HomeMy WebLinkAbout07.25.2017 AgendaIndividuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements.
BOARD OF COUNTY COMMISSIONERS
July 25, 2017
Agenda
10:00 A.M. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Terry L. Baker
APPROVAL OF MINUTES –JULY 18, 2017
10:05 A.M. COMMISSIONERS’ REPORTS AND COMMENTS
10:10 A.M. REPORTS FROM COUNTY STAFF
10:15 A.M. CITIZENS PARTICIPATION
10:20 A.M. YOUTH APPRENTICESHIP PROGRAM – Secretary Schulz, MD Dept of Labor,
Licensing and Regulation
10:45 A.M. WASHINGTON COUNTY YOUTH ACADEMY GRADUATION – James Jenkins,
Public Relations Manager and the Board of County Commissioners
11:05 A.M. WASHINGTON COUNTY GAMING COMMISSION’S ANNUAL REPORT AND
FISCAL YEAR 2017, GAMING FUND ALLOCATION ANNOUNCEMENT – Jim
Hovis, Director, Office of Community Grant Management and Jim Nipps, Chair,
Washington County Gaming Commission
11:25 A.M. HOTEL RENTAL TAX FUNDING REQUEST, HAGERSTOWN-WASHINGTON
COUNTY CONVENTION BUREAU - Jim Hovis, Director, Office of Community Grant
Management
11:35 A.M. RENEWAL OF COUNTY’S COMMUNITY DEVELOPMENT BLOCK GRANT
CITIZEN PARTICIPATION AND RESIDENTIAL ANTI-DISPLACEMENT AND
RELOCATION ASSISTANCE PLANS - Susan Buchanan, Office of Community of
Grant Management
11:40 A.M. CONOCHEAGUE TREATMENT PLANT ENR UPGRADE – Mark Bradshaw, Deputy
Director, Environmental Management
11:45 A.M. LOCATION OF THE WASHINGTON COUNTY BOARD OF ELECTIONS – Kaye
Robucci, Election Director; Bruce Field, President, Board of Elections and Roger
Schlossberg, Board Counsel
Terry L. Baker, President
Jeffrey A. Cline, Vice
President
John F. Barr
Wayne K. Keefer
LeRoy E. Myers, Jr.
100 West Washington Street, Suite 1101 | Hagerstown, MD 21740-4735 | P: 240.313.2200 | F: 240.313.2201
WWW.WASHCO-MD.NET
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements.
11:55 A.M. PLEASANT VALLEY LIVESTOCK LLC, CREP EASEMENT – Chris Boggs,
Planning and Zoning
12:00 P.M. WASHINGTON COUNTY AGRITOURISM APP – Leslie Hart, Business Development
Specialist, Department of Business Development, James Jenkins, Public Relations
Manager and Lauren Pogue, Marketing Specialist, Department of Public Relations and
Community Affairs
12:05 P.M. AIRPORT CAPITAL IMPROVEMENTS BUDGET TRANSFER – Phil Ridenour,
Airport Director, Hagerstown Regional Airport
12:10 P.M. CLOSED SESSION
(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 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; and to consult with counsel to obtain legal
advice on a legal matter.)
12:40 P.M. ADJOURNMENT
Open Session Item
SUBJECT: Washington County Youth Academy Graduation
PRESENTATION DATE: July 25, 2017 at 10:45 a.m.
PRESENTATION BY: James Jenkins, Public Relations Manager and the Board of County
Commissioners
RECOMMENDED MOTION: N/A
REPORT-IN-BRIEF: The Washington County Public Relations & Community Affairs
Department created and organized a Youth Academy for the youth participating in the Cultural
Exchange Mentoring Program organized by Mr. Arthur Hicks. The Youth Academy sessions
were branched off of the Citizens Academy that was completed last month.
The youth participants traveled and toured different Washington County Divisions/Departments
with local government. The youth visited: Hagerstown Regional Airport, Agricultural – Ag Expo
and Fair, Wastewater Treatment Plant and Emergency Services.
The participants that have completed the sessions will be given certificates from the Board of
County Commissioners.
DISCUSSION: N/A
FISCAL IMPACT: N/A
CONCURRENCES:
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS:
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Washington County Gaming Commission’s Annual Report and Fiscal
Year 2017, Gaming Fund Allocation Announcement
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: James B. Hovis, Director, Office of Community Grant
Management and Jim Nipps, Chair, Washington County Gaming Commission
RECOMMENDED MOTION: This presentation is for informational purposes only. No
motion or action is requested.
REPORT-IN-BRIEF: The Washington County Gaming Commission wishes to present
their annual report to the Board of County Commissioners. They will also announce their fiscal
year 2017 funding decisions. In fiscal year 2017, the Gaming Commission had available
$1,938,257.45 for distribution to local charitable organizations and the Volunteer Fire & Rescue
Association. This figure reflects a decrease in revenues of $46,660.67 or -2.4% when compared
to fiscal year 2016. In accordance with State Statute, 50% of the funding received was allocated
to the Washington County Volunteer Fire & Rescue Association and the remained has been
allocated to charitable organizations in Washington County.
DISCUSSION: In May of 2017, the Gaming Commission received 99 funding
applications from 87 charitable organizations. The total amount of funding requested within
those 99 applications was $1,842,895.35. The applications were reviewed and considered by
each Commissioner. After review, group deliberations and public hearings, the Gaming
Commission determine appropriate funding allocations based on the published and approved
“Guidelines for Distribution of Gaming Funds” and were consistent with the State Statute
governing the distribution of such funds.
FISCAL IMPACT: There is no fiscal impact to the Washington County general fund.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Funding Allocation Press Release (to be provided during
presentation).
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Hotel Rental Tax Funding Request, Hagerstown-Washington County
Convention Visitors Bureau
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: James Hovis, Director, Office of Community Grant
Management, Dan Spedden, President, Hagerstown/Washington County CVB
RECOMMENDED MOTION: Move to approve the request for Hotel Rental Tax funding
from the Hagerstown/Washington County Convention Visitors Bureau in the amount of
$________, for direct expenses associated with the USA Cycling Amateur Road National
Championships to be held on July 26-29, 2018.
REPORT-IN-BRIEF: The Hagerstown/Washington County Convention Visitors Bureau
(CVB) has submitted a request for Hotel Rental Tax funding to support the USA Cycling
Amateur Road National Championships to be held on July 26-29, 2018. The amount of funding
requested for this event by the CVB is $25,000.
DISCUSSION: The USA Cycling Amateur Road National Championship is a
nationally recognized event that is certain to bring economic benefits to our region. As a host
community of the USAC Championships the region can anticipate increased visitor spending on
lodging, food & beverage, retails, gas, and amusements. The USAC Championships will also
generate labor income in the hospitality, transportation, government, health, waste, insurance,
emergency services, construction and utilities sectors. This national event will elevate the profile
of our community and present it as a preferred destination among cyclists. The 2016 USA
Cycling Amateur Road National Championships event managers have reported 800 registered
athletes for this year’s event, historically the event attracts between 700 and 1,000 unique
participants. On average two spectators accompany each athlete. Additionally, 30 + staff
members and officials will be in the region for this event. A minimum of 140 room nights will be
generated from this event from staff and officials. It is anticipated that athletes and spectators
will generate an additional 2,000 -3,500 room nights during the course of the event.
USA Cycling championship events in Bend Oregon and Augusta Georgia were formally studied
to determine economic impact. The studies calculated a $1.44 million impact in Bend in 2009
and a $1.17 million impact in Augusta in 2012. Visit Hagerstown expects to see a $1.5 million
impact in Hagerstown and Washington County in 2018.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
The total event budget for 2018 is set at $70,000. The CVB has secured funding from the
CVB/Maryland Sports Commission and local & national sponsors for this event totaling
$45,000.
The project budget for County Hotel Rental Tax funding includes $3,250 for promotion and
advertising, $13,500 for law enforcement and EMS services, $4,500 for waste management and
$3,750 for rental equipment - set up and tear down.
This event meets all 7 of the Board of County Commissioner’s goals and criteria for the use of
Hotel Rental Tax Funds. There are no issues of outstanding obligations to the County that would
prevent the CVB from receiving funding. It is the recommendation of the Washington County
Office of Community Grant Management that this application be approved in an amount
determined to be appropriate by the Board of County Commissioners.
FISCAL IMPACT: The Hotel Rental Tax Fund will be reduced by the amount of this
award.
CONCURRENCES: N/A
ALTERNATIVES: Deny the request for Hotel Rental Tax Funding.
ATTACHMENTS: Hotel Rental Tax Funding Application
AUDIO/VISUAL NEEDS: N/A
Open Session Item
SUBJECT: Renewal of County’s Community Development Block Grant Citizen Participation
and Residential Anti-Displacement and Relocation Assistance Plans
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: Susan Buchanan, Office of Community Grant Management
RECOMMENDED MOTION: Move to renew the County’s Community Development
Block Grant Citizen Participation and the Residential Anti-Displacement and Relocation
Assistance Plans.
REPORT-IN-BRIEF: Federal regulations require that each unit of local government receiving
or expecting to receive Community Development Block Grant (“CDBG”) funds must adopt a
Citizen Participation Plan to meet citizen participation requirements contained in the code of
federal regulations pertaining to Community Development Block Grants. Each unit of local
government is also required to adopt and make public a Residential Anti-displacement and
Relocation Assistance Plan. It is required that each plan must be current and effective for a five
year period. The County adopted these plans in 2014 and they will expire in August 2017, so
must be renewed to maintain compliance with Department of Housing and Community
Development (DHCD) regulations.
DISCUSSION: The Citizen Participation Plan is a document that states the County will do the
following: Provide for and encourage citizen participation; ensure that citizens will be given
reasonable and timely access to local meetings, information and records relating to the County’s
proposed and actual use of CDBG funds; furnish the citizens information about CDBG funds and
activities; provide technical assistance; provide a minimum of two public hearings; provide
citizens with notice of, and opportunity to comment on, proposed activities in an application to
the State of Maryland; and provide citizens with the opportunity to submit complaints and
grievances.
The Residential Anti-displacement and Relocation Plan states the County or its designee
will do the following when any tenant is to be displaced as a result of CDBG financed activities:
The county or its designee will replace all occupied, and vacant occupiable, low/moderate
income housing in connection with activities assisted with funds provided under the HCD Act of
1974, as amended.
The County or their designee will provide relocation assistance, as described in 24 CFR 42.350,
to each low/moderate income household displaced by the acquisition or demolition of housing or
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
by the conversion or rehabilitation of low/moderate income dwelling to another use as a direct
result of assisted activities.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: Deny the request to renew the plans.
ATTACHMENTS: Washington County Community Development Block Grant
Program Citizen Participation Plan, Washington County Community Development Block Grant
Program Residential Anti-displacement and Relocation Assistance Plan
AUDIO/VISUAL NEEDS: N/A
MARYLAND COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
CITIZEN PARTICIPATION PLAN
The Board of County Commissioners of Washington County, Maryland (the “Board”) has
adopted this Citizen Participation Plan to meet the citizen participation requirements of 24 CFR
570.486 and 24 CFR 91.115(e). Regulations require that each unit of general local government
receiving or expecting to receive Maryland Community Development Block Grant Funds:
Furnish citizens with information related to the availability of CDBG funding including the
amount the State makes available under each state fiscal year, the eligible CDBG
activities, and the eligible uses of CDBG funds;
Provide for and encourage citizen participation, particularly by low and moderate income
persons who reside in slum or blighted areas and areas in which CDBG funds are
proposed to be used;
Ensure that citizens will be given reasonable and timely access to local meetings,
information and records relating to the unit of general local government's proposed and
actual use of CDBG funds;
Provide technical assistance to groups representative of persons of low and moderate
income that request assistance in developing proposals in accordance with procedures
developed by the State. Such assistance need not include providing funds to such
groups;
Provide for a minimum of two public hearings, each at a different stage of the project, for
the purpose of obtaining citizen's views and responding to proposals and questions.
Together the hearings must cover community development and housing needs,
development of proposed activities and a review of program performance. Public
hearings to cover community and economic development and housing needs must be
held before submission of an application to the State. There must be reasonable notice
of the hearings and they must be held at times and locations convenient to potential or
actual beneficiaries, with accommodations for the handicapped. Public hearings shall be
conducted in a manner to meet the needs of non-English speaking residents where a
significant number of non-English speaking residents can reasonably be expected to
participate;
Provide citizens with reasonable advance notice of, and opportunity to comment on,
proposed activities in an application to the State and, for grants already made, activities
which are proposed to be added, deleted, or substantially changed from the unit of
general local government's application to the State. Substantially changed means
changes made in terms of purpose, scope, location or beneficiaries as defined by criteria
established by the State;
Provide citizens with the County’s Residential Anti-Displacement and Relocation
Assistance Plan if proposed applications to be submitted will likely to result in
displacement of persons or businesses from their homes or businesses; and
Provide citizens the address, phone number and times for submitting complaints and
grievances, and provide timely written answers to written complaints and grievances,
within 15 working days where practicable.
CDBG funded activities may serve beneficiaries outside the jurisdiction of the unit of general
local government that receives the grant, provided the unit off general local government
determines that the activity is meeting its needs in accordance with section 106(d)(2)(D) of the
Act.
PROVISION OF INFORMATION, PUBLIC HEARINGS AND COMMENTS
The Board will provide reasonable access to records and information on the proposed and
actual use of CDBG funds during regular business hours of 8am - 4:30pm at the following
location:
Office of Community Grant Management
100 W. Washington Street, Room 2200
Hagerstown, MD 21740
Where possible, the Board will provide copies of documents or access to copying services to
citizens or groups requesting information at their own expense.
Information will be furnished to citizens through public notice in The Herald-Mail, a newspaper of
general circulation. The Board may also provide additional information to its citizens about the
CDBG Program through articles in local newspapers, newsletters or community bulletins, flyers
distributed door to door or at presentations made at community meetings.
The Board will hold at least one public hearing to receive input by citizens on the housing and
community and economic development needs of the jurisdiction and to discuss the development
of proposed activities. This hearing will be held in conjunction with a regularly scheduled
meeting of the elected public officials prior to submission of an application for CDBG funds.
If the Maryland CDBG Program funds the activity, a second hearing on program performance
must be held at some point during the grant period after the activity has been initiated. The
Maryland CDBG Program requires that notice of a public hearing be published in a newspaper
of general local circulation no less than five (5) days in advance of the hearing. Hearings will be
held at times and locations convenient to actual or potential beneficiaries and at locations
accessible to the disabled. Documentary evidence that the required notices are published and
public hearings are held in accordance with the plan will be maintained. Copies of the actual
notices and/or affidavits shall be a part of the files, in addition to minutes of the hearings. Written
minutes of the hearing and an attendance roster will be maintained by the County Clerk at the
following location:
Washington County Administration Building
100 W. Washington Street, Suite 1101
Hagerstown, MD 21740
If necessary, the Board will make arrangements for a translator when it is expected that non-
English speaking persons will participate. Similarly, a signer shall be provided for a deaf or mute
participant. If special accommodations are necessary, however, requests should be made to the
office of the County Clerk @ 240-313-2216(V), 240-313-2077(TDD). At least ten (10) days
advance notice is requested.
The Board will provide citizens an opportunity to comment on the proposed activities in an
application to the State. Written comments may be sent to:
Office of Community Grant Management
100 W. Washington Street, Room 2200
Hagerstown, MD 21740
TECHNICAL ASSISTANCE
When requested to provide technical assistance to groups representative of persons of low and
moderate income, the Board will assist if possible. Files shall document meetings between the
group and the local government. If staff capacity to assist does not exist, the Board may offer a
referral to the State or to a consultant who can provide the necessary expertise.
COMPLAINTS AND GRIEVANCES
Citizens who wish to submit a complaint or grievance may do so by calling or writing:
Office of Community Grant Management
100 W. Washington Street, Room 2200
Hagerstown, MD 21740
The Board shall make reasonable effort to provide a response in writing to written complaints or
grievances within 15 working days.
AMENDMENTS TO APPLICATIONS OR GRANTS
The Board will provide citizens notice of, and opportunity to comment on, substantial changes to
grants already made, including changes in the purpose, scope, location or beneficiaries. This
can be achieved through public notice describing the change and establishing a comment
period or through public hearing.
This Citizen Participation Plan is hereby adopted by the Board of County Commissioners of
Washington County, Maryland on July 25,2017. It is effective for a 5 year period until July 24,
2022.
ATTEST/ WITNESS BOARD OF COUNTY COMMISSIONERS OF
WASHINGTON COUNTY, MARYLAND
_____________________________ BY:______________________________________
Vicki C. Lumm, Clerk Terry L. Baker, President
RESIDENTIAL ANTI-DISPLACEMENT AND RELOCATION ASSISTANCE PLAN
The Board of County Commissioners of Washington County, Maryland (the “Board”) will take
every preventable action to minimize the involuntary displacement of persons or businesses
when using federal funds received from the Maryland Community Development Block Grant
funds as a source of funding in our projects. In the event that displacement occurs, the Board,
hereby agrees to comply with all requirements of the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970 (“URA”), as amended, as described in 49 CFR Part 24;
and with the Housing and Community Development Act of 1974 (“HCD Act of 1974”), as
amended, as described in 24 CFR Part 42.
RELOCATION
The Board will provide relocation assistance as required under the URA to all persons or
businesses displaced as a direct result of assisted activities. They shall be provided relocation
benefits which, at a minimum, include:
Relocation assistance planning and advisory services;
Moving expenses;
Referral to comparable replacement unit; and
Replacement housing payments for 42 months.
Low and moderate income households displaced by the acquisition or demolition of housing or
by the conversion or rehabilitation of low and moderate income dwellings to another use are
entitled to additional benefits under the requirements of 24 CFR 42.350. These additional
benefits include:
Security deposits and credit checks,
Referral to comparable replacement unit; and
Replacement housing payments for 60 months.
Additionally, legal, low and moderate income tenants are also eligible for:
Referral to at least one suitable, decent, safe and sanitary replacement dwelling unit.
The Board shall advise tenants of their rights under the Federal Fair Housing Act, 42
U.S.C. §§ 3601—3619, and of replacement housing opportunities in such a manner that,
wherever feasible, they will have a choice between relocation within their neighborhood
and other neighborhoods; and
Each person must be offered rental assistance equal to 60 times the amount necessary
to reduce the monthly rent and estimated average monthly cost of utilities for a
replacement dwelling (comparable replacement dwelling or decent, safe, and sanitary
replacement dwelling to which the person relocates, whichever costs less) to the “Total
Tenant Payment.” All or a portion of this assistance may be offered through a certificate
or voucher for rental assistance (if available) provided under Section 8 of the United
States Housing Act of 1937, 42 U.S.C. § 1437f.
In addition, in consideration of the financial assistance received from the Maryland CDBG
Program, particularly when such assistance is used for acquisition, rehabilitation, demolition, or
conversion which results in temporary relocation, the Board agrees to assist either the
temporarily displaced residential or business tenant or owner occupant during the time they are
displaced. Those receiving temporary relocations shall receive at a minimum:
Interim living costs;
Relocation assistance planning and advisory services;
Reasonable moving expenses; and
Rental Assistance (if moving to more expensive unit).
ONE FOR ONE REPLACEMENT HOUSING
In the event that low and moderate income dwelling units are demolished or converted to a use
other than as low/moderate-income housing, the Board will replace all units that were occupied
or were vacant but deemed occupiable as required under Section 104(d) of the HCD Act of
1974, as amended.
All replaced housing will be provided within three (3) years of the commencement of the
demolition or rehabilitation relating to conversion. Before obligating or expending funds that will
directly result in such demolition or conversion, the Board will make public and submit to the
Maryland CDBG Office the following information in writing:
A description of the proposed assisted activity;
The location on a map and number of dwelling units by size (number of bedrooms) that
will be demolished or converted to use other than as low/moderate-income dwelling units
as a direct result of the assisted activity;
A time schedule for the commencement and completion of the demolition or conversion;
The general location on a map and approximate number of dwellings units by size
(number of bedrooms) that will be provided as replacement dwelling units;
The source of funding and a time schedule for the provision of replacement dwelling
units; and
The basis for concluding that each replacement dwelling unit will remain a low/moderate-
income dwelling for at least ten (10) years from the date of initial occupancy.
GENERAL POLICIES
1. The Board will take every preventable action to minimize the involuntary displacements
of persons or businesses during the implementation of our CDBG funded projects.
Examples of actions that may be taken include:
Stage rehabilitation of assisted housing to allow tenants to remain during and after
rehabilitation, working with empty buildings or groups of empty units first, so they can
be rehabilitated first, and tenants moved in before rehabilitation of occupied units or
buildings is begun.
Establish temporary relocation facilities in order to house families whose
displacement will be of short duration, so they can move back to their neighborhoods
after rehabilitation or new construction.
Provide counseling to assist homeowners and renters to understand the range of
assistance that may be available to help them in staying in the area being revitalized.
2. The Board may enter into a written agreement with a subrecipient, or the owner of the
assisted property, under which either may pay all or part of the cost of the required
relocation assistance.
3. The Board understands the cost of relocation assistance and other benefits shall be paid
from CDBG funds or such other funds as may be available from any source including the
jurisdiction’s general fund.
4. The Board will refer owners and/or tenants to the State CDBG Program if there is a
disagreement with the determination that these requirements do not apply to an
acquisition or a displacement.
5. The Board will prepare a specific Relocation Plan in the event that funding is requested
for a project where it is known that displacement will occur.
This Anti-Displacement Plan is hereby adopted by the Board of County Commissioners of
Washington County, Maryland on July 25,2017. It is effective for a 5 year period until July 24,
2022.
ATTEST/WITNESS BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
_____________________________ BY: _____________________________________
Vicki C. Lumm, Clerk Terry L. Baker, President
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Conococheague Treatment Plant ENR Upgrade
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: Mark D Bradshaw, PE, Deputy Director
RECOMMENDED MOTION: Move to approve Change Order #2 for HRI Bridge
Company, Inc. in the amount of $83,685.50.
REPORT-IN-BRIEF: Manhole 2A is where the new plant effluent pipe connects to the
existing effluent pipe. The plan labeled the existing effluent pipe as having a 30" diameter, but
when exposed, the pipe was actual a 36" diameter pipe. This required the precast manhole to be
cored in order to accommodate the larger pipe. Also the existing effluent pipe was a hollow
corrugated PVC pipe that requires a special connection boot. For more detailed information,
please refer to HRI's Letter 011B dated June 9, 2017. Increase the contract amount by
$13,082.00 and adds seven (7) calendar days to the contract.
The plans call for all tee bolts to be stainless steel. The Contractor setup a temporary bypass
between the headworks and oxidation ditches to install new piping. The Contractor started the
installation of the new piping and it was discovered that the tee bolts supplied by the vendor
were too short and would not work. To reorder the required stainless steel tee bolts, it would
have taken 3 weeks to obtain them. In order to keep the project moving forward, the Contractor
proposed to utilize standard steel bolts instead of stainless steel and provide the County with a
credit for the cost difference. For more detailed information, please refer to HRI's Letter 013A
dated June 19, 2017. Decrease the contract amount by $3,626.00.
The plans called for the WAS flow meter to be installed in a vault outside of the building. The
Contractor proposed to install the flow meter inside the building thus eliminating the vault which
will result in a savings. This change would result in an overall net savings that is to be divided
equally between the County and Contractor per the County's General Conditions - Value
Engineering Change Proposal section. For more detailed information, please refer to HRI's
Letter 014 dated June 19, 2017. Decrease the contract amount by $2,727.50.
The electrical drawing indicated a high float switch was to be installed but the instrumentation
scope didn't include the high float switch. The high float switch is necessary thus it had to be
added to the instrumentation scope. For more detailed information, please refer to HRI's Letter
015A dated June 19, 2017. Increase the contract amount by $547.00.
The PM drawing indicated a wall was to be constructed in the solids handing building but no
details regarding the wall were provided on the structural drawings. The proposed door wasn't
2 | Page AGENDA REPORT FORM
shown on the door schedule. The CMU wall was required in order to separate the new electrical
room from the remainder of the building. For more detailed information, please refer to HRI's
Letter 016A dated June 19, 2017. Increase the contract amount by $28,579.00 and adds five (5)
calendar days to the contract.
The main power duct bank had to be relocated from what was shown on the plans due the
location of existing utilities being located where the duct bank was to be located. The new route
increased the overall length by 125 LF and went through an existing paved parking lot. For more
detailed information, please refer to HRI's Letter 012A dated July 5, 2017. Increase the contract
amount by $8,774.00 and adds three (3) calendar days to the contract.
The Contractor had to take the influent splitter box off line to install a new influent pipe. When
the flows were diverted, we discovered approximately five (5) feet of solids in the bottom of the
splitter box. The solids had to be removed prior to installing the new piping. As part of the
upgrade, the Contractor has to make structural modification to the three (3) existing oxidation
ditches. The specification estimated that the Contractor would need to remove a total of 110
cubic yards of sludge from the three (3) existing oxidation ditches. When oxidation ditch #3 was
taken out of service, the Contractor removed 123 cubic yards of sludge from the tank, which
exceed the quantity provided in the specification. When oxidation ditch #2 was taken out of
service, the Contractor removed 120 cubic yards of sludge for the tank which exceeded the
quantities as well. For more detailed information, please refer to HRI's Letter 017A dated July 5,
2017. Increase the contract amount by $39,057.00 and adds five (5) calendar days to the
contract.
DISCUSSION: Due to actual construction conditions and design issues, several changes are
proposed to the Conococheague WwTP ENR upgrade as outlined above. These modifications are
required to maintain the daily operations of the WwTP; facilitate construction and ensure proper
operation of new process in the future. Additionally, the contactor has provided the County with
two proposed changes which will save the County money not only in the construction costs but
also in future operations and maintenance expenses. Failure to proceed with the proposed
changes would result in additional operations/maintenance costs of the upgrade WwTP and
prevent construction from occurring as required to meet State regulations.
FISCAL IMPACT: There are adequate funds in TRP018 to cover this change order.
CONCURRENCES: Julie Pippel, Director
ALTERNATIVES: N/A
ATTACHMENTS: Change Order #2 with attachments
AUDIO/VISUAL TO BE USED: N/A
Open Session Item
SUBJECT: Location of the Washington County Board of Elections
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: Bruce Field, President, Board of Elections
Roger Schlossberg, Board Counsel
Kaye Robucci, Election Director, II
RECOMMENDED MOTION: Move to recommend that the Washington County Board of
Elections continue to operate their office and warehouse from their current locations; until such a
time that a suitable location is agreed upon between the Washington County Commissioners and
the Washington County Board of Elections.
REPORT-IN-BRIEF: To discuss the pending decision by the Washington County
Commissioners as to the future home for the Washington County Board of Elections. While we
appreciate the efforts involved, the Washington County Board of Elections unanimously opposes
moving their entire operation to 101 Tandy Drive, Hagerstown, MD.
DISCUSSION: The Washington County Board of Elections would like remain at their
current locations; by keeping the main office located at 35 W. Washington Street, Room 101,
and the warehouse and storage at its current locations at 101 Tandy Drive; until such a time that
a combined location can be agreed upon by both the County Commissioners and the Election
Board.
FISCAL IMPACT: None
CONCURRENCES: Tammy Downin, Vice-President Board of Elections; James
Schultheis, Secretary Board of Elections; Martin Lumm, Board Member; William Blazes, Board
Member; Barry Jackson, Election Deputy Director, II; Teresa Morningstar, Election Supervisor,
II; Sherrie Bonebrake, Election Administrative Assistant, II; and Tamara Derr, Election Data
Application Specialist, II.
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Pleasant Valley Livestock LLC Conservation Reserve Enhancement Program
(CREP) Easement proposal
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: Chris Boggs, Land Preservation Planner, Dept. of Planning & Zoning
RECOMMENDED MOTION: Move to approve the Pleasant Valley Livestock LLC CREP
Easement project, paid for 100% by the State, in the amount of $633,637.86 for 194.39 easement
acres and to adopt an ordinance approving the easement purchase and to authorize the execution of
the necessary documentation to finalize the easement purchase.
REPORT-IN-BRIEF: The Pleasant Valley Livestock LLC property is located at 20103 Orcino
Farm Lane, Rohrersville. The CREP easement will protect roughly 54 acres of woodland and
140 acres of crop and hay fields, as well as buffer over 5,000 feet of Little Antietam Creek and
its tributaries. The entire parcel will be protected by CREP easement language and the owner
will be compensated with a combination of funds from the CREP and Rural Legacy programs.
The farm is located north of the historic village of Rohrersville and is surrounded by historic
properties and hundreds of acres of permanently preserved land, including other CREP and Rural
Legacy easements. All seven (7) development rights will be extinguished with this easement.
This project is unique because it is the first time the County has combined these easement
programs.
Since 2010, Washington County has been funded to purchase CREP easements on 616 acres of land.
The main focus of the program is to protect water quality by removing marginal agricultural land
from production and replacing it with best management practices including riparian buffers,
stabilization of highly erodible soils, and restoration of wetlands. Landowners who currently hold a
15 year CREP contract voluntarily agree to sell a conservation easement in perpetuity. The CREP
easement program is administered by the Land Acquisition and Planning Unit of the MD Department
of Natural Resources and is funded from Program Open Space funds. The completed recorded
easements are held jointly by the County and the DNR.
DISCUSSION: For FY 2017, the State of Maryland is awarding CREP grants to eligible
properties. The State has also awarded the County $946,610 in its FY 2017 Rural Legacy grant. The
Pleasant Valley Livestock LLC CREP Easement uses a portion of those CREP funds and encumbers
the remainder of the Rural Legacy grant. Easement applicants are chosen from those who are already
enrolled in a 15 year CREP contract.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
FISCAL IMPACT: CREP and Rural Legacy funds are 100% State dollars, mainly from Program
Open Space funds. In addition to the easement funds, we receive up to 3% of the easement value for
administrative costs, a mandatory 1.5% for compliance/monitoring costs and funds to cover all of our
legal/settlement costs. A survey was needed for this project and the State will pay 100% of the
survey cost as well.
CONCURRENCES: DNR’s CREP Easement staff approves and supports our program. A final
money allocation will be approved by the State Board of Public Works on a project-by-project basis.
ALTERNATIVES: If Washington County rejects these State funds for CREP, the funds will be
allocated to other counties in Maryland.
ATTACHMENTS: Aerial Map, Location Map, CREP Info Sheet, Ordinance
AUDIO/VISUAL NEEDS: Aerial Map
18.12ac
9.72ac
40.54ac
1.21ac
2.59ac
2.3ac
3.76ac
3.88ac
7.04ac
Forest ConNot InEasement
Remaining LandsRural Legacy Easement Area
Remaining LandsRural Legacy Easement Area
PENNYHI
LL LNMARBLE QUARRY RD
MD iMAP, DoIT
Pleasant Valley Livestock
0 0.075 0.15 0.225Miles
The parcel lines shown on this map are derived from a variety of sources which have their own accuracystandards. The parcel lines are approximate and for informational purposes ONLY. They are not guaranteedby Washington County Maryland or the Maryland Department of Assessments and Taxations to be free oferrors including errors of omission, commission, positional accuracy or any attributes associated with realproperty. They shall not be copied, reproduced or scaled in any way without the express prior writtenapproval of Washington County Maryland Planning and Zoning Department. This data DOES NOT replacean accurate survey by a licensed professional and information shall be verified using the relevant deeds,plats and other recorded legal documents by the user.
0 310 620 930 1,240 1,550Feet
Printed: Monday, July 10, 2017Printed by: cboggs
Property Boundary
Excluded Area
CREP Contract Easement Area
CREP Match Easement Area
Rural Legacy Easement Area
Pleasant Valley Livestock LLC20103 Orcino Farm LaneRohrersville, MD 21779
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GUARD CTCHIEFTAN LNGINSENG LN MICHAELS CTAQUA LNNICK RD HANNAH LNN I C K R D
Pleasant Valley Livestock
0 0.55 1.1 1.65Miles
The parcel lines shown on this map are derived from a variety of sources which have their own accuracystandards. The parcel lines are approximate and for informational purposes ONLY. They are not guaranteedby Washington County Maryland or the Maryland Department of Assessments and Taxations to be free oferrors including errors of omission, commission, positional accuracy or any attributes associated with realproperty. They shall not be copied, reproduced or scaled in any way without the express prior writtenapproval of Washington County Maryland Planning and Zoning Department. This data DOES NOT replacean accurate survey by a licensed professional and information shall be verified using the relevant deeds,plats and other recorded legal documents by the user.
0 2,250 4,500 6,750 9,000 11,250Feet
Printed: Friday, July 14, 2017Printed by: cboggs
^_
Pleasant Valley Livestock LLC20103 Orcino Farm LaneRohrersville, MD 21779 ®
KEEDYSVILLE
ROHRERSVILLE
BOONSBORO
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: WASHINGTON COUNTY AGRITOURISM APP
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: Leslie Hart, Business Development Specialist, Agriculture, Department
of Business Development; James Jenkins, Public Relations Manager, Department of Public
Relations & Community Affairs; Lauren Pogue, Marketing Specialist, Department of Public
Relations & Community Affairs
RECOMMENDED MOTION: No motion necessary
REPORT-IN-BRIEF: The Washington County Department of Business Development in
conjunction with the Department of Public Relations & Community Affairs have developed an
app to increase citizens’ access to local produce, ag-related events, farmers markets, what’s in
season and more, taking citizen engagement to the next level. By downloading the free app,
consumers can stay up-to-date on agricultural related events, explore local farms, know what is
in season and where to buy. The Agritourism app assists customers in buying local; this not only
keeps money in the local economy, it takes the guesswork out of knowing your food’s source.
Some of the apps features are:
Comprehensive Farm Guide: The guide, based off the printed bi-annual publication, will
let users know when farms are open to the public as well as location, products and events.
Favorites: The user can create a personalized list of favorite farms.
Find a Farmers Market: Consumers can discover what farmers markets are closest to
them and their hours of operation.
What’s in Season: This calendar provides a list of fruits and vegetables grown in
Washington County and when they’re in season.
Events Calendar: This continuously updated feature provides a list of ag-related events
ranging from Ag Expo Events to what’s in season to corn mazes.
The app is available on both Apple and Android devices.
FISCAL IMPACT: n/a
CONCURRENCES: n/a
ALTERNATIVES: n/a
ATTACHMENTS: n/a
AUDIO/VISUAL TO BE USED: n/a
Open Session Item
SUBJECT: Airport Capital Improvements Budget Transfer
PRESENTATION DATE: July 25, 2017
PRESENTATION BY: Phil Ridenour, Airport Director, Hagerstown Regional Airport
RECOMMENDED MOTION: Move to approve the budget amendment in the Airport
Capital Improvement Program (CIP) budget and establish two new projects for the Grove Farm
Demolition and the Airport Layout Plan update.
REPORT-IN-BRIEF: The Federal Aviation Administration is requiring the airport to
conduct a complete update of the existing Airport Layout Plan before any future development
may occur. This update is estimated to be $400,000.
In 2016, the airport received approval from the County Commissioners to proceed with
demolition of the Grove Farm located on airport property. This demolition requires archeological
and architectural recordation as well as witnessed demolition of the structures on the property.
The estimated cost for this project is $600,000.
Funding for both projects will be moved from existing FY2018 projects that will not occur in the
fiscal year.
DISCUSSION:
FISCAL IMPACT: FAA grants are anticipated for both of these projects with 90%
reimbursement. State reimbursement will be 5% and County share will be 5%.
There will be no impact to current year CIP as no additional funding is being requested.
CONCURRENCES: Airport Advisory Commission, Public Works Director
ALTERNATIVES: No alternatives at this point
ATTACHMENTS: None
AUDIO/VISUAL NEEDS:
Board of County Commissioners of Washington County, Maryland
Agenda Report Form