HomeMy WebLinkAbout180424BOARD OF COUNTY COMMISSIONERS OF
WASHINGTON COUNTY, MARYLAND
Hagerstown, Maryland
April 24, 2018
The County Commissioners attended the Washington County Gives kick-off at 8:00 a.m.
at The Herald Mail Press Room, 100 Summit Avenue, Hagerstown, and a tree planting in
celebration of Earth Day at 9:15 a.m. at Fountaindale Elementary, 901 Northern Avenue,
Hagerstown.
INVOCATION AND PLEDGE OF ALLEGIANCE
Commissioner Barr offered the Invocation followed by the Pledge of Allegiance to the
Flag by the full assemblage.
CALL TO ORDER
President Terry L. Baker called the regular meeting of the Board of County
Commissioners of Washington County, Maryland, to order at 10:15 a.m. at 100 West
Washington Street, Room 1113, with the following members present: Vice President
Jeffrey A. Cline and Commissioners John F. Barr, Wayne K. Keefer and LeRoy E. Myers,
Jr.
APPROVAL OF MINUTES — APRIL 10, 2018 AND APRIL 20, 2018
Commissioner Barr, seconded by Myers, moved to approve the minutes of April 10, 2018.
The motion passed unanimously.
Commissioner Keefer, seconded by Barr, moved to approve the minutes of April 20, 2018.
The motion passed unanimously.
COMMISSIONERS' REPORTS AND COMMENTS
Commissioner Keefer reported attending the 30'h annual Congressional Fire Services
Institute banquet in Washington, D.C. with local students of the Fire and Rescue Academy.
The Kimble family from Williamsport led the Pledge of Allegiance and Children's Village
founder Mike Weller won the Dr. Anne W. Phillips Award for leadership in bre safety
education.
Commissioner Barr attended the Barbara Ingram School for the Arts' production of
Hairspray at the Maryland Theatre which he thoroughly enjoyed. Mr. Barr attended a
reception at the Museum of Fine Arts for Maryland's First Lady Yumi Hogan's art work.
She was accompanied by her husband, Governor Larry Hogan, and Lieutenant Governor
Boyd Rutherford and his wife. Commissioner Barr attended the Hagerstown Community
College (HCC) tribute to local architect Brent Feight, which raised funds for HCC
scholarships. Mr. Barr shared a newspaper article from Daytona Beach, Florida, regarding
its school system and funding more school resource officers.
Commissioner Baker attended a meeting of the Social Services Board. He also noted that
the Teacher of the Year award would be presented during a banquet on April 25.
April 24, 2018
Page 2
CITIZENS' PARTICIPATION
Donny Ravas, County Commissioner candidate, requested information on the status of the
Day Reporting Center. He suggested that the user fees should be higher than $5.
REPORTS FROM COUNTY STAFF
Grant Management
Susan Buchanan, Director, Grant Management, advised the Commissioners that the
Sharpsburg Volunteer Fire Company was awarded a $1,960 grant from the County's
General Contingency Fund for partial costs toward the replacement of a fire hose that was
an unexpected expense. The company will pay the remaining costs from its small
equipment budget.
Public Works
Jim Sterling, Director, reported that the amount previously paid for natural gas was $0.447
per therm, but last week's bid through Washington Gas and Energy came in at $0.397 per
therm, a savings of 12% or approximately $20,000 per year.
Chief Operations Officer
Jim Hovis, Chief Operations Officer, reported receiving positive comments from a citizen
relating to County staff that went above and beyond to assist a family in the Williamsport
area with various plumbing issues.
County Administrator
County Administrator Rob Slocum mentioned the Washington County Gives Campaign
that will be held May 1 and this morning's tree planting at Fountaindale Elementary
School held in recognition of Earth Day. He stated that the Commissioners would be
meeting with the Board of Education on May 1 with discussions to include findings of the
School Safety Task Force. He reminded citizens of the County's May 15 budget hearing at
HCC's Kepler Theatre.
YOUTH MERITORIOUS AWARDS — APRIL 2018
The Commissioners presented certificates of merit to Gretchen Stenger of Clear Spring
High School and Lauren Moore of Boonsboro High School who were selected by the
Washington County Office of Grant Management (OGM) to receive April 2018 Youth
Meritorious Awards. The award recognizes scholastic achievement, leadership qualities,
community service performed or other positive contributions to a student's school or
community. The students received a Washington County lapel pin from the
Commissioners and a $100 Office Max gift card from the OGM. The Commissioners
commended the students for their achievements and the families for their support.
PUBLIC HEARING - PROPOSED MODIFICATION OF WATER AND SEWER
RATES FOR FISCAL YEAR 2019
President Baker convened a public hearing at 10:45 a.m. to obtain public comment
regarding the proposed modification of water and sewer rates for Fiscal Year 2019.
April 24, 2018
Page 3
Mr. Baker reviewed the procedures for the public hearing. Dan DiVito, Deputy Director of
Operations, Environmental Management, and Sara Greaves, Chief Financial Officer,
discussed the proposed increase in water and sewer revenue necessary to facilitate the
Department of Water Quality's long-range financial plan. Ms. Greaves advised that the
average residential customer would see a 3.5% increase or $5.60 per quarter for sewer
services and a 3.5% increase or $6.00 per quarter for water services. Similar increases are
proposed for other user classes. Water and sewer funds are enterprise funds that are self-
supporting. Ms. Greaves indicated that the sewer fund continues to use a fund balance of
$2.7 million and the water fund $449,000 to balance the fund. Mr. DiVito recognized
County employees that assisted with gathering data for the proposal and discussed why
water and sewer services have to look to the future.
The hearing was opened for public comment. There were no individuals present that
desired to offer comments.
The meeting was opened for discussion by the Commissioners. Referring to today's article
in The Herald -Mail, Commissioner Keefer requested information on the thirteen non -State
mandated water and sewer projects and the upgrade at the Conococheague Wastewater
Treatment Plant. Mr. DiVito and Mark Bradshaw, Deputy Director, Water Quality,
described issues that must be addressed such as capacity and infrastructure upgrades,
equipment failure and inflow and infiltration work. The Conococheague project was a
State -mandated upgrade project. Several State grant funds are also received toward
projects. Commissioner Baker asked when the fees would remain constant or decline. Ms.
Greaves indicated that the ten-year rate model projects some evening -out in future years
but no one can predict what mandates or other costs may occur. Commissioner Cline asked
about bio -mag technology.
The Public Hearing was closed at 11:03 a.m. The Commissioners expressed their desire to
obtain additional public comment on the proposal during the May 15 budget hearing.
PUBLIC HEARING — PROPOSED ESTABISHMENT AND MODIFICATION TO
CERTAIN LANDFILL USER FEES FOR FISCAL YEAR 2019
President Baker convened a public hearing at 11:04 a.m. to obtain public comment
regarding the proposed modification of certain landfill user fees for Fiscal Year 2019. Mr.
Baker reviewed the procedures for the public hearing. Dave Mason, Deputy Director of
Solid Waste, and Sara Greaves discussed the proposal. The proposed fee schedule as
presented is one component of the overall proposal to help address the projected Fiscal
Year 2019 Solid Waste operation budget shortfall. Ms. Greaves indicated that the change
in fees will increase revenue by $439,920. The total budget increase is 16.4% or $1.1
million. Demands of the self-supporting fund require an increase in fees to support the
expenditures. The last rate increase occurred in 2012. The FY19 landfill fees are proposed
to increase by 7.23% ($6,605,780), which includes 7.12% in tipping fees ($372,620) and
17.14% in mulch/compost-taxable sales ($6,000). Residential permits are proposed to
increase by $10 to $140. Landfill permit fees would increase by 7.56% ($67,300) while
April 24, 2018
Page 4
licensing fees for commercial haulers and recycling fees would remain the same. Several
new fees are being proposed such as a tipping fee of $20 per ton for clean fill dirt versus
the current $75 per ton rubble rate, a $10 mattress disposal fee and a $52 tipping fee for
recyclables to be accepted without a permit.
The hearing was opened for public comment. There were no individuals present that
desired to offer comments.
The meeting was opened for discussion by the Commissioners. Commissioner Cline asked
whether the lower commercial hauling rate approved in 2017 had generated additional
business. Mr. Mason stated that some increase in consumer business has occurred but the
City of Hagerstown chose to use Waste Management as its provider since it offered a cut-
rate price and has a nearby site. Commissioner Cline suggested not charging a fee for the
disposal of mattresses due to the possibility of increased dumping. Rob Slocum referred to
the Clean County Initiative to encourage the proper disposal of mattresses and old tires.
Commissioner Keefer referred to the $250,000 unauthorized loan to GKG and whether it
had any impact on fees. Ms. Greaves stated that if paid back, the $250,000 would be part
of the fund balance; however, it is not a fix for the fund. The Commissioners also
discussed recycling, including glass recycling, and the disposal of animal carcasses.
The Public Hearing was closed at 11:22 a.m. The Commissioners expressed their desire to
obtain additional public comment on the proposal during the May 15 budget hearing.
HAGERSTOWN-WASHINGTON COUNTY TOURISM WEEK AND
WASHINGTON COUNTY 15TH ANNUAL MUSEUM RAMBLE
Anna Cueto, President, Washington County Museums and Historical Sites Association,
and Betsy DeVore of Visit Hagerstown and Washington County Convention and Visitors
Bureau, provided details on the Hagerstown -Washington County Tourism Week and the
Washington County 15th Annual Museum Ramble. The Commissioners were provided
brochures regarding the Ramble that described local historical sites available to visit free
of charge during the month of May. The Commissioners presented a proclamation to Ms.
Cueto and Ms. DeVore in recognition of the Hagerstown -Washington County Tourism
Week and the Washington County 15th Annual Museum Ramble.
AUTHORIZING RESOLUTION FOR PUBLIC IMPROVEMENT BONDS OF 2018
Lindsey Rader, Bond Counsel for Washington County, and Kim Edlund, Director, Budget
and Finance, presented information on the authorizing resolution for the County's sale of
general obligation bonds. Ms. Rader stated that the resolution authorizes the
Commissioners to issue and sell at public sale, upon its full faith and credit, a series of
general obligation bonds in the original aggregate principal amount not to exceed
$14,485,000 for the purpose of financing or reimbursing costs of certain public facilities
and projects. She stated that certain laws of Maryland authorize and empower the County
Commissioners to issue and sell at public sale, upon its full faith and credit, a series of
April 24, 2018
Page 5
general obligation bonds for the purpose of financing the cost of certain public facilities
and projects. The contemplated bonds will not exceed $14,485,000 in the original
aggregate principal amount ($12,000,000 tax -supported and $2,485,000 self -supported).
The current date for the bond sale is May 8 but is subject to cancellation and rescheduling
if the capital markets have moved in the wrong direction. If the sale is delayed beyond
May 31, the Chief Financial Officer is given the authority to change the principal interest
and optional redemption dates set forth in the resolution. The bonds cannot be called
before nine years. Having a shorter call period means that that if a refinancing opportunity
presents itself in the future, the County will not have to wait too long to refinance the
bonds.
The proceeds from the bonds will be used to fund costs of certain infrastructure, public
safety, public facilities, educational and environmental public facilities and projects. The
bond proceeds have been reallocated to certain projects included in the 2018 Capital
Budget. The amount of the bond funding has been reduced by $101,000 from the amount
originally anticipated, the educational project originally expected to be funded from bond
proceeds has been eliminated from the financing, and the amount of bond funds has been
reallocated among certain of the projects since adoption of the 2018 Capital Budget.
Issuance costs are expected to be funded from pay -go funds or from the net premium
received from the successful bidder for the bonds.
Commissioner Baker requested the amount borrowed for tax support debt the past five
years and what has been paid back toward tax -supported debt per year. He also requested
the same information for self-supporting bonds.
Commissioner Barr, seconded by Keefer, moved to approve the resolution authorizing the
County Commissioners of Washington County to issue and sell at public sale, upon its full
faith and credit, a series of general obligation bonds in the original aggregate principal
amount not to exceed $14,485,000 for the purpose of financing or reimbursing costs of
certain public facilities and projects as presented. The motion passed unanimously.
(Resolution No. RS -2018-07 is recorded among the Acts, Ordinances, and Resolutions of
Washington County and the original is in the County Commissioners' Office.)
PRESENTATION OF DRAFT 3 OF THE FISCAL YEAR 2019 GENERAL FUND
BUDGET AND 2019-2028 CAPITAL IMPROVEMENT PROJECT BUDGET
Sara Greaves and Kim Edlund, Deputy Director, Budget and Finance, discussed Draft 3 of
the FY 2019 General Fund Budget and 2019-2028 Capital Improvement Project (CIP)
Budget. The General Fund Budget totals $229,639,310 and the CIP Budget totals
$42,958,000. Ms. Greaves stated that approval of the budget to meet advertising
requirements is required for the May 15 public hearing date.
Ms. Greaves stated that the Draft 3 Operating budget includes the reduction of State
Department of Assessments and Taxation fees of $485,680 as previously discussed. Due to
those savings, approximately $230,000 is available for the Board of Education (BOE) to
April 24, 2018
Page 6
fund two new teachers and two new assistants for a Pre -K program. Other changes in Draft
3, but not necessarily changes from Draft 2, include County departmental reviews of
$150,000, EMS, Hancock and CRS rescue squad funding of $50,000; a change in County
rental income of $15,000, a County systemic facilities increase of $34,000 and Volunteer
Fire and Rescue Association funding of $6,000. There are also two other drafts - 4A and
4B. Commissioner Cline asked why certain rescue companies did not take subsidies. Mr.
Slocum replied that there were three companies total and one did not want to be held to the
5% response rate tied to the subsidies. Commissioner Baker asked whether the BOE could
use the $230,000 as they wish and was advised that they could. Draft 3 Capital Budget
(Baseline) directed $204,000 funds towards school security enhancements due to savings
in miscellaneous capital projects. Those funds are available immediately to provide the
BOE with safety enhancements in the public schools.
Ms. Greaves stated that staff looked at providing additional funds above the $230,000 to
BOE. That premise governs Draft 4A and Draft 4B of both the operating and Capital
Budgets.
Draft 4A of the Operating Budget shows the addition of $270,000 (combined with the
$230,000 equals $500,000 over the maintenance of effort). Under the Operating Budget,
staff looked at what the additional funding to BOE would mean to County departments. In
order to increase the BOE contribution by $270,000, 31% of the $872,000 needs to be
removed from other departments. Draft 4A of the Capital Budget shows an increase of $1
million appropriated to the BOE over a three-year period which would be paid for with
County CIP savings throughout those years (FY 19-21). The intent of these funds is that
they would be used for security enhancements within schools.
Draft 4B of the Operating Budget shows an additional $770,000 over Draft 3, to increase
BOE funding to $1 million in total while meeting all other budget commitments. In order
for this draft to move forward, 88% in reductions will be required to various other County
operating costs. Draft 4B of the Capital Budget represents providing additional funding of
$2,500,000 over FY 19-22 for Washington County Public Schools vestibule improvements
and wall construction in open classroom schools. That figure represents $1 million being
paid for by CIP project savings between years FY 19-21, a $250,000 reduction over three
years for a multi-purpose facility (FY 20-22), and a $250,000 reduction from pavement
maintenance and rehab over three years (FY 20-22). Every effort would be made to
coordinate the County funding schedule with BOE funding needs.
The Commissioners and staff discussed the options presented and the time needed to
advertise the budget for public hearing. They reached a consensus to discuss the proposals
with the Board of Education and staff during the joint meeting scheduled for May 1 which
would allow the required fourteen days for advertisement.
April 24, 2018
Page 7
FLOW TRANSFER AGREEMENT - CONSTRUCTION RESERVE FUND
Mark Bradshaw, Deputy Director, Environmental Management, discussed the proposal to
close the Construction Reserve Fund and divide the fund equally between the City of
Hagerstown (City) and Washington County. Mr. Bradshaw indicated that in August 2003,
the City and County entered into a Flow Transfer Agreement (Agreement). In exchange for
the City providing sewage treatment to County residents, the County agreed to accept the
flow from the City's Pump Station 413, located across from the Washington County
Detention Center, to offset the capacity the City is using to treat County sewage. The
agreement also established a Construction Reserve Charge that would be added to
allocation fees. These funds then would be deposited into a Construction Reserve Fund
managed by the County. The Agreement states that these funds were to be used to finance
future improvements to the City and County wastewater systems, but in the event funds are
not spent after ten years, the proceeds shall be divided equally between the City and
County. The Construction Reserve Fund balance is $641,860.04 as of the end of March
2018. As the parties have not agreed on any projects, the proposal to divide the money as
provided for in the Agreement. Mr. Bradshaw indicated he spoke with Mike Spiker,
Director of Utilities, City of Hagerstown, who agreed with the proposal. Mr. Bradshaw
stated that the County's portion of the fund would be transferred to an account to allow the
funds to be available to perform inflow and infiltration rehabilitation work in the
Maugansville, Fountain Head and Hagerstown Regional Airport drainage basins that
currently flow to the City's treatment plant.
The Commissioners discussed the matter. Commissioner Baker requested that Mr. Spiker
discuss the matter with the Mayor and City Council and obtain their approval before the
Commissioners vote to approve the transfer of funds.
RECESS
The Commissioners recessed at 12:10 p.m. to attend a luncheon budget presentation by the
Commission Aging at 535 East Franklin Street, Hagerstown.
AFTERNOON SESSION
The Commissioners reconvened at 2:11 p.m. in Room 1113, 100 West Washington Street,
Hagerstown, with the following members present: Commissioners Terry L. Baker, Jeffrey
A. Cline and Wayne K. Keefer. (Commissioner Myers was absent for the afternoon session
and Commissioner Barr was absent until 2:20 p.m.)
CONVENE IN CLOSED SESSION
Commissioner Keefer, seconded by Cline, moved to convene in closed session at 2:11 p.m.
to discuss the appointment, employment, assignment, promotion, discipline, demotion,
compensation, removal, resignation, or performance evaluation of appointees, employees,
or officials over whom this public body has jurisdiction; or any other personnel matter that
affects one or more specific individuals; in accordance with Section 3-305(b) (1) of the
April 24, 2018
Page 8
General Provisions Article of the Annotated Code of Maryland. The motion passed
unanimously. (3-0, Commissioner Myers was absent and Commissioner Barr was absent
until 2:20 p.m.)
In closed session, the Commissioners discussed several vacancies and the potential
appointment of specific individuals to an advisory commission over which the
Commissioners have appointing authority; and discussed general staffing matters and
related issues.
During closed session, the Commissioners provided instruction regarding the filling of
certain vacancies on an advisory commission including the further discussion and
presentation for approval of an individual during this afternoon's open session meeting;
and provided general direction to staff on various staffing issues.
Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, John
F. Barr, and Wayne K. Keefer. Also present were Robert J. Slocum, County Administrator;
Vicki C. Lumm, County Clerk; John M. Martirano, County Attorney; and at various times
Jim Hovis, Chief Operations Officer; Stephanie Stone, Director, and Debra Peyton, Deputy
Director, Health and Human Services; Phil Ridenour, Director, Hagerstown Regional
Airport; Sara Greaves, Chief Financial Officer, Budget and Finance; and David Hays,
Director, Emergency Services.
RECONVENE IN OPEN SESSION
Commissioner Barr, seconded by Cline, moved to reconvene in open session at 3:08 p.m.
The motion passed unanimously. (4-0, Commissioner Myers was absent.)
DELIBERATION/DECISION ON ZONING MAP AMENDMENT RZ-17-003
Travis Allen, Comprehensive Planner, Planning and Zoning, brought forward Zoning Map
Amendment application RZ-17-003 from Applicant Downsville Pike Land, LLC for
consideration and discussion by the Commissioners. The subject property consists of two
parcels containing 1.60 acres located on the northwest side of the Downsville Pike (10662
Downsville Pike and 10656 Downsville Pike), one quarter of a mile north of Interstate 70
in Election District 26. The application concerns the request to change the zoning
classification from RS -Residential Suburban to HI -Highway Interchange. The Washington
County Planning Commission voted to recommend approval of the map amendment during
its meeting held October 2, 2017. The County Commissioners held a public hearing on
December 12, 2017 regarding the application. Most public comments involved traffic
concerns and the location near Marty Snook Park.
The Commissioners discussed the specifics of the rezoning request. Commissioner Barr
commented on the traffic concerns and was told by Mr. Allen that there would likely be a
traffic study by the developer that would be reviewed by the County and State before any
business is allowed to locate on the property. Commissioner Cline stated that he was
prepared to approve the rezoning today. Commissioner Baker indicated that he opposed the
April 24, 2018
Page 9
rezoning, stating that he does not believe the property merits rezoning. Deputy County
Attorney Kirk C. Downey reviewed the specific factors that must be considered when
deciding a rezoning request. Commissioner Keefer indicated that it was his position to
deny the rezoning application due to increased population that has made it more of a
residential area. Commissioner Barr stated that he was in favor of the approval of the
rezoning request. County Attorney John Martirano advised that since there was not a
consensus to approve or deny the rezoning request, the matter would be rescheduled for
discussion during a future meeting when there is a full board present.
BID AWARD — JANITORIAL SERVICES FOR WASHINGTON COUNTY
Brandi Naugle, Buyer, Purchasing, and John Pennesi, Director, Park and Facilities,
recommended award of the Janitorial Services contract (PUR-1380) to the responsible,
responsive bidder under Option No. 1 to P2 Cleaning Services, LLC of Laurel, Maryland
for the total amount of $227,612.91 annually and unit cost as follows: Additional carpet
cleaning as required, regular rate per hour $20, and hourly labor rate per person for
additional services as required Saturdays, Sundays and holidays - $25. The contract term is
for one year with an option by the County to renew for up to four additional consecutive
one-year periods tentatively commencing July 1, 2018.
The Commissioners discussed the matter. Commissioner Barr questioned the winning
bidder being located in Laurel, Maryland. Mr. Pennesi advised that the company has other
contracts in this general area.
Commissioner Cline, seconded by Barr, moved to award the Janitorial Services contract to
the responsible, responsive bidder under Option No. 1 to P2 Cleaning Services, LLC of
Laurel, Maryland, for the total amount of $227,612.91 annually and unit cost as follows:
Additional carpet cleaning as required, regular rate per hour $20, and hourly labor rate per
person for additional services as required Saturdays, Sundays and holidays - $25. The
motion passed unanimously. (4-0, Commissioner Myers was absent.)
REJECTION OF BIDS — BRUMBAUGH-KENDLE-GROVE FARMSTEAD
DEMOLITION
Rick Curry, Director, Purchasing, and Phil Ridenour, Airport Director, recommended that
in the best interest of the County, the rejection of all bids for the Brumbaugh-Kendle-
Grove Farmstead Demolition Project (PUR-1377). Mr. Curry stated that three bids were
received for the demolition; two were deemed non-responsive due to the submission of
wrong pricing forms, and the third bid exceeded the available budget. It is recommended
that the demolition project be re -advertised to solicit new pricing for the demolition.
Commissioner Barr, seconded by Keefer, moved to reject all bids for the Brumbaugh-
Kendle-Grove Farmstead Demolition Project in the best interest of the County and to re -
advertise to solicit new pricing for the demolition. The motion passed unanimously. (4-0,
Commissioner Myers was absent.)
April 24, 2018
Page 10
REINSTATEMENT OF THE ADVISORY COMMISSION TO THE BOARD OF
HEALTH
Julie Rohm, Chair, and Gary Bockrath, Vice Chair, Economic Development Commission
(EDC), Kassie Lewis, Director, Business Development, and Earl Stoner, Health Officer,
Washington County Health Department, presented the recommendation to reinstate the
Advisory Commission to the Board of Health and approve the EDC to act as the lead
organizer in this effort. Mr. Bockrath indicated that the EDC was made aware of economic
development initiatives, both commercial and residential, which were being impeded by
the Washington County Health Department's regulatory practices and policies. The
Advisory Board has been inactive for years and the Board of Health has not been receiving
timely information on issues negatively impacting economic development progress in the
County.
Earl Stoner provided some background information as to why the advisory board was
abandoned in 2012 - due to low attendance and lack of interest and involvement. He spoke
to the County Administrator at that time and they agreed to let the advisory board lapse
and that they would keep the other informed of any issues. Mr. Stoner recommended an ad
hoc type of committee where the Health Department, County representatives, the Maryland
Department of the Environment and stakeholders meet to move things forward. Mr.
Bockrath suggested not reconstituting the board with the membership that was previously
set forth. He volunteered that the EDC was willing to spearhead the discussion to fine tune
the bylaws and make recommendations to the Commissioners as to who should be
involved. Commissioner Keefer suggested generic bylaws to begin and then give the board
room to grow into what it needs to be. Commissioner Barr suggested checking with the
Maryland Association of Counties regarding other advisory boards to the boards of health
in other counties.
Commissioner Keefer, seconded by Barr, moved to approve the reinstatement of the
Advisory Commission to the Board of Health and approve the EDC to act as the lead
organizer in this effort. The motion passed unanimously. (4-0, Commissioner Myers was
absent.)
MEDICAL SUPPLY AGREEMENT
David Hays, Director, and Dave Chisholm, Assistant Director, Emergency Services,
recommended approval of the contract with Meritus Medical Center for providing
expendable medical supplies for the Division of Emergency Services (DES). Mr. Chisholm
indicated that Meritus currently serves as the purchasing agent for certain supplies and
medications and then sells them at cost to the DES, which provides them at no cost to
emergency medical services organizations in the County. This agreement serves to
memorialize the current verbal agreement that has been in place for the past ten years. The
termination of this arrangement would result in significantly increased costs and would
overburden existing staff with the procurement and distribution of these emergency
medical supplies. The Commissioners discussed the proposal.
April 24, 2018
Page 11
Commissioner Barr, seconded by Keefer, moved to approve the contract with Meritus
Medical Center for providing expendable medical supplies for the Division of Emergency
Services as presented. The motion passed unanimously. (4-0, Commissioner Myers was
absent.)
(Mr. Barr left the meeting room during the discussion of the next agenda item due to his
company's bidding on various projects related to the Urban Improvement Project.)
APPROVAL OF HAGERSTOWN URBAN IMPROVEMENT PROJECT GRANT
AGREEMENT AND SUB -RECIPIENT AGREEMENT
Susan Buchanan, Director, Grant Management, presented sub -recipient agreements for
execution by the Maryland Theatre Association, Inc. for consideration and formal approval
by their Board, that would allow for non -substantive modifications to the sub -recipient
agreements with the concurrence of the County Attorney; and upon the execution of the
sub -recipient agreements, approve execution of two Fiscal Year 2018 Capital Projects
Grant Agreement between the State of Maryland (Funder), the County (Grantee) and the
Maryland Theatre Association, Inc. Ms. Buchanan advised that the Hagerstown Urban
Improvement Project (UIP) received two Maryland Capital Bond Bill awards in 2017; one
for $150,000 and one for $45,000.
The bond bill language designated Washington County as the Grantee and the City of
Hagerstown the beneficiary on both bond bills. As the Grantee, Washington County is
responsible to draft and enter into subrecipient agreements with the beneficiary. During a
meeting held March 12, 2018, staff from both the City and County, and staff from the
Maryland Department of General Services and Department of Budget and Management
decided to remove the City as beneficiary and replace it with the Maryland Theatre as
originally intended. Ms. Buchanan indicated that the sub -recipient agreement primarily
serves to detail agreed upon financial considerations as well as the obligations associated
with the receipt of such funding. The entire agreement is contingent upon the receipt of
funding from the State.
Commissioner Cline, seconded by Keefer, moved to approve sub -recipient agreements for
execution by and between the Maryland Theatre Association, Inc. and the County as
presented, to allow for non -substantive modifications to the sub -recipient agreements with
the concurrence of the County Attorney; and upon the execution of the sub -recipient
agreements, approve execution of two Fiscal Year 2018 Capital Projects Grant Agreement
between the State of Maryland (Funder), the County (Grantee) and the Maryland Theatre
Association, Inc. as presented. The motion passed unanimously. (3-0, Commissioners Barr
and Myers were absent.)
CONTRACT AWARD FOR INDEPENDENT AUDITING SERVICES
Rick Curry and Kim Edlund presented the proposal to award the contract for Independent
Auditing Services (PUR-1376) for Fiscal Years 2018 through 2022 to the responsive,
responsible proposer, SB & Company, LLC, of Hunt Valley, Maryland with the lowest
April 24, 2018
Page 12
total lump sum price of $366,500. Six firms submitted proposals and four were considered
to be qualified, experienced and responsive. The contract term is for a one-year period with
an option by the County to renew for up to four additional consecutive one-year periods.
Commissioner Cline, seconded by Keefer, moved to award the contract for Independent
Auditing Services for Fiscal Years 2018 through 2022 to the responsive, responsible
proposer, SB & Company, LLC, of Hunt Valley, Maryland with the lowest total lump sum
price of $366,500 as presented. The motion passed unanimously. (3-0, Commissioners
Barr and Myers was absent.)
(Commissioner Barr returned to the meeting at 3:49 p.m.)
POSITION REVIEW PROCEDURES
Stephanie Stone, Director, and Debra Peyton, Deputy Director, Health and Human
Services, presented information regarding recommended procedures for conducting
position reviews for all County departments. A team was formed in April 2018 to plan for
the review process. As a result of team meetings, procedures were developed for approval
by the Commissioners, to include 1) documentation from all division directors and
department heads regarding each position for which they feel an inequity or anomaly
exists, 2) a review of each position submitted by the team using the salary study,
assessment tools and job descriptions as part of its review, 3) a review of all submissions
by the team, 4) a meeting with the team to discuss the request and answer questions, 5)
ranking of the request by the team based on certain criteria, 6) consideration of adjustments
within the confines of the operating budget; and 7) presentation to the Board of County
Commissioners for review and comment. There is $400,000 in the Fiscal Year 2019
Operating Budget to address review findings.
David Hays, Director, Emergency Services, discussed proposals being considered to
implement in the 9-1-1 Center that will improve employee morale and work conditions
including the elimination of 18 -hour shifts in favor of 12 -hour shifts and providing regular
breaks in a break area. Commissioner Cline asked if the union was aware of the proposals
and Mr. Hays stated that it has been involved in the discussions. According to Rob
Slocum, $250,000 was approved in the fall for salary adjustments and $150,000 was
posted to address the salary study.
MERITUS MEDICAL CENTER AGREEMENT FOR LAW ENFORCEMENT
COVERAGE
Sheriff Doug Mullendore and Lee Shaver, Vice President of Professional Support Services,
Meritus Medical, requested approval of an agreement that would allow the Sheriff to create
a substation for law enforcement presence at the Emergency Department and other
locations throughout the Meritus Medical Center campus by assigning three deputies and a
supervisor to the site. Sheriff Mullendore advised of negotiations to work out the
April 24, 2018
Page 13
operational details of how the coverage could be provided. The Sheriff's Department and
Meritus Medical Center, Inc. have finalized an agreement for coverage that sets forth the
terms between the parties regarding the coverage. Meritus would pay the cost of four
deputies at an entry level salary and benefits the first year and then pay the true salary and
benefits of the personnel assigned thereafter. The Sheriffs Office would also provide
deputies on overtime status to fill gaps in coverage, as available, and as requested by
Meritus. Meritus has agreed to pay for four vehicles and equipment as well as the uniforms
and personal equipment necessary for those deputies to perform as sworn law enforcement
deputies. The Commissioners discussed the agreement. Commissioner Baker indicated that
he was not ready to support the proposal at this time.
Commissioner Cline, seconded by Barr, moved to approve the Meritus Substation
Agreement between the Sheriffs Department, Meritus Medical Center, Inc. and the Board
of County Commissioners as presented. Commissioner Keefer requested another week to
review the proposal and Sheriff Mullendore advised that time is of the essence. The motion
passed with Commissioners Cline, Barr and Keefer voting "AYE" and Commissioner
Baker "NO". (3-1, Commissioner Myers was absent.)
COUNTY ADMINISTRATION BUILDING PROJECT CLOSEOUT CHANGE
ORDER
Scott Hobbs, Director of Engineering, presented a request to approve change orders
totaling $104,873 to Building Systems, Inc. for final closeout of the County Administration
Building construction contract and $161,509.41 to BFM Architects, Inc. for the design
contract as part of the final project closeout. Mr. Hobbs indicated that the additional costs
include expanded/extended design services, construction and construction administration.
The contract value will be increased accordingly and these final change orders will close
out the project.
Commissioner Cline, seconded by Keefer, moved to approve change orders totaling
$104,873 to Building Systems, Inc. and $161,509.41 to BFM Architects, Inc. as part of the
final project closeout of the County Administration construction contract. Commissioner
Barr asked about the $104,873 to Building Systems, Inc. and Mr. Hobbs detailed the work
involved relating to that final amount. The motion passed unanimously. (4-0,
Commissioner Myers was absent.)
REPORTS FROM COUNTY STAFF (continued)
County Clerk — Appointments to Boards and Commissions
Hagerstown Regional Airport Advisory Commission
Commissioner Barr, seconded by Cline, moved to appoint John "Jack" Miller to serve a
three-year term through April 30, 2021 on the Hagerstown Regional Airport Advisory
Commission. The motion passed unanimously. (4-0, Commissioner Myers was absent.)
April 24, 2018
Page 14
ADJOURNMENT
Commissioner Barr, seconded by Cline, moved to adjourn the meeting at 4:22 p.m. The
motion passed unanimously. (4-0, Commissioner Myers was absent.)
Robert J. Slocum, County Administrator
John M. Martirano, County Attorney
Vicki C. Lumm, County Clerk