HomeMy WebLinkAbout200416 -OPEN MinutesBoard of County Commissioners of Washington County, Maryland
Open Session Minutes
April 16, 2020
CALL TO ORDER
President Jeffrey A. Cline called the regular meeting of the Board of County Commissioners of
Washington County, Maryland, to order at 10:02 a.m. via an online GoToMeeting, with the
following members present: Vice President Terry L. Baker and Commissioners Wayne K. Keefer,
Cort F. Meinelschmidt, and Randall E. Wagner.
COMMISSIONERS' REPORTS AND COMMENTS
President Cline shared his appreciation for staff who assisted in arranging this meeting, and for
efforts to participate.
Vice-President Baker thanked all levels of staff for guiding the County through the COVID-19
pandemic. Additionally, he thanked the County Commissioners for staying out of the way of staff
and allowing staff to do their jobs.
Commissioner Keefer echoed Commissioner Baker's comments. Additionally, he thanked the
Board of Education staff and members in providing information as needed. He thanked the
Delegation for clarifying information for the constituents. He thanked non-profits in the
Community for assisting during this pandemic.
Commissioner Meinelschmidt thanked the nurses, doctors and healthcare professionals for
working overtime to be there for the community. Additionally, he thanked all small businesses for
amending their business model to assist in sustaining what they can.
Commissioner Wagner echoed the other Commissioner's comments. Additionally, he thanked the
911 Dispatchers, EMS, Fire, Meritus, and all County employees. He asked that the County not
overlook all employees working to provide goods and services during this time to include clerks,
truck drivers, etc.
President Cline thanked everyone for their cooperation during this unique situation. He added that
all levels of employees, staff, and nonprofits needs to be recognized.
REPORTS FROM COUNTY STAFF
Hagerstown Regional Airport
Garrison Plessinger, Director, provided the Commissioners with information regarding CARE Act
Funding for the Hagerstown Regional Airport. He added that $1,126,907 has been allocated to the
Hagerstown Regional Airport, as predetermined by the Federal Aviation Administration.
Additionally, through the CARE Act, 2020 ACIP projects will now be 100% federally funded, thus
impacting the Passenger Boarding project at a savings of approximately $60,000 in local funds, as
well as Runway 9-27 Rehabilitation project at a savings of approximately $340,000 in local funds.
Mr. Plessinger added that budget adjustments will be forthcoming, as a result of the CARE Act
funding.
Engineering
Scott Hobbs, Director, requested consensus to move forward with the 2020 Transportation
Priorities as presented.
The Commissioners reached a consensus to proceed with the 2020 Transportation Priorities as
presented.
County Attorney's Office
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OPEN Session, April 16, 2020
Kirk Downey, County Attorney/Interim County Attorney, thanked staff and the Commissioners
for working with dedication and flexibility for working through the COVID-19 pandemic. He also
thanked the citizens for their cooperation in working with Government staff in this crisis. He
thanked the Health Department staff, and State Leadership for providing resources and information
to local government and constituents. Mr. Downey also reminded staff and citizens of the ongoing
Census 2020 and asked all to participate.
BID A WARD {PURl 409) RUNWAY 9-27 REHABILITATION PROJECT
Rick Curry, Director, Purchasing, Mr. Plessinger, and Mahesh Kukata, Airport Design
Consultants, Inc., recommended award of the contract PUR1409 for Runway 9-27 Rehabilitation
Project at Hagerstown Regional Airport, Richard A Henson Field, to the responsible, responsive
bidder, C. William Hetzer, Inc., Hagerstown, Maryland with the lowest amount of Base Bid
$3,602,425 and Alternate No. 1 (Taxiways B&D relocation) in the amount of $2,172,805 for the
total sum of $5,775,230; contingent upon the approval of the final contract by the County
Attorney's Office.
Mr. Curry shared that the base bid work is to be completed within seventy-five (75) consecutive
calendar days from Notice to Proceed. An additional eighty-five (85) consecutive calendar days
will be provided for ADD Alternate No. 1. If the work is not completed within the time period
specified, the Contractor will be liable for liquidated damages of $2,500 per consecutive calendar
day for exceeding the contract duration, and $2,500 per fifteen (15) minutes (or part thereof) for
delay in the runway opening.
This project is part of the Airport's CIP budget program at a cost of approximately $6,304,480.
Runway 9-27 Rehabilitation project RUN018 is currently budgeted at $6,307,040. Based on the
CARES Act, FAA will be funding the project as a 100% grant. There will be no local and state
share required.
In addition to the presented, Sara Greaves, CFO, also recommended approval of a budget
adjustment in the amount of $454,500 regarding same.
Commissioner Meinelschmidt, seconded by Commissioner Wagner, moved to approve the award
of Contract PUR1409 to C. William Hetzer, Inc. in the total amount of $5,775,230, and to approve
the budget adjustment as presented. The motion passed unanimously.
PASSENGER BOARDING BRIDGE CHANGE ORDER
Mr. Plessinger recommended approval of a change order with Callas Contractors in the amount of
$1,042,000 for addition of the Passenger Boarding Bridge project to the current Hagerstown
Regional Airport Terminal Building Expansion project. Funds are budgeted in account number
515000-35-45010, BLD-CNST.
Commissioner Baker, seconded by Commissioner Meinelschmidt, moved to approve the change
order in the amount of $1,042,000 with Callas Contractors, as presented. The motion passed
unanimously.
REJECTION OF BID {PUR1457) FOR ONE (1) NEW OR USED 2020 OR LATEST
PRODUCTION MODEL BELT LOADER FOR THE HAGERSTOWN REGIONAL
AIRPORT
Brandi Naugle, Buyer, Purchasing, and Mr. Plessinger, recommended approval to reject the bid
for one (1) New or Used 2020 or Latest Production Model Belt Loader for the Hagerstown
Regional Airport due to the bid exceeding the estimated budget.
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OPEN Session, April 16, 2020
Commissioner Meinelschmidt, seconded by Commissioner Keefer, moved to approve the rejection
of bids for PUR1457 as presented. The motion passed unanimously.
INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-20-0030} UNIFORM
RENTAL SERVICES FOR VARIOUS COUNTY DEPARTMENTS
Ms. Naugle recommended authorizing by resolution the Intergovernmental Cooperative Purchase
(INGT-20-0030) with Omnia/US Communities, via Prince William County Schools contract (R-
BB-190002) awarded to Cintas, Cincinnati, Ohio. Ms. Naugle explained that the Omnia/U.S.
Communities' contract is for a five (5) year period. The contract was awarded December 13, 2018
through October 31, 2023, with the option to renew for two (2) additional two (2) year periods,
upon mutual written consent of the parties. Proposed prices shall remain firm for the initial term
of the contract. Funding is available in the budgets of the various departments: Parks & Facilities,
Building Maintenance, Highway Department, Solid Waste Department, Department of Transit,
Black Rock Golf Course, Airport and the Department of Water Quality.
Commissioner Keefer, seconded by Commissioner Meinelschmidt, moved to authorize by
resolution the Intergovernmental Cooperative Purchase INGT-20-0030 relating to the Uniform
Rental Service for Various County Departments from Cintas of Cincinnati, Ohio, as presented.
The motion passed unanimously.
(Resolution No. RS-2020-06 is recorded among the Acts, Ordinances, and Resolutions of
Washington County and the original is located in the County Commissioners' Office.)
INTERGOVERNMENTAL COOPERATIVE PURCHASE (INTG-20-0031} ONE (1}
NEW 2020 FORD SUPER DUTY F550 (X5H} XL 4WD SUPER CAB TRUCK
Ms. Naugle and Mark Bradshaw, Deputy Director, Environmental Management, Water Quality,
recommended authorizing by resolution the Intergovernmental Cooperative Purchase (INTG-20-
0031) of one (1) 2020 Ford Super Duty F550 DRW (X5H) XL 4WD Super Cab 192" WB 84" CA,
with a Reading Class II Enclosed Body & Equipment from 72 Hour LLC, dba National Auto Fleet
Group of Watsonville, California, awarded by Sourcewell (formerly known as National Joint
Powers Association), Contract 120716-NAF. The cost of the pickup will be $69,178. Funds are
budgeted in the Department of Water Quality's Capital Improvement Plan (VEH0lO). Mr.
Bradshaw assured the Board that one existing similar vehicle will be sold on Gov Deals.com.
Commissioner Meinelschmidt, seconded by Commissioner Keefer, moved to authorize by
resolution the Intergovernmental Cooperative Purchase INGT-20-0031 relating to the purchase of
one Ford Super Duty F-550 4WD Super Cab Truck from 72 Hour LLC, in the amount of $69,178
as presented. The motion passed unanimously.
(Resolution No. RS-2020-07 is recorded among the Acts, Ordinances, and Resolutions of
Washington County and the original is located in the County Commissioners' Office.)
NORTHERN PUMP STATION
Mr. Bradshaw recommended approval of a change order for EA Engineering, Science, and
Technology, Inc., PBC in the amount of $58,979.80 as it relates to the Northern Pump Station
project; funds are budgeted in the Department of Water Qualities' Capital Improvement Plan
(LIN042). Mr. Bradshaw explained that the change order provides additional engineering design
services for the Pump Station upgrades due to easements which needed to be secured for project
completion.
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OPEN Session, April 16, 2020
Commissioner Wagner, seconded by Commissioner Baker, moved to approve the change order for
EA Engineering, Science, and Technology, Inc. in the amount of $58,979.80, as presented. The
motion passed unanimously.
PROPERTY ACQUISITION FOR CAPACITY MANAGEMENT PROJECT
Todd Moser, Real Property Administrator, and Mr. Bradshaw requested approval for partial
property acquisitions including fee simple and/or easements as related to the Capacity
Management Project (Northern Pump Station), authorization of ordinances approving said
purchases, and to authorize the execution of the necessary documentation to finalize the
acquisitions. Mr. Moser explained that option agreements have been negotiated for eleven (11)
properties at a total estimated amount of $103,394.69. Funds are budgeted in the Capital
Improvement Project Capacity Management Project.
Commissioner Wagner, seconded by Commissioner Meinelschmidt, moved to approve the option
agreements for easement and fee simple acquisitions as related to the Capacity Management
project and to adopt the proposed ordinances approving the purchase and to authorize the execution
of the necessary documentation to finalize the acquisitions. The motion passed unanimously.
(Ordinance Nos. ORD-2020-06, ORD-2020-07, ORD-2020-08, ORD-2020-09, ORD-202-10,
ORD-2020-11, ORD-2020-12, ORD-2020-13, ORD-2020-14, ORD-2020-15, and ORD-2020-16
are recorded among the Acts, Ordinances, and Resolutions of Washington County and the originals
are located in the County Commissioners' Office.)
BUDGET ADJUSTMENT -BRIDGES
Scott Hobbs, Director, Engineering, recommended approval of a budget adjustment for four (4)
Capital Improvement bridge projects, BRG083, BRG020, BRG030, and BRG072. The Budget and
Finance office is requesting a budget adjustment to account for the 80% federal share of funding
up front for the Halfway Boulevard Bridges W0912 (BRG083), Roxbury Road Bridge W5372
(BRG020), Crystal Fall Drive Bridge W3051 (BRG030), and Keedysville Road Bridge W5651
(BRG072) projects. Currently the Maryland Department of Transportation holds the 80% federal
share and invoices the County for 20% local share for design and inspection costs. The County
requests 80% reimbursement for construction costs, so the total amount is already shown in the
CIP.
Commissioner Keefer, seconded by Commissioner Meinelschmidt, moved to approve the budget
adjustment for the various bridge projects as presented. The motion passed unanimously.
PROJECT A WARD UNDER ENGINEERING SERVICES -REQUIREMENTS
CONTRACT (PUR1421)
Mr. Hobbs recommended award of the Minor Bridge Inspection project (PUR1421) to the lowest
responsive, responsible proposer, Brudis & Associates, Inc. in the amount of $104,217.50. Mr.
Hobbs explained that minor structures are routinely inspected every four (4) years, and that the
work involves providing the County with inspection reports for review and use in managing the
maintenance, repair, or replacement needs based on the conditions observed. Funds are budgeted
in the Capital Improvement Project, BRG002.
Commissioner Meinelschmidt, seconded by Commissioner Keefer, moved to award PUR1421 to
Brudis & Associates, Inc. in the amount of $104,217.50 as presented. The motion passed
unanimously.
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OPEN Session, April 16, 2020
WATER AND SEWER BONDS -TERM OF BONDS, FOLLOW-UP
Ms. Greaves requested approval to move forward with a 30-year term for FY20 bond issuance for
water and sewer projects only. She explained that generally, the County has issued bonds for a 20-
year term.
Commissioner Meinelschmidt, seconded by Commissioner Wagner, moved to approve the 30-year
term as presented. The motion passed unanimously.
FY2021 GENERAL FUND PRESENTATION
Ms. Greaves provided an update to the proposed FY2 l General Fund budget, which has been
impacted by the COVID-19 pandemic. She provided the Board with a brief summary of impacted
revenue and expenditure accounts. Additionally, she requested approval to move forward with a
5% increase to Health Care, which would be shared between the employee and the County at 2.5%
each, and to allocate the costs.
The Commissioners discussed the options, to include reductions to certain expenditures, and the
proposed COLA for employees.
The Commissioners reached a consensus to move forward with the 5% increase to Health Care as
presented.
REQUEST FOR CANCELATION OF TAX SALE -JUNE 2020
Todd Hershey, Treasurer, and Ms. Greaves requested cancelation of the annual tax sale to be held
in June 2020 due to the COVID-19 pandemic. Ms. Greaves shared that the County holds an annual
tax sale for delinquent taxes each year in June. Due to COVID-19 and the impact on County
residents, the Treasurer would like to request cancelation of the sale for FY20.
The Commissioners discussed options and reasoning behind said request. Commissioner Keefer
recommended the sale be delayed for ninety (90) days rather than canceled.
Commissioner Meinelschmidt, seconded by Commissioner Wagner, moved to delay the FY20 tax
sale for a period of 90-days. The motion passed unanimously.
EMPLOYEE INVESTMENT PROGRAMS
Rachel Brown, Director, Human Resources, requested approval to dissolve the three (3)
Employment Investment Programs (Team Building, Employee Recognition, Personal
Development), beginning July 1, 2020 and accompanying policies. Ms. Brown shared that since
implementation in FYI 8, there has been less than considerable amount of engagement and
expenditures related to these policies.
The Commissioners discussed the request and reached a consensus that additional information as
it relates to the use of said accounts would be necessary prior to dissolution.
FISCAL YEAR 2021 ANNUAL TRANSIT GRANT APPLICATION -APPROVAL TO
SUBMIT APPLICATION AND ACCEPT A WARDED FUNDING
Kevin Cerrone, Director, Washington County Transit, requested authorization to file an
application for a grant under the Federal Transit Act for Federal and State operational and capital
grant funding through the Annual Transportation Improvement Plan. Grant funds are used to
operate the Section 5307 Public Transportation Program -Fixed Route Transit, the American
Disability Act Complementary Paratransit Program, the Job Opportunity Bus Shuttle program, the
Statewide Special Transportation Assistance Program, also known as the Ride Assist Voucher
Program and Capital Assistance Program. The local match requirement associated with the FY2 l
application is $649,470 for the 5307 Operating Grant (General Funds), and $212,962 for the 5307
Capital Grant (General Funds), and $109,000 for Washington County Department of Social
Services.
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OPEN Session, April 16, 2020
Commissioner Baker, seconded by Commissioner Keefer, moved to approve the resolution
authorizing the filing of the application for a grant under the Federal Transit Act and approve the
execution of the grant agreement upon receipt, subject to review and the approval by the County
Attorney's Office. The motion passed unanimously.
(Resolution No. RS-2020-08 is recorded among the Acts, Ordinances, and Resolutions of
Washington County and the original is in the County Commissioners' Office.)
ADMINISTRATIVE OFFICE OF THE COURTS SECURITY FUNDING
Kristin Grossnickle, Court Administrator, Circuit Court, requested acceptance of grant funds in
the amount of $32,880 for Circuit Court security funding. Ms. Grossnickle shared that the
requested funding would provide for the installation of a bullet resistance barrier in the Criminal
Department of the Courthouse.
Commissioner Wagner, seconded by Commissioner Keefer, moved to accept funding in the
amount of $32,880 as presented. The motion passed unanimously.
OFFICE OF PROBLEM-SOLVING COURTS DISCRETIONARY GRANT-APPROVAL
TO SUBMIT APPLICATION AND ACCEPT A WARDED FUNDING
Ms. Grossnickle requested approval for the submission of a $268,954.25 application for the Fiscal
Year 2021 Office of Problem-Solving Courts Discretionary Grant, and to accept funding as
awarded. The Grant would assist with the operation of the Adult Drug Court Program, which will
provide supervision and access to services for court involved, substance dependent participants.
Commissioner Keefer, seconded by Commissioner Meinelschmidt, moved to approve the
submission of the Fiscal Year 2021 Office of Problem-Solving Courts Discretionary Grant
application of $268,954.25 and to accept the funding as awarded. The motion passed unanimously.
SENATOR AMOSS FUNDING ALLOCATION
Dave Hays, Director, Emergency Services, presented the recommendation for distribution of the
Senator William H. Amoss Fire, Rescue and Ambulance Fund subsidy allotted to counties by the
State of Maryland for disbursement to fire and rescue companies. The funds may be used toward
capital expenses such as firefighting apparatus and a spending report is submitted to the County
each year from companies receiving such funds. Mr. Hays indicated that the Fiscal Year 2020
allocation of $337,415 is proposed to be distributed as follows: $12,977.50 each to the twenty fire
companies (including $77,865 divided between the six Hagerstown Fire Departments), and
$12,977.50 each divided between the six ambulance companies operating in the County.
Commissioner Keefer, seconded by Commissioner Meinelschmidt, moved to approve the
recommended distribution of the Fiscal Year 2020 Senator William H. Amoss Fire, Rescue &
Ambulance Fund subsidy of $337,415 as discussed and outlined in the attachment to the Agenda
Report Form. The motion passed unanimously.
REQUEST FOR BUILDING EXCISE TAX WAIVER -MERITUS MEDICAL CENTER
Kirk Downey, County Attorney/ Interim County Administrator, presented a request for a waiver
of the Building Excise Tax as received from the Board of Directors, Meritus Medical Center. Mr.
Downey shared that the construction would consist of a Regional Infectious Containment Unit,
and per the Washington County Building Excise Tax Ordinance, all new non-residential
construction is required to pay $1 per square foot, and in this case, $12.500 of excise tax.
Commissioner Meinelschmidt, seconded by Commissioner Keefer, moved to approve the waiver
as requested, with funding to be provided from the Commissioners Contingency Fund in the
amount of $12,500. The motion passed unanimously.
ADJOURNMENT
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OPEN Session, April 16, 2020
Commissioner Wagner, seconded by Commissioner Keefer, moved to adjourn at 12:29 p.m. The
motion passed unanimously.
Krista L. Hart, County Clerk