Human
Services, introduced twenty graduates of the "Going for the Gold" employee training
program sponsored by Washington County Government and conducted by Hagerstown
Community College (HCC). Mr. Overcash described the program that enables employees
to take non-credit, continuing education classes that enhance their skills and may increase
their opportunity for future promotion. He introduced HCC personnel involved in the
program and graduates Mark Baker, Tina Bowers, Susan Buchanan, John Cosey, Mark
Davis, Eric Derr, Anthony Drury, Glenn Francis, Daniel Hixon, Robert Hoopengardner,
Scott Hose, Anthony Mace, Austen McCarter, Cathy Mills, Dustin Olden, Clinton
Pereschuk, Marsha Secrest, Thomas Smith, Aaron Stoner, and Terry Stouffer. The
Commissioners congratulated the employees for attaining the certification.
RECESS
The Commissioners recessed at 12:14 p.m. to attend a luncheon with Going for the Gold
recipients.
AFTERNOON SESSION
President Terry L. Baker called the afternoon session to order at 1:23 p.m. with the
following members present: Vice President John F. Barr and Commissioners Ruth Anne
Callaham, Jeffrey A. Cline, and William B. McKinley.
SAINT PATRICK'S DAY 5K EVENT CHECK PRESENTATION
Jaime Dick, Director, Recreation Department, presented a $6,472 .98 check to Robin
Roberson of the Community Free Clinic and Sonja Hoover of the Quinn Alec Hoover
Legacy Scholarship Fund representing proceeds from the St. Patrick's Day "Run for Your
Luck" 5K event. Ms. Roberson and Ms. Hoover, along with City of Hagerstown
Community Affairs Manager Karen Giffin and Council member Donald Munson, thanked
the Commissioners for supporting the event.
CONTRACT RENEWAL — 2014-2015 PROPERTY AND CASUALTY INSURANCE
RENEWALS
Stephanie Stone, Director, Health and Human Services, and Ed Seward, Senior Vice
President, CBIZ Insurance Services, Inc., recommended renewal of the contract for the
2014-2015 Property and Casualty Insurance Renewals with Travelers Insurance Company,
property and equipment policies with Local Government Insurance Trust, and airport
liability policy placed with AIG Aviation, Inc. Ms. Stone indicated that renewal quotes
from insurance carriers showed a total increase of $45,109 over last year's actual. The
4.21% increase is well within the 8% budgeted increase for FY 2015.
June 17, 2014
Page 7
Commissioner Barr, seconded by Callaham, moved to renew policies in place during the
prior policy year, being liability policies with Travelers Insurance Company, property and
equipment policies with Local Government Insurance Trust, and the airport liability policy
placed with AIG Aviation, Inc. as presented. The motion passed unanimously.
BID AWARD — ELECTRICIAN SERVICES AT COUNTY FACILITIES
Rick Curry, Buyer, Purchasing, and Jim Sterling, Director, Parks and Facilities, presented
a recommendation to award the contract for Electrician Services at County Facilities
(PUR-1251) to the responsive, responsible bidder Kube Electric Co., Inc. of Williamsport,
Maryland, for the lowest Total Base Bid of $33,717.50 based on the following rates:
Regular Working Hours (routine) — Electrician $24.90, Helper $15.35; Evenings and
Saturdays (emergency) — Electrician $37.95, Helper $24.60; and Sundays and Holidays
(emergency) — Electrician $37.95, Helper $24.60 and optional consulting and design
services if required - $46.50/hourly rate. The contract is for one year tentatively
commencing July 1, 2014 with an option by the County to renew for up to four additional
one-year periods. It also covers the Washington County Health Department, Children's
Village, Washington County Museum of Fine Arts, Washington County Housing
Authority buildings, and the Washington County Free Library.
Commissioner McKinley, seconded by Cline, moved to award the contract for Electrician
Services at County Facilities to Kube Electric Co., Inc. as presented. The motion passed
unanimously.
BID AWARD — ELEVATOR MAINTENANCE SERVICES
Rick Curry and Jim Sterling presented a recommendation to award the bid for Elevator
Maintenance Services (PUR-1253) to the responsible, responsive bidder, Elevator
Solutions, LLC of Hagerstown, Maryland, for the lowest total sum bid of $19,200. Mr.
Curry indicated that the bidder would furnish all labor, materials, supervision, equipment;
insurance, and permits as necessary to provide for repair, adjustments, and services for a
dumbwaiter and elevators at County office buildings and various locations. The contract
includes the Washington County Health Department and the Washington County Free
Library.
Commissioner Barr, seconded by McKinley, moved to award the bid for Elevator
Maintenance Services to the responsible, responsive bidder, Elevator Solutions, LLC of
Hagerstown, Maryland, for the lowest total sum bid of $19,200. The motion passed
unanimously.
BID AWARD — GROUND MAINTENANCE CHEMICALS FOR VARIOUS
COUNTY DEPARTMENTS
Rick Curry and John Kain, Superintendent of the Black Rock Golf Course, recommended
bid awards for Grounds Maintenance Chemicals for Various County Departments
(PUR-1252) to the responsible companies with the lowest responsive bids that meet the
specifications for each chemical item. Mr. Curry stated that the contract primarily provides
June 17, 2014
Page 8
needed chemicals for the Black Rock Golf Course, Highway Department, and Department
of Water Quality, and that the City of Hagerstown may utilize the contract if desired. The
contract term is for one year tentatively commencing July 1, 2014 and ending June 30,
2015. The award for tie bid No. 13 was determined by drawing lots, pursuant to Section
2.9 of the Washington County Purchasing Policy.
Commissioner Callaham, seconded by Cline, moved to award the contract for grounds
maintenance chemicals for various County Departments to the following companies that
submitted the low responsible, responsive bids meeting specifications for each chemical as
follows, including the tie bid item: Item #1: Helena Chemical - $465/gal.; Item #2: Helena
Chemical - $33.67/gal.; Item #3: Helena Chemical - $58.68/gal.; Item #4: Helena
Chemical - $297/gal.; Item #5: Helena Chemical - $109.33/gal.; Item #6: Helena Chemical
- $49.58/gal.; Item #7: Helena Chemical - $13.82/lb.; Item #8: Vet Corp - $36.40/gal.; Item
#9: Helena Chemical - $25.60/gal.; Item #10: Helena Chemical - $45.76/gal.; Item #11:
Helena Chemical - $63.44/lb.; Item #12: Helena Chemical - $7.25/lb.; Item #13: Helena
Chemical - $417/gal.; Item #14: Helena Chemical - $56.11/gal.; Item #15: Vet Corp -
$301.84/case; Item #16: Helena Chemical - $44.83/gal.; Item #17: Helena Chemical -
$51/gal.; Item #18: Helena Chemical - $116.45/gal.; Item #19: Vet Corp - $118.56/gal.;
Item #20: Helena Chemical - $554/case; Item #21: Helena Chemical - $17.75/gal.; Item
#22: Helena Chemical - $320/gal.; Item #23: Helena Chemical — $38.25/gal.; Item #24:
Helena Chemical - $34.15/gal.; and Item #25: Helena Chemical - $166/gal. The motion
passed unanimously.
COMMLSSIONERS REPORTS AND COMMENTS
Commissioner Callaham reported on a Black Rock Golf Course board meeting and
discussions on using an area of the course for reforestation. She shared information on the
Symetra Tour—Road to the LPGA golf tournament that could be hosted at the local course
in the future.
Commissioner Barr reported meeting this morning with Maryland Association of Counties
(MACo) Executive Director Michael Sanderson and staff to plan its annual spring retreat
and summer conference. He discussed work being done by MACo to insist on the return of
highway user revenue from the State to the counties.
Commissioner McKinley attended a meeting in Brownsville where a Department of
Natural Resources speaker discussed options regarding the fishing pond and dam located
in the area. The Commissioners discussed options for the dam that was tested in 2011 and
found non-compliant with State regulations.
Commissioner Cline offered condolences to the family of Officer Shawn Tasker of the
Hancock Police Department, who passed away from an accident this week. He thanked
emergency responders and County staff for the assistance given the citizens of Clear
Spring during the flood event. Mr. Cline reported attending Courts of Honor for new Eagle
Scouts Joseph Horner and Christopher Werder. He offered congratulations to Ed Ernst for
being named State Fire Marshal of the Year.
June 17, 2014
Page 9
Commissioner Baker reported on the "2014 Tour of Washington County" cycling event
held last weekend in Hagerstown and several municipalities and thanked organizer Joe
Jefferson of the local Velo Club.
WASHINGTON COUNTY BUSINESS AND ECONOMIC UPDATE
Sarah Sprecher, Assistant County Administrator and interim Director of the Department of
Business Development, presented a shortened version of an economic development and
business climate presentation she gave during a recent Chamber of Commerce breakfast
meeting. Highlights included the recent upgrade of the County's bond rating to "AA+" by
Standard and Poors, the planned Waste to Energy Project at the County Landfill, and the
now 6.4% (four-year low) unemployment rate. Ms. Sprecher indicated that Washington
County ranks fourth highest in broadband connectivity in the State of Maryland. She
advised of locally grown produce used by area schools and restaurants. Ms. Sprecher
discussed the County's ongoing workforce development efforts and the Commissioners'
business outreach visits. She distributed a new bi-monthly business development
newsletter that focuses on a property of the month. The Commissioners discussed the
material provided and methods to expand upon the positive economic development
momentum.
CONVENE IN CLOSED SESSION
Commissioner Cline, seconded by Barr, moved to convene in closed session at 2:50 p.m.
to discuss the appointment, employment, assignment, promotion, discipline, demotion,
compensation, removal, resignation, or performance evaluation of appointees, employees,
or officials over whom it has jurisdiction; or any other personnel matter that affects 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 appointments to certain boards and
commissions over which they have jurisdiction. They also discussed personnel and
employment matters regarding specific employees or potential employees.
During closed session, the Commissioners directed staff to take certain actions and
determined that certain board vacancies would be discussed further in open session.
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; and at various times,
Stephen Goodrich, Director, Planning and Zoning; Jim Hovis, Director, and Stephanie
Lapole, Grant Administrator, Community Grant Management; Richard Willson, Director,
Housing Authority of Washington County; Stephanie Stone, Director, Health and Human
Services; and Kevin Lewis, Director, Emergency Services.
June 17, 2014
Page 10
ADJOURNMENT
Commissioner Cline, seconded by McKinley moved to adjourn at 3:52 p.m. The motion
passed unanimously.
145/1
Gregory B. 1 array, C unty Administrator
irk C. Downey,-T�eputy f-,aun ttomey
C. 'G . .
Vicki C. Lumm, County Clerk