HomeMy WebLinkAbout231128 Open Minutes. I
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a Washington County
MARYLAND
Board of County Commissioners of Washington County, Maryland
Open Session Minutes
November 28, 2023
MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE
A moment of silence was observed, followed by the Pledge of Allegiance to the Flag by the fu ll
assemblage.
CALL TO ORDER
President John F. Barr called the regular meeting of the Board of County Commissioners of Washington
County, Maiyland, to order at 9:00 a.m. with the following members present: Vice President Jeffrey A.
Cline, Commissioner Randall E. Wagner and Commissioner Wayne K. Keefer.
Commissioner Derek Harvey was absent.
APPROVAL OF MINUTES
Commissioner Cline, seconded by Commissioner Wagner, moved to approve the minutes of November
6, 2023. The motion passed unanimously, 4-0.
Commissioner Wagner, seconded by Commissioner Cline, moved to approve the minutes of November
7, 2023. Commissioner Keefer commented a co1Tection was needed on the last final pay increase item
for him showing a nay vote. The motion passed unanimously, 4-0.
COMMISSIONERS' REPORTS AND COMMENTS
Comm issioner Wagner attended the 150th Anniversa1y of the Western Enterprise Fire Co. dinner. He
toured Tomu at the airport industrial building. Commissioner Wagner thanked eve1yone who held the
Veterans ceremonies, he attended the Vietnam monwnent ceremony, the comthouse wreath laying
ceremony and the ceremony at Ma1ty Snook Park.
Commissioner Keefer attended a Veterans Day luncheon at the Hancock United Methodist Church and
recognized Nicole Montgome1y and Shannon McHemy for organizing the event. He commented today
is Giving Tuesday and recognized today as the fu neral for First Lady Rosalyn Carter, he shared her
quote "there are only four kinds of people in the world -those who have been caregivers, those who
are caregivers, those who will be caregivers and those who will need caregivers". Commissioner
Keefer commented on 169 seniors are on the wait list fo r Meals on Wheels. He thanked those who
worked over Thanksgiving, emergency services, communications and first responders were very busy
working tragedies. Commissioner Keefer commented on Clu·istmas decorations and keeping in mind
not reducing accessibility for the disabled.
Commissioner Cline attended many events around Washington County for Veterans Day and every
day is a day to thank our Veterans. He acknowledged Jaime Dick and the Rec Depa1tment for
organizing the Turkey Trot on Thanksgiving morning. Commissioner Cline attended the Washington
County Career Expo at Hagerstown Community College (HCC). He attended the grand opening of the
Nisei Galle1y Art Studio at Fort Ritchie. Conunissioner Cline attended the retirement patty for Donnie
Stotlemeyer, who was instrumental in bringing fu nding fo r the aqueduct and other projects at Canal
Headquarters. He attended the EBC evening meeting in Boonsboro. He attended the annual tree
lighting ceremony in Hancock Saturday eveni ng. He attended the 150th Anniversa1y of the Western
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OPEN Session, November 28, 2023
Enterprise Fire Co. Dinner and commented on the generations of volunteers and the creation of the
department.
Commissioner Barr attended many events over the last few weeks. He commented on Commissioner
Keefer's quote and referenced it to the excellent care he received at by the staff at Meritus Urgent Care
and Meritus Hospital. He thanked the Commission on Aging and the Veteran's Committee for their
many events. Commissioner Barr attended the kickoff of the "Ringing of the Bell" for the Salvation
Army. The Commissioners are ringing the bell on Wednesday, December 13th at the Valley Mall and
he challenged the City of Hagerstown to a bell ringing competition.
STAFF COMMENTS
Sheriff Brian Albert presented the request for a budget adjustment transfer for staff for $84,984.13,
accounts for Patrol, Judicial Patrol, Process Servers. This is budget neutral between his departments
as he is reallocating from one budget salary to another.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve the budget transfer as
presented. The motion passed unanimously, 4-0.
Commissioner comment regarding the need for the request of a budget transfer.
Michelle Gordon, County Administrator presented when a budget adjustment is between departments
it requires Commissioner approval, when it is between line items it would not require Commissioner
approval.
Sheriff Brian Albert presented the request for a budget adjustment transfer from full time wages to part
time wages $107,952.00.
Commissioner Wagner, seconded by Commissioner Keefer, moved to approve the budget transfer as
presented. The motion passed unanimously, 4-0.
Dawn Marcus County Clerk presented the request for approval of the proposed 2024 BOCC Meeting
Schedule. The town evening meetings are pending and will be placed on the schedule after the initial
approval.
Commissioner Wagner, seconded by Commissioner Cline, moved to approve the 2024 BOCC Meeting
Schedule as presented. The motion passed unanimously, 4-0.
Jonathan Horowitz provided an update on ARP A funding, some of the funding was allocated to our
paiinership with HCC to put on Career Expos as well as Staii Up which is their entrepreneurial start up
week, this year the Start Up week will be in May of 2024. The first career expo was last week and was
a very successful event. There were 140 career exhibitors and over 600 job seekers and every vendor
received more applications than expected.
Commissioner dis, ";nn regarding request for the demographics of the Expo and the amount of ARPA
funding utilized for ,,,_ _ _ ____ .,,:J small business funding.
Michelle Gordon, County Administrator presented two changes to today's agenda. She welcomed Chip
Rose as the new Human Resources Director. Human Resources is planning a spirit week from
December 11, 2023, through December 15, 2023. She attended the Miss Utility training at the public
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OPEN Session, November 28, 2023
safety training center. Ms. Gordon attended the Miss Utility Training at the Public Training Center and
the 21 st Annual Economic Summit. She visited the Beaver Creek Road bridge project with Andrew
Eshleman, Director of Public Works and she also attended the Turkey Trot at HCC and thanked Jaime
Dick. Ms. Gordon presented a request for a letter of suppmi from the Community Free Clinic.
The Commissioner provided a full consensus for the letter of suppoti for the Community Free Clinic.
Rick Curry, Director of Purchasing congratulated Brandi Naugle, Buyer in Purchasing on completing
her Bachelor's Degree in Business Administration and obtaining her Certified Public Procurement
Officer cetiification and commended her for these achievements and commended her for completing
the heavy coursework and not wavering from her very busy work schedule.
President Barr presented a Certificate from the Board of County Commissioners to Brandi Naugle for
her accomplishments.
CITIZEN PARTICIPATION
Jeny Bowen, Hagerstown, MD commented on truck traffic on Halfway Boulevard and Downsville
Pike. He requested the County post two signs, of no through trucks, one sign on Virgina Avenue and
another sign at Downsville Pike. Mr. Bowen presented a map hand-out to the Commissioners.
Stephanie Phillips, Hagerstown, MD requested more funding for the college community, more
swimming pools, she commented on emergency preparedness day, free CPR and first aid training, and
lifeguards and youth at the.pools.
Carol Mowen, President of the Washington County Teachers Association thanked the Commissioners
for working with Dr. Sovine and the elected Board of Education for finding additional ways to suppmi
the school system and looks forward to the discussion on security improvement and the continued spirit
of collaboration.
YOUTH MERITORIOUS AWARD PRESENTATION
Nicole Phillips, Grant Manager, Grant Management; Board of County Commissioners of Washington
County The following individual, Joon Ko-Global Vision Christian School Broadfording, has been
selected for the Youth Meritorious Award. They were selected based on their scholastic achievements,
leadership qualities, community service performed or other positive contributions to their school or
community. The Commissioner's presented Joon Ko-Global Vision Christian School Broadfording,
with a Ce1iificate. President Barr presented a cetiificate to Joon Ko and commended him on his list of
accomplishments.
SECURITY IMPROVEMENTS AT ALL WASHINGTON COUNTY PUBLIC SCHOOLS
(WCPS) FACILITIES
Dr. David T. Sovine, Superintendent of Schools, Washington County Public Schools; Jeffi·ey Proulx,
Chief Operating Officer, Washington County Public Schools presented the request to approve funding
in an amount up to $1,500,000.00 for Washington County Public Schools to implement security
improvements at all school facilities. Washington County Public Schools is requesting funding from
the Board of County Commissioners to provide security improvements at all of the Washington County
Public Schools. These improvements will provide additional security for the students, start: and visitors
of the schools.
Michelle Gordon, County Administrator provided the funding will come from the CIP Fund.
Commissioner discussion regarding support of this project.
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OPEN Session, November 28, 2023
Commissioner Wagner , seconded by Commissioner Cline, moved to approve funding not to exceed
$1,500,000.00 as presented. The motion passed unanimously, 4-0.
SOLE SOURCE PROCUREMENT (PUR-1650) ROUTEMATCH FIXED-ROUTE
SOFTWARE LICENSING RENEW AL 1 FOR COUNTY TRANSIT
Rick Curry, Director, Purchasing; Kevin Cerrone, Director, Transit presented the request to authorize
a Sole Source procurement for Licensing for the RouteMatch scheduling system for County Transit in
the amount of $60,927.60 from Trapeze Software Group, Inc. dba RouteMatch Software, LLC of
Cedar Rapids, IA based on its proposal.
Commissioner Cline, seconded by Commissioner Wagner, moved to approve the award for Licensing
for the RouteMatch scheduling system for County Transit in the amount of $60,927.60 as presented.
The motion passed unanimously, 4-0.
SOLE SOURCE PROCUREMENT (PUR-1651) -NICE MAINTENANCE SUPPORT FOR
EMERGENCY COMMUNICATIONS
Rick Cuny, Director, Purchasing; Bob McCoy, Director, Emergency Communications presented the
request to authorize a Sole Source procurement for Maintenance Support for the NICE Inform Recorder
for the Emergency Communications Center in the amount of$213,546.00 over a three (3) year period
from NICE Systems, Inc. of Hoboken, NJ based on its proposal. Total FY'23$71, 182 Total FY'24
$71,182 Total FY'25 $71,182. On August 30, 2022, the Board approved the procurement of the NICE
Recording equipment in the amount of $439,002 for the Division of Emergency Services to upgrade
the hardware, software, and for the installation. The maintenance support includes diagnostic,
preventative, and repair services for the system.
Commissioner discussion regarding the disbursement of the amounts and the service, payment for
2023.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve the award for
Maintenance Support for the NICE Inform Recorder for the Emergency Communications Center in the
amount of$213,546.00 as presented. The motion passed unanimously, 4-0.
SOLE SOURCE PROCUREMENT AWARD (PUR-1654) -MUNIS SOFTWARE (UTILITY
BILLING) SUPPORT
Rick Cuny, Dire, ,~,. Purchasing; Angie Poffenberger, Deputy Director, Software Support and
Training presenteu ,._ _ • -, to authorize, a Sole Source Procurement of software licensing and
support fees from Tyler Technologies of Dallas, TX for use by the Office of Budget & Finance and
others in the amount of $474,668.00 over a two (2) period based on Tylers Technologies' proposal.
Year l FY24 $237,334.00 Year 2 FY25 $237,334.00. The Purchasing Department received a request
from Budget & Finance regarding the procurement for the annual software support. Budget & Finance
wishes to apply Sections 1-106.2(a)(l) & (2) of the Code of Local Public Laws of Washington County,
Maryland, to the procurement requested. These sections state that a sole source procurement is
authorized and permissible when: (1) Only one source exists that meets the County's requirements and
(2) The compatibility of equipment, accessories, or replacement parts is the paramount consideration.
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OPEN Session, November 28, 2023
Commissioner discussion regarding software support services, the bid process, sole source, proprietary
services.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve the award of software
licensing and suppott fees from Tyler Technologies of Dallas, TX in the amount of $474,668.00 as
presented. The motion passed unanimously, 4-0.
RUNWAY 09-27 LIGHTING AND SIGNAGE PROJECT: AUTHORIZE AIRPORT
DIRECTOR TO APPLY FOR AND LATER ACCEPT ASSOCIATED FAA/MAA GRANTS
Neil Doran, Director, Hagerstown Regional Airp01i presented the recommendation to authorize:
$50,163.00 in Airpott Capitol Improvement Reserve funds use as local matching for this project; and
to empower the Airport Director to sign an FAA grant application and related paperwork for this
Runway 09-27 Lighting & Signage project; and to empower the Airpott Director to accept the grant
offer(s) related to this Runway 09-27 project from the Federal Aviation administration and the
Maryland Aviation Administration once awarded in the future. REP Project involves the complete
removal and replacement of the existing incandescent edge lighting and signage systems on the
airport's primmy Runway 09-27. New, higher visibility, energy efficient LED fixtures will be installed
along with new wiring circuits and a replacement electrical regulator.
Commissioner discussion regarding advertising logos, Federal G1 ~-• • -~ts ;,nd pricing.
Commissioner Wagner, seconded by Commissioner Cline, moved to authorize $50,163.00 in Airport
Capitol Improvement Reserve funds as presented. The motion passed unanimously, 4-0.
CONTRACT AWARD (PUR-1635) HAGERSTOWN REGIONAL AIRPORT 9-27 EDGE
LIGHTING SIGNAGE REPLACEMENT
Brandi Naugle, Buyer, Purchasing; Neil Doran, Director, Hagerstown Regional Airport presented the
request to award the Hagerstown Regional Airport 9-27 Edge Lighting Signage Replacement project
at the Hagerstown Regional Airport to the responsive, responsible bidder, Global Electrical Services,
Inc. of Frenchtown, NJ who submitted the lowest sum total of A in the amount of $469,960.00 and the
lowest sum total of B in the amount of $31,000.00; total sum for both A and B, $500,960.00 and
contingent upon the grant funding by MAA and by the Federal Aviation Administration (FAA) and
contingent upon the County Attorney's Office approval of the contract Agreement. In addition,
approval to authorize Neil Dorin to issue and administrative notice to proceed for the vendor to
purchase the items for this project. There has already been concurrence for the grant money.
Commissioner Wagner, seconded by Commissioner Keefer, moved to approve the award for
Hagerstown Regional Airpoti 9-27 Edge Lighting Signage Replacement as presented and to authorize
Neil Dorin to issue an administrative notice to proceed as presented. The motion passed unanimously,
4-0.
BID A WARD (PUR-1638) LEASE AND SUPPL YING OF GOLF CARTS FOR WASHINGTON
COUNTY'S BLACK ROCK GOLF COURSE AND THE WASHINGTON COUNTY PARKS
DEPARTMENT
Brandi Naugle, Buyer, Purchasing; Andrew Eshleman, Director, Public Works presented the request to
award the contract for the Leasing and Supplying of Golf Catts for the Black Rock Golf Course and
the County Parks department to the lowest responsive, responsible low bidder, Capitol Golf Cars &
Utility Vehicles, LLC of Frederick, Md based on Option No. I (6-year lease) for seventy-two (72) new
rental carts and one (I) heavy duty cati for the Black Rock Golf Course for a total amount of$89,736.88
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OPEN Session, November 28, 2023
per year for a total 6-year cost of $538,421.28 and Alternate No. I (6 year lease) seventy-three (73)
fold down windshields at an annual amount of$2,937.60 per year for a total 6-year cost of$17,625.60
and for Option No. 2 (6-year lease) for four ( 4) new rental at the total amount of $5,726.40 per year for
a total 6 year cost of$34,358.40 and Alternate No. 2 (6 year lease) for four (4) fold down windshields
at an annual amount of$163.20 per year for a total 6 year cost of$979.20; for a grand total for all carts
if$591,384.48 and this award is contingent upon final approval of the lease documents by the County
Attorney's Office.
Commissioner discussion regarding the fate of the current golf carts, allocation of budget.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve award the contract for
the Leasing and Supplying of Golf Carts to Capitol Golf Cars & Utility Vehicles, LLC as presented.
The motion passed, 3-1. Commissioner Keefer was a nay vote.
CONTRACT AWARD (PUR-1642) FOR GASOLINE AND DIESEL FUEL DELIVERIES
Brandi Naugle, Buyer, Purchasing; Zane Rowe, Deputy Director, Highways Department presented
the request to award the bids for gasoline and diesel fuel transport deliveries under four ( 4) separate
contracts to the responsive, responsible bidders who submitted the lowest bids.
I. Contract for gasoline tank-wagon deliveries to A. C. & T. Company, Inc of Hagerstown, MD at the
unit bidder factor prices as stated in its bid dated October 31, 2023.
2. Contract for gasoline transport deliveries to Petroleum Traders Corporation of Fort Wayne, IN. at
the unit bidder factor prices as stated in its bid dated October 30, 2023.
3. Contract for diesel tank-wagon deliveries to A. C. & T. Company, Inc of Hagerstown, MD at the
unit bidder factor prices stated in its bid dated October 31, 2023.
4. Contract for diesel transpmi deliveries to Petroleum Traders Corporation of Fort Wayne, IN. at the
unit bidder factor prices stated in its bid dated October 30, 2023.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve the contracts as
presented. The motion passed unanimously, 4-0.
BID A WARD (PUR-1643) SWIMMING POOL AND W ATER/WASTEWATER TREATMENT
CHEMICALS
Brandi Naugle, Buyer, Purchasing; Davina Yutzy, Deputy Director, Environmental Management;
Mark Bradshaw, Director, Environmental Management presented the request to award the bids for
Swimming Pool and Water/Wastewater Treatment Chemicals to the responsive, responsible bidders
with the lowest bids for each item. The award ofltem No. 34 is contingent upon the receipt and
acceptance of the additional information requested from the vendor.
Product/(Estimated Annual Usage) Vendor Unit Unit Price
Item #9B -Sulfuric Acid 93%-95% Univar Solutions USA, Inc. $6.97/gal.
(330 Gallons) Morrisville, PA
Item #10 -Sodium Hypochlorite Univar Solutions USA, Inc.
(5,500 Gallons) Morrisville, PA
Item # 11-Potassium Permanganate Uni var Solutions USA, Inc.
(52,000 Pounds) Morrisville, PA
Item # 12 -Caustic Soda Brenntag Northeast LLC
(Sodium Hydroxide) Reading, PA
(6,050 Gallons)
Item #l 3A -Hydrofluosilic Acid
(H2SiF6) (75 Gallons)
Univar Solutions USA, Inc.
Morrisville, PA
$5.08/gal.
$4.83/lb.
$2.8675/gal.
$12.00/gal.
Unit of Measure
55-Gallon Drum
55-Gallon Drum
55-Pound Pail
55-Gallon Drum
15-Gallon Pail
Product//Estimated Annual Usage)
Item #13B -Hydrofluosilic Acid
(H2SiF6) (165 Gallons)
Item# 14-Del Pac 2000 (Polyalum-
Inum Chloride Hydroxide Sulfate
Solution) (144,000 Pounds)
Vendor Unit
Univar Solutions USA, Inc.
Morrisville, PA
Kemira Water Solutions, Inc
Lawrence, KS
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OPEN Session, November 28, 2023
Unit Price
$5.50/gal.
$0.25/lb.
Unit of Measure
55-Gallon Drum
Bulk Pounds
Item #16-Sodium Hypochlorite Univar Solutions USA, Inc. $5.08/gal. 55-Gallon Drum
Pound
(2,585gallons) Morrisville, PA
Item #17 -Cyanuric Acid (100-200 NO BID
pounds)
Item# 18 -Calcium Chloride
(500 -600 pounds)
Item # 19 -Muriatic Acid (20-40
Pounds)
Item #21 -DelP AC 2020
(Polyaluminum Hydroxychloro-
Sulfate Solution) (3,080 Gallons)
NO BID
NO BID
Univar Solutions USA, Inc.
Morrisville, PA
Item #26 -Bacterial Enzymatic Maryland Chemical Co. Inc.
Powder (1,500 pounds) Baltimore, MD
Item #29-DelP AC 2000(Aluminum Uni var Solutions USA, Inc.
Chloride Hydroxide Sulfate 220 gal) Morrisville, PA
Item #30-Liquid Aluminum Sulfate Univar Solutions USA, Inc.
(10,000 gallons) Morrisville, PA
Item #31 -MicroC 2000 George S. Coyne Chemic
(11,520 gallons) Co, Inc. Croydon, PA
*Item #34 -Magnetite Chemrite, Inc.
(210,000 pounds) CONTINGENT Buford, GA
Commissioner discussion regarding no bid chemicals.
$/lb.
$/lb. SO-Pound Cont.
$/lb. Pound
$4.75/gal 55-Gallon Drums
$9.00/lb. SO-Pound Cont.
$5.62/gal. 55-Gallon Drum
$2.10/gal. Gallon Bulk
$4.20/gal. 240-Gallon Totes
$.69/lb. Pound Bulk
Commissioner Cline, seconded by Commissioner Keefer, moved to award the bids for Swimming Pool
and Water/Wastewater Treatment Chemicals as presented. The motion passed unanimously, 4-0.
PRESENTATION OF THE JUNE 30, 2023, AUDITED FINANCIAL STATEMENTS
Chris Lehman, Partner, SB & Company; Kelcee Mace, Chief Financial Officer provided a summary
update of the audit performed on June 30, 2023, to include: the scope of services, the audit process, and
required communications. They will also report the results of the audit. Mr. Lehman presented a clean
unmodified opinion was provided. There was no fraud discovered, there was a full cooperation of
management. The audit approach and assessment of the audit and control environment, evaluation of
key processes, required communications, responsibility for mitigating fraud and the engagement team.
The Commissioners were proved with a binder of Financial Statements and Supplemental Schedules
Together with Report of Independent Public Accountants for the Year Ended June 30, 2023. A slide
show was presented with highlights from the report. Kelcee Mace provided a brief overview of the
general fund budget, general fund revenues and expenditures, net reserves, and the cash reserve and
revenue highlights, expenditure highlights and upcoming expenditures.
Commissioner Keefer thanked SB & company and staff. He requested a comparison of the FY 23 slide
ofrevenue budgets, final budgets as compared to the original budget.
UTILITIES -EASTERN BL VD
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OPEN Session, November 28, 2023
Scott Hobbs, Director, Engineering presented the request to approve utility work for the Eastern
Boulevard widening and intersection improvement phase one project from a sole provider o utility
service, Potomac Edison in the amount of $99,308.22. Construction along Eastern Boulevard corridor
will occur in several phases of work as indicated in the Capital Plan and involves widening from two
lanes to four lanes from Jefferson Boulevard to Antietam Drive, traffic signal improvements, and
extending Eastern Boulevard from Antietam Drive to Marsh Pike. Construction is scheduled to begin
in the spring.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve utility work for the
Eastern Boulevard as presented. The motion passed unanimously, 4-0.
Commissioner Keefer requested an update on the issues with the cable company and hiring another
inspector.
Scott Hobbs, Director, Engineering presented that he has been working with Gregg Catirette, Director
Permits and Inspections actively over the last few weeks and will be presenting at a future meeting
recommended changes to our utility policy.
CONTRACT AWARD -FACILITIES DESIGN SERVICES (PUR-1481) -STORMWATER
AND WATERSHED SERVICES ADMINISTRATION BUILDING
Scott Hobbs, Director, Engineering presented the request to award the contract for Facility Design
services for the Stormwater and Watershed Services Administration Building to the responsive,
responsible proposer, L.S. Grim, Inc. of Hagerstown, Mmyland with the lowest total fee of
$ I 89,024.42. This is a Capital Improvement Project.
Commissioner Cline, seconded by Commissioner Wagner, moved to award the contract for Facility
Design services for the Stormwater and Watershed Services Administration Building to L.S. Grim, Inc.
as presented. The motion passed unanimously, 4-0.
APPROVAL OF ZONING MAP AMENDMENT RZ-23-004 AND COMPREHENSIVE PLAN
AMENDMENT CP-23-001
Zachary Kieffer, Deputy County Attorney presented the request for approval of the request to rezone
the applicant's property, and to approve the subsequent amendment to the Comprehensive Plan. The
applicant has requested to amend the current zoning of prope1iy located at 23226 Fruit Tree Drive,
Smithsburg, from Residential Transition (RT) to Agricultural Rural (AR) through a rezoning map
amendment.
Commissioner Wagner , seconded by Commissioner Keefer, moved to approve the request to rezone
the property located at 23226 Fruit Tree Drive, Smithsburg as presented. The motion passed 3-1.
Commissioner Cline abstained from the vote.
DEPARTMENT OF SOLID WASTE BUDGET TRANSFER
Dave Mason, Deputy Director, Solid Waste presented the request to approve budget transfer in the
amount of$35,270 for the funds from the Loss Settlement of the 2004 New Holland tractor.
Commissioner Wagner , seconded by Commissioner Cline, moved to approve the budget transfer as
presented. The motion passed unanimously, 4-0.
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OPEN Session, November 28, 2023
HAGERSTOWN FLYING BOXCARS STADIUM ADVERTISING OPPORTUNITY HOTEL
RENT AL TAX (HRT) FUNDS
Danielle Weaver, Director, Public Relations and Marketing presented the request to approve use
$100,000.00 from Hotel Rental Tax (HRT) funds to purchase ad space at the Hagerstown Flying
Boxcars Stadium. The advertising opportunity is under the pitch clock, the cost is $20,000.00 per year
for five years.
Commissioner discussion regarding type of adve1iising, changes, length of time and approval of the
final ad.
Commissioner Cline , seconded by Commissioner Wagner, moved to approve the funds to purchase
advertising space as presented. The motion passed unanimously, 4-0.
AGRICULTURE-FACES OF FARMING PRESENTATION
Jonathan Horowitz, Director, Business and Economic Development presented "Faces of Farming" is
an agricultural-focused video marketing campaign that will showcase two local Washington County
farms eve1y month, for one year. The "Faces of Farming" marketing videos will be showcased on the
County's website, as well as Facebook and other social media platforms, and will target a new industry
and highlight a local fa1mer from that specific agricultural indushy. Additionally, the Faces of Farming
marketing campaign will be utilized in Washington County Public Schools as an agricultural education
element focused on kindergmien to Fifth grade students to connect Washington County youth directly
with local farms. Todays featured farms are Willow Run Fam of Keedysville and Mountain Valley
Orchard of Smithsburg.
BUDGET ADJUSTMENT FOR UNBUDGETED COSTS
Michelle Gordon, County Administrator presented the request to amend the budget for the County
Administrator's office and the County Clerk's office due to personnel changes. To amend the budget
for the County Administrator's office ($175,402.00) and the County Clerk's office ($21,265.00) due to
personnel changes. Additional funding is needed in both depmiments. Funding is available from
unexpected increases to Interest Revenue in FY24.
Commissioner Wagner, seconded by Commissioner Cline, moved to approve the budget amendment
as presented. The motion passed unanimously, 4-0.
REVISION TO POLICY PR-34 LEAVE
Michelle Gordon, County Administrator presented the request to approve the revisions to Policy PR-
34 Leave as presented. Revisions to Policy PR-34 Leave are recommended to ensure that all employees are
treated fairly and equitably. Major changes include the following: Vacation Leave Accruals Stop After
90 Days While on Workers' Compensation: In Section III. Vacation Leave, a new Letter F. was added
and states "Vacation is earned by actively being at work. Any employee that is absent for more than
ninety (90) consecutive calendar days because of workers compensation leave will have his/her
vacations accruals stopped and will not begin accruing vacation benefits until they return to work"; and
Leave Earned & Used: The increment for leave earned and used throughout the document was changed
from days to hours. For example, 3 days was changed to 24 hours; and Personal Leave: Effective
January I, 2024, regular full-time employees are entitled to personal leave consisting of sixty (60) hours
per calendar year and that leave may be used in hourly increments. This is an increase from the previous
language that provided six (6) days of personal leave per calendar year which equated to forty-eight
( 48) hours for most employees. The increase in leave of twelve (12) hours will be partially offset by
Page 10 of 12
OPEN Session, November 28, 2023
changes to the holiday schedule and will ensure that all employees are treated fairly and equitably; and
Sick Leave: Sick Leave Section V.B. Language adjusted to better match the County's Retirement Plan,
Section 3.2.
Commissioner discussion regarding the benefits available to employees while on workers
compensation.
Commissioner Cline , seconded by Commissioner Wagner moved to approve the revisions to Policy
PR-34 Leave as presented. The motion passed unanimously, 4-0.
RETENTION OF GOVERNMENT RELATIONS CONSULTANT AND LOBBYIST
Kirk C. Downey, County Attorney presented the request to retain Bruce C. Bereano as the County's
government relations consultant and lobbyist for the 2024 Session of the Maryland General Assembly
upon the terms set forth in the proposed Engagement Letter dated November 6, 2023. Bruce C. Bereano
has served the Board of County Commissioners as its government relations consultant and lobbyist for
seven (7) years. Mr. Bereano has offered to again serve in this role for the 2024 General Assembly
session for a fixed engagement fee or $10,000.00 plus $100.00 for the lobbying registration fee. The
term of his representation would be the calendar year of 2024.
Michelle Gordon, County Administrator presented in prior years the cost was funded by the
Commissioners Contingency Fund.
Commissioner concerns regarding competing interests of Mr. Bereano and making 1-81 a priority with
regular feedback. Mr. Bereano did arrange a meeting in January with Greg Slater which eventually led
to the$ I 00,000.00 for Phase II which helped with 1-8 I.
Commissioner Cline, seconded by Commissioner Keefer, moved to approve retaining Mr. Bereano as
presented. The motion passed unanimously, 4-0.
CLOSED SESSION
Commissioner Wagner, seconded by Commissioner Cline, moved to convene in closed at I 0:53 a.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;
To consider a matter that concerns the proposal for a business or industrial organization to locate,
expand, or remain in the State; and To consult with counsel to obtain legal advice on a legal matter.
In closed session, the Commissioners discussed position recommendations, board appointments,
business updates and a legal matter.
Present during closed session were Commissioners John F. Barr, Jeffrey A. Cline, Randall E. Wagner,
and Wayne K. Keefer. Also present was Dawn Marcus, County Clerk; Kirk C. Downey, County
Attorney; Michelle Gordon, County Administrator; Zachary Kieffer, Deputy County Attorney; Kelcee
Mace, Chief Financial Officer; Also present at various times were, Jaime Dick, Director Rec and Parks;
Andrew Eshleman, Director, Public Works; Kath1yn Rathvon, Zoning Coordinator, Planning and
Zoning; Becky Gander, Chief of Permitting, Permits and Inspections, Jonathan Horowitz, Director,
Business and Economic Development; Tracy McCammon, Risk Management Coordinator, Human
Resources; R. David Hays, Director, Emergency Services; Dale Fishack, President, WCVFRA; Rick
,, Hemphill, WCVFRA; Neil Dorin, Director, Hagerstown Regional Airport.
RECONVENE IN OPEN SESSION
Page 11 of 12
OPEN Session, November 28, 2023
Commissioner Cline, seconded by Commissioner Wagner moved to reconvene in open session at 12:45
p.m. The motion passed unanimously, 4-0. Commissioner Harvey was absent.
SECOND STAFF COMMENTS
Dawn Marcus, County Clerk presented the recommendation to approve the appointment of Brent Feight
to serve an unfulfilled term through June 30, 2025, as an alternate on the Board of Zoning and Appeals.
Commissioner Wagner, seconded by Commissioner Cline, moved to approve the appointment of Brent
Feight as presented. The motion passed unanimously, 4-0.
Dawn Marcus, County Clerk presented the recommendation to approve the re-appointment of Travis
Poole to serve a fomih term through November 30, 2025, as the legal Representative on the Animal
Control Board.
Commissioner Cline, seconded by Commissioner Wagner, moved to approve the re-appointment of
Travis Poole as presented. The motion passed unanimously, 4-0.
Dawn Marcus, County Clerk presented the recommendation to approve the re-appointment Edward
Wurmb to serve a second term through November 30, 2025, as the veterinarian representative on the
Animal Contra[ Board.
Commissioner Keefer, seconded by Commissioner Wagner, moved to approve the re-appointment of
Edward Wurmb as presented. The motion passed unanimously, 4-0.
Dawn Marcus, County Clerk presented the recommendation to approve the appointment of Christy
Hemshrodt to serve a first full, three-year term, from December I, 2023, through November 30, 2026,
as a citizen-at-large representative on the Animal Control Board.
Commissioner Cline, seconded by Commissioner Wagner, moved to approve the appointment of
Christy Hemshrodt as presented. The motion passed unanimously, 4-0.
Dawn Marcus, County Clerk presented the recommendation to approve the appointment of Veronica
Furukawa to serve a first full, three-year term, from December I, 2023, through November 30, 2026,
term as an alternate representative on the Animal Control Board.
Commissioner Wagner, seconded by Commissioner Cline, moved to approve the appointment of
Veronica Furukawa as presented. The motion passed unanimously, 4-0.
Kirk Downey, County Attorney presented the request to approve a budget transfer in the amount of
$4,200.00 from the County Attorney's Office to Depatiment of Pem,.,. --~cctions Animal Control
Authority for FY24.
Commissioner Wagner, seconded by Commissioner Cline, moved to approve the budget transfer in the
amount of $4,200.00 as presented. The motion passed unanimously, 4-0.
ADJOURNMENT
Page 12 of 12
OPEN Session, November 28, 2023
Commissioner Cline, seconded by Conunissioner Keefer, moved to adjourn at 12:50 p.m. The moti on
passed unanimously, 4-0.
Q ~iJ/~u ~
Dawn L. Marcus, em; Clerk