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HomeMy WebLinkAbout06.13.2000 Minutes June 13, 2000 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: Bertrand L. Iseminger, Jr., 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. APPROVAL OF MINUTES – JUNE 6, 2000 Motion made by Commissioner Iseminger, seconded by Schnebly, to approve the minutes of June 6, 2000, as amended. Motion carried with Commissioners Iseminger, Schnebly and Snook voting “AYE” and Commissioner Wivell “ABSTAINING.” COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Schnebly reported on the meetings of the Economic Development Commission and the Historical Advisory Committee. He also reported on the trip last weekend with Commissioner Swartz. Commissioner Iseminger informed the Commissioners that he was inducted into the Hagerstown Community College Sports Hall of Fame. He reported on the Metropolitan Planning Commission (MPO) meeting and stated that he had been a guest on the WHAG radio show last week. Alan Davis, Director of Human Resources, provided a report on the meeting of the Advisory Commission to the Board of Health that he attended on behalf of Commissioner Iseminger. Commissioner Wivell informed the Commissioners that he toured the Family Center. He attended the open house held by the Conococheague Industrial Pre-treatment Facility and spoke at the External High School Diploma graduation ceremony. Commissioner Wivell reported that he taped an interview with Maryland Public Television last week. He also reported on the PenMar Development Corporation meeting. He asked that the Commissioners consider developing a policy regarding reimbursement for appointed board members. Commissioner Wivell voiced concerns about the dispatching of emergency services and whether the closest company should be the first one dispatched. Robert Cumberland, Administrative Planner for the Washington County Volunteer Fire & Rescue Association (WCVFRA), informed the Commissioners that the chiefs of the emergency service companies in the area should make a recommendation to the WCVFRA regarding the designated service areas. Commissioner Snook informed the Commissioners that Valerie Rhoe would be a summer intern with Economic Development. He reported that he received an executed grant agreement for the Rental Assistance Program. Commissioner Snook reported on the MPO meeting and reminded the Commissioners that the Maryland Symphony Orchestra’s Salute to Independence will be held on July 1. CERTIFICATE OF MERIT – ALAN DAVIS Commissioner Snook presented Alan Davis, Director of Human Resources, with a Certificate of Merit for successfully fulfilling all of the requirements to receive the designation of Certified Professional by the International Personnel Management Association. Commissioner Snook congratulated Mr. Davis on this achievement and reviewed the testing requirements needed to receive this designation. RETIREMENT PLAN INVESTMENT POLICY AMENDMENTS Mr. Davis and Karen Luther, Purchasing Agent, met with the Commissioners regarding the retirement plan investment policy. Mr. Davis informed the Commissioners that the County formally adopted a retirement plan investment policy statement in 1993. He stated that the policy is due to go out for bid this year and recommended that amendments be made now for inclusion in the bid documents. Mr. Davis then reviewed the proposed amendments to the policy. Ms. Luther stated that they would like to extend the contract for investment services with BGS&G through September and the contract for actuarial services with INVESCO through December to ensure a smooth transition. JUNE 13, 2000 PAGE TWO Motion made by Commissioner Schnebly, seconded by Iseminger, to extend the contract for investment services with BGS&G through September 2000 and to extend the contract with INVESCO for actuarial services through December 2000, as recommended by staff. Unanimously approved. The Commissioners then discussed the proposed amendments to the document. Commissioner Iseminger suggested that the Commissioners might want to review the policy regarding the percentage of foreign investments. Mr. Davis recommended that the Commissioners wait and discuss the amendments with the successful bidder. Motion made by Commissioner Wivell, seconded by Iseminger, to approve the amendments to the Retirement Plan Investment statement as presented. Unanimously approved. ALLOCATION OF 508 STATE GRANT FUNDS - FIRE & RESCUE COMPANIES Kim Edlund, Assistant Director of Finance, met with the Commissioners regarding Senator William H. Amoss Fire, Rescue and Ambulance Fund (formerly known as “Section 508 grant funds”) allocated to Washington County by the State for fire and rescue companies. Ms. Edlund stated that a total of $225,028.24 was awarded to Washington County for disbursement to the companies. She reviewed two options for allocating the funds. The first option would be to distribute the funds equally among all companies, allocating $8,334.38 to each company. The second option would allocate the minimum amount to the City of Hagerstown ($45,923) and the remainder to the other companies in equal shares. The Commissioners discussed the options and agreed to allocate the funding in equal shares to all companies. Motion made by Commissioner Iseminger, seconded by Schnebly, to distribute the fiscal year 2000 Senator William H. Amoss Fire, Rescue & Ambulance (Section 508) State grant funds in equal shares to all fire and rescue companies in Washington County. Unanimously approved. CONTRACT RENEWAL – CRISIS INTERVENTION/NIGHT INTAKE PROGRAM James Manuel, representing the Department of Juvenile Justice, requested approval of the Crisis Intervention/Night Intake Program contracts with the State. Mr. Manuel informed the Commissioners that these contracts are two-year renewals of the original contracts, for a total award of $64,310. Mr. Manuel stated that the funding allows two part-time, after hours intake counselors to provide crisis intervention and emergency intake services to children and their families referred to the Department of Juvenile Justice by local police and other agencies. Motion made by Commissioner Schnebly, seconded by Iseminger, to renew the contract with the State Department of Juvenile Justice for grant funding in the amount of $64,310 for the Crisis Intervention/Night Intake Program. Unanimously approved. BID AWARD – STORMWATER MANAGEMENT POND – PHOENIX COLOR CORPORATION Motion made by Commissioner Wivell, seconded by Schnebly, to award the contract for construction of a stormwater management pond southwest of the new Phoenix Color building to D. L. George & Sons Construction Co., which submitted the low responsive, responsible bid of $410,134.70 with the FAA participating the project. Unanimously approved. Terry McGee, Chief Engineer, informed the Commissioners that Phoenix Color Corporation would be paying 25% of the bid amount and that FAA would be paying a portion of the costs. Mr. McGee stated that the County hopes to recover some of the costs through future development. BID AWARD – CATERING/CONCESSION SERVICES AT THE WASHINGTON COUNTY AGRICULTURAL EDUCATION CENTER Motion made by Commissioner Schnebly, seconded by Wivell, to award the contract for catering/concession services at the Washington County Agricultural Education Center to the sole bidder, Leiter’s Fine Catering, Inc., which submitted the bid of $7,200. Unanimously approved. JUNE 13, 2000 PAGE THREE PARTIAL RELEASE OF DEEDS OF EASEMENT – CROWN AMERICAN Motion made by Commissioner Iseminger, seconded by Schnebly, to grant a partial release of two deeds of easement to Crown American for a sanitary sewer line and facilities for the Valley Mall, contingent upon the County receiving a revised deed of easement reflecting the revisions in the description of the sanitary sewer easements. Unanimously approved. NEW SEWER LINE EASEMENT – CROWN AMERICAN Motion made by Commissioner Wivell, seconded by Iseminger, to approve the new deed of easement with Crown American for the new sanitary sewer line and facilities for the Valley Mall as presented. Unanimously approved. COUNTY ADMINISTRATOR’S COMMENTS Rodney Shoop, County Administrator, informed the Commissioners that the employees raised $656 on the Casual Day for United Cerebral Palsy. Mr. Shoop reported that he attended the Chamber of Commerce Executive Committee meeting. He reminded the Commissioners that the Red Cross Bloodmobile would be at the County offices on Wednesday. The Commissioners also discussed a date for the meeting with the Washington County delegation to the General Assembly. BUDGET TRANSFER REQUEST – HIGHWAY DEPARTMENT Motion made by Commissioner Schnebly, seconded by Iseminger, to approve a budget transfer request in the amount of $150,000 to allow the Highway Department to purchase materials for road repairs from the surplus in the Highway User Fund. Unanimously approved. APPOINTMENT – BOARD OF EXAMINERS & SUPERVISORS FOR ELECTRICIANS Motion made by Commissioner Schnebly, seconded by Iseminger, to appoint David Campbell to the Board of Examiners and Supervisors for Electricians for a three-year term. Unanimously approved. FORTY-WEST LANDFILL CONSTRUCTION UPDATE Gary Rohrer, Director of Public Works, met with the Commissioners to give an update on construction of the Forty-West landfill. He presented a slide presentation of the site. Mr. Rohrer stated that the contractor has been working on the project since April 3. He informed the Commissioners that the contractor for the bridge and road project is scheduled to begin the final concrete “pour” for the bridge deck this week. Mr. Rohrer indicated that the final issue involves the move to ensure sufficient remaining space at the existing Resh II landfill by exporting solid waste to other landfills. He stated that they have the necessary permits to dispose of sludge at the landfill in Upton, Pennsylvania. Mr. Rohrer also provided information on the status of the site development and timber harvesting operation. He stated that items remaining include the relocation of the Resh portable office facility, shop facilities, and equipment relocation from the rubble fill. CITIZENS PARTICIPATION Donald Allensworth voiced his opinion of the Planning Commission’s site plan approval process and changes he feels should be made to it. INTER-GOVERNMENTAL AGREEMENT BETWEEN MARYLAND STATE DEPARTMENT OF HUMAN RESOURCES, WASHINGTON COUNTY DEPARTMENT OF SOCIAL SERVICES, AND THE WASHINGTON COUNTY DEPARTMENT OF TRANSPORTATION Kevin Cerrone, Director of Public Transportation, and David Engle, Director of the Department of Social Services, met with the Commissioners to inform them of a new State program to help connect low-income workers in outlying areas of the County, as well as those in the City of Hagerstown, with jobs in the County. Mr. Engle presented information about the “Pilot” Subscription Employment Transportation Program and how the County Commuter would partner with DSS to provide transportation. Mr. Cerrone requested the Commissioners’ approval to proceed with a transportation service as outlined in the Inter- Governmental Agreement with the State Department of Human Resources (DHR) and the Washington County Department of Social Services (DSS). Mr. Engle stated that the program would be funded jointly through DHR and DSS and would provide transportation to eligible individuals. JUNE 13, 2000 PAGE FOUR Motion made by Commissioner Wivell, seconded by Iseminger, to enter into an inter-governmental agreement with the Maryland State Department of Human Resources and the Washington County Department of Social Services for the Pilot Subscription Employment Transportation project. Unanimously approved. RURAL HERITAGE MUSEUM UPDATE John Martirano, Assistant County Attorney, reviewed two draft agreements regarding the Agricultural Education Center. The first agreement outlined the terms and conditions under which the Washington County Historical Society has agreed to loan the County the “Old Country Store” collection for exhibition at the Rural Heritage Museum at the Ag Center. Mr. Martirano informed the Commissioners that the Friends of the Washington County Rural Heritage Museum, Inc. has agreed to assist and support the operation of the Museum and to assume the full responsibility for the management, operation, and utilization of a gift shop under the terms set forth in the proposed agreement. Mr. Martirano reviewed the costs for obtaining insurance coverage for the museum exhibits and the Friends. Commissioner Schnebly stated that he did not feel that a directors and officers insurance policy was needed but indicated that the general liability policy would be sufficient coverage. Motion made by Commissioner Iseminger, seconded by Schnebly, to approve the agreement with the Washington County Historical Society for the loan of the “Old Country Store” collection for exhibition at the Rural Heritage Museum at the Agricultural Education Center and providing the proper insurance coverage for the collection. Unanimously approved. Motion made by Commissioner Wivell, seconded by Schnebly, to approve the agreement to provide a general liability insurance policy covering the Friends of the Washington County Rural Heritage Museum, Inc. The motion carried with Commissioners Wivell, Schnebly, and Snook voting “AYE” and Commissioner Iseminger “ABSTAINING.” BOND SALE - TAX EXEMPT 2000 PUBLIC IMPROVEMENT BONDS & APPROVAL OF SUPPLEMENTAL RESOLUTION Motion made by Commissioner Schnebly, seconded by Iseminger, to accept the low proposal of ABN Amro, Inc. at the true interest cost (TIC) of 5.43221% for the sale of $13,375,000 Tax Exempt Public Improvement Bonds and to approve a Supplemental Resolution to the Resolution adopted on May 30, 2000 relating to the issuance and sale of these bonds. Unanimously approved. (A copy of the Supplemental Resolution is attached.) RECESS – LUNCH The Commissioners recessed at 12:06 p.m. for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:20 p.m. by President Gregory I. Snook, with the following members present: Bertrand L. Iseminger, Jr., John L. Schnebly and William J. Wivell. CONVENE IN CLOSED SESSION Motion made by Commissioner Schnebly, seconded by Iseminger, to convene in closed session at 1:20 p.m. to discuss personnel issues and to consult with counsel to obtain legal advice, 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 Schnebly, to reconvene in open session at 2:32 p.m. Unanimously approved. In closed session, the Commissioners consulted with counsel to obtain legal advice on two (2) matters and discussed one (1) personnel issue. Present during closed session were Commissioners Gregory I. Snook, 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; John Martirano, Assistant County Attorney; Shelley Moore, Executive Director of the Washington County Human JUNE 13, 2000 PAGE FIVE Society; Keller Haden, Animal Control Supervisor; and Paul Prodonovich, Director of Permits & Inspections. AGREEMENT WITH STATE HIGHWAY ADMINISTRATION – BOONSBORO WATER & SEWER LINE Motion made by Commissioner Iseminger, seconded by Schnebly, to approve the letter of agreement with the State Highway Administration (SHA) for the Town of Boonsboro’s sewer and water relocation work included in the SHA contract and to guarantee the cost of the Town’s portion of the project. Unanimously approved. RECESS – JOINT MEETING WITH BOARD OF EDUCATION The Commissioners recessed at 3:00 p.m. to order to attend a joint meeting with the Board of Education. JOINT MEETING WITH BOARD OF EDUCATION The Commissioners met with the Board of Education at their offices on Commonwealth Avenue at 3:10 p.m. The following members of the Board of Education were present: Paul Bailey, B. Marie Byers, Mary Wilfong, and Herbert Hardin. Staff members present were Dr. Herman Bartlett, Superintendent of Schools; Dennis McGee, Director of Facilities Management; and William McKinley, Executive Director of Support Third Quarter Budget Adjustments Mr. South reviewed the operating budget for the third quarter. He stated that several of the adjustments requested cross major categories and require the approval of the Commissioners. He stated that they were approved by the Board of Education at its meeting on May 16, 2000. Motion made by Commissioner Schnebly, seconded by Iseminger, to approve the following third quarter budget adjustments as requested by the Board of Education by reducing the following categories: Revenues - $276,618, Administration - $67,665, Mid-Level Administration - $35,305, Instructional Salaries - $225,370, Instructional Textbooks/Supplies - $42,925 and Student Health Services - $3,085, and to increase the following categories: Other Instructional Costs - $49,020, Special Education - $309,885, Student Personnel Services - $4,725, Student Transportation - $95,470, Operation of Plant - $129,170, Maintenance of Plant - $46,088, and Fixed Charges - $15,610, for a total adjustment of $0. Unanimously approved. Facilities Task Force Commissioner Snook informed the Board that Commissioners Schnebly and Wivell have volunteered to serve on the joint task force to evaluate the fixed cost of school facilities and recommend ways to reduce costs. He indicated that Tim Lung, Senior Planner, would also serve on the task force, along with a representative from the County’s Finance Department. Mr. Bailey stated that Mrs. Wilfong and Mr. Harden would serve on the task force representing the Board with staff members William McKinley and Dennis McGee. The first meeting of the task force was scheduled for June 30 at 9:00 a.m. at the Board of Education office. The goal of the task force is to determine optimum sizing for elementary, middle, and high schools, to develop a business plan for future schools, and to determine how to implement the plan. The group discussed “right sizing” of schools and the information they would need to consider these issues. They agreed that staff levels, discipline, class size, and safety must be considered. Commissioner Snook stated that the Commissioners hope that the task force would be able to review the information and make a recommendation in 120 days. FY 2001 Budget Mr. Bailey informed the Commissioners that the Board approved the fiscal year 2001 budget yesterday. He reviewed the programs and positions that were cut to balance the budget. Mr. Bailey stated that all three employee groups received salary increases and that Washington County was able to meet the State’s initiative to obtain the additional one percent increase for teachers. The group then discussed salaries and Superintendent Bartlett emphasized the need for the County be more competitive with surrounding counties. Commissioner Schnebly expressed the hope that the Thornton Commission will recommend that the State funding formula be changed to provide additional funding to rural counties. JUNE 13, 2000 PAGE SIX Title I and Headstart Programs Mrs. Byers informed the Commissioners that Title I funding has been reduced and that they have had to cut positions. She stated that it would take $237,219 to restore these positions. They also discussed the changes in the administration of the Headstart Program and how this might affect the program. Motion made by Commissioner Schnebly, seconded by Iseminger, to adjourn at 4:50 p.m. Unanimously approved. , County Administrator , County Attorney , Clerk