HomeMy WebLinkAbout09.26.2017 Agenda Individuals 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
September 26, 2017 Agenda 01:30 P.M. INVOCATION AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Terry L. Baker
APPROVAL OF MINUTES –SEPTEMBER 19, 2017 01:35 P.M. COMMISSIONERS’ REPORTS AND COMMENTS
01:40 P.M. REPORTS FROM COUNTY STAFF
01:45 P.M. CITIZENS PARTICIPATION 01:50 P.M. EMERGENCY MANAGEMENT PERFORMANCE GRANT: APPROVAL TO
ACCEPT AWARDED FUNDING - Stephanie Lapole, Grant Manager, Office of
Community Grant Management, Charlie Summers, Deputy Director, Fire and
Rescue/EMS and Charles Brown, Professional Services Administrator, Division of Emergency Services
01:55 P.M. STATE HOMELAND SECURITY GRANT PROGRAM: APPROVAL TO ACCEPT AWARDED FUNDING – Stephanie Lapole, Grant Manager, Office of Community Grant Management, Charlie Summers, Deputy Director, Fire and Rescue/EMS and Charles Brown, Professional Services Administrator, Division of Emergency Services
02:00 P.M. REJECTION OF BID (PUR-1314): ONE (1) 10,000 GALLON DOUBLE BULK HEAD FUEL CENTER UPGRADE – Brandi Naugle, Buyer, Purchasing Department and Mark Bradshaw, Deputy Director, Division of Environmental Management 02:05 P.M. EXPRESS APPROVAL – SMITHSBURG ANNEXATION OF CLOVERLY HILL,
LLC – Stephen Goodrich, Director, Department of Planning and Zoning 02:10 P.M. INTERGOVERNMENTAL COOPERATIVE PURCHASE (PUR-1358): AUTOMATED SPEED ENFORCEMENT (ASE) SYSTEM – Rick Curry, CPPO, Director – Purchasing Department and Sheriff Doug Mullendore
02:15 P.M. COFFMAN NURSING HOME, INC. – Nick Hill, Vice-Chair, Nick Mason, Executive Director and Steve Zoretich, Vice-President, Frederick, Seibert & Associates, Inc. 02:20 P.M. NATIONAL 4-H WEEK (OCTOBER 1 – 7, 2017) PROCLAMATION
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.
02:30 P.M. PUBLIC HEARING: MARYLAND COMMUNITY DEVELOPMENT BLOCK GRANT MD-07-CD-37 – PEN MAR WATER CONNECTION – Susan Buchanan, Office of Community Grant Management
02:40 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 matters that concern proposals for
businesses or industrial organizations to locate, expand, or remain in the State; to consult with staff, consultants or other
individuals about pending or potential litigation, and to consult with counsel to obtain legal advice on a legal matter.)
04:00 P.M. TOUR AT LANCO PENNLAND Location: 14738 Warfordsburg Road, Hancock, MD 21750 05:30 P.M. Depart for 126 West High Street, Hancock, MD 21750
05:45 P.M. GROUNDBREAKING FOR HANCOCK LIBRARY Location: 220 Park Road, Hancock, MD EVENING MEETING AT THE TOWN OF HANCOCK
Location: 126 West High Street, Hancock, MD
07:00 P.M. INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President Terry L. Baker
07:05 P.M. COMMISSIONERS’ REPORTS AND COMMENTS
07:10 P.M. REPORTS FROM COUNTY STAFF 07:15 P.M. CITIZENS PARTICIPATION
Open Session Item
SUBJECT: Emergency Management Performance Grant– Approval to Accept Awarded
Funding
PRESENTATION DATE: September 26, 2017
PRESENTATION BY: Stephanie Lapole, Grant Manager, Office of Community Grant
Management, Charlie Summers, Deputy Director, Fire and Rescue/EMS and Charles Brown,
Professional Services Administrator, Division of Emergency Services
RECOMMENDED MOTION: Move to approve the acceptance of the award from the Maryland
Emergency Management Agency in the amount of $103,381.00.
REPORT-IN-BRIEF: Emergency Services submitted a funding request on April 3, 2017 and has
been awarded funding to purchase two (2) fully equipped emergency response vehicles for a total
cost of $81,292 and three (3) APX 8000 portable radios with access for a total cost of $22,089.
DISCUSSION: The Office of Community Grant Management has reviewed the grant guidelines.
The performance period for this federal grant is October 1, 2016 through June 30, 2018. There is
a match requirement associated with this grant which is covered by the Emergency Services
operating budget.
FISCAL IMPACT: Provides $103,381 for Emergency Services related expenses which may
otherwise be added to the Emergency Services budget. Matching funds will be in the form of
budgeted salaries.
CONCURRENCES: Director, Office of Community Grant Management
ALTERNATIVES: Deny approval for submission of this request
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: State Homeland Security Grant Program– Approval to Accept Awarded Funding
PRESENTATION DATE: September 26, 2017
PRESENTATION BY: Stephanie Lapole, Grant Manger, Office of Community Grant
Management, Charlie Summers, Deputy Director, Division of Emergency Services and Charles
Brown, Professional Services Administrator, Division of Emergency Services
RECOMMENDED MOTION: Move to approve acceptance of the award from the Maryland
Emergency Management Agency in the amount of $116,615.00.
REPORT-IN-BRIEF: Emergency Services submitted a funding request on March 10, 2017.
The grant will pay partial salary for the Emergency Management Specialist, the cost of the
Washington County Citizen Notification Program, and other costs which include training,
equipment, public outreach and response capabilities.
DISCUSSION: The Office of Community Grant Management has reviewed the grant
guidelines. The performance period for this federal grant is September 1, 2017 through July 31,
2019. There is no matching fund requirement associated with this grant; however at least 25% of
the grant funds must be spent on law enforcement related tasks or equipment.
Wages & Benefits $40,000
Operational Expenses $76,615
Total $116,615
FISCAL IMPACT: Provides $116,615 for Emergency Services related expenses which may
otherwise be charged to the Emergency Services budget.
CONCURRENCES: Director, Office of Community Grant Management
ALTERNATIVES: Deny acceptance of the award
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Rejection of Bid (PUR-1314) - One (1) 10,000 Gallon Double Bulk Head Fuel
Center Upgrade
PRESENTATION DATE: September 26, 2017
PRESENTATION BY: Brandi Naugle, CPPB, Buyer – Purchasing and Mark Bradshaw, PE,
Deputy Director - Division of Environmental Management
RECOMMENDED MOTION: Move to reject the bid received on August 2, 2017, for the
purchase of one (1) 10,000 Gallon Double Bulk Head Fuel Center upgrade due to the bids
exceeds the department’s Capital Improvement Plan (CIP) budget.
REPORT-IN-BRIEF: Notice of the bid was published in the local newspaper, listed on the
State of Maryland’s “eMaryland Marketplace” website, and on the County’s website. Four (4)
person’s/companies registered/downloaded the bid document on-line and four (4) bids were
received. At this point in time the department is not proceeding with this project. The
department may revisit this project in the future.
DISCUSSION: N/A
FISCAL IMPACT: Funding in the amount of $39,019.48 is available in the
department’s Capital Improvement Plan (CIP) account 515000- 37 – 40010 (EQP035).
CONCURRENCES: Division Director of Environmental Management
ALTERNATIVES: N/A
ATTACHMENTS: Bid Matrix Tabulation.
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Express Approval – Smithsburg Annexation of Cloverly Hill LLC
PRESENTATION DATE: September 26, 2017
PRESENTATION BY: Stephen T. Goodrich, Director, Department of Planning and Zoning
RECOMMENDED MOTION: Move to grant/not grant express approval to the Town of
Smithsburg to allow development on the annexed Cloverly Hill LLC property in conformance with
the Town Residential and General Commercial zoning district in the acreage amounts and densities
proposed which may be substantially different than the uses and densities that would be allowed
under the current County zoning districts of Residential Transition and Business Local.
REPORT-IN-BRIEF: Cloverly Hill, LLC has petitioned the Town of Smithsburg requesting
annexation of 3 parcels of land it owns, approximately 65.5 acres. The properties proposed for
annexation are located in the northeast quadrant of the intersection of MD Rt. 64 and MD Rt. 77.
The Smithsburg Mayor and Council’s Resolution to effect the annexation states that the Town will
assign the Town Residential (TR) and General Commercial (GC) zoning districts to the property
upon annexation. The property currently has County zoning designations of Residential Transition
(RT) and Business Local (BL). The permitted uses in Smithsburg’s Town Residential district are
virtually the same as the County’s Residential Transition district (single family, two family and
semi-detached units) but the permitted densities are between 11 and 50 % higher in the Town.
There are 61+ acres of County Residential Transition zoning while there would be 35+ acres of
Town Residential zoning. The difference in the number of units that could be built is between
11% and 34% less in the Town than in the County because the acreage for residential development
in the Town would be less.
The permitted uses in the County BL district are generally of a local retail sales and service nature
or uses that would be appropriate in neighborhoods. The Smithsburg General Commercial (GC)
district also allows those uses but is also more permissive and allows uses that would not be
permitted in the County BL district. If the annexation is approved by the Town of Smithsburg
there would be 25.7 acres of General Commercial zoning. There is currently only 1.05 acres of
County Business Local zoning. The substantial difference between development under Town
zoning and County zoning comes from 24.65 more acres of Smithsburg General Commercial
zoning that allows several uses that are not permitted in the County Business Local district. Those
24.65 more acres of commercial zoning would be on land where commercial development would
not be permitted in the County. Maryland’s Annotated Code, Local Government Article, §4-416
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
restricts substantially different development on the annexed property for 5 years unless the County
grants its express approval to allow it.
DISCUSSION: The basis for seeking Washington County Commissioners express approval of
the annexation comes from the Local Government Article of Maryland’s Annotated Code, §4-
416(b) which says:
“Without the express approval of the county commissioners or county council of the county in
which the municipality is located, for 5 years after an annexation by a municipality, the
municipality may not allow development of the annexed land for land uses substantially different
than the authorized use, or at a substantially higher density, not exceeding 50%, than could be
granted for the proposed development, in accordance with the zoning classification of the county
applicable at the time of the annexation.”
FISCAL IMPACT: No cost to Washington County
CONCURRENCES: N/A
ALTERNATIVES:
ATTACHMENTS: Location Map
Smithsburg Annexation Plan A2017-01, Cloverly Hill LLC and
related documents
Comparison charts of Town and County zoning
List of Smithsburg General Commercial zoning permitted uses
AUDIO/VISUAL NEEDS: N/A
Open Session Item
SUBJECT: Intergovernmental Cooperative Purchase (PUR-1358) – Automated Speed Enforcement (ASE) System PRESENTATION DATE: September 25, 2017
PRESENTATION BY: Rick Curry, CPPO, Director - Purchasing Department and Sheriff Doug Mullendore RECOMMENDED MOTION: Move to authorize by Resolution, the approval for the
Washington County Sheriff’s Office to enter into a contract to lease an Automated Speed
Enforcement System, at a cost of $3,100.00 per month (per unit), for up to twenty (20) speed enforcement system cameras from Brekford Traffic Safety, Inc. of Hanover, MD and to utilize another jurisdiction’s contract (RFP No. Purch 2016-105) that was awarded by Calvert County Department of Finance & Budget Purchasing Office.
REPORT-IN-BRIEF: The County’s intention is to contract with a qualified contractor to lease an Automated Speed Enforcement System (cameras) that will be installed in various locations in the County. During the period of the contract, the contractor shall provide all service(s) and material(s) described in the contract. Orders will be placed on an “as needed basis”.
The contract is for one (1) year commencing after approval and execution of the contract
documents, with an option for two (2) one (1) year periods, exercisable at the discretion of the County. The Code of Public Laws of Washington County, Maryland (the Public Local Laws) §1-106.3
provides that the Board of County Commissioners may procure goods and services through a
contract entered into by another governmental entity, in accordance with the terms of the contract,
regardless of whether the County was a party to the original contract. The government of Calvert
County Department of Finance & Budget Purchasing Office took the lead in soliciting the resulting
agreement. If the Board of County Commissioners determines that participation by Washington
County would result in cost benefits or administrative efficiencies, it could approve the purchase
of this service in accordance with the Public Local Laws referenced above by resolving that
participation would result in cost benefits or in administrative efficiencies.
The County will benefit with direct cost savings in the leasing of the units because of the
economies of scale this group leveraged. I am confident that any bid received as a result of an
independent County solicitation would exceed the spend savings that Calvert County Department
of Finance & Budget Purchasing Office provides through this agreement. Additionally, the County
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
will realize savings through administrative efficiencies as a result of not preparing, soliciting and
evaluating a bid. This savings/cost avoidance would, I believe, be significant.
DISCUSSION: N/A FISCAL IMPACT: Potential for revenue proceeds.
CONCURRENCES: N/A
ALTERNATIVES: N/A ATTACHMENTS: Brekford’s Speed Enforcement System Program Proposal
AUDIO/VISUAL NEEDS: N/A
Open Session Item
SUBJECT: Coffman Nursing Home, Inc.
PRESENTATION DATE: September 26, 2017
PRESENTATION BY: Nick Hill, Board Vice-Chair, Nick Mason, Executive Director
Steve Zoretich, Vice-President, Frederick, Seibert & Associates, Inc.
RECOMMENDATION: Arrive at consensus to convey 0.53 acres to Coffman Nursing Home.
REPORT-IN-BRIEF: A portion of county owned property located at 1302 Pennsylvania
Avenue has been identified by Coffman Nursing Home as a potential site for future expansion of
the existing nursing home.
DISCUSSION: The land is adjacent to the existing Coffman Nursing Home; immediately to the
east of the Washington County Health Department. The Washington County Health Department
has not been approached regarding the offer. The site plan indicates that the storage sheds,
dumpster, and parking of the Washington County Health Department may be affected by the
proposed expansion.
Coffman Nursing Home for the Aging was incorporated February 19, 1962 and dedicated on
July 10, 1962. Coffman was founded and funded by a long-time Washington County resident,
Andrew K. Coffman. Washington County then funded Coffman Nursing Home from 1969 until
1992. In October, 1992, the current Board of County Commissioners, under the leadership of
President Richard E. Roulette, deeded to Coffman Home for the Aging Inc. the current property.
Frederick, Seibert & Associates, Inc. has been working with Coffman Nursing Home over the
past few years in order to plan and engineer an expansion to their existing facility that would be
cost effective and meet the needs of the local community. The property their facility is located on
is land-locked between other publicly held properties. It is accessed via a private access
easement across the Washington County Health Department property. In order to expand in an
efficient and cost effective manner, their architect has master planned with Coffman a building
addition which takes advantage of the existing kitchen and meets the State of Maryland Nursing
Home regulations. This expansion requires adding .53 acres of land presently owned by the
County.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Previously Coffman approached the County about this property acquisition and at that time the
County wasn't interested in a donation. The County did not rule out an acquisition of the
property. Based on this way forward Coffman in consultation with the County staff, solicited a
proposal from a local appraiser to complete an appraisal of the .53 acre parcel. That work has
been completed and a copy of the appraisal is included with this submittal along with a copy of
the proposed addition plat.
Coffman Nursing Home is requesting that the County review the appraisal and consider a value
less than the amount arrived at for the following reasons: 1. Presently Coffman has an access
easement that traverses not the existing roadway network, but across prime undeveloped areas of
the Health Department property. Coffman proposes as part of the addition plat process to clean
this up. 2. Presently storage sheds owned by the County are on Coffman property. As part of the
agreement, Coffman proposes to clean this up either by revising lot lines or relocating the sheds.
3. The appraisal used comparable properties that had public road frontage and weren't land
locked. Coffman’s proposed expansion is onto property that only can be used by the existing
county facility or Coffman. It can't be subdivided as a stand-alone parcel. The appraisal arrived
at a per acre price of over $100,000 per acre. That is what prime development land in
Washington County is presently selling for. Based on the unique location of the property under
consideration, Coffman is requesting that the County consider a lower value for the .53 acre
piece.
As a non-profit entity, serving the needs of Washington County’s elderly, Coffman Nursing
Home hopes to work with Washington County to arrive at a sales agreement that is fair and
equitable to both parties.
FISCAL IMPACT: $10,000.00 in revenue from the sale of the property
CONCURRENCES: Director of Engineering
ALTERNATIVES: N/A
ATTACHMENTS: Aerial Map, Right-of-Way Plat, Appraisal
AUDIO/VISUAL NEEDS: N/A
Washington County Commissioners1302 Pennsylvania AvenueWashington Co. Health Department221023698
MD Chronic Disease Hospital1500 Pennsylvania Avenue2221027529
Coffman Nursing Home Inc.1304 Pennsylvania Avenue2221027405
Board of EducationNorthern Middle School701 Northern Avenue2221027146
Board of Education1120 Pennsylvania AvenueNorth Hagerstown High2221027065 ¯Legend
0 50 100 150 200Feet
- Parcel Boundaries
+/- 0.53 Acres
+/- 0.53 Acres
Washington County Property: 1302 Pennsylvania Avenue
PennsylvaniaAvenue
Open Session Item
SUBJECT: Public Hearing – Maryland Community Development Block Grant
MD-07-CD-37 - Pen Mar Water Connections
PRESENTATION DATE: September 26, 2017
PRESENTATION BY: Susan Buchanan, Office of Community Grant Management
RECOMMENDED MOTION: N/A
REPORT-IN-BRIEF: In accordance with 24 CFR 570.486(a) (5), Washington County
must provide a public hearing to update and inform citizens on the progress of Community
Development Block Grant MD-07-CD-37 - Pen Mar Water Connections.
DISCUSSION: The Maryland Community Development Block Grant Program (CDBG) is
a federally funded program designed to assist units of local government with activities directed
toward neighborhood revitalization, housing opportunities, economic development and improved
public facilities and services. The State of Maryland, specifically the Department of Housing
and Community Development (DHCD), has assumed the responsibility for the administration of
the program from the U.S. Department of Housing and Urban Development (HUD).
In 2006, the County was awarded $206,600 in CDBG funds to be utilized by the sub-recipient,
the Community Action Council (CAC), to provide funding assistance to assist low and moderate
income homeowners with the cost of connecting to the new water system in the Pen Mar area.
During the two year grant period, the grant provided funding assistance to 11 households.
Community Action Council faced challenges with getting residents of the Pen Mar/Cascade area
to participate in the program despite numerous attempts to contact and qualify residents who
needed water connections. As a result, only $106,940 of grant funds were expended and the
remainder returned to the State.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form