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HomeMy WebLinkAbout011218December 18, 2001 Hagerstown, Maryland The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 9:00 a.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 Wivell, followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES - DECEMBER 11, 2001 Motion made by Commissioner Iseminger, seconded by Schnebly, to approve the minutes of December 11, 2001, as amended. Unanimously approved. COMMISSIONERS' REPORTS AND COMMENTS Commissioner Swartz reported on the meetings of the Disabilities Advisory Committee, CASA, and the Maryland Theatre Board of Directors. He stated he participated in the Salvation Army's kettle fundraiser on behalf of several local service organizations. Commissioner Swartz also stated that he presented a proclamation at the Health Department proclaiming 3- D Month (National Drunk and Drugged Driving Prevention Month). Commissioner Schnebly reported on the meetings of the Economic Development Commission and the Metropolitan Planning Organization (MPO). He stated that he attended the Frederick Seibert Christmas party and also helped with the Salvation Army's bell -ringing campaign. Commissioner Iseminger reported on the meetings of the Western Maryland Consortium, the MPO, and the committee on wellness and healthy choices. He stated that he met with representatives of the City and County Planning staffs on sewer and annexation issues. Commissioner Snook stated that he received a letter from the Department of the Environment (MDE) on the status of the drought. Rodney Shoop, County Administrator, informed the Commissioners that a drought coordinator should be appointed as a contact for MDE. He stated that he has contacted the Extension Service for a recommendation. Commissioner Snook reported on the University Systems of Maryland Steering Committee meeting, the Water & Sewer Department luncheon, the Leadership Hagerstown Alumni Association holiday reception, and the Economic Development Commission meeting. He informed the Commissioners that a Montgomery County newspaper published a list of per -pupil funding provided by the State for each county. REPORTS FROM COUNTY STAFF Alan Davis, Director of Human Resources, reminded the Board that the Safety Committee's annual luncheon would be held on December 20. He also distributed copies of the new quarterly newsletter prepared by the Safety Committee. Gary Rohrer, Director of Public Works, informed the Board that the Solid Waste Department is advertising for Weigh Clerks. He stated that he is assisting the Chief Engineer with the interviews to fill the Deputy Chief Engineer vacancy. Mr. Rohrer stated that the renovations to the County Office Building were completed last week. Joe Kroboth, Emergency Services Director, stated that he met with Mike Nye from Community Rescue Service. He indicated that Mr. Nye would be forwarding his request for funding to the Washington County Volunteer Fire & Rescue Association. Mr. Kroboth informed the Commissioners that he met with representatives of the Mt. Aetna Volunteer Fire Company regarding their search for land for construction of a new fire station. Rodney Shoop, County Administrator, reported that approximately 400 people attended the Old Fashioned Christmas celebration at the Agricultural Education Center last Saturday. Mr. Shoop recognized the board members and volunteers who helped organize the event. DECEMBER 18, 2001 PAGE TWO RECOGNITION FOR ANTIETAM ILLUMINATION EVENT Georgene Charles, Chair of the Antietam National Battlefield Memorial Illumination Committee, and John Howard, Superintendent of the Battlefield Park, met with the Commissioners to recognize those who provided in-kind services and support for the 13th Annual Memorial Illumination. Ms. Charles stated that the Memorial Illumination is dedicated to the soldiers who gave their lives in the Battle of Antietam. She acknowledged the following individuals and companies: Charles Brown, Rest Haven Cemetery; Minerva Trimmer, Illumination committee member; John Howard, Battlefield Superintendent; Little Heiskell Charter Chapter of the American Business Women's Association; Coca-Cola; Weiss Paper Company; Browning Ferris Industries; Steffey Findlay; REACT; Leiter's Catering; Boonsboro High School volunteers; State Use Industries - MCTC; Washington County Sheriff's Department; Maryland State Police; and Bowman Trucking. Superintendent Howard spoke to the Commissioners of the significance of the illumination and commended the cooperation shown by government agencies and private sector businesses in supporting the event. He informed them that they have been collecting gifts to send to the sailors stationed on the USS Antietam at Christmas. He also read the letter written by Comptroller Schaefer that accompanied the package. The Commissioners thanked Ms. Charles and Superintendent Howard for coordinating the event and expressed their appreciation to all individuals and companies who helped to support this special tribute. WORLD WAR II VETERANS PARADE Speener Hose presented the Commissioners with T-shirts and hats from the World War II Veterans Parade that was held in December to commemorate the anniversary of the attack on Pearl Harbor. He stated 287 veterans participated in the parade and that it was a great success. Commissioner Snook thanked Mr. Hose for organizing the event. CONTRACT AWARD - TEEN PREGNANCY PREVENTION PROGRAMS Motion made by Commissioner Iseminger, seconded by Swartz, to award the contract to provide and implement Teen Pregnancy Prevention Programs in Washington County, as recommended by the Coordinating Committee, to Girls, Inc., partnering with Hagerstown Community College and the Washington County Family Center, based on a total five-year budget of $470,307.79, utilizing grant funding awarded by the Governor's Office for Children, Youth, and Families. Unanimously approved. SOLE SOURCE PROCUREMENT - FOURIER TRANSFORM/INFRA-RED SPECTROMETER SYSTEM Motion made by Commissioner Schnebly, seconded by Wivell, to award a sole source contract for the procurement of an Avatar 360 ESP FT -IR Spectrometer System with the Smart Endurance ATR accessory to the Thermo Nicolet Corporation in the total amount of $26,622.43. The award is a sole source procurement based on Sections 1-106.2(a)(2) of the Code of the Public Local Laws of Washington County, Maryland. Unanimously approved. CITIZENS PARTICIPATION There was no one present who wished to participate. COUNTY ADMINISTRATOR'S COMMENTS Rodney Shoop, County Administrator, provided an update on the University Systems of Maryland meeting. He also reviewed the County's holiday schedule. GRANT AGREEMENT - SERVICE LINKED HOUSING PROGRAM Motion made by Commissioner Schnebly, seconded by Iseminger, to approve the agreement for grant funding from the Department of Human Resources in the amount of $35,521 for the Service Linked Housing Program administered by the Community Action Council. Unanimously approved. BUILDINGS, GROUNDS & PARKS PROPOSED ORGANIZATIONAL CHANGES James Sterling, Director of Buildings, Grounds & Parks, and Alan Davis, Director of Human Resources, appeared before the Commissioners to request their approval of organizational changes to the Buildings, Grounds & DECEMBER 18, 2002 PAGE THREE Parks Department. Mr. Sterling recommended that they upgrade the vacant Crew Leader position (Grade 8) to Supervisor of Field Operations (Grade 12) to oversee general field operations. He stated that this position would be available to provide direct supervision to the field crews while overseeing broader responsibilities for the department. Mr. Sterling reviewed the existing and proposed organizational charts. He informed the Commissioners that the change could be funded within his current budget. Alan Davis, Director of Human Resources, reviewed the job description for the Supervisor of Maintenance Operations and the proposed organizational chart for the future. After discussion, it was the consensus of the Commissioners to appropriately align the department for the future with two supervisory positions beneath the Director. They agreed not to fill the Supervisor of Maintenance (Grade 12) position as outlined on the organizational chart at this time. The position will be filled in the future following the retirement of the current Deputy Director. At that time, the Deputy Director position will be eliminated and the vacant Supervisor of Maintenance Operations will be filled at Grade 12. Motion made by Commissioner Schnebly, seconded by Iseminger, to support the proposed changes at the Buildings, Grounds & Parks Department to include the creation of two positions at Grade 12, Supervisor of Field Operations and Supervisor of Maintenance Operations, with the understanding that the Field Operations position would be filled at this time and the Maintenance Operations position would remain vacant until the Deputy Director position is eliminated in the future. Motion carried with Commissioners Schnebly, Iseminger, and Snook voting "AYE" and Commissioners Swartz and Wivell voting "NO." ADOPTION OF POLICIES - ACCOUNTS RECEIVABLE, PETTY CASH AND FUND BALANCE RESERVE Debra Bastian, Director of Finance, requested approval of new policies dealing with Accounts Receivable, Petty Cash, and Fund Balance Reserve. She stated that the policies are needed to provide guidance to County departments. Ms. Bastian reviewed the seven policies under consideration. The Commissioners discussed each policy with Ms. Bastian and her staff. Motion made by Commissioner Wivell, seconded by Iseminger, to approve the policies as presented by the Director of Finance for Accounts Receivable, Revenue Collection, Write-off, Petty Cash, Fund Balance/Retained Earnings, Delinquency Collections, and Allowance for Doubtful Accounts. Unanimously approved. RECESS - LUNCH The Commissioners recessed at 11:48 a.m. for lunch. AFTERNOON SESSION The afternoon session was called to order at 1:04 p.m. by President Gregory I. Snook with the following members present: Vice President Paul L. Swartz and Commissioners John L. Schnebly, and Bertrand L. Iseminger, Jr. WASHINGTON COUNTY HOUSING AUTHORITY - ANNUAL REPORT Richard Willson, Director of the Housing Authority of Washington County, met with the Commissioners to review the annual report. He introduced members of the Housing Authority who were in attendance. Mr. Willson reviewed the mission statement of the Housing Authority and reviewed the types of programs the Authority provides to the citizens of the County. He stated that the Housing Authority provides Section 8 rental assistance, elderly housing and scattered -site housing. He also provided examples of the types of subsidies provided and the County government's role in the process. Mr. Willson provided an update on current projects and informed the Commissioners that the Authority hopes to develop an elderly housing project in the Clear Spring area. Commissioner Snook thanked the Housing Authority members for their assistance to the citizens of the County. (Commissioner Wivell arrived at 2:26 p.m.) DECEMBER 18, 2001 PAGE FOUR REVIEW OF PROPOSED 2002 GOALS Rodney Shoop, County Administrator, reviewed proposed goals for 2002 that were developed by the staff. Also present for the presentation were Robert Arch, Director of Planning & Community Development; Ron Whitt, Information Technologies Director; Gary Rohrer, Public Works Director; Debra Bastian, Director of Finance; Joe Kroboth, Emergency Services Director; and Alan Davis, Human Resources Director. The Commissioners then discussed the following goals proposed by the staff for 2002: 1) Adoption of the revised Comprehensive Plan by the Board of County Commissioners. 2) Update the County Employee Classification and Compensation Plan. 3) As a result of the terrorist threat, evaluate and initiate the revision of the Emergency Operations Plan. 4) Revise the Long Range Strategic Operating Plan. 5) Develop a plan to integrate interagency radio communications. The Commissioners felt that the goals should include adoption of a mutually agreeable annexation policy with the City of Hagerstown; in cooperation with the City, initiation of policies to redevelop core city properties; and development of a business plan for the Conococheague Industrial Pre-treatment Facility. Also considered were goals relating to higher education and PenMar Development Corporation. After discussion, it was the consensus of the Commissioners to have staff refine the goals discussed today and to meet again for further discussion in January. CONVENE IN CLOSED SESSION Motion made by Commissioner Swartz, seconded by Iseminger, to convene in closed session at 2:52 p.m. to discuss personnel issues, to consult with counsel to obtain legal advice, and to consider a proposal for a business or industrial organization to locate, expand, or remain in the State, 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 Swartz, to reconvene in open session at 4:49 p.m. Unanimously approved. In closed session, the Commissioners discussed four (4) personnel issues, consulted with counsel to obtain legal advice on one (1) matter, and considered a proposal for a businesses or industrial organization to locate, expand, or remain in the State. Present during closed session were Commissioners Gregory I. Snook, Paul L. Swartz, Bertrand L. Iseminger, Jr., John L. Schnebly, and William J. Wivell. Also present at various times were Rodney Shoop, County Administrator; John Martirano, Assistant County Attorney; Joni Bittner, County Clerk; Alan Davis, Director of Human Resources; Gary Rohrer, Director of Public Works; Robert Davenport, Director of Solid Waste Management; Dennis Brown; and Jerome Joyce, Esq. ADJOURNMENT Motion made by Commissioner Iseminger, seconded by Swartz, to adjourn at 4:49 p.m. Unanimously approved. County Administrator Assistant County Attorney County Clerk