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HomeMy WebLinkAbout03.25.2014 MinutesBOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland March 25, 2014 INVOCATION AND PLEDGE OF ALLEGIANCE Pastor Mark Sandell of St. Andrew Presbyterian Church 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 9:12 a.m. in the County Administration Building, Room 227, 100 West Washington Street, Hagerstown, with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, William B. McKinley. APPROVAL OF MINUTES — MARCH 4, 2014 AND MARCH 18, 2014 Commissioner Barr, seconded by McKinley, moved to approve the minutes of March 4, 2014 and March 18, 2014. The motion passed unanimously. COMMISSIONER COMMENTS Commissioner McKinley recognized that today is Maryland Day and National Medal of Honor Day. He participated in a business visit to the Susquehanna Loan Servicing Center. Mr. McKinley attended the Department of Social Services Employee Awards luncheon and the Maugansville Ruritan Club pancake breakfast. He praised the Home Show held at the Hagerstown Community College (HCC) Athletic, Recreation, and Community Center (ARCO) sponsored by the Home Builders Association of Washington County. Commissioner McKinley attended the Sharpsburg Area Medical Services banquet and the Community Free Clinic fundraiser. Commissioner Barr attended the Community Free Clinic fundraiser and Friends of the Rural Heritage Village and Museum annual membership luncheon. He commended the dedicated volunteers at the Rural Heritage Village. Commissioner Callaham attended an American Heart Association breakfast this morning where her husband, Art, was the speaker. She reported on a meeting of the Hagerstown Downtown Alliance group that is working to improve Hagerstown's city center. Ms. Callaham attended the Social Services employee recognition event and the Sharpsburg Area Medical Services banquet. She reported on the Maryland Municipal League (MML) meeting and advised that the organization provides a $1000 scholarship to a Washington County student. Commissioner Cline announced that the March of Dimes March for Babies walk would be held on April 26. He presented a certificate on behalf of the Commissioners to the Williamsport High School State Champion Bocce Ball team. Mr. Cline attended the business outreach visit to the Susquehanna Loan Servicing Center and the recognition March 25, 2014 Page 2 luncheon for Social Service employees. He was present at a meeting of the Boonsboro Economic Development Commission where Major Pete Lazich was the speaker. Commissioner Cline attended the Home Show at the HCC ARCC and the Sharpsburg Area Medical Services banquet. He enjoyed the Rural Heritage Village and Museum luncheon and the MML meeting in Williamsport. Commissioner Baker attended the Rural Heritage Village and Museum luncheon and Shenandoah Family Farm tour and ribbon cutting. He noted that the new business located at the former Unilever facility has forty employees and will be using local vendors. Mr. Baker attended the business visit to the Susquehanna Loan Servicing Center. He was present at the Social Services employee recognition event and congratulated Dave Engle on his twenty-five years serving as director. Commissioner Baker volunteered at the Maugansville Ruritan Club breakfast and attended the Hancock Volunteer Fire Company banquet. He reported on the Social Services board meeting where Circuit Court Judge Daniel Dwyer presented an overview of child support law enforcement. OTHER BUSINESS Countv Administrator County Administrator Greg Murray commented that he had the opportunity to address the National Association of Counties (NACo) to discuss Washington County's solar projects and the gasification project for diesel fuel. He noted that Washington County is at the forefront of these type projects. Mr. Murray discussed economic development regarding broadband options in the County. REPORTS FROM COUNTY STAFF Envzineerina and Construction Services Rob Slocum, Director, Engineering and Construction Management, thanked his staff and Public Relations personnel for assisting with a booth at the weekend Home Builders Association Home Show. The Commissioners discussed County road conditions after the harsh winter weather and the fact that the State would not be forwarding any additional highway user funds to counties this year. Mr. Slocum reported that the Senior Center construction contract would be placed out for bid today. BID AWARD — PAVEMENT MAINTENANCE AND REHABILITATION PROGRAM FISCAL YEAR 2014 — HOT MIX ASPHALT APPLICATIONS Scott Hobbs, Deputy Director, Engineering and Construction Management, presented the recommendation to award the Pavement Maintenance and Rehabilitation Program FY 2014 Hot Mix Asphalt Applications contract to the lowest responsive, responsible bidder, C. William Hetzer, Inc., of Hagerstown, Maryland for $3,402,832.88. Mr. Hobbs provided details of the contract's specifications that provide asphalt preservation, repair, and rehabilitation. The project includes seventeen miles of paving applications and the standard State Highway Administration provision for monthly liquid asphalt price adjustments. The Commissioners discussed the recommendation. March 25, 2014 Page 3 Commissioner Barr, seconded by McKinley, moved to award the Pavement Maintenance and Rehabilitation Program FY 2014 Hot Mix Asphalt Applications contract to the lowest responsive, responsible bidder, C. William Hetzer, Inc., of Hagerstown, Maryland for $3,402,832.88 as presented. The motion passed unanimously. BID AWARD — PAVEMENT MAINTENANCE AND REHABILITATION PROGRAM — FY 2014 CHIP SEAL APPLICATIONS Scott Hobbs presented the recommendation to award the Pavement Maintenance and Rehabilitation Program FY 2014 Chip Seal Applications contract to Hammaker East Ltd. of Fayetteville, Pennsylvania for $1,394,553.96. Mr. Hobbs indicated that the contract involves asphalt preservation and repair to sixty-two miles of roadway. Commissioner Callaham, seconded by Barr, moved to award the Pavement Maintenance and Rehabilitation Program FY 2014 Chip Seal Applications contract to the lowest responsive, responsible bidder, Hammaker East Ltd. of Fayetteville, Pennsylvania for $1,394,553.96 as presented. The motion passed unanimously. EASEMENT ACQUISITIONS —11041 LINCOLN AVENUE AND 17521 LINCOLNSHIRE ROAD Joe Kuhna, Real Property Administrator, requested approval of option agreements for easement acquisitions at 11041 Lincoln Avenue and 17521 Lincolnshire Road for the Lincolnshire Sidewalk Project. Mr. Kuhna stated that the easements are required for construction work involving new sidewalks to Lincolnshire Elementary School. Total acquisition costs are $1,452. Commissioner Barr seconded by McKinley, moved to approve option agreements for easement acquisitions at 11041 Lincoln Avenue and 17521 Lincolnshire Road for the purpose stated, to adopt an ordinance approving said easement purchase, and to authorize the execution of the necessary documentation to finalize the acquisitions. The motion passed unanimously. (Ordinance No. ORD -2014-05 is located in the County Commissioners' Office.) CONTRACT AWARD — FORTY WEST LANDFILL WETLAND MITIGATION Rick Curry, Buyer, Purchasing, and Dave Mason, Environmental Engineer, Environmental Management, requested approval to award the contract for the Forty West Landfill Wetland Mitigation Project (PUR-1242) to the lowest responsive, responsible bidder, David H. Martin Excavating, Inc. of Chambersburg, Pennsylvania, that submitted a Base Bid of $99,620 (for Item Numbers 1 through 8 Plus Contingent Item C 1), and to approve a budget transfer request of $75,000 between the appropriate department accounts. Mr. Mason indicated that the work to be performed by the contractor generally includes labor, materials, equipment, services, excavation, and wetland plantings, and is to be completed within forty-five consecutive calendar days of the notice to proceed. He advised that funding of $28,898.14 is available in the Department's Capital Improvement Project (CIP) March 25, 2014 Page 4 Plan, and that $75,000 in excess funds from the Scale House Relocation and Wheel Wash Facility project would need to be transferred into the appropriate account toward the proj ect. Commissioner Callaham, seconded by Barr, moved to award the contract for the Forty West Landfill Wetland Mitigation Project to the lowest responsive, responsible bidder, David H. Martin Excavating, Inc. of Chambersburg, Pennsylvania, and to approve the transfer of the necessary $75,000 in funds as presented. The motion passed unanimously. ANNUAL TRANSIT GRANT FUNDING APPLICATION — FISCAL YEAR 2015 Kevin Cerrone, Transit Director, requested authorization to file an application for a grant under the Federal Transit Act for federal and State operational and capital grant funding through the Annual Transportation Improvement Plan. Mr. Cerrone indicated that his Department applies annually to the Maryland Transit Authority (MTA) for federal and State operational and capital grant funding through the Annual Transportation Improvement Plan for basic funding needs. He indicated that grant funds are used to operate the Section 5307 Public Transportation Program - Fixed Route Transit, the American Disability Act Complementary Paratransit Program, the Job Opportunity Bus Shuttle program, the Statewide Special Transportation Assistance Program (Ride Assist Voucher Program), and the Capital Assistance Program (CAP). Funds are forward -funded by the County, and then accepted during the year as disbursed, for each authorized program operated by the Transit Department in Washington County. The Fiscal Year 2014 Section 5307 application requests $1,188,093 in State and federal funds from MTA and the Federal Transit Administration and $587,965 in local funding of which the Washington County Department of Social Services provides $109,000. The Ride Assist Voucher application requests $146,917 in State funds from MTA and a $68,972.00 in-kind service (non-cash) match. The CAP requests $288,077 in State and federal funds from the MTA for one small replacement Paratransit bus and preventative maintenance. Mr. Cerrone discussed the Transit Department's funding, ridership, and the Paratransit program with the Commissioners. Commissioner Callaham, seconded by Barr, moved to approve the resolution authorizing the filing of the application for a grant under the Federal Transit Act and the execution of the grant agreement upon receipt, subject to the approval of the County Attorney. The motion passed unanimously. (Resolution No. RS -2014-05 is located in the County Commissioners' Office.) CITIZENS PARTICIPATION Phil Physioc, 20241 Beaver Creek Road, Hagerstown, commented on gaining access to property in the Mt. Aetna area. DEPARTMENT OF ENVIRONMENTAL MANAGEMENT REORGANIZATION Julie Pippel, Director, Division of Environmental Management, described the proposal to reorganize certain positions in the Division of Environmental Management (Water Quality and Solid Waste Departments) by changing duties, increasing grades, and eliminating March 25, 2014 Page 5 several positions (but no personnel) that are currently vacant or will be reclassified. The plan allows the Division to move into a new greener direction of managing solid waste, which will result over the long term in a reduction of services provided by or required by the County. These services will be transferred to a private corporation through the public private partnership for the new facility. The Water Quality and Solid Waste Department budgets would achieve a $230,812 reduction through the reorganization plan. The Commissioners discussed the proposal. Commissioner Barr, seconded by McKinley, moved to approve the reorganization of select positions in the Division of Environmental Management as presented. The motion passed unanimously. GENERAL FUND BUDGET DISCUSSION Debra Murray, Finance Director, and Kim Edlund, Assistant Director, Budget and Finance, discussed the Fiscal Year 2015 Operating Budget. Debra Murray indicated that the County has been able to manage the economic downturn begun in 2009 while maintaining base services for education, public safety, transportation, and environmental mandates. The FY 2015 fiscal plan assumes some growth in property sales and a continued decline in the unemployment rate. Challenges in the plan include unpredictable income tax revenue distributions, stagnant growth in real property values, the possibility of future State regulations, and an underfunded Capital Plan that calls for no increase in taxes. Ms. Murray reviewed County Services for FY 2015 and indicated that new funding is allocated 83% to Emergency Services and Law Enforcement, 12% to Education, and 3% and 2% to State agencies and all other County operations respectively. The proposed budget includes a step increase for full time County employees and 15% increase in employee -paid health insurance premiums. Ms. Murray stated that funding is included for Phase I of a Fire and Rescue Plan that provides continued Workers Compensation coverage and a funding phase-in plan to implement response rate assistance, apparatus testing, and fuel and maintenance for three emergency medical squad units. The Commissioners discussed the proposal by Sheriff Doug Mullendore for a Day Reporting Center and the lack of a funding source for implementing such Center. Further discussion of the budget was suspended until the afternoon session. CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Barr, moved to convene in closed session at 11:37 a.m. to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, and/or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; to discuss other personnel matters that affect one or more specific individuals; and to consult with counsel to obtain legal advice on a legal matter, in accordance with Section 10-508(a) (1) and (7) of the State Government Article of the Annotated Code of Maryland. The motion passed unanimously. March 25, 2014 Page 6 In closed session, the Commissioners discussed the employment status of a former County employee, discussed the potential reappointment of an individual to County advisory commission over which the Commissioners have appointment authority, discussed specific performance/employment issues relating to a current County employee, and discussed one additional personnel/employee related issue. During closed session, the Commissioners provided direction to staff as to the employment status of a former County employee, instructed staff to bring forth the potential reappointment to a County advisory commission for further consideration and discussion during a future open session meeting; provided specific direction to Staff as to the employment issues relating to a current County employee, and requested that the additional employee related issue be brought back for further discussion with County staff and elected officials at a later date. 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; Stephanie Stone, Health and Human Services Director; and a former County employee and his spouse. RECONVENE IN OPEN SESSION Commissioner Barr, seconded by McKinley, moved to reconvene in open session at 12:52 p.m. The motion passed unanimously. RECESS The Commissioners recessed at 12:52 p.m. AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 2:21 p.m. with the following members present: Vice President John F. Barr and Commissioners Ruth Anne Callaham, Jeffrey A. Cline, and William B. McKinley. OTHER BUSINESS (cont.) Countv Clerk — Annointments to Boards/Commissions HaLyerstown Reizional Airoort Advisory Commission Commissioner McKinley, seconded by Cline, moved to reappoint Norman Morin to a second, three-year term on the Hagerstown Regional Airport Advisory Commission through March 30, 2017. The motion passed unanimously. GENERAL FUND BUDGET DISCUSSION (cont.) Debra Murray, Finance Director, and Kim Edlund, Assistant Director, Budget and Finance, further discussed the Fiscal Year 2015 Operating Budget with the Commissioners including the categories of Education, Highway, Airport, Golf Course, Solid Waste and Transit. Hagerstown Community College will remain flat -funded and the Board of March 25, 2014 Page 7 Education will be presenting its budget request on April 1. The restoration of additional highway user funding from the State is not expected. Commissioner Barr requested that Greg Murray send a letter to the State regarding the underfunded highway user funds that require counties to use general fund subsidies. Greg Murray discussed the County's move toward a waste to energy facility that will positively impact the Solid Waste Fund, and the proposal to introduce a bulk rate of $45 per ton with a 1000 -ton minimum per year. Transit will implement a new self-service vending fare card machine in spring 2015 at the Transit Transfer Center. (Commissioner Barr left the meeting at 3:05 p.m.) The Commissioners further discussed the Fire and Rescue Plan and the Day Reporting Center recommendation. Mr. Murray stated that the public hearing for the FY 2015 budget would be held at Hagerstown Community College's Kepler Theatre on May 6 at 7:00 p.m. He commended County staff and Budget and Finance Department personnel for their work on the budget. ADJOURNMENT Commissioner McKinley, seconded by Callaham, moved to adjourn at 3:27 p.m. The motion passed unanimously. Gregory B. Itrray, Cou ty Administrator John M. Martirano, County Attorne - Vicki C. Lumm, County Clerk J