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HomeMy WebLinkAbout010206February 6, 2001 Hagerstown, Maryland The Commissioners participated in the State of the County forum sponsored by the Hagerstown/Washington County Chamber of Commerce at the Sheraton Four Points Hotel at 7:30 a.m. The regular meeting of the Board of County, Maryland, was called to ordE I. Snook with the following members Swartz and Commissioners Bertrand L. and William J. Wivell. County Commissioners of Washington r at 9:30 a.m. by President Gregory present: Vice President Paul L. Iseminger, Jr., John L. Schnebly, 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 - JANUARY 30, 2001 Motion made by Commissioner Iseminger, seconded by Swartz, to approve the minutes of January 30, 2001, as amended. Unanimously approved. CHANGE ORDER - CLOSE OUT FOR LANDFILL ACCESS ROAD & BRIDGE PROJECT Motion made by Commissioner Schnebly, seconded by Wivell, to approve a change order with the Joseph B. Fay Company, Inc. for a decrease in the contract amount of $161,432.95 for the final adjustment of quantities in the Landfill Access Road and Bridge Project. Unanimously approved. COUNTY ADMINISTRATOR'S COMMENTS Rodney Shoop, County Administrator, reminded the Commissioners that the State of the City Forum is scheduled for March 6. He stated that the meeting with the Board of Education would be at 4 p.m. next week. BUDGET WORKSHOP - FISCAL YEAR 2002-2007 CAPITAL IMPROVEMENT PROGRAM (CIP) The Commissioners conducted a budget workshop to discuss the projects submitted for the Capital Improvements Program (CIP) for fiscal years 2002-2007. Mr. Shoop commented that the fiscal year 2002 CIP budget would be a challenging one. He stated that staff used a different approach this year by utilizing the new debt affordability policy. Mr. Shoop emphasized that it is a draft document and will require several revisions before it is finalized for consideration at the budget hearing. Robert Arch, Director of Planning & the staff used realistic figures i budget. He indicated that the air the most significant project in the that they did not include any reve school construction projects due t delegation to the General Assembly Commissioner Wivell expressed his presented in the proposal and the the draft presented last year. The discussions in order to hold the p Community Development, stated that n developing a fiscally restrained CIP port runway extension project would be near future. Mr. Arch informed them nue from a county transfer tax for o the reluctance of the local to submit the proposed legislation. concern over the amount of borrowing fact that it is $5 million higher than Commissioners postponed further ublic hearing scheduled at 10:00 a.m. (Commissioner Wivell was excused from the meeting at this time.) PUBLIC HEARING - INTENTION TO CLOSE AND ABANDON PORTION OF A ROAD The Commissioners convened a public hearing at 10:00 a.m. in order to take comments regarding the advertised intention to close and abandon a portion of a road identified in Road book 1, page 262, recorded among the Land Records of Washington County, Maryland. Edith Shaffer, who owns the property surrounding the road in question, has requested that it be abandoned from its intersection with Trego Road to the boundary line between the Shaffer property and the Thompson property and that it be conveyed to her by quitclaim deed for no monetary consideration. John Martirano, Assistant County Attorney, stated that, although it is shown in Road Book 1, the road was never built or maintained by the County. The hearing was then opened for public comment. There was no one present who wished to comment. Motion made by Commissioner Schnebly, seconded by Iseminger, to approve the request to abandon a portion of a road identified in Road Book 1, FEBRUARY 6, 2001 PAGE TWO page 262, recorded among the Land Records of Washington County from its intersection with Trego Road to the boundary line between the Shaffer and Thompson properties, with the purpose of conveying it to Edith Shaffer, adjacent property owner, by quitclaim deed for no monetary consideration. Unanimously approved. CONTINUATION OF DISCUSSIONS - 2002-2007 CIP BUDGET Mr. Shoop informed the Commissioners that the first draft OF the CIP budget totals $26,402,610 and proposes bond borrowing of $11,905,603. Debra Bastian, Director of Finance, discussed funding mechanisms other than bond funds. She stated that the CIP Committee tried to address projects such as capping the Resh landfill and the Airport runway extension in Fiscal Year 2003-2004. Ms. Bastian explained that the new category entitled "reappropriated funds" includes surplus funds that were budgeted from project savings and funds in the contingency fund. There is a total of $5,496,414.12 of reappropriated funds from the general, highway, and landfill funds. She stated that they are recommending that $2 million be advanced to 2003 from reappropriated funds for the capping obligation. Ms. Bastian noted that there is a substantial amount of cover material from the landfill project that can be sold and used for the airport project in 2004 there is a need for fill as a part of that project. She stated that the County may be able to develop a contractual relationship using the fill to reduce costs. She informed the Commissioners that the CIP Committee did not include any hotel rental tax funds to pay for the projects. The Commissioners discussed the additional hotel/motel rental tax funds. Ms. Bastian stated that she would ask for the Board's decision on appropriation of these funds during future budget discussions. The Commissioners postponed further discussions in order to hear comments from the public during the scheduled citizens participation session. CITIZENS PARTICIPATION Ruth Monroe, Executive Director of Memorial Recreation Center, requested that the Commissioners have a plaque installed at the Center in memory of Margaret Doleman. She stated that they would be holding a dedication ceremony on February 25. The Commissioners agreed to the request and asked Mrs. Monroe for her assistance in the design of the plaque. CONTINUATION OF DISCUSSIONS - 2002-2007 CIP BUDGET Ms. Bastian informed the Commissioners that there might be an issue with respect to cash flow in FY 2004-2005 if the runway extension project materializes, combined with other projects scheduled in that period. Ms. Bastian, Mr. Arch, and Gary Rohrer, Director of Public Works, reviewed each of the General Government projects proposed for funding. Ms. Bastian reviewed four graphs representing different targeted benchmarks. She indicated that the $10-12 million range is targeted for borrowing. She noted that the CIP Committee feels that this range is fiscally responsible, affordable, and can be addressed in the "out" years. Ms. Bastian also informed the Commissioners that the Committee used the conservative assumptions of a 3% growth rate and adjusted the general fund growth and used a 3% inflation rate for "out" year projects. The staff then reviewed the drainage and road improvement projects scheduled for funding in the CIP. The CIP budget review will continue next week and will include a review of solid waste, water and sewer, parks, and Airport projects. RECESS - LUNCH The Commissioners recessed at 12:05 p.m. for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:09 p.m. by President Gregory I. Snook, with the following members present: Vice President Paul L. Swartz and Commissioners John L. Schnebly, Bertrand L. Iseminger, and William J. Wivell. FEBRUARY 6, 2001 PAGE THREE COMMISSIONERS' REPORTS AND COMMENTS Commissioner Schnebly informed the Commissioners that he was a judge in the "We the People" competition. He stated that he attended the Funkstown Volunteer Fire Company awards dinner. Commissioner Swartz reported on the Recreation & Parks Board meeting. He informed the Commissioners that the Ron Phillips Memorial Golf Tournament is scheduled for June 7. He attended the Long Meadow Rotary Club meeting. Commissioner Iseminger stated that a subcommittee of the Emergency Services Committee met to finalize its report for presentation to the Commissioners next week. He reported on the Planning Commission meeting and stated that he attended the rehearsal of the State of the County presentation. Commissioner Wivell reported that he attended a meeting of the Smithsburg Library Board and Program Open Space (POS) representatives to look for a suitable site for a new branch library in Smithsburg. He stated that although it is possible to do a conversion of the park site through POS, the Library Board is continuing to consider other possible sites before proceeding. Commissioner Wivell informed the Commissioners that he was a guest on the WHAG radio show last week. Commissioner Snook informed the Commissioners that the Potomac Fish & Game Club's oyster feed is scheduled for March 2. He stated that the Black History Month celebration is scheduled for February 25. He also reviewed a letter from the Board of Directors of the Hagerstown YMCA requesting that the County place a traffic signal at the intersection of Eastern Boulevard and Chartridge Drive. Commissioner Snook stated that he received a letter from the Governor that the State would provide its 50 of the cost of the environmental assessment at the Airport. He also reported on the Chamber of Commerce meeting last week. REQUIREMENT FOR BOND — MARTIN MARIETTA MATERIALS, INC. Motion made by Commissioner Iseminger, seconded by Schnebly, to approve the recommendation of the Planning Commission to require Martin Marietta Materials, Inc. to post a bond in an amount to be determined by the Chief Engineer to protect against any potential damage to the roads by their quarry operation. Unanimously approved. REPORTS FROM COUNTY STAFF Debra Bastian, Director of Finance, reported that her office has been compiling the FY 2002 budget requests. She stated that she would present revenue projections in March. Alan Davis, Director of Human Resources, informed the Commissioners that the Local Management Board held its vendor training last week. He stated that an industrial hygienist is working with MOSH at the Conococheague Industrial Pretreatment Facility to determine the source and impact of the recent odor at the Facility. Mr. Davis noted that the Coordinating Committee met to review the health insurance proposals on Monday. Robert Arch, Director of Planning & Community Development, informed the Commissioners that he met with the MACO Association of Planning Directors to review proposed legislation for this legislative session. BUDGET APPROPRIATION — PURCHASE OF REPLACEMENT POLICE VEHICLES FOR FY Sheriff Charles Mades met with the Commissioners to request authorization to purchase replacement police vehicles by "piggybacking" onto a State contract. He stated that this would allow them to receive the best price. He explained that there is a deadline of March 4 for placing the order, but that the funds would be taken from the fiscal year 2002 budget. Sheriff Mades requested authorization to purchase five (5) 2001 Ford Crown Victoria police cruisers for a total cost of $104,975. He also reviewed information that he obtained on costs involved in using propane gas vehicles as an alternate to those operated with regular gasoline. Sheriff Mades stated that the Federal regulations and the FEBRUARY 6, 2001 PAGE FOUR additional costs do not make this plan feasible. He informed the Commissioners that, before committing to the State contract, he would investigate the Federal Surplus Program to determine whether he can obtain police package vehicles from them at a lower price than as a part of the State contract. Motion made by Commissioner Wivell, seconded by Iseminger, to authorize the Sheriff's Department to "piggyback" on the State of Maryland contract and to purchase five (5) 2001 Ford Crown Victoria police cruisers at $20,995 each as a budget appropriation paid in advance from the fiscal year 2002 budget if he is unable to purchase Federal surplus vehicles at a lower cost. Unanimously approved. FIRE & RESCUE REVOLVING LOAN REQUEST - CLEAR SPRING AMBULANCE CLUB Phil Ridenour, Chairman of the Fire & Rescue Association Revolving Loan Committee, met with the Commissioners to present the Committee's recommendations on a request for a loan from the Clear Spring Ambulance Club, Inc. Mr. Ridenour informed the Commissioners that they have requested $64,122.50 from the revolving loan fund to purchase a 2001 model year ambulance to replace to replace an existing unit. John Greenlee, President of Clear Spring Ambulance Club was in attendance to answer any questions. Motion made by Commissioner Iseminger, seconded by Schnebly, to approve the recommendation of the Fire & Rescue Revolving Loan Committee to approve a loan from the revolving loan fund in the amount of $64,122.50 to the Clear Spring Ambulance Club, Inc. for the purchase of a 2001 model year ambulance to replace an existing unit. Unanimously approved. REQUEST FOR FUNDING APPROVAL - NEW TELEPHONE SYSTEM Tom Evans, Chairperson of the Telephone Steering Committee, met with the Commissioners to recommend replacing a major portion of the existing telephone system using new telecommunication technologies. He provided an overview of the limited capacity of the current system. He reminded the Commissioners that there is an immediate need for a new system at the Water & Sewer Department and the new building on Baltimore Street. Mr. Evans also stated that the systems in the State's Attorney's Office and Airport can no longer be expanded. Mr. Evans provided a graphical depiction of the existing County network. He stated that the estimated cost for a new system would be $624,000 which would include installation, voice mailboxes and call management software. Mr. Evans informed the Commissioners that the County could connect to the Board of Education's system but that there would be significant costs involved and that it would be difficult to do. He stated that the Board of Education would be able to connect to the County's new system in the future. He also explained that a new system could handle calls between departments over the network reducing the number of phone lines needed. The savings could amount to as much as 600. He stated that the system could be integrated with the computer network, provide productivity enhancements, and help the County move toward e -government. Greg Murray presented a comparison of the costs involved in the old system and the proposed new system. He stated that the savings would begin to accrue following the expiration of the current Centrex contract. Mr. Murray projected a net savings of $486,000 over a 10 -year period by upgrading to a new system. The Committee proposed that the County enter into a 5 -year lease purchase plan based on the estimated costs. The Commissioners discussed the information presented with the Committee members and agreed to have a request for proposal developed for distribution. Motion made by Commissioner Iseminger, seconded by Swartz, to approve the recommendation to develop a request for proposal for a lease/purchase agreement for a new County telephone system, pursuant to the adopted 2001 goals, that includes the possibility of the Board of Education being able to connect to the new system in the future. Unanimously approved. FEBRUARY 6, 2001 PAGE FIVE BID AWARD - DEMOLITION PROJECT AT 20312 LANDIS ROAD Motion made by Commissioner Swartz, seconded by Wivell, to award the contract for demolition of several structures, clearing and grubbing, backfilling, excavation, top soiling and seeding at 20312 Landis Road (the Ditto Knolls property) to Callas Contractors, Inc. which submitted the low responsive, responsible bid of $15,092. Unanimously approved. REVISED STREET ACCEPTANCE POLICY (S-3) Gary Rohrer, Director of Public Works, and Terry McGee, Chief Engineer, met with the Commissioners to review the revised pavement standards and Street Acceptance Policy (S-3). Mr. McGee stated that the revised pavement standards are based on American Association of State Highway and Transportation Officials (AASHTO) standards. Mr. McGee provided an overview of the flexible pavement construction standards and reviewed the new model for design data and calculations. He stated that they hope to implement the new standards beginning on March 1, 2001. Any plans approved before that date would not be subject to the new standards, provided that they apply for a grading permit before July 1, 2001. He stated that the AASHTO criteria were used for the model, taking into account variables and factors such as the analysis and design period, traffic data, statistical and probability factors related to reliability, asphalt pavement and stone base strengths, roadbed soil strength, and the effect of subgrade drainage. Mr. Rohrer stated that the current policy was adopted in 1972. The meeting was then opened for discussion on the proposed standards. The pavement standards received the support of a spokesperson for the consulting community. Motion made by Commissioner Iseminger, seconded by Schnebly, to adopt the pavement construction standards as presented by the Chief Engineer to become effective March 1, 2001. Unanimously approved. Mr. Rohrer and Mr. McGee then reviewed proposed revisions to the Street Acceptance Policy. Mr. Rohrer stated that the proposal is a result of work sessions with representatives of the Home Builders Association and are consistent with similar policies of surrounding jurisdictions in the tri-state area. Dean Lowry, Real Property Administrator, compiled information on performance surety requirements in Maryland and in the adjoining counties. Mr. McGee stated that the revised policy clearly defines the quality control required of the developer and his contractor(s). The revisions also implement a more efficient road acceptance procedure for the County and offer additional protection to the new homeowner. The Commissioners reviewed and discussed several sections of the policy and agreed to continue their review at the February 20 meeting. MT. AETNA VOLUNTEER FIRE DEPARTMENT - REQUEST FOR APPROVAL TO ENTER INTO LEASE AND OPTION AGREEMENT Motion made by Commissioner Schnebly, seconded by Swartz, to approve a resolution authorizing the Mt. Aetna Volunteer Fire Department, Inc. to enter into a lease and option agreement in an amount not to exceed $236,917 to acquire a KME Tanker Truck and 1989 ALF pumper, pursuant to Section 147(f) of the Internal Revenue Code of 1986, as amended, with the understanding the obligations shall never be deemed to be a financial obligation of the County. Unanimously approved. AMENDMENT TO GRANT AGREEEMNT - AIRPORT Motion made by Commissioner Iseminger, seconded by Schnebly, to approve an increase in the amount of a grant from the Federal Aviation Administration (FAA) in the amount of $1,664 to cover the overrun in the grant agreement with the Hagerstown Regional Airport and to ratify all past agreements executed by Rodney Shoop, County Administrator, with the FAA. Unanimously approved. DISCUSSION ON PROPOSED LEGISLATION TO INCREASE THE TRANSFER TAX Richard Douglas, County Attorney, informed the Commissioners that the proposal for legislation enabling the imposition of a county transfer tax is not likely to receive the support of the Delegation. He reviewed the FEBRUARY 6, 2001 PAGE SIX proposed revisions to the existing impact fee enabling law suggested by the Delegation as a substitute for a county transfer tax. Mr. Douglas stated that the amendments to the impact fee statute would give the County much more leeway in using impact fees, but that the county would be limited in how the funds could be used. He informed the Commissioners that any use of impact fees must be legally defensible as related directly to the causes of growth, which could prove to be difficult due to the decrease in the school population and the County's low rate of growth. After discussion, it was the consensus of the Commissioners not to withdraw the requested county transfer tax legislation but to ask the Delegation to vote on it. Robert Arch, Director of Planning & Community Development, briefly reviewed the recommendations on impact fees from the Tishler study. Commissioner Schnebly stated that impact fees would not produce the funds needed to reconfigure the schools and make more efficient use of existing physical plants. ADJOURNMENT Motion made by Commissioner Wivell, seconded by Swartz, to adjourn at 4:39 p.m. Unanimously approved. County Administrator County Attorney County Clerk