HomeMy WebLinkAbout04.19.2016 AgendaWashington County-1 John F. Ban
Terry L. Baker,President g 1 Wayne K. Keefer
Jeffrey A. Cline, Vice President LeRoy E. MyerstMARYLAND
776
100 West Washington Street, Room 226 I Hagerstown,MD 21740-4735 P:240.313.2200 I F:240.313.2201
WWW.WASHCO-MD.NET
BOARD OF COUNTY COMMISSIONERS
April 19,2016
Agenda
8:00 a.m. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER,President Terry L. Baker
APPROVAL OF MINUTES—April 12,2016
8:05 a.m. COMMISSIONERS' REPORTS AND COMMENTS
8:10 a.m. REPORTS FROM COUNTY STAFF
8:20 a.m. EMPLOYEE SICK LEAVE BANK POLICY—REVISION—Debbie Peyton (policy)
8:30 a.m. LOBBYIST REPORT AND UPDATE—GENERAL ASSEMBLY 2016 SESSION
Bruce Bereano
9:00 a.m. 2016 PUPIL GENERATION RATES—Stephen Goodrich and Chad Criswell(chart)
9:15 a.m. EMERGENCY NUMBER SYSTEMS BOARD—APPROVAL TO SUBMIT FUNDING
REQUEST AND ACCEPT AWARDED FUNDING -Stephanie Lapole and David Hays
9:30 a.m. EARTH DAY PROCLAMATION—Julie Pippel
9:40 a.m. 2t'1D QUARTER BUDGET ADJUSTMENTS—Chris South
9:55 a.m. Break
1:00 p.m.CLOSED SESSION: (To discuss the appointment,employment,assignment,promotion,discipline,
demotion,compensation,removal,resignation,or performance evaluation ofappointees,employees,or
officials over whom this public body has jurisdiction;or any other personnel matter that affects one or more
specific individuals;to consider a matter that concerns the proposal for a business or industrial organization
to locate, expand, or remain in the State;to consider the acquisition ofreal property for a public purpose and
matters directly related thereto;to consult with staff consultants,or other individuals about pending or
potential litigation;and consult with counsel to obtain legal advice on a legal matter.)
2:00 p.m.PUBLIC HEARING—ACQUISITION OF REAL PROPERTY—Susan Small
2:20 p.m.CITIZENS PARTICIPATION
2:30 p.m.Break
EVENING MEETING AT THE TOWN OF WILLIAMSPORT
LOCATION:2 N.CONOCOCHEAGUE STREET,WILLIAMSPORT
7:00 p.m.INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER,President Terry L. Baker
7:05 p.m.COMMISSIONERS' REPORTS AND COMMENTS
MAYOR AND COUNCIL COMMENTS
7:20 p.m.REPORTS FROM COUNTY STAFF
7:30 p.m.CITIZENS PARTICIPATION
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240 313 2200 VoiceITDD,to make
arrangements no later than ten(10)working days prior to the meeting.
LWcas i ngton County Board of County Commissioners of Washington County,Maryland
4
MARYLAND Agenda Report Form1776
Open Session Item
SUBJECT: Employee Sick Leave Bank Policy- Revision
PRESENTATION DATE: April 19, 2016
PRESENTATION BY: Deb Peyton, Benefits Administrator
RECOMMENDED MOTION: Move to remove item"B" from the policy—which states
In order to be eligible for Sick Leave Bank benefits from the general Sick Leave Bank during a
fiscal year, an employee must have donated to the general Sick Leave Bank during the same
fiscal year. However, donation to the general Sick Leave Bank will not be a prerequisite for an
employee to receive Sick Leave Bank benefits donated specifically to that employee."
REPORT-IN-BRIEF: The Sick Leave Bank currently has over 10,000 hours in it.
The biggest concern among employees is that they prefer not to donate to an individual that has
abuse sick time. The policy provides criteria to prevent this from happening.
DISCUSSION: Historically, Human Resources collects Sick Bank hours
during the Open Enrollment session. Due to the balance, we will not be collecting hours this
year.
FISCAL IMPACT: None
CONCURRENCES: Stephane Stone, Director of Human Resources
Greg Murray, County Administrator
Debbie Murray, Chief Financial Officer
ALTERNATIVES: Policy remains unchanged and HR continues to annually collect
sick hours during the Open Enrollment season.
ATTACHMENTS: Employee Sick Leave Bank Policy
AUDIO/VISUAL NEEDS: None
POLICY TITLE: Employee Sick Leave Bank Policy
POLICY NO.: PR-30
EFFECTIVE DATE: May 11, 2010
ADOPTION DATE: May 11,2010
PURPOSE
This policy establishes a program whereby a County employee may transfer
accrued sick leave directly into a Sick Leave Bank as a general contribution or for
the benefit of a particular County employee who is approved for use of Sick Leave
Bank benefits as described herein. An employee who is approved for use of Sick
Leave Bank benefits may use such benefits as described herein.
II. USE OF SICK LEAVE BANK BENEFITS
A. Sick Leave Bank benefits shall be 1-60 work days of sick leave with pay to
be used by an employee approved by the Committee created by this Policy and for
the purposes set forth herein. An employee may use Sick Leave Bank benefits
when facing absence resulting from a catastrophic or life threatening injury or
illness affecting the employee or the employee's immediate family member. For
purposes of this Policy,the following terms shall have the meaning indicated::
1.Catastrophic or life threatening injury or illness"means:
a.an extreme and debilitating illness;
b.a terminal illness;
c.an injury caused by an accident that could result in death or an
extreme and debilitating condition; or
d.an extreme illness for which immediate medical treatment is
required and it is not medically appropriate for the treatment to be
delayed in order to accrue additional sick or annual leave prior to the
needed absence.
Examples of such conditions include, but are not limited to: cancer, acute
life-threatening illnesses, chronic life-threatening conditions in need of
immediate care, life-threatening infections, severe injuries arising from
automobile or other serious accidents and severe or life-threatening
conditions involving failure of bodily organs or systems (e.g.,heart attack).
The absence may be continuous, as in hospitalization following surgery or
an accident, or intermittent, as in periodic absences for chemotherapy or
other procedures.
2.Immediate family member" shall mean mother, father, spouse, child,
step-child, or step-parent.
B. In order to be eligible for Sick Leave Bank benefits from the general Sick
Leave Bank during a fiscal year, an employee must have donated to the general
Sick Leave Bank during the same fiscal year. However, donation to the general
Sick Leave Bank will not be a prerequisite for an employee to receive Sick Leave
Bank benefits donated specifically to that employee.
C. An employee may not use Sick Leave Bank benefits due the employee's
own catastrophic or life threatening injury or illness until the employee has
exhausted all accrued sick, vacation,personal, and short term disability leave.
D. An employee may not use Sick Leave Bank benefits due a family member's
catastrophic or life threatening injury or illness until the employee has exhausted all
accrued vacation, personal, and family sick leave.
E. Only regular full time County employees are eligible to receive benefits
under this Policy.
F. Sick Leave Bank benefits may not be used for lost time due to an injury or
illness which qualifies for workers' compensation benefits.
G. Sick Leave Bank benefits shall not be available to any employee who has
been counseled for sick leave abuse in the previous thirty-six(36)months.
H.Sick Leave Bank benefits shall not be available to any employee who is on
probation due to disciplinary reasons.
I.Sick Leave Bank benefits may be used on the first scheduled work day for
the employee after all other leave is exhausted.
J.The maximum number of sick days that can be granted in any one (1) fiscal
year to any one (1) employee will be sixty (60) work days. Of the sixty (60) work
days, days 1-30 may be granted upon the approval of the employee's application.
Days 31-60 may be granted only upon further approval.
K. The granting of leave from the Sick Leave Bank shall not cause an
employee to receive more than his/her annual salary.
L. Should a recipient return to work before exhausting the Sick Leave Bank
Benefits granted or qualify for any other type of paid leave, any remaining Sick
Leave Bank days not used shall be returned or added to the Sick Leave Bank.
M. Use of Sick Leave Bank benefits shall not extend the 12-week employment
protection provisions of the County's FMLA Policy.
III. CONDITIONS OF DONATIONS
A. General contributions to the Sick Leave Bank may be made one time per
fiscal year during Open Enrollment. Contributions to the Sick Leave Bank for a
particular approved employee may be made at any time.
1. General contributions to the Sick Leave Bank may be made in an
amount up to eight(8) hours of sick leave.
2. Contributions to the Sick Leave Bank for a particular approved
employee may be made in an amount up to eight(8)hours
3. Donated leave will not be returned to the donor.
4. For retirement purposes, donated sick leave hours will be considered
used" and will no longer be a factor in the donor's retirement benefit
calculation
5. In the case of termination, leave must be donated prior to receipt of
notice of resignation or retirement.
6. Donation of leave will not affect an employee's sick leave bonus.
B. Employees who wish to donate earned sick leave must complete and sign
the Sick Leave Donation Form(Appendix B) and return the form to the Department
of Human Resources. Donations are voluntary and confidential. The Department
of Human Resources and the Budget& Finance Department will establish a system
to track donations and use of donated sick leave.
IV. PROCEDURES
A. A request for Sick Leave Bank benefits shall be made by the employee on a
Sick Leave Bank Request form (Appendix A) submitted to the Department of
Human Resources. The request shall include a written Medical Care Provider
Statement detailing the condition, treatment plan, and diagnosis signed by an
attending physician(s).
B A three (3) member Sick Leave Bank Committee will be appointed by the
Board of County Commissioners consisting of the County Benefits Administrator,
the Human Resources Deputy Director, and a representative from the Budget and
Finance Department. The Committee shall have the responsibility of reviewing
and making a determination concerning a request for Sick Leave Bank benefits.
After receipt of all necessary documentation, the Committee will have ten (10)
workdays to make a decision and to communicate the decision to the requesting
employee and to the Human Resources Director. The Committee shall approve or
deny the request by a majority vote of the Committee.
C. The decision of the Committee may be appealed to the Human Resources
Director within ten (10) workdays of the receipt of the decision by the requesting
employee. The Human Resources Director may affirm or overrule the decision of
the Committee. The decision of the Human Resources Director shall be final and
binding upon all parties. There shall be no further appeal rights.
D. Upon an approval,the Committee will first notify the staff at the applicant's
worksite of the request for voluntary leave donations,then all other sites.
Appendix A
Board of County Commissioners of Washington County
Sick Leave Bank Application
Please print or type. Submit completed form to the Department of Human Resources along
with a completed Medical Care Provider Statement.
Employee Name:Employee Department:
Employee Position: Date Requested:
Relationship to the person who is ill, injured or disabled(self, child,parent, grandchild,
step-child, step-parent,etc):
I am hereby requesting the donation of leave time on my behalf under the Sick Leave Bank
program. This is due to the illness, injury, disability ofthe person identified above.
I authorize the Department of Human Resources, Division of Budget and Finance and Sick
Leave Bank Committee members to solicit donations,to release information concerning
this request to others.
I agree to disclose the health condition that requires sick leave donations
I do not wish to disclose the health condition that requires sick leave donations.
I understand that this may limit the donations I receive, as fellow employees
will not be aware of the medical condition.
I waive any claim that I might have now or in the future against the Board of County
Commissioners or its employees regarding the distribution of information (personal,
medical or otherwise) pertaining to this request. I have attached the Medical Care
Provider Statement required by this process.
Employee Signature: Date:
Department Head/Division Director Signature:
For Committee Purpose Only:
The request for Sick Leave Bank benefits is: E Approved C Denied
Signature of Human Resources Representative:
Date:
Appendix B
Board of County Commissioners of Washington County
Sick Leave Donation Form
Please print or type clearly:
Name of Donor:
Department: Position:
I hereby authorize and request Human Resources to deduct leave time from my
accrued sick leave balance and donate this leave as follows:
Please Check which applies:
E I elect NOT to Participate
E Donation for Sick Leave Bank (8 sick hours)
1 Donation for a specific individual's bank(8 sick hours)
Name of Recipient:
I understand that sick leave hours, once donated, are considered used and will no longer be
a factor in my retirement benefit calculation.
Signature of Donor: Date:
det Wash i ngton County` Board of County Commissioners of Washington County,Maryland
nb`MARYLAND Agenda Report Form
Open Session Item
SUBJECT: 2016 PUPIL GENERATION RATES
PRESENTATION DATE: April 19, 2016
PRESENTATION BY: Stephen T. Goodrich, Director, Department of Planning and
Zoning
Chad K.Criswell, Senior Project Manager and Planning
Supervisor, Washington County Public Schools
RECOMMENDED MOTION: Approve the 2016 Pupil Generation Rates prepared by
Washington County Public Schools in accordance with the Adequate Public Facilities Ordinance
APFO), Section 5.5.
REPORT-IN-BRIEF: Staff will present proposed 2016 Pupil Generation Rates for
consideration by the Board of County Commissioners. Staff will detail how permit data and
student address data are used to calculate 2015 Pupil Generation Rates to meet the requirements
of APFO section 5.5 Measuring for Available Capacity. In general, the process involves
determining the number of students residing in certain residential developments and distributing
them among the dwelling types and school levels to achieve a pupil yield per unit. The Pupil
Generation Rates for 2016 are proposed as noted in the table below.
Elementary Middle High Total
Single-Family 0.43 0.18 0.21 0.82
Town Homes 0.33 0.10 0.11 0.54
Multi-family 0.33 0.13 0.14 0.60
Pupil generation rates are used to estimate the number of new students expected in the public
school system as a result ofthe construction and occupancy of new dwelling units.The figures
are used to determine if the projected students will cause the school to exceed its capacity and if
mitigation is necessary.
DISCUSSION:The process used to determine Pupil Generation Rates by the WCPS has been
developed and refined since the APFO amendment that required it was adopted in 2005.
The County Commissioners are reminded that the Pupil Generation Rates are also used in the
Alternate Mitigation Contribution (AMC) formula. When a school is over capacity or when
students from a new development would increase enrollment beyond capacity the AMC formula
calculates a payment as a form of mitigation. A change in generation rates can affect the AMC
formula. Staff will schedule time on a future meeting agenda to determine if the Board wishes to
discuss or change the average rates for use in the AMC.
FISCAL IMPACT: Generation rates are used in a formula to determine if new
development will cause a school to be over capacity. An over capacity determination can lead to
a developer contribution of funds to the County to pay for capacity improvements.
CONCURRENCES:
ALTERNATIVES: The alternative to adopting a 2016 rate would be to continue to use
the yield figures approved for 2015.
ATTACHMENTS: Chart summarizing Pupil Generation Rates from 2006-2016
AUDIOVISUAL NEEDS: None
2016 Calculated Pupil Generation Rates and Approved Pupil Generation Rates 2006 through 2015 No
Approval Elementary School Middle School High School of
Year School Year SF TH MF SF TH MF SF TH MF Developments
2006 2005-2006 0 38 0.16 0.06 0.14 0 03 0.03 0.20 0.05 0.06 N/A
2007 2006-2007 0 40 0.23 0.08 0.15 0.06 0.02 0.18 0.08 0.07 10.00
2008 2007-2008 0.41 0.22 0 08 0 15 0.06 0.02 0.17 0.08 0.07 14 00
2009 2008-2009 0.39 0.24 0 16 0.17 0.07 0.08 0.17 0.07 0.10 14 00
2010 2009-2010 0.38 0.26 0 18 0 18 0 07 0.08 0 19 0.09 0.11 16 00
2011 2010-2011 0.42 0.21 0.28
1
0.20 0 07 0 11 0 22 0.10 0.12 16 00
2012 2011-2012 0.41 0.19 0.30 0.18 0.08 0.12 0.24 0.09 0 11 17 00
2013 2012-2013 0.43 0.24 0.36 0.17 0.10 0.15 0.23 0.10 0.16 17 00
2014 2013-2014 0 42 0.27 0.34 0.17 0.09 0.14 0.24 0.10 0.16 17 00
2015 2014-2015 0.41 0.30 0.33 0.17 0.09 0.14 0.23 0.13 0.17 17.00
2016* 2015-2016 0.43 0.33 0.33 0.18 0.10 0.13 0.21 0.11 0.14 15.00
2015/2016 Difference 0 02 0 03 _ 0.00 0.01 0.01 _ -0.01 -0 02 ' -0.02 _ -0 03
For consideration by the Board of County Commissioners
SF= Single-Family Dwelling (single family, duplex, semi-attached, mobile home units)
TH =Townhome Dwelling (three (3)or more attached units)
MF = Multi-Family Dwelling (apartments/condominium units)
Based on use and occupancy(U&O)permit data through December 31, 2015 provided from County and Municipal Planning Departments.
Based on actual student counts from WCPS student information database (Synergy)through January 2016.
Washington County '41" Board of County Commissioners of Washington County,Maryland
vi4MARYLAND Agenda Report Form
Open Session Item
SUBJECT: Emergency Number Systems Board—Approval to Submit Funding
Request and Accept Awarded Funding
PRESENTATION DATE: April 19, 2016
PRESENTATION BY: Stephanie Lapole, Grant Manager, Office of Community
Grant Management, David Hays, Director, Division of Emergency Services
RECOMMENDED MOTION: Move to approve the submission of a funding request to the
Emergency Number Systems Board in the amount of$143,500 and to accept awarded funding.
REPORT-IN-BRIEF: The Emergency Number Systems Board was established by the
Maryland General Assembly to coordinate the implementation, enhancement, maintenance and
operation of county or multi-county 911 systems. Washington County Emergency Services is
requesting to replace current 911 telephone recorders and archiving equipment at the primary
and back up 911 centers located at Elliott Parkway and 128 West Washington Street. The Elliott
Parkway recorder will have 72 recording channels and the West Washington Street recorder will
have 48 channels.
DISCUSSION: The Office of Community Grant Management has reviewed the funding
request and has determined the request is consistent with the Emergency Number Systems
Boards' purpose. There is no matching funds requirement associated with this funding request.
Annual maintenance expenses will be $25,190 beginning the second year after installation. The
Emergency Number Systems Board covers all first year maintenance costs.
FISCAL IMPACT: There will be recurring annual maintenance expenses in the
amount of$25,190 which will be a continuing additional expense reflected for the first time in
the FY18 Emergency Services proposed operating budget.
CONCURRENCES: Director, Office of Community Grant Management
ALTERNATIVES: Deny approval for submission of this request
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Washington County Board of County Commissioners of Washington County,Maryland
M AR YL AND Agenda Report Form1176`
Open Session Item
SUBJECT: Second Quarter Adjustments to Washington County Board of Education's FY2016
General Fund Budget
PRESENTATION DATE: April 5, 2016
PRESENTATION BY: Chris South, Chief Financial Officer, WCPS
RECOMMENDED MOTION: Move to approve the requested second quarter adjustments to
the Board of Education's FY2016 General Fund Budget.
REPORT-IN-BRIEF: The Annotated Code of Maryland requires local school systems to
periodically re-forecast their financial needs and make necessary changes to their budgets. To that
end, the Washington County Board of Education approved the attached list of changes to its
FY2016 General Fund Budget at its March 1, 2015 meeting.
DISCUSSION: Several ofthe changes that the Board of Education approved on March 1st cross
major categories. Therefore, these requested adjustments must also be approved by the Board of
County Commissioners. The Board of Education has asked its Finance staff to review the
requested budget changes with the Commissioners and answer any questions they may have.
FISCAL IMPACT: None. There is neither an increase nor a decrease to the Board ofEducation's
fund balance as a result of these requested adjustments.
CONCURRENCES: The Board of Education's Finance Committee reviewed these adjustments
at their meeting on February 23,2016 and recommended them for approval by the full Board. The
Board ofEducation approved these changes at their March 1, 2016 meeting.
ATTACHMENTS:
Proposed second quarter budget adjustments for the Washington County Board of
Education's FY2016 General Fund Operating Budget, and
Schedule of cumulative, year-to-date budget adjustments, by category.
Washington County Public Schools
Requested Second Quarter FY2016 Budget Adjustments
Increase/
Line Category Decrease) The primary reason for the requested change is:
1 Revenue 160,000 Higher than expected Recovery of Costs and increased
state participation in private placements.
2 Instructional Salaries 908,220) Turnover credit.
3 Instructional Textbooks 86 Supply 290,302 Additional student software and new AP textbooks.
4 Other Instructional Costs 328,325 Replacement of planetarium projector, and increased
interpreter services.
Higher than anticipated Day Placements and an
5 Special Education 354,000 adjustment to the amount of the budgeted turnover
credit.
6 Student Personnel Services 5,735) Turnover credit.
7 Student Transportation Services 425,785) Savings in cost of diesel fuel and turnover credit.
8 Operation of Plant 473,575) Energy savings.
To provide the local match for needed systemic
9 Maintenance of Plant 1,340,563 projects, increase Maintenance Materials and cover
overtime created by winter storm.
10 Capital Outlay 34,475) Vacancy and turnover credit.
Savings from Unemployment Insurance, Retirement/
11 Fixed Charges 305,400) Pension, Social Security and Terminal Sick and
Terminal Vacation pay.
12 Net Change in Fund Balance 0-
Note: An increase in the revenue budget has the same effect as a decrease in the expense budget. (They are both positive.) Therefore, when
adding the column, one must reverse the sign on the requested change in revenue.
Washington County Public Schools
Summary of FY2O16 Budget Adjustments by Quarter
Increase/(Decrease)
Category Quarter 1 Quarter 2 Quarter 3 Quarter 4 Full Year
Revenue 0.00 160,000 160,000
Administration 100,000 0 100,000
Mid-Level Administration 38,500 0 38,500
Instructional Salaries 0 908,220) 908,220)
Instructional Textbooks and Supplies 281,600)290,302 8,702
Other Instructional Costs 281,600 328,325 609,925
Special Education 0 354,000 354,000
Student Personnel Services 0 5,735) 5,735)
Student Health Services 0 0 0
Student Transportation Services 2,810 425,785) 422,975)
Operation of Plant 0 473,575) 473,575)
Maintenance of Plant 0 $1,340,563 1,340,563
Capital Outlay 0 34,475) 34,475)
School Food Service 0 0 0
Fixed Charges 141,310) ($305,400) 446,710)
Undesignated Fund Balance Change 0 0 0 0 0
Note: An increase in the revenue budget has the same effect as a decrease in the expense budget. They are both positive.
Therefore, when adding the column, one must reverse the sign on the requested change in revenue.
GTOR
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Board of County Commissioners of Washington County,Maryland
Agenda Report Form
Open Session Item
SUBJECT: PUBLIC HEARING—Acquisition of Real Property
PRESENTATION DATE: April 19, 2016; 2:00 p.m.
PRESENTATION BY: Susan Small, Real Property Administrator
MOTION: Move to approve the acquisition as presented.
REPORT-IN-BRIEF: The Board of County Commissioners of Washington County,
Maryland, will conduct a public hearing to permit any interested person to appear and testify
concerning the proposed acquisition of the following described parcel of land(the"Property"):
All those two (2)parcels or tracts of land containing an aggregate area of 16,703
square feet or 0.3834 acres of land,more or less, situate in Election District No.
25, Washington County, Maryland, commonly known as 111-117 West Franklin
Street, Hagerstown, Maryland, and identified as Tax ID#25-025024.
DISCUSSION: This public hearing is being held to meet the requirements of Section 1-
301(b)of the Code of the Public Local Laws of Washington County, Maryland. It has been
determined the Property is needed for a public purpose.
CONCURRENCES:
FISCAL IMPACT (If Applicable): The consideration to be paid for the Property is
425,000.00, all or a portion of which will be expended from the General Fund.
ATTACHMENTS: None.