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HomeMy WebLinkAbout991019 October 19, 1999 Hagerstown, Maryland The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 8:30 a.m. by President Gregory I. Snook with the following members present: Vice President Paul L. Swartz, and Commissioners Bertrand L. Iseminger, John L. Schnebly, and William J. Wivell. INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was delivered by Commissioner Snook, followed by the Pledge of Allegiance to the Flag by the full assemblage. PRESENTATION OF STATE PROCLAMATION FOR FOREST PRODUCTS WEEK Paul Campbell, Chairman of the Washington County Forestry Board, presented the Commissioners with a proclamation from Governor Parris Glendening designating the week of October 17 - 23, 1999 as Forest Products Week in Maryland, publicizing the need for responsible and productive forest  stewardship practices through the theme Forests are the Future. Mr. Campbell introduced the members of the Forestry Board and explained their duties. The Commissioners thanked Mr. Campbell and commended the Board on their dedication to the protection of renewable natural resources. Commissioner Snook requested that the Forestry Board send minutes of their monthly meetings so that the Commissioners may be better informed of the activities of the Forestry Board.  COMMISSIONERS REPORTS AND COMMENTS  Commissioner Iseminger reported on the State of Education Forum sponsored by the Chamber of Commerce. He stated that he attended the Farm Bureau annual dinner, the Arts & Entertainment Committee meeting, and the Housing Authority Board meeting. Commissioner Wivell reported on the Water & Sewer Advisory Committee meeting and the PenMar Development Corporation meeting. He informed the Commissioners that he attended the Soil Conservation Service meeting at the Barr Farm. Commissioner Wivell reported that he received several recommendations from citizens that a school be renamed in honor of Ron Phillips. After discussion, the Commissioners agreed to take this under consideration to give them adequate time to consider other suggestions they have received regarding a tribute to Ron Phillips. Commissioner Swartz reported on the dinner at the Agricultural Education Center. He also reported on the meeting of retired school administrators and the Disabilities Awareness Committee. Commissioner Swartz also discussed several ways in which the County honor Ron Phillips. He stated that he attended the dedication of the plaque at the Court House in honor of the late J. Harold Seibert, long-time County Surveyor. He also reported on the Commission on Aging meeting, the Community Action Council Board meeting,  and the Washington Countys Most Wonderful Citizens reception. Commissioner Schnebly reported on the Farm Bureau meeting and the Tele-Plus ribbon cutting. Commissioner Snook distributed an invitation to an appreciation breakfast at South Hagerstown High School on November 1 sponsored by the Board of Education. He informed the Commissioners that Brian Overcash, Safety and Risk Management Administrator, checked the decibel levels at the Junior Football League field and found them to be within acceptable limits. DISCUSSION OF GAMING COMMISSION - ELIGIBILITY REQUIREMENTS The Commissioners met with Lou Thomas, Chairman of the Gaming Commission, and Vanessa Hines, Director, to discuss the requirements for organizations to be eligible to receive funds from the Gaming Commission. Richard Douglas, County Attorney, stated that there are differences in the eligibility requirements for funding contained in the Rules and Regulations adopted by the County Commissioners and the Guidelines for Funding Application developed by the office of the Gaming Commission. Mr. Douglas proposed two amendments to the Rules and Regulations. The first amendment  would eliminate the use of the term nonprofit and substitute the word  charitable for the purpose of maintaining consistency and clarifying an area of ambiguity in the process. The second amendment would eliminate the subsection providing that an organization is eligible if it is included on the list of organizations to which the County may contribute, maintained by the County pursuant to Section 1-108 of the Code of Public Local laws. He explained that an organization would be required to have the 501(c)(3) IRS designation as a criterion for receiving funds from the Gaming Commission. OCTOBER 19, 1999 PAGE TWO After discussion, the Commissioners took these recommendations under consideration. They asked to see a list of the organizations on the Section 1-108 list before making a decision. ALTERNATE FUNDING SOURCES Robert Arch, Director of Planning & Community Development, and Debra Bastian, Director of Budget & Finance, met with the Commissioners to discuss some of the alternative funding sources identified in the Tischler study and other possible sources of funds to supplement the current Capital Improvement Program (CIP) budget and special programs. Mr. Arch reviewed some of the funding requests which have been submitted to the Commissioners for capital projects which include branch library expansions, downtown revitalization, the University System of Maryland branch, and the additional funds requested by the Board of Education. He asked for direction from the Commissioners on the projects they would like to include in future CIP budgets and which programs should be given a high priority. Ms. Bastian outlined how this could affect the benchmarks on the level of debt service. She also outlined the CIP process and how it evolves prior to presentation to the Commissioners. Mr. Arch stated that alternative funding mechanisms could include the implementation of impact fees, special taxing districts, specific user fees, additional CIP bonding, and transfer taxes. The Commissioners discussed the projects and agreed to try to prioritize them for the staff. Ms. Bastian cautioned them to consider current obligation and bond fund payments. Also discussed was whether the County should employ a grant writer. Mr. Arch explained that he does not believe that the County is missing opportunities for grant funds by not having a designated grant writer. He stated that each department is aware of grants which are available for their programs and that they apply for those funds. Commissioner Swartz voiced his support for a sales tax as an alternative funding source and reviewed the discussions held with the local delegations to the General Assembly regarding this proposal. Mr. Arch informed the Commissioners of possible State legislation to regulate septic systems and potential costs associated with this program.  CITIZENS PARTICIPATION Yvonne Hope, representing the Historical Advisory Committee, stated that historic preservation and economic development are not mutually exclusive. She stated that their organization is interested in establishing a home base and asked if there is a property which the County may be willing to donate to them for this purpose. Ms. Hope asked that the house on the Black Rock Golf Course property not be torn down for an expansion of the golf course. She also encouraged the Commissioners to examine the rails-to- trails project that the Town of Keedysville is pursuing and stated that she feels the project is narrow in its focus. Donald Allensworth stated that he is not in favor of the implementation of impact fees. Cookie McDowell, representing the League of Women Voters, reminded the Commissioners that the League is sponsoring a town meeting on October 26 to discuss safe schools and safe communities. Lorraine Deseati urged the Commissioners to do what is right for Washington County. She voiced her opinions on the high-priced equipment purchased by fire and rescue companies. Ms. Deseati also stated that she does not believe that the Board of Education should receive additional funding.  COUNTY ADMINISTRATORS COMMENTS Rodney Shoop, County Administrator, reminded the Commissioners of the meeting with the Greater Hagerstown Committee which is scheduled for October 29 at Hagerstown Community College and the Homebuilders Association dinner on November 18. He informed the Commissioners that, as a result of the transportation tour meeting with Transportation Secretary Porcari, the State is now considering funding for the runway extension project at the Airport. RESOLUTION - PROJECT TO RAISE FUNDS TO SUSTAIN A JOB TRAINING & PLACEMENT ASSISTANCE INITIATIVE Motion made by Commissioner Swartz, seconded by Iseminger, to adopt a resolution granting approval of the project described in the Project Application submitted to the Maryland Department of Housing & Community OCTOBER 19, 1999 PAGE THREE Development under the Neighborhood Partnership Program submitted by the request of Friends of Washington Monument State Park, Inc. in partnership with the Department of Natural Resources, to sustain a job training and placement assistance initiative to prepare residents from families of limited income for careers in Recreation and Natural Resource Management. Unanimously approved. RESOLUTION - REFINANCING OF PROMISSORY NOTES Motion made by Commissioner Schnebly, seconded by Swartz, to approve the resolution to refinance and consolidate the following loans: Loan #012643- 9001, Loan #0216403-9002, Loan #0216403-9004, and Loan #0216403-9005, into one loan with Hagerstown Trust Company in the amount of $1,301,491.59 in order to reduce the interest costs associated with the current notes which were required for water and sewer projects and to support the various activities of the Water & Sewer Department. Unanimously approved. APPOINTMENT - MENTAL HEALTH AUTHORITY Motion made by Commissioner Iseminger, seconded by Swartz, to appoint Mervin Yoder to the Mental Health Authority to fill the unexpired term of Donald Ardinger which extends to August 31, 2001. Unanimously approved. ESTABLISH RANGE FOR FINANCIAL TARGETS FOR DEBT AND CASH RESERVES Debra Bastian reviewed the current benchmarks for both cash reserves and debt. She stated that she feels the County should establish criteria for the benchmarks which will be used to project the long-range effect of current borrowing. Ms. Bastian reviewed industry benchmarks for debt service as a percentage of revenue. She stated that Indicator #1 reflects the operating resources available to service the general obligation debt as supported by the General Fund. Ms. Bastian indicated that the industry benchmark for debt service as a percentage of revenue is 15 percent, and the  Countys goal is 10 percent. She provided an analysis and chart showing projections from 1996 - 2004 based on the current long-range CIP plan. She projected that the County will maintain a level ratio of debt to revenue through FY 2000 and will exceed the targeted ratio by less than one percent. It is then expected to level off by FY 2004 and remain constant thereafter. Ms. Bastian then reviewed cash reserves as an indicator for the operations budget. She explained that the industry benchmark for a recommended reserve level is seven to ten percent. Ms. Bastian indicated that the analysis of cash reserves from 1995 - 2002 shows that reserves have come from a negative position of .95 percent up to the current level of 7.39 percent. She stated that, based on current budgeting practices, it is anticipated that a downward trend will develop in FY 2000 unless cash reserve shortfalls are included in the budget or surpluses continue to be generated. Ms. Bastian suggested that the Commissioners consider requesting legislation to  authorize the County to budget for sunny day funds for cash reserves. APPROVAL OF MINUTES - OCTOBER 12, 1999 Motion made by Commissioner Iseminger, seconded by Swartz, to approve the minutes of October 12, 1999, as amended. Unanimously approved. RECESS - TOUR OF ADMINISTRATION BUILDING AND LUNCH The Commissioners recessed at 11:30 a.m. in order to tour the Administration Building with the Director of Public Works and for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:04 p.m. by President Gregory I. Snook, with the following members present: Vice President Paul L. Swartz and Commissioners Bertrand L. Iseminger, John L. Schnebly, and William J. Wivell. EMERGENCY SERVICES STUDY Rodney Shoop, County Administrator, reviewed the supplement to the study done by Carroll Buracker & Associates, Inc. on the delivery of fire and emergency medical services in the County. The Commissioners discussed which group should review the recommendations outlined in the addendum in order to make a recommendation to the Commissioners. Jay Grimes, President of the Washington County Volunteer Fire & Rescue Association (WCVFRA) suggested  that the Associations steering committee review the addendum and come back to the Commissioners for review. He stated that the Association is not anticipating that the volunteer fire companies would be fully funded by the County. Mr. Grimes also informed the Commissioners of the costs of some of the unfunded State and Federal mandates. He stated that the main issue is OCTOBER 19, 1999 PAGE FOUR funding although issues such as substations, apparatus, the procurement process, and manpower also need to be addressed. The Commissioners reviewed the membership of the current Emergency Services Committee and agreed that they need to give direction to whatever group reviews the report. After discussion, the Commissioners agreed to appoint a 15-member committee consisting of seven individuals selected by the WCVFRA and eight community- at-large members selected by the Commissioners. Mr. Grimes agreed to contact members of the current Emergency Services Committee to see if they are interested in serving. The Commissioners agreed to meet again on this issue in two weeks. CONVENE IN CLOSED SESSION Motion made by Commissioner Swartz, seconded by Schnebly, to convene in closed session at 2:14 p.m. to discuss personnel issues, in accordance with Section 10-508 of the State Government Article of the Annotated Code of Maryland. Unanimously approved. RECONVENE IN OPEN SESSION Motion made by Commissioner Wivell, seconded by Iseminger, to reconvene in open session at 2:21 p.m. Unanimously approved. In closed session, the Commissioners discussed one (1) personnel issue. Present during closed session were Commissioners Gregory I. Snook, Paul L. Swartz, Bertrand L. Iseminger, John L. Schnebly, and William J. Wivell. Also present at various times were Rodney Shoop, County Administrator; Joni Bittner, County Clerk; Richard Douglas, County Attorney; and John Martirano, Assistant County Attorney. RECESS The Commissioners recessed at 2:21 p.m. JOINT MEETING WITH CITY OF HAGERSTOWN The Commissioners met with Hagerstown Mayor Robert Bruchey and City Council members William Breichner, Susan Saum-Wicklein, Lewis Metzner, Al Boyer, and Wallace McClure, at City Hall at 4:00 p.m. HotSpots Phase II Enhancement Update Carolyn Brooks, Director of the HotSpots Program, and Margaret Kline, Hagerstown City Police Department, met with the Commissioners to review  enhancement funding for downtown and the near West End areas in Phase II of the program. Ms. Brooks stated that the HotSpots initiative received its third-year funding for Phase I in August. She stated that additional funding was received for the implementation of the Character Counts! program. Ms. Brooks explained that Phase II funding will allow them to expand the programs in other areas of the HotSpots designated area. Lt. Kline distributed an overview of the application for Phase II funding. She stated that they will expand police mobilization, community policing, landlord training programs, nuisance abatement, youth programs, and other enhancements. Mayor Bruchey distributed information on the costs of police services. Southwest Quadrant Parking Concept Plan Rick Kautz, Planning Department Manager for the City of Hagerstown, and Bruce Johnston, City Engineer, provided an overview of the Southwest Quadrant ParkingProject. Mr. Kautz stated that it consists of five primary elements which include District Court, parking on the east side of Rochester Alley, parking on the west side of Rochester Alley, a two-way alley and related improvements. Mr. Kautz stated that the estimated cost of the project is $720,000. He indicated that the City has applied for a TEA 21 grant and will make a $100,000 local match if it is awarded. Commissioner Snook asked Mr. Kautz to make sure that the plans specify adequate room for trucks to turn around in the Rochester Alley area. Gods and Generals Financing Extension Richard Douglas, County Attorney, stated that the County agreed to approve a six-month extension of the line of credit with Farmers & Merchants Bank for  financing the movie Gods & Generals. The Mayor and Council indicated that the City would do the same. Civil War Museum Agreement Commissioner Snook stated that the Commissioners reviewed the proposed cooperative agreement between the Antietam Creek Coalition and the City of Hagerstown and Washington County for the preparation of a concept plan and OCTOBER 19, 1999 PAGE FIVE development strategy with respect to the Civil War museum being contemplated for downtown Hagerstown. Richard Douglas, County Attorney, recommended that the City enter into the agreement with the Antietam Creek Coalition and the County would then enter into a grant agreement with the City for the sum of $37,500 which the County has agreed to contribute toward the museum feasibility study. ADJOURNMENT Motion made by Commissioner Iseminger, seconded by Swartz, to adjourn at 4:55 p.m. Unanimously approved. County Administrator County Attorney , Clerk