Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
190305a
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting. BOARD OF COUNTY COMMISSIONERS March 5, 2019 OPEN SESSION AGENDA 10:00 A.M. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President Jeffrey A. Cline APPROVAL OF MINUTES – February 26, 2019 10:05 A.M. COMMISSIONERS’ REPORTS AND COMMENTS 10:10 A.M. REPORTS FROM COUNTY STAFF 10:15 A,M. CITIZENS PARTICIPATION 10:20 A.M. SECOND QUARTER ADJUSTMENTS TO THE WASHINGTON COUNTY BOARD OF EDUCATION’S FY2019 GENERAL FUND BUDGET – Jeffery Proulx, Chief Operating Officer, Washington County Public Schools, David Brandenburg, Executive Director of Finance, Washington County Public Schools 10:30 A.M. FY2020 GENERAL FUND BUDGET – Sara Greaves, Chief Financial Officer and Kim Edlund, Director, Office of Budget and Finance 10:45 A.M. OTZELBERGER FARM RURAL LEGACY PROGRAM (RLP) EASEMENT – Eric Seifarth, Rural Preservation Administrator, Department of Planning and Zoning 10:50 A.M. CONTRACT AWARD (PUR-1406) – LOCAL CARE TEAM COORDINATOR – Rick Curry, CPPO, Director, Purchasing Department and Stephanie Lapole, Senior Grant Manager, Office of Grant Management 10:55 A.M. ENHANCED NUTRIENT REMOVAL AT WASHINGTON COUNTY’S WWTP - Mark Bradshaw, P.E., Deputy Director, Engineering Services, Division of Environmental Management 11:00 A.M. CONSTRUCTION BID AWARD – POFFENBERGER ROAD BRIDGES W4011 AND W4012 BRIDGE REHABILITATION PROJECT, COUNTY CONTRACT NO. BR-PR-179-14 SHA CONTRACT NO. WA395ZM2, FEDERAL AID PROJECT NO. STBG-3(532)E – Scott Hobbs, P.E., Director, Division of Engineering 11:05 A.M. CASCADE TOWN CENTRE OVERVIEW – Andrew Eshleman, Director, Public Works, Sara Greaves, Chief Financial Officer, Dan DiVito, Director, Division of Environmental Management, Todd Moser, Real Property Administrator, Division of Engineering, and Susan Small, Director, Department of Business Development Jeffrey A. Cline, Terry L. Baker, Vice President Krista L. Hart, Clerk Cort F. Meinelschmidt Randall E. Wagner Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements no later than ten (10) working days prior to the meeting. 11:20 A.M. EMERGENCY SERVICES OVERVIEW – UPDATE - R. David Hays, Director, Emergency Services, Robert Moncrief, President, Washington County Volunteer Fire and Rescue Association, and Kingsley Poole, Chairman, Emergency Services Advisory Council 12:00 P.M. APPROVAL OF BY-LAWS FOR THE DISABILITIES ADVISORY COMMITTEE – Deb Peyton, Director, Division of Health and Human Services 12:05 P.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.) 2:05 P.M. RECESS EVENING MEETING AT THE TOWN OF BOONSBORO Location: 21 North Main Street, Boonsboro, Maryland 6:00 P.M. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President Jeffrey A. Cline 6:05 P.M. TOWN OF BOONSBORO LEADERS’ REPORTS AND COMMENTS 6:10 P.M. COMMISSIONERS’ REPORTS AND COMMENTS 6:15 P.M. REPORTS FROM COUNTY STAFF 6:20 P.M. CITIZENS PARTICIPATION 6:30 P.M. ADJOURNMENT Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Second Quarter Adjustments to the Washington County Board of Education’s FY2019 General Fund Budget PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Jeffrey Proulx, Chief Operating Officer, Washington County Public Schools, David Brandenburg, Executive Director of Finance, Washington County Public Schools RECOMMENDED MOTION: Move to approve the requested second quarter adjustments to the Board of Education’s FY2019 General Fund Budget. REPORT-IN-BRIEF: The Annotated Code of Maryland requires local school systems to periodically re- forecast their financial needs and make necessary changes to their budgets. To that end, the Washington County Board of Education approved the attached list of changes to its FY2019 General Fund Budget at its February 19, 2019 meeting. DISCUSSION: Several of the changes that the Board of Education approved on February 19, 2019 cross major categories. Therefore, these requested adjustments must also be approved by the Board of County Commissioners. The Board of Education has asked its Finance staff to review the requested budget changes with the Commissioners and answer any questions that they may have. FISCAL IMPACT: None. These proposed modifications merely adjust the budget to allow for proper categorization of revenues and expenses. CONCURRENCES: The Board of Education’s Finance Committee reviewed the proposed adjustments at their meeting February 5, 2019 meeting and recommended them for approval by the full Board. The Board of Education approved these changes at their February 19, 2019 meeting. ALTERNATIVES: None ATTACHMENTS: 1.Proposed second quarter budget adjustments for the Washington County Board of Education’s FY2019 General Fund Operating Budget. 2.A quarter-by-quarter schedule of FY2019 adjustments by category. AUDIO/VISUAL NEEDS: None Category Value The primary reason for variance is: Revenue 99,420 Increased interest income and sale of assets Administration 161,750 Higher indirect cost recovery from grants due to higher rate, turnover credit Mid-Level Administration 33,665 Turnover credit Student Personnel Services 121,320 Two positions classified under Instruction - Guidance Maintenance of Plant 47,790 Turnover credit Fixed Charges 516,469 Savings in contributions to the health insurance fund due to changes in subscriber mix Capital Outlay 10,715 Turnover credit/vacancy Total Expense Reductions/Additional Revenue 991,129 Other Instructional Costs 110,159 Adjust for CTE Maintenance of Effort Student Transportation Services 237,930 Increased assistants and temporary help to support special needs and initiatives Operation of Plant 613,040 Replacement of school servers for security and other functions Food Services 30,000 Needed for regular program and adjustments to student accounts Total Expense Increases/Reduced Revenue 991,129 Net Effect on Fund Balance 0 Washington County Public Schools Second Quarter FY2019 Budget Adjustments Category Quarter 1 Quarter 2 Quarter 3 Quarter 4 Full Year Revenue $99,420 $99,420 Administration (60,000)(161,750)($221,750) Mid-Level Administration (33,909)(33,665)($67,574) Instructional Salaries 136,410 $136,410 Instructional Textbooks and Supplies (43,415)($43,415) Other Instructional Costs 96,324 110,159 $206,483 Special Education $0 Student Personnel Services (121,320)($121,320) Student Health Services $0 Student Transportation Services 237,930 $237,930 Operation of Plant 50,000 613,040 $663,040 Maintenance of Plant (47,790)($47,790) Capital Outlay (10,715)($10,715) Food Service 30,000 $30,000 Fixed Charges (145,410)(516,469)(661,879) Undesignated Fund Balance Change $0 $0 $0 $0 $0 Note: An increase in the revenue budget has the same effect as a decrease in the expense budget. They are both positive. Therefore, when adding the column, one must reverse the sign on the requested change in revenue. Washington County Public Schools Summary of FY2019 Budget Adjustments by Quarter Increase/(Decrease) Open Session Item SUBJECT: FY2020 General Fund Budget PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Sara Greaves, Chief Financial Officer; Kim Edlund, Director, Office of Budget & Finance RECOMMENDED MOTION: None REPORT-IN-BRIEF: Discussion related to revenues and expenditures for the FY2020 budget. DISCUSSION: The FY2020 budget includes revenues in the amount of $228.8 million, a decrease from FY19 budget of $800K. Several major revenue sources have impacted this figure. Real Estate Tax - $2.2M Income Tax - ($1.25M) Speed Camera - ($2.2M) Investment interest - $0.5M Other - ($0.1M) Revenue estimates were based on FY19 projections and average increases over the last three years. A 5-step approach to be taken includes: Step 1 – Start with FY2019 budget – $229.6M Step 2 – Fund Mandates - $4-5M Step 3 – Major Safety Requests - $4.3M Step 4 – Employee wage - $2.3M Step 5 – Department or external agency requests At this point in the budget process, through various adjustments under consideration, we feel we are able to fund through step 3. Staff is evaluating ways to provide funding for step 4. It appears at this time that step 5 requests are unable to be funded in FY2020. FISCAL IMPACT: Not balanced CONCURRENCES: Not applicable ALTERNATIVES: Not Applicable ATTACHMENTS: Power Point Presenation AUDIO/VISUAL NEEDS: Not applicable Board of County Commissioners of Washington County, Maryland Agenda Report Form FY2020 GENERAL FUND BUDGET DRAFT 1 WHERE DO OUR REVENUES COME FROM? Property Tax 55% Local Tax 40% Program Revenue 5% WHERE DOES OUR MONEY GO? •Distribution to outside entities –54% •Wages and Benefits –27% •Distributions to other funds –7% •Operating –6% •Debt Service –6% REAL ESTATE TAX HISTORY Budget Actual Budget Variance Actual/Actual 2016 106,977,350 108,391,598 1,414,248 1.31% 2017 108,354,710 109,471,446 1,116,736 1.00% 2018 111,037,170 111,501,518 464,348 1.85% 2019 - Proj.113,679,470 114,000,000 320,530 2.24% 2020 - Budget 115,862,420 1.63% Real Estate History INCOME TAX HISTORY -“Fourth quarter withholding receipts increased by 3.7%, while estimated payments decreased by 31.7%. This large decrease in estimated payments follows an increase of 32.8% in 2018. That increase was likely the result of taxpayer reactions to expectations of a federal tax cut following the November 2016 election, as well as the eventual passage of the Tax Cuts and Jobs Act (TCJA).” –State of Maryland –Feb 2019 - *Two anomalies in 2017 resulting in $1.7M more revenue Budget Actual Budget Variance Actual/Actual C losed Year 2016 74,910,000 75,208,180 298,180 2.18% 8/31/2016 2017 77,500,000 78,891,902*1,391,902 4.90% 8/31/2017 2018 82,000,000 77,919,871 (4,080,129) -1.23% 8/31/2018 2019- Proj 84,000,000 81,129,000 (2,871,000) 4.12% 2020 - Budget 82,750,000 2.00% Income Tax History PERSONAL PROPERTY HISTORY Budget Actual Difference Actual/Actual 2016 12,497,840 13,762,090 1,264,250 9.05% 2017 12,950,000 14,191,981 1,241,981 3.12% 2018 13,757,540 14,688,696 931,156 3.50% 2019 - Proj 14,057,110 13,744,620 (312,490) -6.43% 2020 - Budget 14,057,110 2.27% Personal Property History SPEED CAMERA REVENUE Budget Actual Budget Variance 2018 2,400,000 1,930,332 (469,668) 2019- Proj 4,800,000 3,167,952 (1,632,048) 2020 - Budget 2,609,760 Speed Camera Revenue STEP 1 –FY2019 BUDGET -$229,639,310 •FY2019 -$229,639,310 •FY2020 -$228,759,640 •Revenue change to address trends –($879,670) STEP 2 –MANDATES -$4–5 MILLION •Maintenance of Effort -$2 M •Debt Service -$750K •Health Insurance –600K* •Contracts –435K** •Speed Camera Fees –270K •Software 190K •* -Could change based on new bid •** -Includes maint cont svcs, inmate medical, inmate food •Utility increases –75K •Fuel Increases –65K •Police Academy –99K*** •Dept Business Dev –27K*** •Weed Control –35K*** •(Election Board –Up to 450K) –*Pending state budget and house bills •Narcotics Task Force Lab Services –86K •***-Directly offset by revenues STEP 3 –MAJOR SAFETY RELATED REQUESTS – $1.1M •Fire -$0.4M •EMS -$0.4M •Accounting for Fire and EMS -$100K •School Resource Officer funding assistance •FF Turnout gear -$185K •Bullet Proof Vests -$32K •Ballistic Vests –$10K STEP 4 –EMPLOYEE STEP -$2.3M -Value is for standard 3.5% annual step increase including benefits STEP 5 –COUNTY DEPTS AND EXTERNAL AGENCIES •Board of Education –$1.8M •HCC –301K •VFRA –220K •Library –119K •Social Services –8K •Univ of Md Ext –9K •Humane Society –59K •Soil Conservation District -$152K •Additional School Resource Officers – pending funding in step 3 •Community Organization Funding •DRC Funding –250K •County Personnel Requests -$750K •Public Safety and EMS Training Facility Operational costs -$500K CONSIDERATIONS •Income tax : 0.01% = $262,074 additional revenue •$0.50/month per filer •Real Estate tax : $0.01 = $1.2M additional revenue •$1.75/month per household •Reimbursement payment for Md Theatre $350K •Reduce contribution to Capital Plan $4.2M •$800K Reserve Fleet •Contributions to enterprise funds •$400K Golf Course •$14K Airport •$450K Solid Waste •Consolidate positions with vacancies $150K CAPITAL PROJECTS -FY2020 –REDUCE FUNDING AND REEVALUATE NEXT FISCAL YEAR •Equipment and Vehicle Replacement - $400K •Multipurpose Facility - $200K •Systemic Projects –Library - $10K •General Fund contingency - $75K •Information systems replacement - $80K •Financial System Management & Upgrades - $50K •Black Rock Equipment - $20K •Sheriff Fuel Center - $380K •Law Enforcement Vehicles - $300K •Tennis Court Resurfacing - $30K •Transportation ADA - $83K •EMS Vehicles - $100K •County Reserve Fleet - $800K •Highway Equipment - $1M •Communication Tower various locations - $50K Open Session Item SUBJECT: Otzelberger Farm Rural Legacy Program (RLP) Easement PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Eric Seifarth, Rural Preservation Administrator, Department of Planning & Zoning RECOMMENDED MOTION: Move to approve the Otzelberger et al. farm RLP Easement project, in the amount of $514,590.00 for 152.35 easement acres, paid for 100% by the Maryland Department of Natural Resources, and to adopt an ordinance approving the easement purchase and to authorize the execution of the necessary documentation to finalize the easement purchase. REPORT-IN-BRIEF: The Otzelberger property is located at 18800 McCoy Rd. Sharpsburg. The Rural Legacy Easement will serve to permanently preserve a valuable scenic, environmental, agricultural and historic property in the County. The beef farm contains about 41 acres of cropland, 15 acres of pasture and about 96 acres of woodland. The Otzelberger property lies in a part of Washington County near Sharpsburg which was heavily trafficked during the Civil War and the Battle of Antietam. It is part of the original subdivision deed for the Antietam Iron Works and in close proximity to the historically significant John Brown House. The farm is in an area of the County close to thousands of acres of preserved farmland near Antietam Battlefield and will serve to add to the current block of protected lands. Nineteen (19) development rights will be extinguished with this easement. Since 1998, Washington County has been awarded more than $22 million to purchase Rural Legacy easements on more than 6,550 acres near Antietam Battlefield in the Rural Legacy Area. RLP is a sister program to the Maryland Agricultural Land Preservation Program (MALPP) and includes the protection of environmental and historic features in addition to agricultural parameters. RLP uses an easement valuation system (points) to establish easement value rather than appraisals used by MALPP. DISCUSSION: For FY 2019, Washington County was awarded RLP grants totaling $2,301,545. The Otzelberger RLP Easement uses part those funds. Easement applicants were previously ranked based on four main categories: the number of development rights available, the quality of the land/land management (agricultural component), natural resources (environmental), and the historic value. FISCAL IMPACT: RLP funds are 100% State dollars, mainly from DNR Open Space funds. In addition to the easement funds, we receive up to 3% of the easement value for administrative costs, a mandatory 1.5% for compliance/monitoring costs, and funds to cover all of our legal/settlement costs. Board of County Commissioners of Washington County, Maryland Agenda Report Form CONCURRENCES: Both the State RLP Board and the State Department of Natural Resources (DNR) staff have approved and support our program. A final money allocation will be approved by the State Board of Public Works. ALTERNATIVES: If Washington County rejects State funds for RLP, the funds will be allocated to other counties in Maryland. ATTACHMENTS: Aerial Map, Location Map, Ordinance AUDIO/VISUAL NEEDS: N/A Created By: Department of Planning and Zoning GISS:\Policy WARNING!: This map was created for illustration purposes only. It should not be scaled or copied. Sources of the data contained hereon are from various public agencies which may have use restrictions and disclaimers. HARPERSFERRYRD MCCOY R D HOFFMASTER R D MOUNTLOCKHILLRD CHESTNUTGRO V ERD ROCKYRD MD iMAP, DoIT Otzelberger - 152 +/- ac. 18800 McCoy Road Sharpsburg, MD 21782 John Brown's Headquarters Otzelberger Property Streams Lakes and Ponds ¹ Otzelberger - Aerial Created By: Department of Planning and Zoning GISS:\Policy WARNING!: This map was created for illustration purposes only. It should not be scaled or copied. Sources of the data contained hereon are from various public agencies which may have use restrictions and disclaimers. Dargan Garretts Mill HARPERSFERRYRD CHE S T N UTGROVERD GARRETTSMILLRDBROWNRD REEDRD LIMEKILNRD MCCOY R D HOFFMAST ERRD FROGEYERD MOUNTLOCKHILLRD HAWKSHILLLN RIVERGATERD MAZELN SEVEN DAYSLN SOLOMONSGAPLN Otzelberger - 152+/- ac. 18800 McCoy Road Sharpsburg, MD 21782 John Brown's Headquarters Otzelberger Property Rural Legacy Boundary Preserved Lands Agricultural Districts Rural Villages ¹ Otzelberger - Location ORDINANCE NO. ORD-2019-____ AN ORDINANCE TO APPROVE THE PURCHASE OF A CONSERVATION EASEMENT UNDER THE MARYLAND RURAL LEGACY PROGRAM (Re: Otzelberger RLP Easement) RECITALS 1. The Maryland Rural Legacy Program (“RLP”) provides the funding necessary to protect large, contiguous tracts of land and other strategic areas from sprawl development and to enhance natural resource, agricultural, forestry and environmental protection through cooperative efforts among State and local governments. 2. Protection is provided through the acquisition of easements and fee estates from willing landowners and the supporting activities of Rural Legacy Sponsors and local, State, and federal governments. 3. For FY 2019, Washington County (the "County") was awarded a RLP grant totaling $2,301,545.00 (the "RLP Funds"). 4. Roger L. Otzelberger, Rose Marie Otzelberger, Roger L. Otzelberger, Jr., Rachel Marie Brown, and the Estate of Margaret Jane Hanes (collectively, the “Property Owner”) is the fee simple owner of real property consisting of 152.35 acres, more or less, (the “Property”) in Washington County, Maryland. The Property is more particularly described on Exhibit A attached hereto. 5 The County has agreed to pay the sum of approximately Five Hundred Fourteen Thousand Five Hundred Ninety Dollars ($514,590.00), which is a portion of the RLP Funds, to the Property Owner for a Deed of Conservation Easement on the Property (the “Otzelberger RLP Easement”). THEREFORE, BE IT ORDAINED by the Board of County Commissioners of Washington County, Maryland, that the purchase of a conservation easement on the Property be approved and that the President of the Board and the County Clerk be and are hereby authorized and directed to execute and attest, respectively, all such documents for and on behalf of the County relating to the purchase of the Otzelberger RLP Easement. ADOPTED this ____ day of __________________, 2019. ATTEST: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, MARYLAND ________________________ BY: _________________________________ Krista L. Hart, Clerk Jeffrey A. Cline, President Approved as to legal sufficiency: Mail to: __________________________ Office of the County Attorney Kirk C. Downey 100 W. Washington Street, Suite 1101 County Attorney Hagerstown, MD 21740 EXHIBIT A DESCRIPTION OF EASEMENT PROPERTY All those lots, tracts, or parcels of land, and all the rights, ways, privileges and appurtenances thereunto belonging or in anywise appertaining, situate in Election District No. 11, Washington County, Maryland, and being more particularly described as follows: TRACT A (tax account no. 11-002730): All that tract of land which is part of a larger tract called “Antietam Works” situate on Elk Ridge Mountain in Sandy Hook District of Washington County, being Lot No. 181 of said larger tract adjoining lands now or formerly of Jacob Yourtree and Christian Rhinehart, and containing 18 acres and 12 perches of land, more or less. A metes and bounds description of the property is found on pages 431, et seq., in the Antietam Iron Works Plat Book on file among the Land Records of Washington County, Maryland. BEING all of the same property which was conveyed from Roger L. Otzelberger and Margaret Jane Hanes to Roger L. Otzelberger, as to an undivided twenty-five percent (25%) interest, Rose Marie Otzelberger, as to an undivided twenty-five percent (25%) interest, Roger L. Otzelberger, Jr., as to an undivided twenty-five percent (25%) interest, and Rachel Marie Brown, as to an undivided twenty-five percent (25%) interest, as joint tenants and not as tenants in common, by Deed dated December 30, 2003 and recorded in Liber 2227, Folio 394 among the Land Records of Washington County, Maryland. TRACT B (tax account no. 11-004733): All those lots or parcels of land, situate, lying and being in Washington County, Maryland, and being more particularly described as follows: PARCEL NO. 1: BEING all the following tracts or parcels of land lying and being in Samples’ Manor, Washington County, Maryland, it being part or parts of the 40-acres tract of the “Brien lands” of which Nancy Johnson died and possessed, contained within the following: [Lot no. 1:)] BEGINNING at a stake at the road, thence North 43 degrees East 22 perches to Reichard’s land; then with said line to Mary C. Moore’s lot; thence North 38 degrees East 15 ½ perches to a road; thence with said road to the point of beginning; containing 3 acres and 34 perches of land, more or less. [Lot no. 2:] BEGINNING at a planted stone standing at the end of the 7th line of a Deed from Meridith and Nicholas to Jacob Yerty and running thence North 6 ¾ degrees West 9 ¾ perches to a stone; North 48 ½ degrees West 37 perches to a stake on the South edge of a road; North 43 degrees East 22 perches to a stake; South 49 degrees East 66 perches to a stone pile; South 5 ½ degrees East 9 ¾ perches to the end of the 8th line of the aforesaid Deed; thence with said 8th line reversed North 74 degrees West 48 perches to the point of beginning; containing 10 acres and 22 perches of land, more or less. PARCEL NO. 2: BEING all of a certain tract of mountain land described in a Deed dated December 11, 1840 of the Land Records of Washington County, Maryland, bounded as follows and known as Keepetrieste BEGINNING at a stone planted 2 ¼ poles North 34 ½ degrees East from one of Jacob Zearty’s corner, and running thence South 34 ½ degrees West 2 ½ poles to said corner of Zerty’s land; thence with said land South 26 ½ degrees East 25.5 poles to a stone at the beginning of Isaac Long’s Lot No. 181; thence by a division line South 60 degrees East 117 poles to a stone on the top of the mountain; thence North 36 degrees East 13 poles to a stone planted at the end of the 4th line of Samuel Knott’s Lot No. 184 ¼; thence as a divisional line two courses North 60 degrees West 61 ¾ poles to a stone; thence North 63 degrees West 134 ½ poles to the point of beginning; containing 19 acres and 2 roods and 14 perches of land. PARCEL NO. 3: All that part of a tract of land called “Keep Tryst” lying and being in Washington County, Maryland, distinguished in a survey plat and division of said part of a tract of land called “Keep Tryst” or by whatsoever other named the same may be called as Lot No. 181 ¾ BEGINNING at a stone planted on the West side of the Elk Ridge Mountain, and running thence down the mountain North 63 degrees West 126 perches to a stone; thence South 34 ½ degrees West 15 ½ perches to a stone at the beginning of Christian Reinhart’s part of said division; thence as a divisional line between them the following courses: South 63 degrees East 134 ½ perches to a stone on the side of the Mountain; South 60 degrees East 61 ¾ perches to a stone on the top of the mountain; North 36 degrees East 14 perches to a stone; North 95 degrees [sic] West 70 perches to the point of beginning; containing 18 acres 3 roods and 12 perches of land, more or less. PARCEL NO. 4: BEING all that tract of land lying in Samples Manor, Washington County, Maryland, and contained within the following metes and bounds: BEGINNING at the Southeast corner of John W. Huffmaster’s lot at a stake and running thence South 47 ½ degrees East with due allowance for variation 6.32 perches to a stone; thence North 38 degrees Eat 15.24 perches to a stake; thence North 56 ½ degrees West 6.48 perches to the Northeast corner of the said Huffmaster’s lot; thence with the 2nd line of that lot reversed South 38 degrees West 14.52 perches to the point of beginning; containing 2 roods and 15 1/5 perches of land. PARCEL NO. 5: All of the following tract or parcel of land together with the improvements thereon, and all the rights, ways, privileges, easements and appurtenances thereunto belonging or in anywise appertaining, situate along the Northeast side of the Mountain Road leading from Samples Manor to Pleasantville, in Election District No. 11, Washington County, Maryland, and BEGINNING at a stone planted alongside a hickory tree on the Southwest side of said road, said stone being the beginning of Parcel No. 1 of the Deed from Luoy May Norris, et al, to Charles C. Parsons dated June 21, 1946 and recorded in Liber 236, Folio 347 among the Land Records of Washington County, Maryland, and running thence with the 1st and 2nd lines of said Parcel No. 1 and reversing the 8th, 7th, 6th, 5th, and 4th lines of Parcel No. 2 of said Deed South 69 degrees East 55.2 perches to a stone pile; thence North 18 degrees East 77 perches; thence North 20 degrees 15 minutes East 79.25 perches to a stone on the South side of a mountain road; thence North 72 degrees West 48 perches to a stone pile; thence South 4 degrees East 10.6 perches to a stone; thence North 45 degrees 30 minutes West 53.4 perches to a fence corner; thence correcting the aforesaid 4th line of Parcel No. 2 South 31 degrees 10 minutes West 728 feet to a stone alongside a chestnut stump thence South 31 degrees 40 minutes West 1377 feet to a concrete marker planted alongside a small sassafras tree on the Northeast side of said Mountain Road, said marker being at or near the end of 5 perches in the 7th line of the aforesaid Parcel No. 1; thence with the remainder of the 7th, 8th, and a portion of the 9th lines of said Parcel No. 1 South 39 degrees 15 minutes East 32.75 perches, more or less, to the end of said line; thence South 67 degrees 30 minutes East 25 perches; thence South 64 degrees 15 minutes East 20.5 perches, more or less, to a chestnut stump alongside a concrete marker, the corner of the parcel of land conveyed by Charles C. Parsons to Charles W. Cavender and Wife by Deed dated September 25, 1946 and recorded in Liber 237, Folio 692 among the aforesaid Land Records; thence binding on said parcel of land North 31 degrees 15 minutes East 1247 feet to a concrete marker; thence South 71 degrees 30 minutes East 342 feet to a concrete marker; thence South 25 degrees 07 minutes West 608 feet to a concrete marker; thence South 35 degrees 40 minutes West 750 feet to a concrete marker, thence North 35 degrees 40 minutes West 258 feet to a point in the Northeast margin of the aforesaid Mountain Road; and with it South 21 degrees 35 minutes West 342 feet to the point of beginning; containing 85.9 acres of land, more or less; TOGETHER WITH the right of way heretofore reserved for the use and benefit of the parcel of land hereinbefore described as the same is set forth in a certain Deed from Charles C. Parsons to Charles W. Cavender and Wife by Deed dated September 25, 1946 and recorded in Liber 237, Folio 692, among the aforesaid Land Records. LESS AND EXCEPT all that parcel of land conveyed by Gerald L. McCoy and Lillie I. McCoy to Roy L. McCoy and Lois McCoy, his wife, by Deed dated September 29, 1961 and recorded in Liber 372, Folio 429 among the aforesaid Land Records. LOT NOS. 1 through 5 BEING all of the same property which was conveyed from Margaret Jane Hanes, surviving joint tenant, to Roger L. Otzelberger, as to an undivided twenty- three and three-quarters percent (23.75%) interest, Rose Marie Otzelberger, as to an undivided twenty-three and three-quarters percent (23.75%), Roger L. Otzelberger, Jr., as to an undivided twenty-three and three-quarters percent (23.75%) interest, Rachel Marie Brown, as to an undivided twenty-three and three-quarters percent (23.75%) interest, together as joint tenants and not as joint tenants and not as tenants in common, and unto Margaret Jane Hanes, as to an undivided five percent (5.0%) interest, together as a tenant in common with the said Roger L. Otzelberger, Rose Marie Otzelberger, Roger L. Otzelberger, Jr., and Rachel Marie Brown by Deed dated December 30, 2003 and recorded in Liber 2227, Folio 399 among the Land Records of Washington County, Maryland. BASED on Assessment Records and calculation of the acreage contained in the existing descriptions, the Remaining Lands contain 152.35 acres, more or less. TOGETHER WITH a right of way or easement over each/all of the tracts or parcels of lands, collectively and in tandem or succession, as needed, for ingress and egress to and from the public road known as “Hoffmaster Road.” Open Session Item SUBJECT: Contract Award (PUR-1406) – Local Care Team Coordinator PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Rick Curry, CPPO, Director, Purchasing Department and Stephanie Lapole, Senior Grant Manager, Office of Grant Management (OMG) RECOMMENDED MOTION: Move to award the contract for the Local Care Team Coordinator in Washington County, Maryland to the responsible proposer with the responsive proposal. REPORT-IN-BRIEF: The purpose of the service is to fulfill the requirements of a Contractual Agreement for fiscal year 2019 with the Governor’s Office for Children (GOC). The award of funds for Local Care Team Coordinator shall commence upon receipt of a fully executed contract between the Board of County Commissioners of Washington County and the awarded vendor. The awarded contract shall expire on June 30, 2019, with an option to renew up to two (2) consecutive one-year periods through 2021. The Coordinating Committee was comprised of the following members: Director of Purchasing (Chairman Designee), OGM Director designee, OGM Grant Manager, Local Management Board (LMB) Board Chairperson, or designee and LMB Community Planning and Review Committee Chairperson or designee. The Request for Proposal (RFP) was advertised locally in the newspaper and on the County’s web site, as well as on the State’s “eMaryland Marketplace” web site. Notice of the RFP was e-mailed to those individuals/firms on the OGM’s e-mail list. Seventy-six (76) persons/firms accessed the RFP document from the web site. Two (2) providers were represented at the pre-proposal conference. DISCUSSION: N/A FISCAL IMPACT: Funding from the Maryland Governor’s Office for Children in the amount of $52,000.00. CONCURRENCES: Award as unanimously recommended by the Coordinating Committee. ALTERNATIVES: N/A ATTACHMENTS: None AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Enhanced Nutrient Removal at Washington County’s WwTP PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Mark D Bradshaw, P.E., Deputy Director, Engineering Services, Division of Environmental Management RECOMMENDED MOTION: Approve Change Order for Buchart-Horn, Inc. in the amount of $318,178.37. REPORT-IN-BRIEF: 1. Buchart Horn will prepare the design drawing and specification to upgrade the Smithsburg WwTP to 0.45 million gallons per day (MGD). The upgrade will include the following: influent screening system, influent pump station, modification to existing sequential batch reactor (SBR), post equalization, denitrification filter system, supplemental carbon feed system, coagulant chemical feed system for phosphorus removal, denitrification filter building, ultra violet (UV) disinfection system, and effluent pH adjustment system. Design documents will be completed 180 calendar days from notice to proceed. For a more detailed description of work, please refer to Buchart Horn's letter dated February 4, 2019. Increase contract amount by $437,376.00. 2. Buchart Horn will assist the County during the bidding phase of the project. For a more detailed description of these services, refer to Buchart Horn's letter dated February 4, 2019. Increase contract amount by $29,593.00. 3. During the construction phase of the project, Buchart Horn will provide project management services and full time inspection services. For a more detailed description of these services, refer to Buchart Horn's letter dated February 4, 2019. Increase contract amount by $542,064.00. 4. In 2006 when the County advertised this proposal, the plan was to upgrade the Smithsburg WwTP to 0.60 MGD. Since then, the County has elected to do an intermediate upgrade to 0.45 MGD instead of going directly to 0.60 MGD and would like to remove the 0.60 MGD design services from the contract. Decrease the contract amount by $530,554.63. 5. In 2006 when the County advertised this proposal, the plan was to upgrade the Smithsburg WwTP to 0.60 MGD. Since then, the County has elected to do an intermediate upgrade to 0.45 MGD instead of going directly to 0.60 MGD and would like to remove the 0.60 MGD project management and inspection services from the contract. Decrease the contract amount by $212,800.00. DISCUSSION: The original plan was to upgrade the Smithsburg WwTP to 0.60 MGD at an estimated cost of $14,000,000.00. At the direction of the administrator, Water Quality was instructed to evaluate alternative interim upgrades. An upgrade to 0.45 MGD will meet the Town’s current demand and the future demand of annexing the Cloverly development into the Town. The proposed upgrade, to 0.45 MGD, can be completed for approximately $6,000,000.00. Board of County Commissioners of Washington County, Maryland Agenda Report Form FISCAL IMPACT: The proposed Capital Improvement Budget has money programed to complete the 0.45 MGD upgrade but not for the 0.60 MGD upgrade. CONCURRENCES: Dan Divito, Director, Division of Environmental Management ALTERNATIVES: Upgrade the plant to 0.60 MGD. ATTACHMENTS: Change Order #15 and Buchart-Horn’s letters dated 2/4/19. AUDIO/VISUAL NEEDS: N/A TO: Consultant: Contractor: Vendor: BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY MARYLAND 100 WEST WASHINGTON STREET, HAGERSTOWN, MARYLAND 21740-4735 CHANGE ORDER Buchart Horn, Inc PO Box 15040 York, PA 17405 Change Order No. 15 Purchase Order No. WASHCO 23792 Contract No. PUR - 977 Oracle Account No. 515000-32-42010-TRP021-INSP00000 Project Title: Enhanced Nutrient Removal cr Washington County's WwTP Date: Feb 13, 2019 The contract time will: (''increase ("decrease ("remain the same by: 180 (*-) calendar days (-' working days Description of Change: 1. Prepare design drawings and specifications to upgrade the Smithsburg WwTP to 0.45 million gallons per day (MGD). 2. Provide bid services during the bidding phase of the project. 3. Provide project management and inspection services during the construction phase of the project. 4. Remove the design services to upgrade the Smithsburg WwTP to 0.60 MGD 5. Remove the project management and inspection services associated with upgrading Smithsburg WwTP to 0.60 MGD. xeason for 1. Buchart Horn will prepare the design drawing and specification to upgrade the Smithsburg WwTP to 0.45 MGD. The upgrade will include the following: influent screening system, influent pump station, modification to existing sequential batch reactor (SBR), post equalization, denitrification filter system, supplemental carbon feed system, coagulant chemical feed system for phosphorus removal, denitrification filter building, ultra violet (UV) disinfection system, and effluent pH adjustment system. Design documents will be completed I80 calendar days from notice to proceed. For a more detailed description of work, please refer to Buchart Horn's letter dated February 4, 2019. Increase contract amount by $437,376.00, 2. Buchart Horn will assist the County during the bidding phase of the project. For a more detailed description of these services, refer to Buchart Horn's letter dated February 4, 2019. Increase contract amount by $29,593.00. 3. During the construction phase of the project, Buchart Horn will provide project management services and full time inspection services. For a more detailed description of these services, refer to Buchart Horn's letter dated February 4, 2019. Increase contract amount by $542,064.00. 4. In 2006 when the County advertised this proposal, the plan was to upgrade the Smithsburg WwTP to 0.60 MGD. Since then, the County has elected to do an intermediate upgrade to 0.45 MGD instead of going directly to 0.60 MGD and would like to remove the 0.60 MGD design services from the contract. Decrease the contract amount by $530,554.63. 5. In 2006 when the County advertised this proposal, the plan was to upgrade the Smithsburg WwTP to 0.60 MGD. Since then, the County has elected to do an intermediate upgrade to 0.45 MGD instead of going directly to 0.60 MGD and would like to remove the 0.60 MGD project management and inspection services from the contract. Decrease the contract amount by $212,800,00. The completion date, incorporating the changes included in this change order, is: July 2018 The original contract sum was: $3,638,300.00 Net changes by previous change orders: $557,426.26 Contract sum prior to this change order: $4,195,726.26 By this Change Order, the contract sum will be changed by: $318,178.37 The new contract sum including this change order will be: $4,513,904.63 The Consultant/Contractor/Vendor shall not commence with the work described hereon until this form is executed by all agents. Consultant-F— Contractor/Vendor: Finance: Purchasing: Approving Agency: County Administrator: Outside County Entities: Please email the signed form to ChangeOrder@washeo-md.net. w� -BUCHART HORN ENGINEERS - ARCHITECTS • PLANNERS February 4, 2019 Mr. Marls D. Bradshaw, P.E. Deputy Director Washington County Department of Water Quality 1632 Elliott Parkway Williamsport, MD 21795 RE: Washington County, MD Smithsburg WWTP Expansion to 0.45 mgd with Upgrade for Reduced Ammonia Limit and ENR Proposal for Design, Bidding and Construction Phase Services BH Proposal No. 34705 Dear Mr. Bradshaw: Buchart Horn and RK&K are pleased to resubmit our proposal to provide engineering services for the design, bidding and construction phases for the expansion to 0.45 mgd with an upgrade for a reduced ammonia limit and Enhanced Nutrient Removal (ENR) of the Smithsburg WWTP. This expansion and upgrade builds upon the following: • Draft Preliminary Design Report (PDR) dated November 28, 2018. • Clarifications of PDR discussed at December 17, 2018 meeting among County, BH and RK&K. • Maryland Department of the Environment's (MDE) November 28, 2018 letter regarding planning limits, January 7, 2019 meeting with MDE, and January 10, 2019 email regarding NH3 limits as a function of pH. To the extent practicable, the design shall accommodate a future expansion to 0.6 mgd with ENR but focus on minimizing costs to achieve a design capacity of 0.45 mgd. This proposal is based upon achieving nitrogen and phosphorus effluent goals for a 0.45 mgd facility using the following approach, with the understand that 1. discharge permit limits have not yet been finalized with MDE, and 2. the economics of effluent pH control have not yet been determined. Upgrades to the two existing SBRs will result in nitrification achieving an ammonia concentration <1 mg/I. It becomes relatively more difficult to fully nitrify in the SBR volume available as loads increase and as temperatures become colder, especially at temperatures less than 10°C. If difficulties are encountered in achieving full nitrification at cold temperatures, then it would be more unlikely an effluent ammonia concentration of 0.5 mg/1 could be achieved relative to achieving 1 mg/l. RK&K reviewed design reports with Aqua -Aerobics that it recently provided for various combinations of loadings and cold temperatures to decide using this design criteria. Nitrate -nitrite (NOx) conversion to nitrogen gas will be accomplished using new denitrification filters fed with methanol as a supplemental carbon source. Limited, if any, NOx conversion to nitrogen gas will be achieved in the SBRs. Phosphorus removal will be accomplished by chemical addition with the precipitate being removed by the existing disk filters. The new denitrification filters will be located upstream of the existing disk filters. The effluent pH will be less than 7.5, which will be maintained using a new chemical feed system feeding acid near the effluent. The Russell E. Horn Building • 445 West Philadelphla Street • PO Box 15040 • York, PA 17405-7040 T: 1717i 852-1400 • F: (717) 852-1401- www.bucharthorn,com iffm February 4, 2019 Page 2 of 6 A detailed Scope of Services Is included in Attachment No. 1. Attachment No. 2 provides a breakdown of man- hours and fees. We have assumed a construction period of 18 months and have included fulltime construction inspection. The estimated design and construction fee is One Million Sixty -One Thousand Five Hundred Thirty - Three Dollars ($1,061,533). BH and RK&K appreciate the opportunity to be of service to the County on this Upgrade and expansion of the Smithsburg WWTP. If you should have any questions or require any additional information, please do not hesitate to tali me at (717) 852-1455. Regards, BUCHART HORN INC. Jeffrey S. Culton, P.E. Project Manager Approved: BUCHAILT HORN, INC. Brian S, Funkhouser, P.E. President and CEO www.bucharthorn.com J:\PRCJ\76436-a3\OPPS_FfNAL\Design, Bid, Construction Phase.docK $UCHART HORN ENGINEERS - ARCHITECTS - PLANNERS ATTACHMENT NO.1 SCOPE OF SERVICES DESIGN SERVICES Pre -Design Tasks: • Update influent flow and design loading based on most recent data available from County. • Finalize negotiation of effluent limits with MDE. • Determine the appropriate chemical to use for effluent pH adjustment. • Provide direction forthe County to perform laboratory titration testing of the effluent to determine chemical dosage required for effluent pH adjustment. The intent of this task is to estimate how much chemical addition would be needed at the effluent for pH adjustment. influent Screening System • Addition of a manually cleaned bar screen to be in parallel with the existing mechanically cleaned screening system. Refer to the attached PDR and 12/17/18 meeting summary for additional description. Influent Pumping Station: • Two new pumps (replacing the existing pumps). • New variable frequency drives (VFDs) for the replacement pumps, to be located outdoors In NEMA 4 enclosure. • Replacement piping within the wet well. • Evaluate if replacement yard piping is required based on additional in -plant recycle flows from denitrification filters. • Upgraded level sensors. Refer to the attached PDR and 12/17/18 meeting summary for additional description. Modifications to Existing SBRs: • Four new additional positive displacement blowers housed outdoors similar to existing blowers including outdoors VFDs). • Six new fine bubble diffuser racks (three per SBR). • Removal of existing surface aerators. • Replacement of decanters. • Upgrade SBR control system utilizing CompactLogix PLCs. Incorporate passwords for accessing control system. • Replacement of air diffuser socks. • Evaluate if dissolve oxygen probes should be replaced with ammonia probes for aeration blower control. Refer to the attached PDR and 12/17/18 meeting summary for additional description, except for the Aqua Aerobics Process Design Report dated August 30, 2018 that was included in the PDR Appendix which is not vaild for the ammonia and ENR requirements provided by MDE. At the time of preparation of this proposal, we requested an updated Process Design Report from Aqua Aerobics in consideration of the effluent planning limits issued by MDE on November 28, 2018 and its subsequent correspondence. February 4, 2019 Page 4 of 6 BioMag"" Process: • No modifications. Refer to the attached PDR and 12/17/18 meeting summary for additional description. Post Equalization: • Two new pumps in SBR post equalization basin (replacing the existing pumps). • Replacement VFDs for pumps. Denitrification Filter system. New denitrification sand filters system. The filters will be located inside a new building if downflow filters (such as Nx Clear) are used; but, they will not be located within a building If continuous backwash filters are used. The system will be arranged so effluent is pumped to the existing disk filters using anew filter effluent pumping system constructed with the new denitrification sand filters. The use of filters in series is recommended as it will allow the new denitrification filters to be used for nitrate and solids removal and the existing disk filters be used for phosphorus and solids removal which simplifies operation compared to a dual-purpose filtration system. Downflow filters will be of the Nx Clear type provided in a packaged metal tank system with an integral clearwelll and mudwell. If used, the structure for the continuous backwash filters would be constructed of concrete. The new denitrification filters will be located upstream of existing two disk filter systems (A third disk filter system will not be provided and flows will be bypassed around disk filters for flows that exceed 2 mgd). Modified piping to new filter unit. Refer to the attached PDR and 12/17/18 meeting summary for additional description. Please note that the PDR Included providing additional disk filtration capacity which will not be required with the addition of denitrification filters (which will also remove solids). Supplemental Carbon Feed System: • Methanol feed system to provide supplemental carbon to denitrification filters. • Storage tank, vertical steel tank in containment area. • Chemical feed pumps, piping, and controls located outdoors near storage tank. • All equipment will be explosion proof and compatible with methanol. • Eyewash and emergency shower. Coagulant Chemical Feed System for Phospharus Removal: • Chemical feed system to precipitate phosphorus for removal by existing disk filters. • Use either alum or PACT. • Storage tank located outdoors with heat jacketing system. • Chemical feed pumps, piping and controls housed in the new Denitrification Fiiter Building. • Eyewash and emergency shower. Denitrification Filter Building: • A new building to house denitrification filters and coagulant chemical feed system. • Building will be large enough to accommodate the addition of future filters for 0.6 mgd capacity, or it will be designed to be readily expandable to accommodate the addition of future filters. • Structural foundation. • Superstructure, doors, roof drainage, roofing. www,bLJcharthern.com 1;\PROt\76436-03\OPPS_FINAL\Design, Bid, Construction Phase.docx February4, 2019 Page 5 of 6 • Electrical / I&C. • HVAC. • Plumbing. • All appurtenances required by building code. UV Disinfection System: • Two UV modules (to replace and expand the existing system). • The design is to Include provisions for a mobile, temporary system to be used during construction. • Electrical / I&C. Refer to the attached PDR and 12/17/18 meeting summary for additional description. Effluent pH Adjustment System: • Purpose of system is to maintain effluent pH below 7.5. • Chemical storage tank, feed pumps, emergency eyewash/shower. • Concrete stab and containment area, if the feed system cannot be installed in an existing building or within a separated area of the new Denitr€fication Building. • Mixing chamber with mixer to adequately disperse the chemical into the effluent. • Effluent pH meter with feedback control loop to pace feed pump. • Electrical / I&C. Sludge Thickening: • No modifications. Refer to the attached PDR and 12/17/18 meeting summary for additional description. Related work associated with the design: • Prepare contract drawings. • Prepare specifications • Site surveying. • Geotechnical for new denitrification filters/denitrification filter building, methanol feed facility containment structure, generator, and for effluent pH chemical system containment structure, alum feed system containment structure, paving design and stormwater management design. A total of 10 borings have been assumed. • Site grading and stormwater management design and permitting. • Complete and submit MDE construction permit. • Complete and submit ACOE/MDE Joint waterway construction permit, if required. • Cost estimating. • Kickoff meeting and monthly progress meetings. Design Phase Deliverables: Provide plans, specifications and cost estimates at 50%, 90%, and 100% design. Time to Complete Design: The design will be completed in six months after authorization to proceed. www.bucharthorn.com 1:\PROl\76436-03\OPPS_FINAL\Design, ©Id, Constfuctkm Phase.ducx February 4, 2019 Page 6 of 6 BID AND CONSTRUCTION PHASE SERVICES The Bid and Construction Phase services are being proceed on the basis of an 18-month construction duration, with an allowance for a four -month period between advertisement and notice to proceed for bidding and finalizing administrative matters. • Attend pre -bid meeting. • Assist in preparing addenda during the bidding phase. • Review of bid packets. • Review submittals. • Review and prepare a response to all RF"Is. • Attend monthly construction progress meetings — prepare the agenda and minutes for meeting. • Final inspection and punchlist. • As -built drawings. CONSTRUCTION SERVICES • Provide fulltime inspection services for the 18-month construction phase. EXCLUSIONS This scope of work does not include the design of a new SBR. www.bucharthorn.com J:\PROJ\16436-03\OPPS_FINAL\Design, Bid, Construction Phasedocx CY CY Z Z r'" e Q a. U w LL 2 CY CY I� Ucy w w Z w tal C N = 0 O U a N 0 a Lr c t m L N L fyC U -0 rl LL 7 m O z y � E o` w w r w z z v v O w Q Q a V) z 0 a QYQ L�J O 2 z Q r, m cn U? kD O O 00 00 n rn m u'1 r ,,# to cr -kn r'V 5� ifs 00 A/} rn 4^ rj 0 0 to O O O H 00 un m r" ll lqt O i/? O O .4 coM rl . 00 .--I N N Ql N rl N rl ,r In .I H l0 m N H ct rn 00 m N rl Ct d rl LO • , r c� N f'� �-i t!F N N M l^O 00 00 ♦ W u 00 h < V1 z m L �- p U m N D u tQJ LID Q ri o m �i t; U rri LA O z - J Y LLU n Z a- Lu Q z U [-U O lw7 w w OF- uj aj 0 d F Open Session Item SUBJECT: Construction Bid Award – Poffenberger Road Bridges W4011 and W4012 Bridge Rehabilitation Project, County Contract No. BR-PR-179-14 SHA Contract No. WA395ZM2, Federal Aid Project No. STBG-3(532)E PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Scott Hobbs, P.E., Director, Division of Engineering RECOMMENDED MOTION: Move to conditionally award the Poffenberger Road Bridges W4011 and W4012 Bridge Rehabilitation contract to the lowest responsive, responsible bidder, Lantz Construction Co., D.B.A. Building Systems, Inc. of Hagerstown, Maryland, in the amount of $1,392,814.00 and approve a budget transfer in the amount of $736,900 from account BRG065 (Poffenberger Road Bridge W4011) to account BRG066 (Poffenberger Road Bridge W4012). Conditional award is based on receiving concurrence in award from Maryland State Highway Administration (SHA). REPORT-IN-BRIEF: The project was advertised in the Herald Mail, on the County’s website, and on the State of Maryland’s website, “e-Maryland Marketplace”. Three (3) bids were received and opened on Friday, February 22, 2019 as listed below and further detailed on the attached Bid Tabulation. Contractor: Bid: Lantz Construction Co., D.B.A. Building Systems, Inc. $1,392,814.00 MAR-ALLEN Concrete Products, Inc. $1,993,382.00 Kiewit Infrastructure South Co. $2,327,958.20 The bids have been evaluated. The low bid from Lantz Construction Co., D.B.A. Building Systems is in order. The engineer’s estimate for this work is $1,450,000. DISCUSSION: This project involves the rehabilitation of two existing side-by-side stone arch bridges located over Antietam Creek on Poffenberger Road approximately three miles south of Hagerstown, Maryland. Bridge W4011 is an existing one-lane, single-span stone arch bridge; and Bridge W4012 is an existing one-lane, three-span stone arch bridge. The project consists of replacing the soil fill over both bridge arches with lightweight concrete and steel reinforcing; reconstruction of stone spandrel walls, and parapets; along with placement of concrete pier collars and parapet caps at both bridges. Work also includes placement of road signs, new traffic barrier, and asphalt paving. This is a 200 consecutive calendar day contract. The anticipated Notice to Proceed is for late May 2019, with an anticipated completion date in late December 2019. The bid documents Board of County Commissioners of Washington County, Maryland Agenda Report Form include Liquidated Damages in the amount of $500.00 per calendar day for work beyond the completion date. Poffenberger Road will be closed at the stone arch bridges for the project duration, with the associated detour route marked. The posted detour route includes Sharpsburg Pike, Wagaman Road, and Garis Shop Road. FISCAL IMPACT: Poffenberger Road Bridge accounts from the Capital Improvement Plan (BRG065 and BRG066). This is also a federal aid bridge project administered by SHA that utilizes Federal Highway Bridge Program funds. The County will be reimbursed by SHA for construction costs (80% federal share / 20% local share). Total expenses are estimated at $1,492,814; including $1,392,814 for the proposed bid award, $50,000 inspection/testing/right-of-way/utilities, and $50,000 for construction contingency. The construction cost will be reimbursed by SHA at an 80/20 share. Construction Funding: CONCURRENCES: Budget and Finance (Fiscal Impact), State Highway Administration ALTERNATIVES: This is the most cost effective and practical alternative. The bridges are in poor condition and repairs are needed. ATTACHMENTS: Bid Tabulation, Map, Photos, Budget Adjustment Form AUDIO/VISUAL TO BE USED: N/A DIVISION OF ENGINEERING TABULATION POFFENBERGER ROAD OVER ANTIETAM CREEK No. BR-PR-179-14 STATE CONRACT NO. WA395ZM2 FAP NO. STBG-3(532)E FRIDAY, FEBRUARY 22, 2019 at 2:00PM ITEM Clearing & Grubbing 1001 1 LS 10,700.00 10,700.00 15,780.00 15,780.00 20,000.00 20,000.00 Type B Engineer's Office 1002 1 LS 25,950.00 25,950.00 47,240.00 47,240.00 50,000.00 50,000.00 Maintenance of Traffic 1003 1 LS 10,175.00 10,175.00 7,025.00 7,025.00 50,000.00 50,000.00 Bank Run Gravel Subbase for MOT 1004 50 TON 25.00 1,250.00 135.00 6,750.00 59.00 2,950.00 Temporary Traffic Signs High Perf. Wide Angle Retrorefl Sheeting 1005 425 SF 23.00 9,775.00 25.50 10,837.50 30.00 12,750.00 Temporary Concrete Traffic Barrier for MOT 1006 40 LF 55.00 2,200.00 40.00 1,600.00 45.00 1,800.00 Type III Barricade for MOT 1007 6 EA 400.00 2,400.00 1,465.00 8,790.00 125.00 750.00 Temporary Orange Construction Fence 1008 100 LF 4.00 400.00 12.60 1,260.00 1.30 130.00 Drums for MOT 1009 50 EA 85.00 4,250.00 107.00 5,350.00 80.00 4,000.00 Precast Temporary 32 Inch F shape Concrete Traffic Barrier 1010 65 LF 55.00 3,575.00 40.60 2,639.00 45.00 2,925.00 Construction Stakeout 1011 1 LS 13,785.00 13,785.00 9,630.00 9,630.00 20,000.00 20,000.00 Mobilization 1012 1 LS 105,100.00 105,100.00 109,630.00 109,630.00 200,000.00 200,000.00 Select Borrow 2001 10 CY 50.00 500.00 222.00 2,220.00 75.00 750.00 Saw Cuts 2002 43 LF 6.00 258.00 12.00 516.00 12.50 537.50 Removal of Existing Pavement 2003 125 CY 75.00 9,375.00 97.00 12,125.00 52.00 6,500.00 Class I Excavation 2004 25 CY 50.00 1,250.00 84.00 2,100.00 75.00 1,875.00 Stabilized Construction Entrance, Contingent 3001 60 TON 28.00 1,680.00 178.00 10,680.00 58.00 3,480.00 Maintenance of Stream Flow 3002 1 LS 170,800.00 170,800.00 150,000.00 150,000.00 357,000.00 357,000.00 Silt Fence 3003 100 LF 5.00 500.00 9.50 950.00 7.00 700.00 Class 3 Structure Excavation 4001 574 CY 78.00 44,772.00 64.00 36,736.00 110.00 63,140.00 Lightweight Superstructure Concrete 4002 669 CY 440.00 294,360.00 442.00 295,698.00 700.00 468,300.00 Repointing Stone Masonry Mortar Joints 4003 9546 SF 15.00 143,190.00 30.00 286,380.00 15.70 149,872.20 Stone Masonry 4004 273 CY 755.00 206,115.00 2,068.00 564,564.00 880.00 240,240.00 Pier Nose Reconstruction - W4012 4005 1 LS 12,750.00 12,750.00 37,445.00 37,445.00 20,600.00 20,600.00 Parapet Cap Concrete - W4011 4006 1 LS 22,850.00 22,850.00 13,775.00 13,775.00 50,000.00 50,000.00 Parapet Cap Concrete - W4012 4007 1 LS 52,950.00 52,950.00 42,400.00 42,400.00 75,000.00 75,000.00 Temporary Shoring - W4012 4008 1 LS 87,500.00 87,500.00 50,890.00 50,890.00 300,000.00 300,000.00 End Post A Concrete - W4011 4009 1 LS 4,480.00 4,480.00 12,980.00 12,980.00 25,000.00 25,000.00 End Post B Concrete - W4012 4010 1 LS 4,560.00 4,560.00 14,795.00 14,795.00 25,000.00 25,000.00 End Post C Concrete - W4012 4011 1 LS 5,000.00 5,000.00 17,910.00 17,910.00 25,000.00 25,000.00 Pier Collar Concrete - W4012 4012 55 CY 1,245.00 68,475.00 1,156.00 63,580.00 1,350.00 74,250.00 Hot Mix Asphalt Superpave 9.5mm Suface 5001 115 TON 100.00 11,500.00 255.00 29,325.00 104.00 11,960.00 Hot Mix Asphalt Superpave 19.0mm Base 5002 120 TON 98.00 11,760.00 178.00 21,360.00 102.00 12,240.00 4 Inch Graded Aggregate Base Course 5003 700 SY 14.00 9,800.00 25.50 17,850.00 12.50 8,750.00 5 Inch Yellow Pavement Marking Paint Lines 5004 220 LF 2.50 550.00 2.15 473.00 0.50 110.00 5 Inch White Pavement Marking Paint Lines 5005 950 LF 2.50 2,375.00 2.15 2,042.50 0.25 237.50 Milling Existing Pavement 5006 235 SY 20.00 4,700.00 52.00 12,220.00 24.00 5,640.00 Type C Traffic Barrier End Treatment 6001 3 EA 3,675.00 11,025.00 6,600.00 19,800.00 3,800.00 11,400.00 Traffic Barrier W-Beam Anchorage to Vertical Face 6002 3 EA 2,730.00 8,190.00 5,735.00 17,205.00 2,800.00 8,400.00 Removal and Disposal of Existing Traffic Barrier W Beam 6003 65 LF 8.00 520.00 15.00 975.00 11.00 715.00 Remove and Dispose of Existing Delineators and Supports 6004 4 EA 50.00 200.00 92.00 368.00 55.00 220.00 Remove/Relocate Existing Delineators and Supports 6005 2 EA 125.00 250.00 111.00 222.00 110.00 220.00 Placing Furnished Topsoil, 4 Inch Depth 7001 500 SY 6.00 3,000.00 19.00 9,500.00 15.00 7,500.00 Temporary Seeding 7002 50 LB 15.00 750.00 119.00 5,950.00 22.00 1,100.00 Turfgrass Establishment 7003 500 SY 2.00 1,000.00 12.50 6,250.00 2.35 1,175.00 Type A Soil Stabilization Matting 7004 100 SY 3.00 300.00 10.50 1,050.00 9.75 975.00 Square Perforated Tubular Steel Sign Posts 8001 10 EA 165.00 1,650.00 93.00 930.00 110.00 1,100.00 Square Tubular Steel Anchor Bases 8002 10 EA 82.00 820.00 26.50 265.00 82.00 820.00 Sheet Aluminum Signs 8003 45 SF 45.00 2,025.00 34.00 1,530.00 30.00 1,350.00 Remove Existing Ground Mounted Signs and Supports 8004 38 SF 17.00 646.00 35.50 1,349.00 22.00 836.00 Remove/Relocate Existing Ground Mounted Signs and Supports 8005 6 EA 138.00 828.00 407.00 2,442.00 110.00 660.00 Kiewit Infrastructure Hagerstown, MD Concrete Products, Inc. Ephrata, PA DBA Building Systems Lantz Construction Co.MAR-ALLEN South Co. Hanover, MD Poffenberger Road Bridge Detour Legend 0 250 500 750 1,000Feet µ ª«¬ª«¬ ª«¬ª«¬ ª«¬ ª«¬ ª«¬ ª«¬ª«¬ à Antietam Creek Antietam Creek '()* WagamanRoad PoffenbergerRoad SharpsburgPike(MD65) GarisShopRoad '()* Garis ShopRoad ª«¬ª«¬ ª«¬ - Road Centerlines - Detour Route OldNationalPike Poffenberger Rd Bridge W4011 & W4012 (Looking East) Poffenberger Rd Bridge W4011 & W4012 (Looking West) Poffenberger Road Bridge W4011 Poffenberger Road Bridge W4012 Poffenberger Road Bridge W4012 Budget Amendment - Increases or decrease the total spending authority of an accounting fund or department Budget Transfer - Moves revenues or expenditures from one account to another or between budgets or funds. Transaction/Post -Finance Deputy Director - Finance Preparer, if applicable Date: 2019.02.21 14:04:11 -05'00' Washington County, Maryland Budget Adjustment Form Department Head Authorization Division Director / Elected Official Authorization Budget & Finance Director Approval Required approval with date If applicable with date Required approval with date County Administrator Approval Required approval with date County Commissioners Approval Required > $ 25,000 with date Expenditure / Account Number Fund Number Department Number Project Number Grant Number Activity Code Department and Account Description Increase (Decrease) + / - 498710 30 11620 BRG065 OTHR Capital Transfer - General -150,200 498400 30 11620 BRG065 OTHR Capital Grant - Federal -586,700 599999 30 11620 BRG065 OTHR Poffenberger Rd Bridge W4011 -736,900 498710 30 11620 BRG066 OTHR Capital Transfer - General 150,200 498400 30 11620 BRG066 OTHR Capital Grant - Federal 586,700 599999 30 11620 BRG066 OTHR Poffenberger Rd Bridge W4012 736,900 Explain Consolidating project BRG065 into project BRG066. These two bridges are adjacent to each other and construction will be completed under one project. Budget Adjustment Required Action by County Commissioners No Approval Required Approval Required Approval Date if Known Feb 21, 2019 Feb 21, 2019 Expenditure / Account Number Fund Number Department Number Project Number Grant Number Activity Code Account Description Increase (Decrease) + / - Open Session Item SUBJECT: Cascade Town Centre Overview PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Andrew Eshleman, Director, Public Works; Sara Greaves, Chief Financial Officer; Dan DiVito, Director, Division of Environmental Management; Todd Moser, Real Property Administrator; Division of Engineering, and Susan Small, Director, Department of Business Development RECOMMENDED MOTION: Consensus in management direction for Cascade Town Centre property. REPORT-IN-BRIEF: The County assumed ownership of the Cascade Town Centre September, 2016 from the PenMar Development Corporation. The County entered into a Master Developer Agreement with JG Business Link International (JGBLI) in November, 2016 to market, development and sell the property; and subsequently transferred 63 acres to them in September, 2017. The County remains the owner of 528 acres of Cascade Town Centre property. The County leases multiple income generating properties and is responsible for the maintenance of the lands and property including the water, sewer, and electric utilities. DISCUSSION: The County owns the remaining 528 acres of the Cascade Town Centre which includes buildings, roads, lakes, dams, utilities, an onsite water treatment system and network, historic parade grounds, and the Fort Ritchie Community Center (FRCC). The County has a number of income generating properties which FY19 Year to Date has generated approximately $18,000. Primary income generating facilities include the former Commissary Building #518, the Chapel Building #302, the Cellular Communication Tower, and Lakeside Hall Event Center. The existing utility network for Fort Ritchie was and still is mostly privately owned, and therefore, most systems do not have individually metered accounts at the building, but a master account for the entire site. For this reason, lease rental rates include utility costs. As development occurs existing utility systems will need to be upgraded and/or connected to the new infrastructure. Currently, the 63 acres owned by JGBLI is not metered for water, sewer, and electric and the County will need to install those meters in order to bill for the usage. It is anticipated that a wholesale rate for sewer will need to be established, individual water meters installed on new buildings as development occurs, and a metered electric account created that the County will need to install, bill and collect based on usage until such time that new development is connected to the new distribution lines and substation. The current remaining fund balance as of 2/8/19 including commitments of $150,000 to FRCC in FY2020 is $1,092,959.06. The monthly operating cost for Cascade Town Centre is approximately $72,245 which provides for operational costs for 15 months and will last until approximately April, Board of County Commissioners of Washington County, Maryland Agenda Report Form 2020. Major approximate annual expenses include $200,000 in wages and benefits, $150,000 for sewer fees, $65,000 for electricity, $25,000 for heating oil and gas, and travel expenses. The County has a Master Development Agreement with JGBLI, whereby JGBLI will act as the Agent on the County’s behalf and Developer of the Cascade Town Centre for the purpose of conducting general promotional and real estate development activities for the property. The Agent has the exclusive right to market, promote, and advertise the Centre, negotiate potential sales and conveyances of real property to buyers; secure tenants for leasable space, and promote the development of the Centre to end users. Currently, JGBLI has signed Memorandum of Understandings with many business partners to establish a basic framework for conducting cooperative activities. JGBLI has been granted demolition permits for buildings 745-753 on their 63 acres with work anticipated in the spring. There are no active or pending developments on the County’s remaining lands. The Cascade Town Centre is not currently listed for sale in Co-Star/LoopNet or the Multiple Listing Service/MRIS. A preliminary market and comparative analysis was performed by County staff for similar properties of regional size and is included for reference. The property is unique in that significant investment is expected to upgrade the infrastructure. It is recommended that a third party comparative analysis be performed and list the property with a sale price. The Cascade Town Centre is eligible for multiple economic development programs and incentives. Notable incentives include the Job Creation and Tax Credits, Foreign Trade Zone, Tax Increment Financing District, Targeted Employment Area, Special Economic Development Zoning District, Priority Funding Area, and the Low-Income Housing Tax Credit program. A full breakdown and description of the programs and incentives is included as an attachment. The programs cover a wide range of business opportunities from property and business tax incentives to special exceptions for foreign investments and visa status, as well as priority funding to encourage development. FISCAL IMPACT: N/A CONCURRENCES: ALTERNATIVES: N/A ATTACHMENTS: Property Map, table of commercial leases, fund balance, preliminary comparative market analysis, and economic development program/incentive summary. AUDIO/VISUAL NEEDS: None Cascade Towne Center @ Fort Ritchie Restriction of Liability: 0 500 1,000 1,500 2,000 Feetμ Legend 3 11 152 517 518 360 322 321 320 319 318 317 315 313 311 309 307 306 308 310 312 314 316 305 303 301304 302 607 519504 401 343 330 326 202 201 204 205 150 122 121 120 119 118 117 116 115 114 112 111 110 109 108 107 106 105 104101 155 154 141 160 130 124 123 4 LAKE ROYER LAKEWASTLER ELECTRIC SUBSTATION 602 837 860 839 711 710 700 724 723 722 721 720 730 725 726 727 728 729 734 735 731 746 745 747 748 749 750 751 753752 754 755 756 757 759 761 763 765 767 769 771 773 758 760 762 764 766 768 770 772 785 783 781 779 777 775 521 - Cascade Town Center LLC (JGBLI Owned) - Future Community Center Subdivision - Maryland Historic Trust Easement Area - B.O.C.C Cascade Town Center Property (B.O.C.C. Owned) 521 - (#521) Senior/Youth Center (8,000 +/- SF) - (#3) Community Center (20,000 +/- SF)3 - (#11) Lakeside Hall (17,000 +/- SF)11 - (#200) The Castle (3,000 +/- SF)200 - (#601) Former Warehouse (47,000 +/- SF)601 - (#603) Former Office Building (24,000 +/- SF)603 - (#152) SCIF Building (30,000 +/- SF)152 - (#360) Dining Hall (15,000 +/- SF)360 - (#517) PX Building (30,000 +/- SF)517 - (#102) Youth Center (13,000 +/- SF)102 - (#518) Commissary Building (47,000 +/- SF)518 102 200 601 603 !1 !2 !9 !4 !5 !6 !7 !8 ! Rental Lease GSF RSF Amount Term 302 (Chapel) 14304 Castle Dr. Religious-Non profit 4,070 3,322 $830.50/month 6 mths 401 (25021 Lake Wastler Dr)Storage 5,680 1,402 $292.09 mnth-mnth 517 (14204 Range Road)Former Commissary - Storage 30,772 ~2,000 $250.00 mnth-mnth 518 (14208 Range Road)Mid-MD Baseball 46,981 41,719 $1,250/ month 6 mnths 607 (14303 Lake Royer Drive)JGBLI Office 10,560 9,829 $0.00 no lease Cell Tower (25036 Pen Mar Rd)Cellular Communication 31,715 $737.92/month Fort Ritchie Community Center Community Center 79,047 54,056 1$/year 2038 JGBLI Water Sewer Electric Gas Phone/Cable JGBLI - 63 Acres *No **No ***Potential Yes Yes County Owned Buildings 302 (Chapel) 14304 Castle Dr. No No No Yes Yes 401 - B (25021 Lake Wastler Dr)No No No Yes Yes 517 (14204 Range Road)No No No Yes Yes 518 (14208 Range Road)No No No Yes Yes 607 (14303 Lake Royer Drive)No No No Yes Yes Cell Tower (25036 Pen Mar Rd)NA NA Yes NA Yes Fort Ritchie Community Center No No Yes Yes Yes Note: Fort Ritchie site was set up as one customer with mostly privately owned service and utilities within the property *Looped distribution network can't be metered to parcel, new meters will be installed at buildings as development occurs. **Inline Flow meter to be installed on sewer line to parcel Cost~$10,000 network and have metered service from utility company. METERED SERVICE CASCADE TOWNE CENTRE COMMERCIAL LEASES Area leases (~$150/hr)17,00017,977Rental - Upon ConsultationLake Royer Dr County Owned Buildings Purpose Note: All rental amounts include water, sewer, electric and gas utility costs. YesNoNoNoYes Money transferred from Pen Mar Deposit - Pen Mar Cash 593,564.29 Pen Mar CD matured 833,021.69 CD matured 1,327,963.22 CD matured 508,824.98 Remaining cash transfer 291,351.35 Contributed Capital in FY17 (Fund Balance) 3,554,725.53 Revenues in FY17 Rental Building 223,446.60 Rental Other 6,700.00 Miscellaneous 10,596.79 Total Revenues FY17 240,743.39 Expenses in FY17 Wages and Benefits 261,934.32 Electric 158,361.16 Sewer 114,716.58 Transfer to Hotel Rental fund to reimburse for expenses before this fund was established 323,197.52 Travel expenses 60,500.00 Other 113,228.01 Total Expenses in FY17 (1,031,937.59) Fund Balance FY17 2,763,531.33 Revenues in FY18 54,750.70 Expenses in FY18 Wages and benefits 351,418.94 Appropriation to Ft. Ritchie Community Center 170,000.00 Travel 303,532.01 Other 346,342.66 Total Expenses in FY18 (1,171,293.61) Fund Balance FY18 1,646,988.42 Revenues as of 2/8/2019 218,092.14 Expenses as of 2/8/2019 Wages and benefits 190,107.23 Appropriation to Ft. Ritchie Community Center 170,000.00 Travel 19,300.00 Other 242,714.27 Total Expenses in FY19 (622,121.50) Fund Balance FY19 1,242,959.06 Committed to FRCC (150,000.00) Recap of Cascade Town Centre Activity C:\Users\tmiller\Desktop\Copy of Cascade Summary FB Recap including committments (002) (002) Location Sold-Closed Price Raw Land Zoning Price Per Acre DOM Water/Sewer Description Unionville, MD $1.7M 131 Ac AG/RET 12,977.00$ 279 Church/Camp Retreat Complex/Private School/Winery 131 Acres with 80 Acres in crops. Zoned 3 story historic manor home, 2 dorms, a bank barn, a chapel which seats 169 people built in 1993 with offices, meeting rooms and kitchen. New wastewater treatment system for Culpeper, VA $1.8M 121 Ac Comm/Dev 15,794.00$ 1195 Public/Public Raw Land Greensboro, MD $3.5M (appraised at $3.7)414 Ac AG/Dev 8,570.00$ 523 Public w/in 50'Raw Land Winchester, VA $4.5M 135 Ac AG 33,411.00$ 282 Public/Public Farm w/House Stauton, VA $4.5M 118 Ac AG 38,003.00$ 379 Public/Public Farm w/House Fredericksburg, VA $12M 205 Ac Industrial 58,536.00$ 168 Public/Public Raw Land comparable given their existing qualities, zoning, utilities, etc. The price per acre is simply for the raw land, nothing was accounted for with regard to the improvements/exisiting conditions of the infrastructure. A buyer would accept the property in "as-is" condition. All of these properties sat on the market for at least 6 months. Low - $10,775 per acre for 530 acres of remaining lands at CTC = $5,710,750 Mid - $14,385 per acre for 530 acres of remaining lands at CTC = $7,624,050 High - $24,605 per acre for 530 acres of remaining lands at CTC = $13,040,650 Economic Development Program/Incentive Description Term Commercial Property Stimulus Program Real Property Tax Credit 3 years Job Creation Tax Credit Real Property & Personal Property Tax Credit Up to 6 years Job Creation & Cap Investment Credit Real Property Tax Credit Up to 15 years High Performance Commercial Tax Credit Real Property Tax Credit 3 years Foreign Trade Zone FTZs are sites designated by the U. S. Foreign-Trade Zones Board in which special United States Customs Service procedures may be used. These procedures allow domestic activity involving foreign material to take place prior to formal Customs entry. Duty-free treatment is accorded items that are re-exported and duty payment is deferred on items sold in the U.S. N/A Tax Increment Financing Designation (TIF)N/A The EB-5 visa program was created by Congress in 1990 under section 203(b)(5) of the Immigration and Nationality Act (INA). Ten thousand EB-5 visas per year are allocated to qualified individuals seeking Lawful Permanent Resident (LPR) status on the basis of their capital investment and creation of at least ten full-time jobs for qualified workers in the United N/A EB-5 investors may be eligible for EB-5 immigrant visas if they have invested or are actively in the process of investing the standard capital investment requirement of $1,000,000 or $500,000 in Targeted Employment Areas (TEA) and/or Rural Areas (RA). EB- 5 investors may invest in a new commercial enterprise or choose to reinvigorate a troubled business.N/A Special Economic Development District Zoning redevelopment and reuse of the Fort Ritchie Military Base N/A Priority Funding Area investment to support future growth. Funding for projects in municipalities, other existing communities, industrial areas, and planned growth areas designated by counties receive priority N/A Community of Opportunity education factors. Qualified Census Tracts are based off several US Department of Housing and Urban Development standards and those which fall within these QCT areas are eligible for the N/A EB-5 TEA (Targeted Employment Area) Open Session Item SUBJECT: Emergency Services Overview - Update PRESENTATION DATE: March 5, 2019 PRESENTATION BY: R. David Hays, Director, Emergency Services, Robert Moncrief, President, Washington County Volunteer Fire and Rescue Association, and Kingsley Poole, Chairman, Emergency Services Advisory Council RECOMMENDATION: N/A REPORT-IN-BRIEF: Due to current budget shortfalls and the associated challenges, The Division of Emergency Services and the Washington County Volunteer Fire and Rescue Association, through direction of the Board of County Commissioners (Board) to develop a phased in approach to County firefighter and EMS staffing. Staff continues to evaluate options for consideration in moving forward with implementation of Phase 2 of the Strategic Firefighter Staffing Plan and Phase 2 of the EMS Master Plan. In doing so, the $800,000 in the CIP Apparatus Reserve Fleet for FY20 and future years has been included in preparing options for consideration by the Board. DISCUSSION: The Board has directed staff to prepare multiple options that include the utilization of the $800,000 CIP Funding included in the upcoming Apparatus Reserve Fleet CIP for FY20 and future years. The options outlined in the spreadsheets listed below utilize an assumptive split in funding between fire and EMS. The referenced spreadsheet options include firefighters that would be hired under a SAFER Grant application and range in total from 4 – 32. The spreadsheets utilizes escalating increments of 4 firefighters for under each option. EMS options are more difficult to determine and would benefit from an approach that designates funding in the amount of $450,000 to be utilized for EMS Staffing Assistance. In determining the most effective application of these funds the Division of Emergency Services will meet with the 8 volunteer EMS companies to seek input into various options for consideration and approval by the Board at a later date and time. As there is no connection to the application period for a SAFER Grant under EMS, timing is not critical for these discussions. As additional tax dollars are forwarded to the volunteer fire and EMS departments through staffing and other programs, consideration should be given that includes funding and implementation of a 3rd party financial firm. The firm would be responsible to monitor, verify and subsequently initiate payment processes that would occur for re-imbursement of expenses of authorized use of taxpayer dollars. The authorized uses are listed with the Emergency Services Fiscal Policy under the Office of Budget and Finance. Savings that have been brought forth through the Volunteer Fire and Rescue Insurance Program could fund the cost of the Financial monitoring and re-imbursement process. The re-occurring cost of implementing this new process is expected to be $95,900. Inconsideration of the budget shortfall and subsequent challenges presented in the same, strategies have been taken that work to structure options that work towards a phased in approach over a specified period of time. Board of County Commissioners of Washington County, Maryland Agenda Report Form FISCAL IMPACT: Year 1, Stage 1; up to $800,000; Fiscal Review and Accountability $95,900. Year 2, Stage 2; Consider implementing revenue increases to meet Stages 3 -5 Year 3, Stage 3; Additional $561,471.84, Additional $500,000 for EMS. Year 4, Stage 4; Additional $491,287.90, end of SAFER Grant, Additional $500,000 for EMS. Year 5, Stage 5; Second SAFER Grant, $450,220.40, Additional $750,000 for EMS. CONCURRENCES: N/A ALTERNATIVES: Continue with current funding and staffing levels. ATTACHMENTS: Fire and EMS Staffing Options, Fiscal Accountability Synopsis. Fire Dept. Staffing Options Total Annual Cost Yr 1 SAFER Yr 2 SAFER Yr 3 SAFER SAFER Expired FY20 FY21 FY22 FY23 Option 1 25.00%25.00%65.00%100.00% 4 F/F'S $25,000.00 $25,000.00 $25,000.00 $25,000.00 $51,619.25 $51,619.25 $174,210.05 $281,477.00 Option 2 8 F/F'S $50,000.00 $50,000.00 $50,000.00 $50,000.00 $103,238.80 $103,238.80 $348,420.88 $562,955.20 Option 3 12 F/F'S $919,432.80 $229,858.20 $229,858.20 $597,631.32 $919,432.80 1 B/C $96,684.36 $24,171.09 $24,171.09 $62,844.83 $96,684.36 $1,016,117.16 $254,029.29 $254,029.29 $660,476.15 $1,016,117.16 $75,000.00 $75,000.00 $75,000.00 $75,000.00 $179,029.29 $179,029.29 $585,476.15 $941,117.16 Option 4 16 F/F'S $1,225,910.40 $306,477.60 $306,477.60 $796,841.76 $1,225,910.40 1 B/C $96,684.36 $24,171.09 $24,171.09 $62,844.83 $96,684.36 1 AIR-P $81,084.84 $20,271.21 $20,271.21 $52,705.15 $81,084.84 $1,403,679.60 $350,919.90 $350,919.90 $912,391.74 $1,403,679.60 $100,000.00 $100,000.00 $100,000.00 $100,000.00 $250,919.90 $250,919.90 $812,391.74 $1,303,679.60 Option 5 20 F/F'S $1,532,388.00 $383,097.00 $383,097.00 $996,052.20 $1,532,388.00 1 B/C $96,684.36 $24,171.09 $24,171.09 $62,844.83 $96,684.36 1 AIR-P $81,084.84 $20,271.21 $20,271.21 $52,705.15 $81,084.84 $1,710,157.20 $427,539.30 $427,539.30 $1,111,602.18 $1,710,157.20 $125,000.00 $125,000.00 $125,000.00 $125,000.00 $302,539.30 $302,539.30 $986,602.18 $1,585,157.20 Option 6 24 F/F'S $1,838,865.60 $459,716.40 $459,716.40 $1,195,262.64 $1,838,865.60 2 B/C $193,368.72 $48,342.18 $48,342.18 $125,689.67 $193,368.72 2 AIR-P $162,169.68 $40,542.42 $40,542.42 $105,410.29 $162,169.68 $2,194,404.00 $548,601.00 $548,601.00 $1,426,362.60 $2,194,404.00 $150,000.00 $150,000.00 $150,000.00 $150,000.00 $398,601.00 $398,601.00 $1,276,362.60 $2,044,404.00 28 F/F'S $2,145,343.20 $536,335.80 $536,335.80 $1,394,473.08 $2,145,343.20 2 B/C $193,368.72 $48,342.18 $48,342.18 $125,689.67 $193,368.72 2 AIR-P $162,169.68 $40,542.42 $40,542.42 $105,410.29 $162,169.68 $2,500,881.60 $625,220.40 $625,220.40 $1,625,573.04 $2,500,881.60 $175,000.00 $175,000.00 $175,000.00 $175,000.00 Return of F/F Staffing Subsidy Return of F/F Staffing Subsidy Total All Phase 2 Fire and EMS Staffing Implementation Summary Year 1, Stage 1 (FY20) Fire $250,919.90 17 F/F's 1 B/C EMS $450,000.00 Third Party Finanacial Review $95,900.00 Year 2, Stage 2 (FY21) Fire/EMS - Consider Revenue Increases to meet the needs of Stages 3 -5, as listed below Year 3, Stage 3 (FY22) Fire $561,471.84 EMS $500,000.00 Year 4, Stage 4 (FY23) Fire (end of SAFER Grant)$491,287.90 EMS $500,000.00 Year 5, Stage 5 (FY24) Fire $450,220.40 Apply for second SAFER Grant EMS $750,000.00 Open Session Item SUBJECT: Approval of By-Laws for the Disabilities Advisory Committee PRESENTATION DATE: March 5, 2019 PRESENTATION BY: Deb Peyton, Director, Division of Health and Human Services RECOMMENDED MOTION: To approve the bylaws of the Disabilities Advisory Committee (Committee) as presented. REPORT-IN-BRIEF: The purpose of the Committee is to advise the Board of County Commissioners and County staff on citizen input relating to disabilities issues in Washington County; maintain contact with the community of person with disabilities and assess community needs; sponsor the annual Disabilities Awareness Week activities, and advocate services and programs relating to the quality of life for all residents. The Committee is to be comprised of nine (9) individual voting members who are volunteer, private citizens of Washington County, Maryland. The County Commissioners may appoint others to serve as non-voting, ex-officio members of the Committee for various terms of office and for varying purposes. Member terms shall be for three (3) years with the initial terms being staggered. DISCUSSION: The Committee was established by Resolution by the Board of County Commissioners on October 5, 1999 and has received no updates to the by-laws since that time. Under guidance from the County Attorney’s office, the Clerk has brought the by-laws up to date. The Committee has not been active since 2014. Upon approval of the bylaws, applications from the community will be encouraged through a media release. Members will then be appointed by the County Commissioners. FISCAL IMPACT: None CONCURRENCES: Kirk Downey, County Attorney, Krista Hart, County Clerk, Deb Peyton, Director, Division of Health and Human Services ALTERNATIVES: Revise the proposed bylaws. ATTACHMENTS: Proposed bylaws for the Disabilities Advisory Committee, 1999 bylaws Board of County Commissioners of Washington County, Maryland Agenda Report Form 1 WASHINGTON COUNTY DISABILITIES ADVISORY COMMITTEE BYLAWS Article I Name The name of the committee is the Washington County Disabilities Advisory Committee (Committee). Article II Mission Statement The Committee is to advise the Board of County Commissioners of Washington County, Maryland (Commissioners) on citizen input relating to disabilities issues in Washington County, maintain contact with the community of persons with disabilities and assess community needs, sponsor the annual Disabilities Awareness Week activities, and advocate services and programs relating to the quality of life for all residents. Article III Priorities The Committee shall: A. Undertake the task of gathering and disseminating information from and about the disabilities issues of Washington County, Maryland (County); B. Maintain contact with the community of persons with disabilities in the County; C. Offer input to the Commissioners relating to County and community issues by encouraging the discussion of differing viewpoints from local organizations working with the community of persons with disabilities; D. Advise the Commissioners on how County government can be more inclusive of the disabilities community by providing guidance on issues such as employment, employee relations and citizen participation in government processes; and E. Coordinate and promote the annual Disabilities Awareness Week activities to add to the quality of excellence the community enjoys through public performances. Article IV Membership A. Composition. The Committee shall be comprised of nine (9) individual voting members and two (2) non-voting, ex-officio members. The nine (9) individual members shall be appointed by the Commissioners. 1. The nine (9) individual voting members shall be volunteer, private citizen residents of Washington County, Maryland, who have an interest in the disabilities community outreach and political and economic empowerment. 2. The two (2) ex-officio, non-voting members shall be as follows: 2 a. One (1) Washington County Commissioner member; and b. One (1) City of Hagerstown Council member. B. Terms. Standing ex officio non-voting members are not term-limited. Terms of the individual voting members shall be three (3) years. The original term of three (3) members shall be for one (1) year; the original term of three (3) members shall be for two (2) years; and the original term of the remaining members shall be for three (3) years. Subsequent terms of all nine (9) members shall be for three (3) years. Members of the Committee shall be eligible for reappointment for one (1) consecutive term only, and, following the second consecutive 3-year term, shall be eligible for reappointment only following an intervening one (1) year period. A one- or two-year term will not be considered a full term for the purpose of these term limits. C. Termination of Membership and Vacancies. 1. Membership on the Committee may be terminated by voluntary withdrawal or by removal by the Commissioners. Any member may withdraw from membership by giving written notice to the Committee chair of such intention. 2. The Committee may recommend to the Commissioners that the membership of an individual member be terminated based on one or more of the following criteria: a. inadequate attendance including excused and unexcused absences; b. breach of confidentiality; c. action/behavior that is inappropriate or inconsistent with County policy; and 3. The Commissioners shall have the authority to remove any member of the Committee at any time when, in its sole and absolute discretion, the best interest of the community shall be served. 4. Any vacancy occurring in the Committee for any reason shall be filled for the unexpired term by the Commissioners. Article V Officers A. Elected Officers. Members of the Committee shall elect from among their members a chair, vice-chair, and secretary. Notwithstanding any provision of these bylaws, no member may simultaneously hold more than one office. The officers shall have the duties and powers usually attendant upon such officers and other duties and powers not inconsistent herewith as may be provided by the Committee and/or the Commissioners. B. Terms. The chair and vice-chair shall take office at the close of the Annual Meeting and shall serve for a term of one (1) year. Officers are eligible for reelection or reappointment for one (1) additional year. Vacancies occurring during a term of office must be filled for the unexpired balance of the term of office. When a vacancy in the office of the chair occurs, the vice-chair shall automatically succeed to the office of chair. 3 C. Chair. The chair shall: 1. Preside as the chief officer of the Committee and shall be present at all meetings of the Committee; 2. Serve as a non-voting ex-officio member of all sub-committees and appoint the chair of each sub-committee from among the members; 3. Ensure that proper records are maintained; 4. Communicate to the Committee such matters and make such suggestions as may in the chair's opinion tend to promote the achievement of the goals outlined in these bylaws; and 5. Perform such other duties as are necessarily incidental to the office. D. Vice-Chair. The vice-chair shall perform all duties of the chair during his or her absence. E. Secretary. The secretary shall maintain minutes of the meetings and when necessary provide notice of meetings to members of the Committee. F. Officer Removal, Resignation, and Vacancies 1. The Committee may recommend to the Commissioners that a member serving as an officer be removed from his or her officer position based on one or more of the following criteria: a. inadequate attendance including excused and unexcused absences; b. breach of confidentiality; c. actions/behavior that in the opinion of the Committee is inappropriate or inconsistent with policy; and 2. The Commissioners shall have the authority to remove any member from an officer position of the Committee at any time when, in its sole and absolute discretion, the best interest of the community shall be served. 3. In the event of an officer vacancy that is caused by removal, resignation, or any other reason, the Committee shall elect a member to fill the vacancy. The election shall take place at the next regularly scheduled meeting following the effective date of the vacancy. A member elected to fill a vacancy shall serve out the remainder of the officer’s term left vacant. The partial term served shall not be applied to the term limits. 4 Article VI Meetings A. Meetings. Meetings shall be subject to the Open Meetings Act and members of the public shall be permitted to attend all meetings except as provided by law. General parliamentary rules, as set forth in Robert’s Rules of Order, as amended from time to time, shall govern, when not in conflict with these bylaws. 1. Regular Meetings. Meetings shall occur throughout the year according to a schedule, which shall be established at the annual meeting. Notice of this schedule shall be provided to Committee members and the Commissioners. 2. Special Meetings. Special meetings of the Committee may be called at any time by the chair or, in the chair’s absence, by the vice-chair. One (1) week notice of any special meeting should be given to the members by the chair or vice-chair, and the notice must state the subject of the meeting. 3. Annual Meeting. An annual meeting shall be held each year at a date and time to be determined by the chair. At the annual meeting, the installation of officers shall occur, and a schedule of regular meetings shall be established for the upcoming year. B. Attendance. All members shall be required to attend the regularly scheduled Committee meetings each fiscal year. Failure to attend these meetings may be at the discretion of the Executive Committee and result in the following: 1. A third missed meeting in any fiscal year may result in a letter to the member from the chair regarding the attendance policy. 2. Disassociation from the Committee as a voting member may occur after the third unexcused absence of regularly scheduled meetings in any fiscal year. C. Quorum. Fifty-one percent (51%) of the total membership shall constitute a quorum. If such a majority is not present at any time, the presiding officer shall adjourn the meeting until a quorum is present. D. Sub-committees. Other standing or special sub-committees of the Committee may be formed by the Committee as deemed necessary. Article VII Fiscal Year and Budget A. Fiscal Year. The fiscal year of the Committee shall begin on the 1st day of July and end on the last day of June. B. Budget. No budget will be provided to the Committee unless deemed necessary by the Commissioners. 5 Article VIII Amendments to Bylaws These bylaws may be amended, repealed, modified, or altered, in whole or in part, by the Commissioners, in their sole and absolute discretion. If such an amendment or change is proposed by the Committee, such proposal must be submitted in writing and approved at a meeting of the Committee. The proposal to amend these bylaws and the text of the proposed amendment must be included in the notice of the next meeting of the Committee. At that time, the Committee shall vote on the proposed amendment. Such proposed amendments shall be recommended to the Commissioners only if the proposal receives a quorum vote of the Committee. Approved and adopted this ______ day of March, 2019 ATTEST: ______________________________ ___________________________________ Krista L. Hart, County Clerk Jeffrey A. Cline, President Board of County Commissioners of Washington County, Maryland 00009 0053,3 v 1-1 A 5HI'4GT0i% Coutil' Y RESOLUTION CREATING THE WASHINGTON COUNTY DISABILITIES ADVISORY COMMITTEE WHEREAS, the Board of County Commissioners of Washington County, Maryland, needs and seeks citizen input relating to disabilities issues in Washington County; and WHEREAS, the Board of County Commissioners of Washington County, Maryland, desires to establish an advisory committee to the Board of County Commissioners in order to seek said citizen input. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Washington County, Maryland, that the Board of County Commissioners does hereby create the Washington County Disabilities Advisory Committee to the Board of County Commissioners, hereinafter referred to as the "Committee," as follows: ARTICLE ONE 1►F1u_I_0, The name of the committee shall be "WASHINGTON COUNTY DISABILITIES ADVISORY COMMITTEE." ARTICLE TWO PRINCIPAL OFFICE The principal office and meeting place of the Committee shall be 100 W. Washington Street, Hagerstown, Maryland 21740. ARTICLE THREE_'- PURPOSES The purposes for which the Committee is formed are: A. To serve in an advisory capacity to the Board of County Commissioners of Washington County relating to disabilities issues in Washington County, Maryland. 00009 00534 i n;: G it I 'ir�ri tiYASHUNG701d CUUVTY B. To maintain contact: wi.thAl e .community of -persons with disabilities in Washington County and assess community needs. C. To cosponsorthe annual Disabilities Awareness Week activities in Washington County. D. To publish The Washington County Independent newsletter through the Washington County Office on Disabilities Issues. E. To perform such other functions at the direction and upon the request of the Board of County Commissioners of Washington County as necessary. ARTICLE FOUR POWERS In furtherance of the objectives described above, but not limited to these, the Committee shall seek advice from and utilize the services of any County department or agency as is available and needed. ARTICLE FIVE MEMBERSHIP A. The Committee shall consist of twelve (12) voting members who shall be appointed by the Board of County Commissioners of Washington County, Maryland. In addition to the twelve (12) voting members, the Board of County Commissioners of Washington County, Maryland, may appoint others to serve as non -voting, ex officio members of the Committee for various terms of office and for various differing purposes. B. The original term of three (4) members shall be for one (1) year; the original term of four (4) of the members shall be for two (2) years; and the original term of four additional members shall be for three (3) years. Subsequent terms of all twelve (12) members shall be for three (3) years. Members of the Committee shall be eligible for reappointment for one (1) consecutive term only, and, following the second consecutive 3-year term, shall be eligible for reappointment only following an intervening one (1) year period. A one- or two-year term will not be considered a full term for the purpose of these term limits. C. Vacancies occurring in the Committee for any reason shall be filled for the unexpired term by the Board of County Commissioners. The Board of County Commissioners shall have the authority to remove any members of the` Committee when in its discretion the best interests of the community shall be served thereby. A vacancy shall occur in the Committee when the member has three (3) unexcused absences per year. D. The members of the Committee shall elect from among their members, a Chairman and a Vice Chairman, and shall also elect a Secretary, who may or may not be a member of said Committee. No two of such offices may be held by one member. The officers shall have the duties and powers usually attendant upon such officers, and such other duties and powers not inconsistent herewith as may be provided by the Committee. 2 00009 00�35 �NASYI dGTON COUNTY ARTICLE SIX BYLAWS The Committee shall have the power to adopt and alter all bylaws, rules, and regulations which it shall from time to time deem best for the conduct of its business as an advisory committee to the Board of County Commissioners of Washington County, Maryland, and for the purposes of carrying out the objects of this resolution. Such bylaws, rules, and regulations shall not be in conflict with the terms of this resolution, and shall first be approved by the Board of County Commissioners of Washington County before becoming effective. The Committee shall adopt any bylaw, rule or regulation initiated by the Board whether or not such bylaw, rule or regulation was first recommended by the Committee. The Board will consider the Committee's advice of any such bylaw, rule or regulation initiated by it before promulgating the same for adoption by the Committee. ARTICLE SEVEN DISSOLUTION The Committee shall be dissolved and its affairs wound up by resolution of the Board of County Commissioners of Washington County, Maryland. ARTICLE EIGHT DISTRIBUTION OF PROPERTY ON DISSOLUTION In the event of dissolution, any property owned by the Committee shall be distributed to the Board of County Commissioners of Washington County, Maryland. Adopted this C ,day of 6y,61Z ATTEST: Joni L. Bittner, Clerk 3 1999. BOARD OF COUNTY COMMISSI NERS ,YF WASHINGTON O 1Y, M LAND ,r Gregory Ono , President [absent] Paul L. Swartz, Vice President