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HomeMy WebLinkAbout11.21.2000 MinutesNovember 21, 2000 Hagerstown, Maryland WELCOME RECEPTION AND DEDICATION OF J. LOUIS BOBLITZ DISTRICT COURT BUILDING The Commissioners attended a welcome reception for Governor Parris Glendening at the Frostburg University Center prior to attending the dedication of the new J. Louis Boblitz District Court building on West Antietam Street. The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 12:30 p.m. by President Gregory I. Snook with the following members present: Vice President Paul L. Swartz and Commissioners 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 – NOVEMBER 14, 2000 Motion made by Commissioner Wivell, seconded by Swartz, to approve the minutes of November 14, 2000, as amended. Unanimously approved. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Wivell reported on meeting with the First Hose Company of Boonsboro regarding the financial situation of the Boonsboro substation. Commissioner Snook distributed copies of the June 10, 1999 minutes of the Washington County Volunteer Fire & Rescue Association (WCVFRA) meeting showing that the WCVFRA voted to support the request that the Boonsboro substation receive the same amount of money that the Hagerstown fire companies receive. He informed the Commissioners that Boonsboro has indicated that they would apply to the State for emergency assistance. They are also considering restructuring their existing loan through the County’s fire and rescue revolving loan fund program. Commissioner Schnebly stated that the WCVFRA needs to put an oversight board in place to approve planning and requests for expenditures from the volunteer companies. Commissioner Iseminger emphasized that the request to the Commissioners should come from the WCVFRA and that the motion from the June 10 meeting needs to be clarified. Commissioner Wivell also reported on the open house held at the Family Center. Commissioner Iseminger reported on the Fire & Rescue Communications Advisory Board meeting. He informed the Commissioners that he attended the Community Foundation Awards Program and urged them to attend the press conference next week at the Board of Education on the Maryland State Performance Assessment Program test results. Commissioner Iseminger reported on the meeting with the local delegation to the General Assembly on the County’s legislative requests. Commissioner Schnebly reported on the Local Management Board meeting and the Washington County Club Association annual dinner. Commissioner Swartz reported on the meetings of the University System of Maryland Task Force, the Transportation Advisory Commission, and the Commission on Aging. He informed the Commissioners that he met with the Lieutenant Governor prior to attending the Maryland, You Are Beautiful awards reception. He also reported that he attended the Salvation Army Kettle kick-off and the Grate American Sleep Out. Commissioner Snook informed the Commissioners that he participated in a panel discussion on Hospice of Washington County. He stated that he attended the meeting on the Boonsboro substation. Commissioner Snook reported that he received notification that the Local Emergency Planning Committee has received a grant from the Maryland Emergency Management Agency. REPORTS FROM COUNTY STAFF Debra Bastian, Director of Budget & Finance, informed the Commissioners that her office would begin training on December 11 to enable County departments to enter budgets directly on their computers. Ms Bastian NOVEMBER 21, 2000 PAGE TWO provided an update on revenue projections. She stated that recordation tax receipts are within 3% of budget, highway user revenues are 25% ahead of budget, admissions and amusement tax within 5%, and real estate tax within 1.6% of budget. Alan Davis, Human Resources Director, reported that the Employee Retirement Review Committee has submitted its “wish list” to our benefits consultant, BGS&G, for review. He informed them that the bid specifications are complete for the health insurance bid and that the bids are due on January 11. Mr. Davis also informed the Commissioners that the Human Resources Department will be gift wrapping at the Valley Mall next Friday for the Red Cross. Commissioner Schnebly asked for five-year projections on County employment and for information on the number of County employees and the growth history. Mr. Davis stated that the table had recently been updated and that he would provide a copy of it to the Commissioners for their review. Gary Rohrer, Director of Public Works, stated that his departments are in the process of winterizing. He stated that the bids for the Clear Spring branch library are due today. Mr. Rohrer informed the Commissioners that he would be meeting with Mr. Shoop tomorrow on County space needs. Robert Arch, Director of Planning & Community Development, informed the Commissioners that the in-house notice for the Recreation Program Manager vacancy has been posted. He reported on the meeting with the Board of Directors of the Agricultural Education Center. Mr. Arch also provided a status report on the request to EDA for an extension on the project to extend Halfway Boulevard. He stated that he would be submitting Program Open Space applications for the Agricultural Education Center and County parks projects. Mr. Arch also stated that the Commissioners may want to request that the Agricultural Education Center be included with the request to the delegation to allow the Clear Spring branch library to receive funds from the Gaming Commission. CITIZENS PARTICIPATION Mark Lanon, representing the 2000 class of Leadership Hagerstown, informed the Commissioners that they would be using a County Commuter bus on January 25 to tour the County. He stated that the cost is $360. The Mental Health Center has agreed to pay $180 for bus rental, and Mr. Lannon asked if the Commissioners would agree to pay $180. Motion made by Commissioner Schnebly, seconded by Swartz, to approve the payment of $180 toward rental of a County Commuter bus by Leadership Hagerstown, with that sum to be taken from the contingency fund. Unanimously approved. Libby Earley, representing the League of Women Voters, thanked County staff for their help in providing information to her in preparation for a forum held by the Allegany County League of Women Voters. APPOINTMENTS – AREA AGENCY ON AGING ADVISORY COUNCIL Motion made by Commissioner Iseminger, seconded by Swartz, to appoint Thelma Myers, Deborah Cohill, and Cynthia Earle to the Area Agency on Aging Advisory Council for three-year terms beginning January 1, 2001. Unanimously approved. REAPPOINTMENT – WATER & SEWER ADVISORY COMMISSION Motion made by Commissioner Swartz, seconded by Wivell, to reappoint Bonnie Parks to the Water & Sewer Advisory Commission for a three-year term. Unanimously approved. DISCUSSION OF APPOINTMENTS – PUBLIC GOLF CORPORATION The Commissioners discussed whether to reduce the Board of Directors of the Public Golf Corporation from seven members to five members. After discussion the Commissioners agreed to keep the Board at seven members. They agreed to discuss the individuals being considered for appointment in and the skills needed on the Board in closed session at next week’s meeting. NOVEMBER 21, 2000 PAGE THREE RURAL LEGACY UPDATE Eric Seifarth, Land Preservation Planner, provided an update to the Commissioners on the Rural Legacy Program. He stated that three properties totaling 632 acres have been preserved to date with these funds and two properties are being processed in Annapolis for Board of Public Works approval in December. He stated that this would complete the $1.8 million encumbrance from Cycle 1. He stated that he is in the process of making an application for Cycle 4 funds. Mr. Seifarth explained that Rural Legacy funds are restricted to approximately 19,000 acres west of Red Hill Road and extending to the Potomac River around Antietam Battlefield. The funds can only be used for properties that have significant agricultural, environmental, historic and cultural resources. Mr. Seifarth then answered questions from the Commissioners about the Rural Legacy Program. AGRICULTURAL PRESERVATION - 60/40 MATCHING PROGRAM Eric Seifarth, Farmland Preservation Administrator, met with the Commissioners regarding the County’s 40% funding commitment to the 60/40 matching program with the Maryland Agricultural Land Preservation Program. Mr. Seifarth stated that $80,570 of the general fund commitment made last fiscal year would be needed for the match committed by the County. Mr. Seifarth recommended that the Commissioners commit $304,000 to the 60/40 match for fiscal year 2001. He explained that this appears to be a safe number based on the agricultural transfer tax projections. He then reviewed the funding analysis for the 60/40 matching program. The Commissioners questioned the calculation of the general funds needed for the County’s match. Mr. Seifarth agreed to confirm that the figures are correct and report back to them next week. Commissioner Iseminger suggested that the County commit the maximum amount to the program in order to obtain $1 million in State funds. He stated that, in order to commit the funds, the County must have an answer from the delegation regarding whether they support the request for a County transfer tax before December 1. Commissioners Wivell and Schnebly expressed their concerns about the commitment of $675,000 from the FY 2002 budget. The Commissioners took this matter under consideration. BID AWARD – POOL AND WATER/WASTE WATER TREATMENT CHEMICALS Motion made by Commissioner Schnebly, seconded by Iseminger, to “piggyback” on the City of Hagerstown contract and award the contract for pool and water/wastewater treatment chemicals to the lowest responsive, responsible bidders (piggybacking City of Hagerstown bids) as follows – 1 year contract: Item #10 (Sodium Hypochlorite) – Manley-Regan Chemicals - $0.79/gallon; Item #11 (Hydrochloric Acid) – Textile Chemical Co., Inc. - $72.043/ton; Item #12 (Hydrated Lime) – Textile Chemical Co., Inc. - $84.90/ton; Item #13 (Ferric Chloride) - Manley-Regan Chemicals - $52.20/drum; Item #14 (Sodium Hypochlorite) - Manley-Regan Chemicals - $45.10/drum; Item #15 (Granular Activated Carbon) - Manley- Regan Chemicals - $21.25/50 lb. bag; Item #16 (Soda Ash, Light) - Manley-Regan Chemicals - $6.525/50 lb. bag; Item #18 (Granular Aluminum Sulfate Aluminum) - Manley-Regan Chemicals - $6.525/50 lb. bag; Item #19 (Powdered Activated Carbon) – Textile Chemical Co., Inc. - $22.86/50 lb. bag; Item #20 (Chlorine Gas) - Manley-Regan Chemicals - $37.305/150 cylinder; Item #21 (Caustic Soda – sodium hydroxide) - Manley-Regan Chemicals - $42.46/drum; Item #21 (Caustic Soda) – GFI - $99.63/bulk gallon; Item #22 (Ferrous Chloride Solution) - Manley-Regan Chemicals - $45.00/drum; Item #22 (Ferrous Chloride Solution) – Eaglebrook, Inc. - $00.29/bulk gallon; Item #23 (Hydrofluosilic Acid) - Manley-Regan Chemicals - $32.00/15 gal/pail; Item #24 (Granular Calcium) - Manley-Regan Chemicals - $97.50/100# cntners.; Item 25 (Sulfur Dioxide Gas) - Manley-Regan Chemicals - $36.75/150# cylinder.; Item #26 (Liquid Alum) – Delta Chemical - $0.278/gallon; Item #29 (Sodium Hypochlorite) – Tilley Chemical Co., Inc. - $0.95/gallon; Item #31 (Calcium Chloride) – Amato Industries, Inc. - $10.00/50 lb. bag; and Item #32 (Muriatic Acid) – Amato Industries, Inc. - $28.95/15 gal. pail. Unanimously approved. CONTRACT RENEWAL – UNIFORMS FOR SHERIFF’S DEPARTMENT DEPUTIES Motion made by Commissioner Schnebly, seconded by Iseminger, to renew the contract with Red the Uniform Tailor, Inc. for a one-year period based upon the original contract prices and a 3% price increase in the price of NOVEMBER 21, 2000 PAGE FOUR shirts. Motion carried with Commissioners Schnebly, Iseminger, Wivell and Snook voting “AYE” and Commissioner Swartz voting “NO.” BID AWARD – INDUSTRIAL EQUIPMENT FOR HIGHWAY & PARKS MAINTENANCE DEPARTMENTS Motion made by Commissioner Swartz, seconded by Schnebly, to award the contract for industrial equipment for the highway and parks maintenance departments for low bids meeting specifications for each item of equipment as follows: Single Axle Dump Trucks (total 3 ea.) – Baltimore Freightliner - $264,768; Hydrostatic Articulated Vibratory Roller – Valley Supply & Equipment - $11,300; 2WD Diesel- Powered Tractor w/Mower – Antietam Ford Tractor - $29,000; Fixed Angle Snowplows (2 ea.) – Fallsway Spring and Equipment - $8,000; Chassis Mounted Aerial Device – RMS, Inc. - $46,466; and 2WD Diesel-Powered Tractor – Stoneham’s, Inc. - $14,250. Unanimously approved. PROPOSED NEW COUNTYWIDE WIRELESS COMMUNICATIONS SYSTEM Pete Loewenheim, Communications Maintenance, asked the Commissioners for a commitment to build a state of the art wireless communications system. He provided a brief history of the existing system and its status. Mr. Loewenheim urged the Commissioners to acquire the necessary frequencies from the FCC while they are available. He stated that the existing system is outdated and provided examples of the communication needs for emergency services. He recommended that the Commissioners take the first step to acquire 10 frequencies from the FCC. Mr. Loewenheim estimated that the cost for purchasing the frequencies would be $12,000. He indicated that he has the money budgeted but does not want to proceed unless he has the commitment that Commissioners want to go in that direction. Mr. Loewenheim suggested that they put a six-year plan in place for a countywide integrated communications network. After discussion, it was the consensus of the Commissioners to support the request. POLICY REGULATING PUBLIC INFORMATION REQUESTS Richard Douglas, County Attorney, presented a policy to govern the handling of public information requests. Mr. Douglas explained that a provision of the Public Information Act, Md. Code, State Government Article, Section 10-613(b) provides that, in order to expedite access to and protect public records, and to prevent unnecessary interference with official business, each official custodian shall adopt reasonable rules or regulations that govern timely production and inspection of public records. He reviewed the policy and procedures for handling requests for public records filed with Washington County government. Mr. Douglas stated that it is the desire of the County to facilitate access to public records, when the law allows such access, and to minimize cost and delay to persons requesting information. He informed the Commissioners that, at their request, the draft policy was sent to the Herald Mail for review and comment. Mr. Douglas indicated that their counsel responded that the costs for copies and search fees were too high and that e-mail should be specifically included in the policy. Commissioner Snook suggested that there be no charge for five or fewer copies and that the policy be revisited in six or twelve months to see how it is working. The Commissioners discussed the proposed policy and agreed to take it under consideration for 30 days to allow time for public comment and to obtain additional information from the Public Information Act seminar being sponsored by the Maryland Association of Counties. CONVENE IN CLOSED SESSION Motion made by Commissioner Iseminger, seconded by Swartz, to convene in closed session at 3:25 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 Schnebly, seconded by Wivell, to reconvene in open session at 3:45 p.m. Unanimously approved. In closed session, the Commissioners discussed two (2) personnel issues. Present during closed session were Commissioners Gregory I. Snook, Paul L. NOVEMBER 21, 2000 PAGE FIVE Swartz, Bertrand L. Iseminger, Jr., 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; and Alan Davis, Human Resources Director. The Commissioners recessed at 3:45 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, Al Boyer, Lewis Metzner, and Wallace McClure at City Hall at 4:00 p.m. Joint City/County Growth Plan for Utilization of Existing Infrastructure Greg Murray, Director of the Water & Sewer Department, and Rick Thomas, Director of the Water Pollution Control Department for the City of Hagerstown, outlined a joint City/County growth plan for optimal utilization of existing infrastructure. Mr. Thomas reviewed a map of the area and stated that the first interconnection would be near the Washington County Detention Center. Mr. Murray explained that through interconnection of existing City/County systems, they hope to support new planned growth outside the City, increase economies of scale and operating efficiency to the County, and reduce operating expense to the City while deferring future capital improvements. Mr. Murray then outlined the conceptual framework and the benefits to both the City and County. He stated that new growth in all service areas outside the City would be considered as one uniform class of customer. Allocation and benefit fees recovered would be shared to compensate for infrastructure used and a portion of the fee would be paid into a capital reserve account. The proposal was discussed and it was recommended that staff proceed to draft an amendment to the Consolidated General Services Agreement to allow them to implement the plan. They agreed to approve a joint Memorandum of Understanding to allow the plan to proceed until the agreement is amended. A motion was made by Commissioner Swartz, and seconded by Council member Lewis Metzner, to signify the joint approval of the plan in principle by both the City and County governments. Motion made by Commissioner Swartz, seconded by Schnebly, to approve the concept presented for a joint City/County growth plan for utilization of existing infrastructure and to have a memorandum of understanding developed to allow the plan to proceed. Unanimously approved. Southwest Quadrant Alley Widening Project The group discussed the southwest quadrant alley-widening project designed by the Greater Hagerstown Committee and presented to both bodies. The first phase involves the widening of alleys to create two-way traffic patterns, pedestrian enhancements, relocation of utilities, and landscaping and lighting improvements. Bruce Zimmerman, City Administrator, stated that property would have to be acquired and environmental assessments completed in preparation for the construction of a small parking lot. The projected cost for this phase of the project is $550,000. The City has budgeted $275,000 for the project and requested that the County provide an equal amount. Commissioner Snook asked about the cost to have the utilities located underground. Mr. Zimmerman stated that the relocation would cost approximately $300,000 and would hinder the project when the deck is constructed. Motion made by Commissioner Iseminger, seconded by Swartz, to support phase I of the southwest quadrant alley-widening project and to provide $275,000 toward the cost. It was the consensus of the Commissioners to direct County staff make a recommendation on the funding source for the project and whether it should be taken from FY 2001 or FY 2002 funds. Commissioner Iseminger proposed an amendment to the motion to include funding for the demolition and construction of the parking lot in the amount of $95,000. Commissioner Swartz agreed to the amendment. The motion, as amended, was unanimously approved. NOVEMBER 21, 2000 PAGE SIX Southern Boulevard Discussions Mayor Bruchey discussed the need for both state and local governments to seek a solution to the traffic problems at Route 40 and Edgewood Drive. Also discussed was the need to relieve traffic congestion in Funkstown by constructing a southern route around this area. The group decided to appoint a joint City/County committee comprised of elected officials and staff to identify potential solutions. The County Commissioners stressed that State Highway Administration participation is essential to the success of the project. Commissioner Schnebly reviewed some of the items that the committee needs to consider in its discussions. Commissioner Snook stated that the Metropolitan Planning Organization has completed some prior studies on the proposed roadway and that they need to take a comprehensive look at the entire area. Commissioner Snook volunteered to be the County’s representative on the committee. Mayor Bruchey also agreed to serve on the committee. They decided to schedule a time for a presentation from City and County staff on the status of the discussions in January. Property Tax Setoff Discussions Al Martin, Finance Director for the City of Hagerstown, provided information on tax setoff calculations. He stated that they are still applying the 1986 agreement with the County and expressed concerns regarding the fairness of the formula. Mr. Martin reviewed materials summarizing the County’s revenues and expenditures. The City asked that a committee be established to review the tax setoff methodology. City representatives on the committee would be Al Boyer, Bill Breichner and Rick Kautz. Commissioners Iseminger and Wivell agreed to serve on the joint committee along with Debra Bastian, Director of Budget and Finance. They agreed to provide a status report in 90 days at a joint meeting. ADJOURNMENT Motion made by Commissioner Swartz, seconded by Wivell, to adjourn at 5:30 p.m. Unanimously approved. , County Administrator __________________________, County Attorney , County Clerk