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HomeMy WebLinkAbout06.11.2013 AgendaBOARD OF COUNTY COMMISSIONERS ***AGENDA*** June 11, 2013 8:30 a.m. INVOCATION and PLEDGE OF ALLEGIANCE CALL TO ORDER, President Terry L. Baker APPROVAL OF MINUTES — May 28, 2013 8:35 a.m. COMMISSIONERS' REPORTS & COMMENTS 8:50 a.m. KOREAN WAR VETERANS PROCLAMATION — Les Bishop 9:00 a.m. WASHINGTON COUNTY DAIRY MONTH PROCLAMATION — Leslie Hart 9:10 a.m. OTHER BUSINESS: County Attorney Issues — John Martirano Appointments to County Boards & Commissions — Vicki Lumm County Administrator's Comments — Gregory B. Murray Reports from County Staff 9:20 a.m. INTERGOVERNMENTAL COOPERATIVE PURCHASE OF RADIO EQUIPMENT Karen Luther and Kevin Lewis 9:30 a.m. BID AWARD (PUR — 1214) PLUMBING AND HEATING MAINTENANCE SERVICE AT COUNTY FACILITIES Rick Curry and Jim Sterling (Attachment]) 9:40 a.m. BID AWARD (PUR-1216) GROUNDS MAINTENANCE CHEMICALS FOR VARIOUS COUNTY DEPARTMENTS — Rick Curry and John Kain (Attachment)) 9: 50 a.m. BID AWARD (PUR-1218) LEACHATE HAULING FROM THE SOLID WASTE DEPARTMENT FOR DISPOSAL —Rick Curry and Steve Zies (Attachment3) 10: 00 a.m. PUBLIC HEARING AGRICULTURAL PRESERVATION DISTRICT APPLICATIONS — Eric Seifarth and Chris Boggs (Attachment4) 10:15 a.m. EASEMENT ACQUISITION— 12936 AND 12836 GREENSBURG ROAD, SMITHSBURG —Joe Kuhna (Attachment5) 10: 30 a.m. CITIZENS PARTICIPATION Continued next page Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting. Notice is given that the Board of County Commissioners of Washington County, Maryland will meet in closed session to discuss personnel matters, to consult with counsel, to obtain legal advice, and to discuss businesses moving into the county from outside the state in accordance with Section 10-508 State Government Article, Annotated Code of Maryland. BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND Terry L. Baker, President County Administration Building John F. Barr, Vice President _ 100 West Washington Street, Room 226 Ruth Anne Callaham Hagerstown, Maryland 21740-4735 Jeffrey A. Cline Telephone/TDD: 240-313-2200 William B. McKinley a,, Fax: 240-313-2201 BOARD OF COUNTY COMMISSIONERS ***AGENDA*** June 11, 2013 8:30 a.m. INVOCATION and PLEDGE OF ALLEGIANCE CALL TO ORDER, President Terry L. Baker APPROVAL OF MINUTES — May 28, 2013 8:35 a.m. COMMISSIONERS' REPORTS & COMMENTS 8:50 a.m. KOREAN WAR VETERANS PROCLAMATION — Les Bishop 9:00 a.m. WASHINGTON COUNTY DAIRY MONTH PROCLAMATION — Leslie Hart 9:10 a.m. OTHER BUSINESS: County Attorney Issues — John Martirano Appointments to County Boards & Commissions — Vicki Lumm County Administrator's Comments — Gregory B. Murray Reports from County Staff 9:20 a.m. INTERGOVERNMENTAL COOPERATIVE PURCHASE OF RADIO EQUIPMENT Karen Luther and Kevin Lewis 9:30 a.m. BID AWARD (PUR — 1214) PLUMBING AND HEATING MAINTENANCE SERVICE AT COUNTY FACILITIES Rick Curry and Jim Sterling (Attachment]) 9:40 a.m. BID AWARD (PUR-1216) GROUNDS MAINTENANCE CHEMICALS FOR VARIOUS COUNTY DEPARTMENTS — Rick Curry and John Kain (Attachment)) 9: 50 a.m. BID AWARD (PUR-1218) LEACHATE HAULING FROM THE SOLID WASTE DEPARTMENT FOR DISPOSAL —Rick Curry and Steve Zies (Attachment3) 10: 00 a.m. PUBLIC HEARING AGRICULTURAL PRESERVATION DISTRICT APPLICATIONS — Eric Seifarth and Chris Boggs (Attachment4) 10:15 a.m. EASEMENT ACQUISITION— 12936 AND 12836 GREENSBURG ROAD, SMITHSBURG —Joe Kuhna (Attachment5) 10: 30 a.m. CITIZENS PARTICIPATION Continued next page Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting. Notice is given that the Board of County Commissioners of Washington County, Maryland will meet in closed session to discuss personnel matters, to consult with counsel, to obtain legal advice, and to discuss businesses moving into the county from outside the state in accordance with Section 10-508 State Government Article, Annotated Code of Maryland. 10:40 a.m. ADEQUATE PUBLIC FACILITIES ORDINANCE MITIGATION PROPOSAL FOR THE RESERVE AT COLLEGIATE ACRES — Stephen Goodrich (Attachment6) 11:00 a.m. PUBLIC HEARING - RZ-13-001 TEXT AMENDMENT TO SECTION 3.1 OF THE WASHINGTON COUNTY ZONING ORDINANCE TO UPDATE THE LANGUAGE RELATING TO THE IMPLEMENTATION AND MAINTENANCE OF THE OFFICIAL ZONING MAP FOR WASHINGTON COUNTY, MARYLAND —Jill Baker (Proposed Ordinance Amendment[Attachment7 I], Planning Staff Report and Analysis[Attachment7 2J, and Planning Commission Report and Recommendation[Attachment7 3J) 11:40 a.m. CLOSED SESSION (To discuss the appointment, employment, assignment, promotion, compensation, and/or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; and to discuss other personnel matters that affect one or more specific individuals) 12:00 p.m. LUNCHEON WITH CHILDREN IN NEED, INC. LOCATION: 131 W. NORTH AVE. HAGERSTOWN Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting. Notice is given that the Board of County Commissioners of Washington County, Maryland will meet in closed session to discuss personnel matters, to consult with counsel, to obtain legal advice, and to discuss businesses moving into the county from outside the state in accordance with Section 10-508 State Government Article, Annotated Code of Maryland. Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: INTERGOVERNMENTAL COOPERATIVE PURCHASE OF RADIO EQUIPMENT PRESENTATION DATE: June 11, 2013 PRESENTATION BY: Karen Luther, CPPO — Purchasing Director and Kevin Lewis, Director - Division of Emergency Services (DES) RECOMMENDED MOTION: Move to formally authorize by Resolution, the Division of Emergency Services to purchase radio equipment from Motorola Solutions of Chicago, IL via a City of Baltimore, Maryland contract 407-14145/1\4JR for a total amount of $69,438.50 with funding provided from the Interoperable Emergency Communications Grant Program (IECGP). REPORT -IN -BRIEF: The Division of Emergency Services recently requested to purchase radio equipment for a radio cache and to also furnish equipment to the recently purchased mobile command unit vehicle. The Code of Public Local Laws of Washington County, Maryland §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 part to the original contract. 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 the radio equipment 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 the direct cost savings in the purchase of the radio equipment because of economies of scale that the City of Baltimore contract has leveraged. The County had been given only a one-week notice of the availability and needed expenditure of the funds; therefore, utilizing the City of Baltimore's contract allows the County to act on the procurement in a timely manner to use the funds and not have to decline them. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid if this equipment would have resulted in being a future request in the budget. DISCUSSION: This is a follow-up request for formal action of the presentation to the Board on Tuesday, May 28 to obtain a timely consensus for this procurement due to a funding deadline. FISCAL IMPACT: Funds used to purchase this equipment are a portion of a grant from the Interoperable Emergency Communications Grant Program (IECGP), Account GRT084, in the total amount of $165,040. CONCURRENCES: Division of Emergency Services Director - the originator of this request. ALTERNATIVES: N/A ATTACHMENTS: Equipment listing and pricing. AUDIOVISUAL TO BE USED: N/A Equipment Listing and Pricing Item Qty Description Unit Price Amount APX7500 800MHz/UHF R2 Dual 1 1 Band Consolette LIMTED Front $5,986.75 $5,986.75 Panel APX7500 VHF/UHF R2 Dual 2 1 Band Consolette LIMTED Front $5,986.75 $5,986.75 Panel APX7500 UHF R2/VHF Dual 3 2 Band Consolette LIMTED Front $6,506.50 $13,013.00 Panel Encrypted I V&D 4 6 XTS2500 Portable W Encryption $3,334.34 $20,006.04 5 6 XTS2500 D2 Trunk Mount $3,971.66 $23,829.96 Mobile W Encryption HKN6233 Consolette Rack Mount 6 4 Kit $154.00 $616.00 TOTAL $69,438.50 Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: BID AWARD (PUR-1214) PLUMBING AND HEATING MAINTENANCE SERVICE AT COUNTY FACILITIES PRESENTATION DATE: June 11, 2013 PRESENTATION BY: Rick Curry, CPPB - Buyer and Jim Sterling, Director - Parks and Facilities Department RECOMMENDED MOTION: Move to award the contract to the responsive, responsible low bidder, Beaver Mechanical Contractors, Inc., of Hagerstown, MD for the Base Bid amount of $41,365.00. REPORT -IN -BRIEF: Bids were received on May 30, 2013 for the Plumbing and Heating contract. The bid was advertised on the State of Maryland's "eMaryland Marketplace ", on the County's web site, and in the local newspaper. Twenty-three (23) persons/companies registered and downloaded the bid document on-line. Two (2) bids were submitted as indicated on the attached bid tabulation matrix. The contract services include maintenance on steam and hot water boilers, the wet sides of the heat distribution systems and domestic hot and cold water distribution and fixtures. The contract is a one (1) year contract tentatively commencing July 1, 2013, with an option by the County to renew for up to four (4) additional one (1) year periods. In addition to County facilities, the Washington County Health Department and The Housing Authority of Washington County buildings are also included in this contract. The recommended bidder also noted on the Provisions for Other Agencies listing that they would extend the contract pricing to other Washington County Municipalities. DISCUSSION: N/A FISCAL IMPACT: Funds are budgeted in various departmental/agencies budget line item accounts for these services. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Bid Tabulation Matrix AUDIOVISUAL TO BE USED: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: BID AWARD (PUR-1218) LEACHATE HAULING FROM THE SOLID WASTE DEPARTMENT FOR DISPOSAL PRESENTATION DATE: June 11, 2013 PRESENTATION BY: Rick Curry, CPPB, Buyer and Steve Zies, Assistant Solid Waste Director RECOMMENDED MOTION: Move to award the Leachate Hauling contract for the Solid Waste Department to the responsive, responsible bidder, A. C. & T., Inc. of Hagerstown, MD based on the estimated quantities at the unit price cost with the lowest Total Base Bid sum of $295,395.00. REPORT -IN -BRIEF: Staff had recommended that the previous bids (PUR-1205) be rejected; therefore, on May 22, 2013 the County accepted new bids for Leachate Hauling services. The bid was advertised in the local newspaper, listed on the State's eMaryland Marketplace and on the County's website. The contract period is for a one (1) year period tentatively commencing July 1, 2013, with an option by the County to renew for up to two (2) additional consecutive one (1) year periods with the first term ending June 30, 2014. The County guarantees neither a minimum/maximum of calls nor quantity of material for this contract. Eighteen (18) persons/companies registered and downloaded the bid document on-line. Four (4) bids were received as indicated on the bid tabulation matrix. The scope of services to be provided by the contractor includes loading, hauling, delivery, and unloading leachate to Spirit Services located at Water Quality's Conococheague WWTP. The leachate is transported from the Resh Road Landfill, Rubble Landfill, Old City/County Landfill, and the 40 West Landfill. The following hauling history (in gallons) is established at each location: 011on Resh Cell Resh Resh Rubble �l 40 YEAR 4& 5 N-1 N-2 & N-3 Cell 1 West Station 2008 3,537,250 358,600 562,400 1,496,372 2,389,594 11,792,599 2009 3,429,400 321,500 442,300 1,377,750 1,995,500 10,135,984 2010 1,892,305 385,500 468,800 1,307,000 3,011,500 10,925,903 2011 2,447,700 247,000 627,100 2,493,200 4,379,300 14,480,651 2012 3,220,000 518,500 565,500 2,112,500 3,731,000 11,210,754 DISCUSSION: N/A FISCAL IMPACT: The Solid Waste Department's budgeted funds for this contract are as follows: Location Budeet 2013 Resh $37,250 Rubble $19,950 Old City $39,870 40West $147,000 Proposed 2014 Actual 2013 Budeet $50,071.00 $37,250 $19,538.00 $19,950 $42,695.00 $39,900 $154,120.00 $161,700 The Actual 2013 expenditures represent the 9 -month period of July 2012 through April 2013. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Bid Tabulation Matrix AUDIOVISUAL TO BE USED: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: PUBLIC HEARING, AGRICULTURAL PRESERVATION DISTRICT APPLICATIONS PRESENTATION DATE: June 11, 2013 at 10 a.m. PRESENTATION BY: Eric Seifarth and Chris Boggs, Land Preservation RECOMMENDED MOTION: Move to approve the enclosed 10 year term County Agricultural Land Preservation Districts for the Martz and Matson properties. REPORT -IN -BRIEF: On January 13, 2009, the Board of County Commissioners voted to continue with ten year District Agreements so as to maintain the tax credit program, and as a means of landowners showing a commitment to agriculture, while waiting for funding for an easement sale. DISCUSSION: If approved, the enclosed applicants will be restricted to agricultural use only for a period of ten years. In exchange, the landowners will not pay county property tax on their agricultural land or buildings and they will receive a credit of up to $711 on their farm house. FISCAL IMPACT: The cost of tax credits for these properties for the ten year period equals about $13,890 for the full 10 year period for approximately 110 acres. This will be in the form of property taxes not collected. CONCURRENCES: The Agricultural Advisory Board approved the Districts and found the applications to be consistent with the Comprehensive Plan. ALTERNATIVES: Deny any of the pending 10 year Districts. ATTACHMENTS: Pending District Properties, District Fact Sheet. AUDIOVISUAL TO BE USED: Maps Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: EASEMENT ACQUISITION — 12936 AND 12836 GREENSBURG ROAD, SMITHSBURG PRESENTATION DATE: June 11, 2013 PRESENTATION BY: Joe Kuhna, Real Property Administrator RECOMMENDED MOTION: Move to approve the option agreement for easement acquisition at 12836 and 12936 Greensburg Road for the purpose stated and to adopt an ordinance approving the said purchase and to authorize the execution of the necessary documentation to finalize the easement acquisition. REPORT -IN -BRIEF: Two properties along Greensburg Road will require an easement acquisition to allow for the stream bank stabilization and a maintenance agreement. DISCUSSION: Plans are underway to repair the streambed along Greensburg Road. These drainage easements are required to maintain the streambed and control future erosion issues. FISCAL IMPACT: $16,615 from the CIP Budget CONCURRENCES: Deputy Director, Public Works for Capital Projects ALTERNATIVES: Purchase the property at a later time or delay the project ATTACHMENTS: Proposed right of way alignment drawing AUDIOVISUAL TO BE USED: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Adequate Public Facilities Ordinance (APFO) Mitigation Proposal for The Reserve at Collegiate Acres PRESENTATION DATE: June 11, 2013 PRESENTATION BY: Stephen T. Goodrich, Director Washington County Planning and Zoning RECOMMENDED MOTION: Move to (Approve or Disapprove) the applicant's APFO school mitigation proposal for The Reserve at Collegiate Acres as presented. REPORT -IN -BRIEF: An APFO school mitigation proposal for The Reserve at Collegiate Acres has been submitted by Attorney Jason Divelbiss. The proposed development is located within the municipal limits of Hagerstown, on the northeast side of Salem Avenue. The development proposal contains 272 multi -family units (apartments) distributed among 3 parcels. The proposed development lies within the attendance zones of Maugansville Elementary School, Western Heights Middle School and North Hagerstown High School. Using adopted pupil generation rates, the proposed development would generate 98 elementary school students, 41 middle school students and 44 high school students. Washington County's school adequacy testing procedure adds these projected new students and projected students from other approved development to current enrollments and compares them to school capacities. The test reveals that Maugansville Elementary would be 193 students over its local rated capacity, Western Heights would be 51 students over its local rated capacity and North High would be 453 students over its local rated capacity. The mitigation proposal indicates the developer's offer "to limit and control the development of the Project to the following phasing schedule: Phase 91 (148 units): Building Permit(s) in CY 2013 Phase 92 (124 units): Building Permit(s) in CY 2015" DISCUSSION: Refer to applicant's letter of request, City of Hagerstown comments and Washington County Public Schools comments which are all attached. Mr. Criswell, Senior Project and Planning Supervisor, updates the enrollment information in the applicant's letter which affects capacity statements by less than +/- 5%. He notes the effect of the entire development of Collegiate Acres. There are multiple comments on suggestions in the applicants letter that the construction of West City Elementary School may assist in alleviating an over capacity situation. Mr. Criswell says that West City will have no bearing on capacity at Maugansville. Ms Maher, Planning Director for the City of Hagerstown, recounts the City's intentions and understandings when it annexed and approved previous sections of the development and notes that there are 142 townhomes and 53 single family homes existing in the development. She also says that a site plan for 148 of the proposed 272 units under consideration have received approval conditioned upon approval of an APFO school mitigation agreement. FISCAL IMPACT: Approval of the proposed mitigation plan would result in no additional funds being contributed by the developer to alleviate any over capacity situation that may result from the construction of the proposed units. If construction proceeds and projected students are in fact enrolled in the three affected schools, accommodations will have to be made with current resources. Approval of the mitigation plan and subsequent construction of the proposed units would add generate additional property tax revenue of an undetermined amount. CONCURRENCES: No other approvals are required. Washington County Public Schools and City of Hagerstown have commented. ALTERNATIVES: Request could be approved or denied as presented. County Commissioners could suggest alternatives such as expanded phasing of construction, monetary contributions or delay a decision and continue to monitor enrollments and available capacity for future consideration. ATTACHMENTS: Applicant's letter of request for mitigation plan approval County staff distribution and request for comments memo Washington County Public Schools comments City of Hagerstown comments (Note that Planning and Zoning adequacy test results are included with WCPS comments) AUDIOVISUAL TO BE USED: None Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: PUBLIC HEARING PRESENTATION DATE: June 11, 2013 —11:00 a.m. PRESENTATION BY: Jill Baker, Chief Planner Case Application Applicant Proposed Amendment RZ-13-001 Text Washington County Washington County Zoning Ordinance Dept. of Planning and Zoning . Amendment to Section 3.1 to update language relating to the implementation and maintenance of the Official Zoning Map for Washington County, Maryland ATTACHMENTS: Proposed Ordinance Amendment Planning Staff Report and Analysis (April 1, 2013) Planning Commission Report and Recommendation (May 9, 2013)