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,
BOARD OF COUNTY COMMISSIONERS
February 5, 2019
OPEN SESSION AGENDA
07:00 A.M. STATE OF THE COUNTY PRESENTATION
Location: Fountain Head Country Club, 13316 Fountain Head Road, Hagerstown
HOSTED BY: HAGERSTOWN-WASHINGTON COUNTY CHAMBER OF COMMERCE
09:15 A.M. DEPART FOR 100 WEST WASHINGTON ST., SUITE 1113, HAGERSTOWN
10:00 A.M. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Jeffrey A. Cline
APPROVAL OF MINUTES – January 29, 2019
10:05 A.M. COMMISSIONERS’ REPORTS AND COMMENTS
10:15 A.M. REPORTS FROM COUNTY STAFF
10:25 A.M. CITIZENS PARTICIPATION
10:35 A.M. CONTRACT AWARD (PUR-1403) LANDFILL INSPECTION SERVICES REQUIREMENTS
CONTRACT – Rick Curry, CPPO, Director, Purchasing Department, and David Mason, P.E.,
Deputy Director, Department of Solid Waste and Watershed Programs
10:45 A.M. EMERGENCY SERVICES OVERVIEW UPDATE – R. David Hays, Director, Division of
Emergency Services, Robert Moncrief, President, Washington County Volunteer Fire and Rescue
Association
11:00 A.M. CLOSED SESSION
(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 consult with counsel to obtain legal advice on a legal matter)
11:30 A.M. ADJOURNMENT
05:30 P.M. STATE OF THE COUNTY PRESENTATION
Location: Kepler Theatre, 11400 Robinwood Drive, Hagerstown
HOSTED BY: WASHINGTON COUNTY BOARD OF COUNTY COMMISSIONERS
Jeffrey A. Cline, President
Terry L. Baker, Vice President
Krista L. Hart, Clerk
Cort F. Meinelschmidt
Randall E. Wagner
1 | P a g e A G E N D A R E P O R T F O R M
Open Session Item
SUBJECT: Contract Award (PUR-1403) Landfill Inspection Services Requirements Contract
PRESENTATION DATE: February 5, 2019
PRESENTATION BY: Rick Curry, CPPO, Director, Purchasing Department, and David Mason,
P.E., Deputy Director, Department of Solid Waste and Watershed Programs
RECOMMENDED MOTION: Move to award the contract for Landfill Inspection Services to
the responsive, responsible proposer with the lowest price proposal amount based on the estimated
annual quantities and unit costs contained in its proposal dated December 12, 2018, with inspectors
utilized on an as-needed basis with no guarantee of minimum or maximum number of hours or
testing procedures; and contingent upon approval of the Contract Agreement by the County
Attorney’s Office.
REPORT-IN-BRIEF: The services under this contract will consist of providing inspection
services for landfill related construction projects located throughout the County. The projects
involve the construction of sanitary landfill floor construction, landfill capping, leachate collection
systems, leachate storage tanks, gas collection systems, sediment basins, leachate collection pump
station construction, earthwork, landscaping, building construction inspection, mechanical and
electrical systems, monitoring wells and other related tasks. This is a requirements contract;
inspectors will be utilized on an as-needed basis with no guarantee of minimum or maximum
number of hours or testing procedures. The duration of the contract is for a period of one (1) year
from the date of the executed contract or February 3, 2019 (whichever is later) for these services
with an option by the County to renew for up to four (4) additional consecutive one (1) year
periods.
The Request for Proposal (RFP) was advertised in the local newspaper, on the County’s web site,
and on the State of Maryland’s web site, “eMaryland Marketplace”. Twenty-one (21)
firms/individuals downloaded the RFP document from the County’s web site, and four (4) firms
were represented at the pre-proposal conference. Two (2) proposals were received; price proposal
unit costs are shown on the attached Price Proposal Matrix. The Coordinating Committee was
comprised of the following members: County Purchasing Director (Chairman Designee), County
Deputy Director of Environmental Management – Solid Waste, County Deputy Director of
Environmental Management – Engineering Services, and County Buyer.
DISCUSSION: N/A
FISCAL IMPACT: Funds are budgeted in the Division’s operating budget.
CONCURRENCES: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
2 | P a g e A G E N D A R E P O R T F O R M
ALTERNATIVES: N/A
ATTACHMENTS: None
AUDIO/VISUAL NEEDS: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Emergency Services Overview Update
PRESENTATION DATE: February 5, 2019
PRESENTATION BY: R. David Hays, Director, Division of Emergency Services, and Robert
Moncrief, President, Washington County Volunteer Fire and Rescue Association
RECOMMENDATION: N/A
REPORT-IN-BRIEF: As County volunteer fire and EMS Departments continue to struggle with
recruiting and retaining volunteers, the Washington County Volunteer Fire and Rescue Association
(WCVFRA), the WCVFRA Chiefs Committee and the Emergency Services Advisory Council
(ESAC) have all voted unanimously to endorse a recommendation that the Commissioners move
forward with implementation of Phase 2 of the Strategic Firefighter Staffing Plan. The 5 Phase
Strategic Firefighter Staffing Plan was adopted by the Commissioners in October of 2017.
DISCUSSION: The Board of County Commissioners (Board) has long maintained financial support
to the independent volunteer fire and EMS departments throughout the County. Without this
financial support, the volunteer fore and EMS companies would likely be unable to maintain
operations in todays environment.
To summarize, the Board currently provides direct general financial contributions of $48,000.00 to
the fire and EMS stations outside of the city, and $24,000.000 to the fire stations inside the city, for a
total annual contribution of $1,303,200.00 annually. There are 15 fire stations outside the city and 2
EMS stations who also receive a $25,000.00 staffing subsidy, totaling an additional annual
contribution of $430,625.00. Each EMS company also receives an EMS staffing subsidy, which
varies and is based upon net billing revenue for each department. Countywide, the EMS companies
receive EMS staffing subsidies of $2,026,000.00.
The Board also provides indirect contributions to the companies by funding yearly ladder, pump and
hose testing and cardiac monitor/defibrillator maintenance contracts that are administered through the
Division of Emergency Services. The Commissioners also fully funds a full- time position for a
Recruitment and Retention Coordinator who works directly for the Washington County Volunteer
Fire and Rescue Association. The Division of Emergency Services employs 8 full-time firefighters
who work in the Special Operations Station, 8 full time paramedics that operate advanced life support
chase vehicles and 23 part-time firefighters who work throughout the County in support of the
volunteer fire stations during times of staffing shortages. Workers compensation and LOSAP
(Length of Service Awards Program) for the volunteer workforce is funded at a cost of $1,280,600.00
annually. EMS pharmacy charges, Firehouse software, firefighter personal protective equipment
(turnout gear), fuel/maintenance/utility re-imbursements, vehicle/property/casualty insurance
coverages, physicals for volunteer responders and other associated programs that support the
volunteer departments.
All totaled, the Board of County Commissioners provide over $7,156,680.00 annual assistance to the
26-volunteer fire and EMS companies throughout Washington County. As the emergency services
system in Washington County continues to experience annual increases in requests for service,
coupled with additional financial challenges (staffing, apparatus and facilities), it has now become
necessary to consider additional efforts to assist the volunteer departments in meeting their needs.
Currently, the Division of Emergency Services has received requests from 4 volunteer departments
who are seeking county assistance in meeting todays challenges. Three of the requests for assistance
come from fire departments; Potomac Valley Fire Company, Funkstown Vol. Fire Company and the
Community Vol. Fire Company. The 4th request for assistance was brought forward by the
Smithsburg Emergency Medical Services. Each of the request identified above involve issues related
to the need for career staffing and the associated cost. While we move forward it should be
recognized that there are some fire and EMS departments would embrace additional funding for
corporation staffing, while many others are simply asking that the county begin the process to relieve
them of the need to employ their own career staffing for their fire or EMS stations. In furthering our
effort to identify the necessary steps to assist the volunteer departments, we have prepared a brief
survey that will be sent to all fire and EMS stations. The survey will solicit the departments input on
what staffing the department may need or how to best address other associated needs. We will be
sending separate surveys to the Fire and EMS departments, as the staffing configurations between
each is somewhat different.
If additional full-time firefighter staffing is desired by the Commissioners, our office recommends
executing an application for a Staffing for Adequate Fire and Emergency Response (SAFER) Grant.
The SAFER Grant is a program provided through the Federal Emergency Management Agency and is
intended to help jurisdictions in need of additional firefighter assistance. It is expected that the grant
period for the calendar year 2019 will open in the next several weeks, having less than a 30 window
for submission. If a SAFER Grant submission is made and subsequently awarded, the anticipated
timeline for the award notification should be June 2019. The Division of Emergency Services has
positioned itself ready to make application if given such direction.
With consideration of the EMS Staffing shortage, we continue to seek input from the 8 EMS
companies on a collective approach moving forward. At present, it is understood that some EMS
companies want an increase in the staffing subsidy, while others are seeking County assistance by
assuming the responsibility for career EMS staffing within their stations. Unfortunately, the SAFER
Grant described above will not permit it’s use for EMS Staffing. To fully implement Phase 2 of the
Firefighter Staffing plan would require hiring approximately 60 firefighters, while fully implementing
Phase 2 of the EMS staffing plan would require hiring or absorbing up to 104 EMS staff; many of
whom are currently working for the volunteer EMS companies.
With any plan to absorb or hire additional county staff, it is imperative that we look at a phased in
approach that would bring an identified number of personnel on board over a specified period.
Additional program development should also occur that further promotes incentives for our active
volunteer fire and EMS responders. These efforts prove invaluable in maintaining efficiencies within
emergency services as we move forward over time. The Commissioners continue to invest funding
towards a volunteer stipend program which awards financial incentive to those active responders who
schedule in-station duty shifts at the volunteer fire and EMS stations. There are other opportunities for
similar program development that could be explored to further promote volunteer responder interest.
FISCAL IMPACT: Phases 2-5 Fire Plan, 4.5million – 9million; Phase 2 EMS Plan, 2.5million
CONCURRENCES: Robert Slocum, County Administrator, R. David Hays, Director, Division of
Emergency Services, Washington County Volunteer Fire and Rescue Association members,
WCVFRA Chiefs Committee, and Emergency Services Advisory Council
ALTERNATIVES: Continue with current funding and staffing levels
ATTACHMENTS: Letters from: Funkstown Volunteer Fire Department, Community Volunteer
Fire Department, Potomac Valley Fire Department, Smithsburg Emergency Medical Services, and
Volunteer Department Surveys (EMS/Fire)
AUDIO/VISUAL NEEDS: None
COMPANYUUNKSTOWN
VOLUNTEER FIRE
2 SOUTH WESTSIDE AVE.
P.O. 80X 670
FUNKSTOWN. MARYLAND 21734-0670
December 19, 2018
Director Hays,
EMERGENCY FIRE RESCUE POLICE DIAL 911
BUSINESS PHONE 790.0090
Staffing has long been a priority of the Funkstown Volunteer Fire Company. We hired our first
paid fire-fighter in October of 1998 to provide coverage during daytime hours when volunteers
where mostly unavailable. Over the past 20 years we have invested over one -million dollars in
our employees which include salary, benefits and workers compensation cost. The bulk of
these funds were raised through the annual fund drive supported by the community we serve
and also include the sacrifice and hard work of the volunteers who have worked tirelessly at
fund raising activities.
As the demand for fire and rescue services have increased throughout Washington County, it
has become more difficult to attract, train and retain volunteers to maintain satisfactory
staffing levels. While there are many reasons for the decline of volunteers locally and
nationwide, maintaining adequate numbers of minimum staffing has once again become a
priority for us here at Station 10. Volunteers remain committed to serve the community but
are asked to do more with less which could lead to other hazardous situations such as unsafe
conditions causing an accident or injury.
The Funkstown Volunteer Fire Company continues to be the busiest engine company in
Washington County and call volume continues to rise year after year. The high volume of
alarms keeps volunteers and paid staff on alert at all hours of the day. Currently, the
Funkstown Volunteer Fire Company employs five part-time employees that provide daytime
and nighttime coverage at various times throughout the week supplemented with volunteers.
For many years we maintained one full-time employee but that ended in 2017 when he
accepted another full-time opportunity providing more pay and benefits. Being the busiest
engine company we believe that full-time employees are necessary but cannot afford to
provide adequate compensation to pay wages and benefits that a full-time employee desires.
- "Fire Prevention - Our Most Important Service„
r - -- t0 t _
Additionally, we anticipate that the rapid growth along the Sharpsburg Pike corridor will
increase call volume due to commercial and residential growth. Since the opening of Wal-Mart
earlier this year, we are already experiencing a number of emergency responses to that
location and anticipate that number will gradually increase as more stores and houses are built
in the vicinity. Demand for fire and rescue services is exceeding our ability to keep up without
proper funding to adequately maintain staffing levels at current operating standards.
The staffing supplement of twenty-five thousand dollars that each station receives to assist
with compensation has certainly been helpful, but has not been increased since its introduction
several years ago. To help provide the stations with some temporary relieve I am suggesting
that the supplement be increased due to the higher cost of living and competition in the area
that has caused wages to rise. Due to other agencies around us hiring and offering higher
hourly rates it has become more difficult to attract employees seeking part-time employment.
Additional funds are needed to raise wages to hire and retain employees and to offset the cost
of workers compensation insurance.
Long-term solutions require a much larger investment and commitment from the Department
of Emergency Services and Washington County lawmakers. 1 urge the Department of
Emergency Services progress to Phase 11 of the staffing plan as soon as possible. I understand
that the next phase of staffing comes with a much higher price tag so it is also important that all
parties involved work together to find a sustainable revenue source to properly fund all
emergency services in Washington County. Adequate funding will be necessary to achieve
successful results and should be a top priority for everyone involved with emergency services.
Funkstown Volunteer Fire Company is committed to working with all partner agencies involved
to solve some these problems before us. As the number of "driver only" and "light" responses
increase, now is the time to address these problems before they escalate and become more
difficult and expensive to resolve. My hope is that we can all work collaboratively to address
these issues so please do not hesitate to contact me with any questions.
f
Many Thanks,
Gary Farrell,
President, Funkstown Volunteer Fire Company
RUNFAX
am i
January 9, 2019
District 12
Community Volunteer Fire Company
18002 Tilghmanton Road — Fairplay, Maryland 21733-1031
301-582-0099
Washington County Board of County Commissioners
Washington County Volunteer Fire and Rescue Association
Emergency Services Advisory Council
Department of Emergency Services
District 12FiureCo@gmail.com
At our January monthly membership meeting, we voted unanimously to support and encourage
the County Commissioners to fund Phase 2 of the proposed staffing plan. As failed and driver only
responses continue to rise county wide, we can no longer ignore this issue. Our department as well as
all others in this county are doing the best they can. Volunteerism as a whole is down nationwide in
more than just the fire service. Now is the time to work on the solution. We also encourage the
WCVFRA and ESAC to recommend the same to the Commissioners without any further delay
Sincerely
Jeb S. Eckstine
r Potomac Valley Fire Co. Inc.
2202 Dargan School Road Phone: (301) 432-2130
Sharpsburg, MD 21782 Fax: (301) 432-7792
Subject: Support for Phase II of Washington County Fire Staffing Plan
Date: January 13, 2019
President Moncrief,
I am writing you today as a matter of record on where Potomac Valley Fire Company stands
regarding the Department of Emergency Services five phase fire staffing plan.
Over the past several years Potomac Valley has struggled with maintaining a fail rate below the
required 5%. As part of our remediation we requested staffing assistance from the County through
the Association. This staffing request was in addition to the allocated county funds which are used
for to pay for our regular paid staff.
In a letter to the association dated March 4, 2017 I laid out the response challenges faced by
Potomac Valley and our formal request for staffing to augment our paid and volunteer staff. That
request for staffing was not limited to occasional part-time staff but for staffing to meeting the
needs of our community.
In September of 2017 myself and the Chief Officers of Potomac Valley attended the County's Chief
Officer meeting where the five phase plan was presented by DES. At that time Potomac Valley
supported the implementation of phase one of the plan. Over the last year Potomac Valley has
utilized the available staffing which has helped reduce our fail rate.
While Potomac Valley has clearly benefited from phase I, the South County community will clearly
benefit from phase II.
Therefore, the Board and Membership of Potomac Valley Fire Company formally request that DES
move forward with the planning and implementation of phase II of the staffing plan. If phase II of
the plan differs from the original presentation, I would request that DES present it's plans during
the Chief Officers monthly meeting.
Respectfully submitted,
(�,E /;(&X •
Y,—
Adam McMillen
President
Cc: Roger Otzelberger Jr, Chief, Potomac valley Fire Company
Cc: R. David Hays, Director, Division of Emergency Services
19
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January 18, 2019
David Hays Director
Washington County Division of Emergency Services
16232 Elliott Parkway
Williamsport, MD 21795
Dear Director Hays,
P0. Box 411
Sri Iirhsburg, Maryland 2'1783
Web; www.SFM579.org
Phorw aDY.8243.314
I'm 888.557.6158
I am writing on behalf of the Smithsburg Emergency Medical Services (EMS). As current President, I am
asking you to please go to the County Commissioners to plea on our behalf that our institution is in a critical
financial situation.
We have recently let it be known to the President of County Commissioners Jeffrey Kline of our financial
situation. We are now formally asking for assistance and guidance. Our EMS team is a dedicated and highly
professional organization. However, we can no longer answer the increase of emergency incidents (Transports
and Chase) without additional financial assistance.
Our first priority is the safety and well-being of the citizens of this great county. We however have to cut
corners where ever we can to reduce spending. We continue to plan fundraising events, increase volunteer
hours, and hopefully will not have to limit our services that will be next.
Finally, we are open to your direction and guidance immediately. All for the good of the company and for the
citizens of Washington County.
Sincerely,
kesident
Gerber
of the Yoard of Directors
Smithsbura EMS
Cc: Chief of the Department Kevin Demmons
Assistant Chief -Operations Ward Fleger
EMS Company: ________________________________________________
Name: ______________________________________________
(EMS CHIEF)
1. If Washington County moves forward with Phase II EMS staffing, will your EMS company request Phase
II EMS staffing?
• No, the company is not interested in Phase II EMS staffing at this time (if you answered no, skip to
question 4).
• Yes, the company would like to have Phase II EMS staffing now or in the near future
2. If the county provides Phase II EMS staffing to your company, will your company continue to employ
corporation staffing?
• No, the company would not employ corporation staffing if we had Phase II EMS staffing
• Yes, the company would employ corporation staffing even if we have Phase II EMS staffing
3. If your EMS company has been employing full-time or part-time EMS providers, please indicate how
much money the company spent in 2016. Indicate the total amount, including taxes, workers
compensation, etc.; and DO NOT deduct the EMS staffing subsidy.
• _____________________________
4. If your EMS company has been employing full-time or part-time EMS providers, please indicate how
much money the company spent in 2017. Indicate the total amount, including taxes, workers
compensation, etc; and DO NOT deduct the EMS staffing subsidy.
• _____________________________
5. If your EMS company has been employing full-time or part-time EMS providerss, please indicate how
much money the company spent in 2018. Indicate the total amount, including taxes, workers
compensation, etc; and DO NOT deduct the EMS staffing subsidy.
• _____________________________
6. If the Board of County Commissioners were to consider increasing the General Subsidy provided to each
volunteer EMS company (currently $48,000), what would your company consider to be a reasonable
increase and what would your company do with the additional funding?
• _____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
________________________
Fire Company: ________________________________________________
Name: ______________________________________________
(FIRE CHIEF)
1. If Washington County moves forward with Phase II staffing, will your fire company request Phase II
staffing?
• No, the company is not interested in Phase II staffing at this time (if you answered no, skip to question
4).
• Yes, the company would like to have Phase II staffing now or in the near future
2. If the county provides Phase II staffing to your company, will your company continue to employ
corporation staffing?
• No, the company would not employ corporation staffing if we had Phase II staffing
• Yes, the company would employ corporation staffing even if we have Phase II staffing
3. If the county provides Phase II staffing to your fire company, will the company utilize county part-time
staffing?
• No, the company would not utilize part-time staffing
• Yes, the company would utilize part-time staffing occasionally (2-3 times/per month)
• Yes, the company would utilize part-time staffing often (1 or more times/week)
4. If your fire company has been employing full-time or part-time firefighters, please indicate how much
money the company spent in 2016. Indicate the total amount, including taxes, workers compensation,
etc.; and DO NOT deduct the $25,000 staffing subsidy.
• _____________________________
5. If your fire company has been employing full-time or part-time firefighters, please indicate how much
money the company spent in 2017. Indicate the total amount, including taxes, workers compensation,
etc; and DO NOT deduct the $25,000 staffing subsidy.
• _____________________________
6. If your fire company has been employing full-time or part-time firefighters, please indicate how much
money the company spent in 2018. Indicate the total amount, including taxes, workers compensation,
etc; and DO NOT deduct the $25,000 staffing subsidy.
• _____________________________
7. If the Board of County Commissioners were to consider increasing the General Subsidy provided to each
volunteer fire company (currently $48,000), what would your company consider to be a reasonable
increase and what would your company do with the additional funding?
• _____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
________________________