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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 26, 2019
OPEN SESSION AGENDA
08:00 A.M. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Jeffrey A. Cline
APPROVAL OF MINUTES – March 19, 2019
08:05 A.M. CLOSED SESSION
(To discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or
performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other personnel
matter that affects one or more specific individuals; to consider a matter that concerns the proposal for a business or industrial
organization to locate, expand, or remain in the State)
10:00 A.M. RECONVENE IN OPEN SESSION
10:05 A.M. COMMISSIONERS’ REPORTS AND COMMENTS
10:15 A.M. REPORTS FROM COUNTY STAFF
10:25 A.M. CITIZENS PARTICIPATION
10:35 A.M. PRESENTATION OF PROCLAMATION RECOGNIZING MARCH 2019 AS “SOCIAL
WORK MONTH” – Board of County Commissioners
10:40 A.M. PRESENTATION OF PROCLAMATION RECOGNIZING MARCH 2019 AS “MARYLAND
WINE MONTH” – Board of County Commissioners
10:45 A.M. YOUTH MERITORIOUS AWARD – Allison Hartshorn, Grant Manager, Office of Grant
Management
10:50 A.M. OFFICE OF PROBLEM-SOLVING COURTS DISCRETIONARY GRANT – APPROVAL TO
SUBMIT APPLICATION AND ACCEPT AWARD FUNDING – Allison Hartshorn, Grant
Manager, Office of Grant Management, and Eunice Plank, Court Administrator, Circuit Court
for Washington County
10:55 A.M. ASSET LIMITED, INCOME CONSTRAINED, EMPLOYED (ALICE) – Guinn Rogers,
President and CEO, United Way of Washington County
11:10 A.M. CONTRACT AWARDS (PUR-1404) – GROUP HEALTH INSURANCE – MEDICAL
PRESCRIPTION, CARE MANAGEMENT / WELLNESS, DENTAL, VISION
President
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.
COVERAGE – Rick Curry, Director, Purchasing Department; Beckie Lewis, Account Executive,
CBIZ Benefits & Insurance Services, Inc., Steve Dillman, Account Executive, CBIZ Benefits &
Insurance Services, Inc, and Liz Logsdon, Account Executive, CBIZ Benefits & Insurance
Services, Inc
11:20 A.M. CONTRACT AWARD (PUR-1413) – INVESTMENT SERVICES FOR THE “DEFINED
BENEFITS RETIREMENT PLAN FOR THE EMPLOYEES OF WASHINGTON COUNTY”
AND THE “LENGTH OF SERVICE AWARDS PROGRAM (LOSAP)” FOR THE
WASHINGTON COUNTY EMERGENCY SERVICES VOLUNTEERS - Rick Curry, CPPO,
Director, Purchasing Department, and Alton Fryer, County’s Contracted Provider for Record-
Keeping/Actuarial Services, Committee Facilitator
11:30 A.M. DEPART FOR THE WASHINGTON COUNTY FREE LIBRARY, ALICE VIRGINIA AND
DAVID W. FLETCHER BRANCH
Location: 100 South Potomac Street, Hagerstown - Community Room #308, Hagerstown
12:00 P.M. ANNUAL WASHINGTON COUNTY FREE LIBRARY BUDGET PRESENTATION
LUNCHEON – Mary C. Baykan, Library Executive Director
01:30 P.M. DEPART FOR 100 WEST WASHINGTON STREET, HAGERSTOWN, SUITE 1113,
02:00 P.M. RECONVENE IN OPEN SESSION
02:05 P.M APPROVAL OF REVISED BY-LAWS FOR THE EMERGENCY SERVICES ADVISORY
COUNCIL – R. David Hays, Director, Division of Emergency Services
02:10 P.M. HOTEL RENTAL TAX FUNDING REQUEST, HAGERSTOWN – WASHINGTON COUNTY
CONVENTION VISITORS BUREAU – Susan Buchanan, Director, Office of Grant
Management, and Daniel Spedden, President, Hagerstown/Washington County CVB
02:20 P.M. ADOPTION OF HEALTH ADVISORY COMMISSION BY-LAWS – Susan Small, Director,
Department of Business Development
02:30 P.M. HIGHWAY DEPARTMENT ORGANIZATION PLAN – Andrew Eshleman, Director, Public
Works
02:50 P.M. RESOLUTION CHANGING RESIDENT AGENT – Kirk C. Downey, County Attorney
03:00 P.M. ENTERPRISE FUND – LONG TERM PROJECTIONS – Sara Greaves, Chief Financial Officer
03:25 P.M. FY2020 ENTERPRISE FUND BUDGET AND RATE DISCUSSION - Sara Greaves, Chief
Financial Officer, Dan DiVito, Director, Division of Environmental Management; Dave Mason,
Deputy Director of Solid Waste; and Garrison Plessinger, Director, Hagerstown Airport
04:00 P.M. RECESS
EVENING MEETING AT THE TOWN OF CLEAR SPRING
Location: Town Hall, 146 Cumberland Street, Clear Spring, MD
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.
06:00 P.M. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE
CALL TO ORDER, President Jeffrey A. Cline
06:05 P.M. TOWN OF CLEAR SPRING LEADERS’ REPORTS AND COMMENTS
06:10 P.M. COMMISSIONERS’ REPORTS AND COMMENTS
06:15 P.M. CITIZENS AWARD RECIPIENT – Greg Ernst, Owner of Ernst Market
06:25 P.M. REPORTS FROM COUNTY STAFF
06:35 P.M. CITIZENS PARTICIPATION
06:40 P.M. ADJOURNMENT
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Presentation of Proclamation Recognizing March 2019 as “Social Work Month”
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Board of County Commissioners
RECOMMENDED MOTION: None
REPORT-IN-BRIEF: Proclamation Presentation
WHEREAS, The White House officially recognized March as National Professional
Social Work Month in 1984, and;
WHEREAS, this year’s Social Work Month theme, “Elevate Social Work” embodies the
need to recognize the extraordinary contributions of the profession to our
society, and;
WHEREAS, the Social Work Profession is dedicated to enhancing well-being and helping
meet the basic needs of all people, especially those who are vulnerable,
oppressed and living in poverty, and;
WHEREAS, the Social Work Profession is deeply weaved into our society with social workers
active in government, schools, universities, social service agencies, communities,
corporations, the military and in health care and mental health care settings, and;
WHEREAS, Social Workers celebrate the courage, strength, and determination of the human
spirit, and work to empower others to hope, dream and believe in their own
potential.
NOW THEREFORE, in recognition of the numerous contributions made by Social Workers,
we the Board of County Commissioners of Washington County, Maryland, do hereby
recognize March 2019 as National Social Work Month.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Presentation of Proclamation Recognizing March 2019 as “Maryland Wine Month”
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Board of County Commissioners
RECOMMENDED MOTION: None
REPORT-IN-BRIEF: Proclamation Presentation
WHEREAS, In celebration of Maryland’s thriving wine industry, Governor Larry Hogan
and Comptroller Peter Franchot declared March as “Maryland Wine
Month”, and;
WHEREAS, Washington County’s vineyards and wineries are a key component of our local
tourism and agricultural industries, and;
WHEREAS, Washington County’s reputation and award-winning wines are proof of the
high-quality grapes and wines being produced, and;
WHEREAS, Washington County’s vineyards produce a wide range of grapes allowing local
wineries to produce a diverse quality of wines including reds, whites and blushes
and many new varieties to come, and;
NOW THEREFORE, We the Board of County Commissioners of Washington County,
Maryland, do hereby recognize March 2019 as “Maryland Wine Month” and encourage its
citizens to visit and taste the local wineries and support agriculture tourism.
Open Session Item
SUBJECT: Youth Meritorious Award Presentation
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Allison Hartshorn & Board of County Commissioners
RECOMMENDED MOTION: No motion or action is requested or recommended.
REPORT-IN-BRIEF: The following individual has been selected for the Youth Meritorious Award.
He was selected based on his scholastic achievement, leadership qualities, community service
performed or other positive contributions to their school or community. This exceptional youth has
consistently worked and distinguished himself as an exemplary student and member of our County.
Trenten Spencer-Boonsboro Elementary
Parent(s) – Jeff and Andrea Spencer
Hometown – Boonsboro, MD
Nominated by Andrea Spencer
DISCUSSION: N/A
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Student Summary
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Youth Meritorious Award Summary for:
Trenten Spencer
Boonsboro Elementary
Nominated by Andrea Spencer
Parent(s) – Jeff and Andrea Spencer
Andrea Spencer endorsed the following:
Trenten has been in the magnet program at Boonsboro Elementary School since 2nd grade. He
has been selected for "Trustworthiness," "Respect," and "Fairness" for character counts. He
tied for 5th place in his school's Geography Bee this year. Trenten will be attending the Junior
Youth National Leadership Conference in Washington, D.C. this coming summer. He was
nominated by his Spanish teacher who recognized him for his academic excellence and his
strong leadership potential. In addition he has helped to clean up and decorate Shafer Park in
Boonsboro for the 4th of July celebration. Trenten also participates in All-County Band,
bowling, basketball, cross country events, Good News Club, and many church-related
activities.
Open Session Item
SUBJECT: Office of Problem Solving Courts Discretionary Grant – Approval to Submit
Application and Accept Awarded Funding
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Allison Hartshorn, Grant Manager, Office of Grant Management and
Eunice Plank, Court Administrator, Circuit Court for Washington County
RECOMMENDED MOTION: Move to approve the submission of the grant application for
the FY20 Office of Problem Solving Courts Discretionary Grant in the amount of $303,829.20
and accept funding as awarded.
REPORT-IN-BRIEF: The Office of Problem-Solving Courts Discretionary Grant assists with
the operational expenses and ancillary services of the Drug Court Programs. These grant funds
will be used to implement an Adult Drug Court Program which is currently in the planning phase
with an anticipated operation start date of April 2019. The Adult Drug Court will provide
supervision and access to services that will reduce substance using and criminal behavior while
increasing positive community involvement and overall individual and family functioning. These
grant funds will allow better access to justice and treatment services by assisting with
transportation, providing frequent drug and alcohol monitoring, case management support
services, educational and vocational access, and numerous other services.
DISCUSSION: The Office of Grant Management has reviewed the grant application. Matching
funds are not required for this program. In the case that the anticipated grant funds are not
awarded, the Circuit Court Drug Court would request that the Washington County
Commissioners cover the cost for wages and benefits of the Coordinator’s position. Other
program services such as transportation assistance and trainings would be eliminated unless other
local grant funds could be secured. Drug testing would be limited to the number of tests that
individual participants insurances would cover. Additional drug tests will be provided by the
Drug Court.
FISCAL IMPACT: Provides $303,829.20 for the Drug Court Program
CONCURRENCES: Susan Buchanan, Director, Office of Grant Management
ALTERNATIVES: Deny approval for submission of this request
ATTACHMENTS: N/A
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Open Session Item
SUBJECT: Asset Limited, Income Constrained, Employed (ALICE)
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Guinn Rogers, President and CEO, United Way of Washington County
RECOMMENDED MOTION: N/A
REPORT-IN-BRIEF: For Informational Purposes
DISCUSSION: ALICE is a United Way acronym which stands for Asset Limited, Income
Constrained, Employed. It represents the growing number of individuals and families who are
working but are unable to afford the basic necessities of housing, food, child care, health care,
and transportation. The United Way ALICE Project provides a framework, language, and tools
to measure and understand the struggles of the growing number of ALICE households in our
communities.
This research initiative partners with State and Local United Ways such as those in Maryland, to
deliver research-based reports that can stimulate meaningful discussion, attract new partners, and
ultimately inform strategies that effect positive change.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: PowerPoint Presentation
AUDIO/VISUAL: PowerPoint Presentation
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
ALICE
Asset
Limited,
Income
Constrained,
Employed
MeetALICE
A new way of defining and understanding the struggles of households that earn above the Federal Poverty Level, but not enough to afford a bare-bones household budget.
For far too many families, the cost of living outpaces what they earn. These households struggle to manage even their most basic needs -housing, food, transportation, child care, health care, and necessary technology.
Who is ALICE?
Despite the critical nature of many jobs to keep our local economies running –educating our youngest children, keeping us ailing parent safe –these workers often struggle to keep their own households from financial ruin.
ALICE is your child care worker, the cashier at your supermarket, the gas attendant, the salesperson at your big box store, your waitress, a home health aide, an office clerk. ALICE cannot always pay the bills, has little or nothing in savings, and is forced to make tough choices such as deciding between quality child care or paying the rent. One unexpected car repair or medical bill can push these financially strapped families over the edge.
The future success of our communities is directly tied to the financial stability of these fragile ALICE households.
ALICE in Washington County
Total Households
55,824
Households in Poverty
7,142
ALICE Households
15,854
What does it cost to afford
the basic necessities?
The Household Survival Budget
gives the cost of housing, child care,
food, transportation, and health care
at a bare -minimum 'survival" level. It
does not include any savings,
leaving households without a
cushion for unexpected expenses
and unable to invest in the future.
Yet even this minimal budget was
much higher than the adjusted
Federal Poverty Level of $11,880 for
a single adult and $24.300 for a
family of four in 2016.
Household Survival
Budget - Washington,
Maryland, 2016
Adult 2 Adults,
I Infant, I
PreschoolerSingle
Housing
$554
$898
Child Care
$0
$1,047
Food
$182
$603
Transportation
$361
$722
Health Care
$229
$860
Technology
$55
$75
Miscellaneous
$165
$478
Taxes
$270
$572
Monthly Total
S1.816
S5,255
ANNUAL TOTAL
S21.792
563,060
Hourly Wage
S10.90
S31.53
Source U.S. Department of Housing and Urban Development. U.S. Department of Agriculture: Bureau
of Labor Statistics: Internal Revenue Service: Tax Foundation: and Maryland Family Network, 2016.
United Way
of Washington County, MD
WASHINGTON COUNTY, MD, 2016
................................................. I ..................... I .......... ..
ALICE HOUSEHOLD SURVIVAL BUDGET
$3m
$678
$678
$678
$898
$898
$-
$-
$306
$566
$601
$1,647
$182
$414
$344
$287
$691
$60
.. r: $361
$488
$488
$488
$722
$722
$229
$439
$579
$463
$860
$860
$165
$231
$278
$306
$429
$478
• $35
$75
$53
$SS
$73
$75
.: $270
$401
$341
$414
$442
$372
. $1,816
$2,766
$3,063
$3,251
$4,718
$5,255
$21,792
$33,192
$36,756
$39,012
$56,616
$63,060
$10 90
$16-60
$18.58
$19 51
$28J1
$,".53
Note: The budgeta roftd dffwvr4 cosbs based on the age of dAftn h the haraeW AA-4y cove kv hfw* and pneadmlera (4-lsw-o4 and altr ed+ool cam fvr adx*;-o a dAvrom To cmab
budgG6 for addmond Aw4y types: For an ad$Vona! kzUgt kxmase the *W budget by 43 pence for an add>mwW 4ioar-44 by 42 pament; and for a admAege chid by 8percent
Saaca U s Deparbrierrt of Mousing and Urban Detiekapmerrlr U a D epwfi erf agr ltws; ®rrsair of Labor StafAdkar f rrJernal Revenre Ser e; Tar Fu w,da¢ton, and AAarytand Family Netw(wk
201 &
United Way
of Washington County, MD
ALICE HOUSEHOLD STABILITY BUDGET
$us
..
$1,123
..
$1,123
$1,123
Sol
$1,217
..:
..
$1,217
$-
$-
$291
$963
$382
$1,467
$366
$773
$679
$313
$1,366
$1082
$473
$946
$946
$946
$1,401
$1,4Ol
$304
$728
$1,037
$1,0V
$1,286
$1,280
$209
$376
$426
$463
$397
$668
$269
$370
$420
$463
$597
ON
.., $109
$129
$109
$109
$129
$129
$393
$997
$933
$1,040
$1,423
$1,874
$3,107
$3,438
$3,986
$6,621
$8,594
$9,886
r: $37,294
$65,256
$71,760
$79,452
$103,128
$11On
$1&64
$32-63
$35.88
$.i.7.73
$0.56
$0.32
Alta The budgata rv#*d dffwent costa based on the age of dditn h the houaehold; fug -day care iarWw* and prvnMola►a f4-jvw-W ,wed adiar oOKW com fig mhoaiige dAftm To ommip
budge* fcr addNonal fjwdy types: For an add4itonal k4nt, kwmam the tonal budget by 13 paroent; kbr an add Vona) 4-year-dd by a pwwnt; "for a by span ant
Smm - U4 Dapwbr4 of Houahg and I hban Dowg*ment; U.S. Depwbrrwrt of A ptouAura; awmau of Labor Staita m; brtamal Ram uue Swwoe; Tar FoundW on: and AdwybW Fam/y Ak
201& [a
United Way
of Washington County, MD
Open Session Item
SUBJECT: Contract Awards (PUR-1404) – Group Health Insurance – Medical, Prescription,
Care Management/Wellness, Dental, Vision Coverage
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Rick Curry, Director, Purchasing Department; Beckie Lewis, Account
Executive, CBIZ Benefits & Insurance Services, Inc., Steve Dillman, Account Executive, CBIZ
Benefits & Insurance Services, Inc, and Liz Logsdon, Account Executive, CBIZ Benefits &
Insurance Services, Inc
RECOMMENDED MOTION: Move to award County employee health insurance coverage
contracts to the responsive, responsible proposers per the proposal of each in response to RFP No.
PUR-1404 as unanimously recommended by the Coordinating Committee.
REPORT-IN-BRIEF: The Request for Proposal (RFP) was advertised on the State’s “eMaryland
Marketplace” web site, on the County’s web site, and in the local newspaper. Thirteen (13) firms
executed a Limited Data Set Date Use Agreement in accordance with HIPPA requirements to
electronically access the RFP document. Six (6) firms were represented at the pre-proposal
conference.
Proposals were received on December 13, 2019 from twelve (12) companies to provide one or
more of the various coverages outlined herein. The Coordinating Committee met on January 14,
2019 to review each firm’s Qualifications & Experience/Technical Proposal. Price Proposals of
the companies determined to be responsive were opened. The Committee then met on February 4
to review Price Proposals. The Committee also met on February 27 for providers’ presentations/
interviews and further evaluation/clarifications of finalists’ proposals. Subsequently, a
teleconference was held on March 13 between the Committee and the consultant to finalize its
recommendations.
The Coordinating Committee was comprised of the County Administrator (Chairman), Director of
Purchasing, Director of Health and Human Services, County Benefits Coordinator and Assistant
County Attorney. Consultants for the procurement are Steve Dillman, Beckie Lewis, and Liz
Logsdon, from CBIZ Benefits & Insurance Services, Inc.
DISCUSSION: N/A
FISCAL IMPACT: The preliminary projected amount budgeted in FY 2020 $15,740,280
CONCURRENCES: As recommended by the unanimous decision of the Coordinating
Committee
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
ALTERNATIVES: N/A
ATTACHMENTS: The attached Summary will be reviewed and discussed in detail by the
County’s consultant at the meeting.
AUDIO/VISUAL NEEDS: Power Point Presentation by CBIZ representatives
Board of County Commissioners of Washington County
Request for Proposal Analysis and Recommendations
March 26, 2019
Presented by: CBIZ Employee Services Organization
PUR-1404
Request For Proposal
A Request for Proposal (RFP)was issued for Group HealthBenefitsincludingmedical,care management,prescriptiondrug,dental,and vision.The RFP was advertised:
-On the State’s “eMaryland Marketplace” website,-On the County’s website,-In the local newspaper, and-To carriers that responded to bid in 2016.
2
PUR-1404
Process (Continued)
Request for Proposal (RFP) asked for:
•Duplication of BCC’s existing plans and services
•Web-based employee tools and education
•Performance guarantees
•Excellent network access and discounts
•Competitive self-funded fixed costs (medical, Rx, dental)
•Competitive fully insured rates (vision)
•Comprehensive care management and wellness resources
3
Technical Proposal (Qualifications &
Experience)
•Coverage Response Form
•Procurement Forms and Affidavits
•Response to Questionnaire
•Proposed Benefits Outline
•Deviations from Current Plans
•Geo Access/Network
•Provider Disruption Results
•Pharmacy Benefit Management
Capabilities
•Exhibits/Marketing Material
PUR-1404 Process (continued)
Price Proposal
•Administration Fees
•Fully Insured Rates
•Dental Discount
•Performance Guarantees
•Pharmacy Benefit Pricing /
Terms
The RFP Response was to be submitted in two parts:
4
RFP Respondents
Carrier Medical Rx
Care
Mgmt.Dental Vision
Cigna X X X X
X X X X
X
X
for vision)X
X X X X X
X
X
X
X
X X
X
12 3 6 3 5 6
5
General
History/Stability of organization
Plan Design
Managed Care Network
Geographic Access
History/Stability of Network
Disruption
Key Physician Practices
Administration
Claims Administration
Cost Containment Features
Evaluation Criteria
Compliance with SpecificationsRequested Plan DesignBidding InstructionsForm Submission
Data Reporting CapabilitiesTypes of Reports AvailableFrequency of Claims ReportsOnline Access to ReportingEnrollment Reports
Client References
CostAdministration FeesFully Insured RatesProvider/Pharmacy DiscountsPerformance Guarantees 6
Robert Slocum, County Administrator (Chairman)
Rick Curry, Director of Purchasing
Debbie Peyton, Director of Health and Human Services
Deborah Condo, Deputy Director of Health & Human Services
Brittany Hyatt, Benefits Coordinator
Kendall McPeak, Deputy County Attorney
Sara Greaves, Chief Financial Officer (non-voting)
Janie Thompson, Procurement Technician/Secretary (non-voting)
Brandi Naugle, Buyer (non-voting)
Non-Voting CBIZ Consultants
Beckie Lewis, Steve Dillman and Liz Logsdon
Coordinating Committee
7
VENDOR PRODUCT
Aetna*Medical/Care Mgmt., Prescription, Vision
UMR Medical/Care Management, Prescription Drug
Cigna Medical/Care Management, Prescription Drug
Express Scripts (ESI)*Prescription Drug
Employers Health/CVS Caremark Prescription Drug
UCCI Dental
Delta Dental*Dental
NVA Vision
EyeMed Vision
United HealthCare* Vision
*Incumbent Carriers
Vendors Advanced to Pricing Portion
8
STAGES:
•Qualification/Technical Analysis Review
•Pricing Analysis Review, Finalists Selected
•Best and Final Requested
•Finalist Meetings
–Aetna -medical/care management
–UMR -medical/care management,
–Express Scripts -prescription drug
–Employers Health/CVS Caremark -prescription drug
–UHC -vision
•Coordinating Committee determined the final recommendations based on
revised pricing analysis and finalist meetings
Analysis
9
Aetna
(incumbent)
Rationale:
Pricing (fixed costs and provider discounts)
Care management program
Continuity of benefits
Compatible network / minimal disruption
Performance guarantees
Wellness support and credits
Web/mobile tools
Final Recommendation for
Medical and Care Management
10
Employers Health/CVS Caremark
Rationale:
Overall Pricing (discounts, rebates, fees)
Implementation credit
Market check each year
Claims audit included
Minimal disruption
Final Recommendation for Rx
11
Final Recommendation for Medical/Rx
12
Total costs for the self-funded medical and pharmacy plan include projected claims,
administrative fess and other fixed cost, stop loss premium (estimate) pharmacy rebates.
Projected Costs for July 1, 2019 - June 30, 2020
Current
Projected Projected Cost Aetna medical Aetna medical
Jul 2018 - Jun 2019 With No Bid ESI pharmacy
Employers Health
CVS Caremark
Pharmacy
Delta Dental
(incumbent)
Rationale:
Pricing
Offers a 3-year rate guarantee
Satisfaction with network and service
Large network/no disruption
Continuity of benefits
Final Recommendation for Dental
13
Final Recommendation for Dental
14
Current
Projected Projected Cost Delta Dental
Jul 2018 - Jun 2019 RFP Submission Best and Final
Total Costs $457,118 $459,184 $459,095
Projected Costs for July 1, 2019 - June 30, 2020
UHC Vision
(incumbent)
Rationale:
Pricing
Offers a 2-year rate guarantee
Large network/no disruption
Continuity of benefits
Performance guarantee
Final Recommendation for Vision
15
Final Recommendation for Vision
16
Current
Fully Insured Rates UHC Vision UHC Vision
Jul 2018 - Jun 2019 RFP Submission Best and Final
Total Costs $117,108 $117,108 $114,151
Fully Insured Costs for July 1, 2019 - June 30, 2020
Summary of Recommendations
Medical/Care Management: Aetna
Prescription Drug:Employers Health/CVS Caremark
Dental:Delta Dental
Vision: UHC Vision
17
Questions?
18
Open Session Item
SUBJECT: Contract Award (PUR-1413) – Investment Services for the "Defined Benefits Retirement
Plan for the Employees of Washington County" and the "Length of Service Awards Program (LOSAP)"
for the Washington County Emergency Services Volunteers
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Rick Curry, CPPO, Purchasing Department, and Alton Fryer, County’s
Contracted Provider for Record-Keeping/Actuarial Services, Committee Facilitator
RECOMMENDED MOTION: Move to award the contract to the responsive, responsible proposer,
with the lowest fee schedule as indicated in its proposal.
REPORT-IN-BRIEF: Washington County requires the services of a firm to provide investment
services for the "Defined Benefits Retirement Plan for the Employees of Washington County", for the
"Length of Service Awards Program (LOSAP)" for the Washington County emergency services
volunteers, and for the Other Post-Employee Benefits Plan (OPEB). The contract is for a one (1) year
period, with an option by the County to renew for up to four (4) additional consecutive one (1) year
periods.
The RFP was advertised in the local newspaper, on the State’s eMaryland Marketplace web site, as
well as on the County’s web site. One hundred (100) persons/firms downloaded the RFP document.
The Committee was comprised of the following members: County Administrator (Chairman), County
Chief Financial Officer, County Purchasing Director, County Health & Services Director, Human
Resources Manager for City of Hagerstown, and the Western Maryland Consortium Executive
Director. Representatives from Bolton Investment consulting Group Benefits and Insurance Services
served as the Facilitators for the Committee.
The Committee not only considered the firm’s fee proposal, but also their qualifications and experience,
investment philosophy, past performance, and responsiveness to the RFP. Twelve (12) proposals were
received for the Committee’s evaluation in response to the RFP. Eight (8) Qualifications & Experience
Proposal submittals were considered responsive and the Committee evaluated the Technical Proposals
of the eight (8) firms. The Committee considered five (5) firms to be responsive and evaluated their
Price Proposals as indicated on the attached Price Proposal Information sheet. Two (2) firm’s
Qualification & Experience Proposal were considered non-responsive for not providing the required
client information or their references did not respond to the reference check call.
The fee schedule of Marquette Associates, Inc. covers all client expenses and charges; that is, there are
no additional fees or expenses outside of the scope of the RFP. In the unusual circumstance where
there would be a request for services outside the scope of the RFP, additional fees, if any, would be
negotiable. During the previous contract, there were no additional fees. The City of Hagerstown and
the Western Maryland Consortium began utilizing this service contract in 2003 and are interested in
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
continuing to contract with the selected investment services provider for investing the pension funds of
their entities.
DISCUSSION: N/A
FISCAL IMPACT: Fees are supported by the Fund’s return on investment.
CONCURRENCES: As recommended by the Coordinating Committee
ALTERNATIVES: N/A
ATTACHMENTS: None
AUDIO/VISUAL NEEDS: N/A
Open Session Item
SUBJECT: Washington County Free Library Budget Presentation
PRESENTATION DATE: March 26, 2019 at 12 noon at the Central Library
PRESENTATION BY: Mary C. Baykan, Library Executive Director
RECOMMENDED MOTION: None
REPORT-IN-BRIEF: The Washington County Free Library is presenting the annual state of the
Library and Budget Request at the Commissioner’s Luncheon, 100 S Potomac St, Rooms 308/309
DISCUSSION: Discussion concerning the budget and Library activities.
FISCAL IMPACT: The Library is requesting an increase in support of $118,770
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: 2019/2020 Library Budget
AUDIO/VISUAL NEEDS: None
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
BUDGET WORKSHEET
INCREASE
OR
2018-2019 2019-2020 DECREASE
ESTIMATED INCOME
6001.1 Fines - Fletcher 76,000 80,000 4,000
6001.3 Fines - Boonsboro 9,000 9,000 0
6001.4 Fines - Clear Spring 3,000 3,000 0
6001.5 Fines - Hancock 2,500 2,500 0
6001.6 Fines - Keedysville 200 200 0
6001.7 Fines - Sharpsburg 790 790 0
6001.8 Fines - Smithsburg 7,000 7,000 0
6001.9 Fines - Williamsport 5,000 5,000 0
6003.1 City of Hagerstown 31,500 31,500 0
6005.1 State of Maryland 1,361,120 1,404,120 43,000
6007.1 Washington County 3,180,510 3,299,280 118,770
6008.1 Washington County for Blue Ridge Summit 1,500 1,500 0
6009.1 Photocopying 10,500 11,000 500
6015.1 Capital and Endowment Income 106,000 106,000 0
6023.1 Interest/Dividend Income 2,500 2,500 0
6025.1 Out-of-State Card Fees 3,600 3,600 0
6027.1 Book Buddies 3,000 3,000 0
6028.1 LSTA Continuing Ed. Grant 0 0
6029.1 Miscellaneous Income 4,500 4,500 0
6033.1 WMPL Service Fees 19,060 19,060 0
6037.1 Operating Income Transfer 70,000 70,000 0
6050.1 Debit Card Income 10,000 10,000 0
6021.1 Unrealized gain on Investments 0 0
TOTAL 4,907,280 5,073,550 166,270
ADMINISTRATIVE EXPENSES
7002.1 Printing 11,000 11,000 0
7003.1 Programs & Promotions 21,593 29,625 8,032
7004.1 Classified Advertisement 3,000 3,975 975
7005.1 Automotive Expense 10,000 10,000 0
7007.1 Financial Expense 50,400 50,400 0
7011.1 Legal Fees 350 350 0
7013.1 Postage 18,000 19,000 1,000
7019.1 Office Supplies 2,500 2,500 0
7021.1 Photocopier Expenses 5,000 5,000 0
7023.1 Public Access Micro Expenses 0 0 0
7025.1 Telephone - Fletcher 21,100 19,000 (2,100)
7025.3 Communications - Boonsboro 4,000 4,000 0
7025.4 Communications - Clear Spring 2,800 3,250 450
7025.5 Communications - Hancock 2,500 3,250 750
7025.6 Communications - Keedysville 950 1,100 150
7025.7 Communications - Sharpsburg 2,268 2,268 0
7025.9 Communications - Willismsport 1,500 1,500 0
7027.1 Training & Dues 20,000 20,000 0
7028.1 Employee Dev. Grant 0 0 0
7029.1 Reserves 0 0 0
7031.1 Contingency/Bd. Support 4,000 4,000 0
7034.1 Blue Ridge Summit 1,500 1,500 0
GENERAL PROPERTY 185,361 194,618 9,257
7053.1 Maintenance Supplies 20,000 22,000 2,000
7055.1 Repair Equipment - Building 5,140 5,140 0
7056.1 Repair Equipment - Office Equip.5,300 7,000 1,700
7057.1 Building Repairs 4,878 4,878 0
7059.1 Exterior Maintenance 4,300 7,000 2,700
7063.1 Insurance 22,000 22,000 0
7065.1 Electricity - Fletcher 94,853 96,000 1,147
7065.3 Electricity - Boonsboro 6,400 6,400 0
7065.4 Electricity - Clear Spring 15,500 16,000 500
7065.5 Electrictiy - Hancock 9,000 16,000 7,000
7065.8 Electricity - Smithsburg 9,000 9,000 0
7065.9 Electricity - Williamsport 4,000 4,000 0
7067.1 Heat - Fletcher 14,100 14,100 0
7067.3 Heat - Boonsboro 5,000 5,000 0
7067.4 Heat - Clear Spring 7,500 7,500 0
7067.5 Heat - Hancock 6,000 8,000 2,000
7067.8 Heat - Smithsburg 6,000 6,000 0
7067.9 Heat - Williamsport 4,000 4,000 0
7069.1 Water and Sewer - Fletcher 7,600 7,600 0
7069.3 Water and Sewer - Boonsboro 800 800 0
7069.4 Water and Sewer - Clear Spring 1,350 1,350 0
7069.5 Water and Sewer - Hancock 1,200 1,800 600
7069.8 Water and Sewer - Smithsburg 1,400 900 (500)
7069.9 Water and Sewer - Williamsport 1,200 1,200 0
7069.8 New Equipment & Furnishings 45,079 45,079 0
7069.9 Service Contracts 215,000 215,000 0
7074.1 Branch Rental Fees 0 0 0
7077.1 Contingency 1,500 2,000 500
CIRCULAT TOTAL 518,100 535,747 17,647
7093.1 Books/Library Materials 491,572 491,572 0
8028.1 Software/Software Licenses 0 24,378 24,378
8041.1 Audiovisual Materials 42,947 42,947 0
8071.1 Mobile Unit Operating & Maint 9,142 9,142 0
8075.1 Binding 500 500 0
8077.1 Periodicals 38,000 38,000 0
8085.1 OCLC 7,560 7,938 378
8093.1 Supplies - General 42,500 42,500 0
8095.1 Supplies - Audiovisual 10,000 13,000 3,000
8097.1 Contingency 800 800 0
643,021 670,777 27,756
SALARIES AND BENEFITS
7009.1 Insurance 421,000 421,000 0
7010.1 STD / LtD Insurance 17,000 17,000 0
7012.1 HR Hiring Support 300 300 0
7015.1 Retirement and Social Security 237,058 241,000 3,942
7017.1 Unemployment Benefits 2,000 2,000 0
7075.1 Maintenance Salaries 125,000 177,500 52,500
8079.1 Salaries 2,758,440 2,813,608 55,168
3,560,798 3,672,408 111,610
TOTAL EXPENSES 4,907,280 5,073,550 166,270
TOTAL INCOME MINUS EXPENSES 0 0
Open Session Item
SUBJECT: Approval of Revised By-Laws for the Emergency Services Advisory Council
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: R. David Hays, Director, Division of Emergency Services
RECOMMENDED MOTION: To approve the bylaws of the Emergency Services Advisory Council
(ESAC) as presented.
REPORT-IN-BRIEF: The purpose of the ESAC is to advise the Board of County Commissioners
(Board) and County staff on recommendations regarding the provision of emergency services in
Washington County, in writing. When requested, the ESAC may also serve in an advisory capacity to the
municipalities of Washington County, the Washington County Fire and Rescue Association (WCFRA),
and any volunteer or career fire or emergency medical services company authorized to operate in
Washington County.
The ESAC is to be comprised of nine (9) individual voting members as follows:
• Five (5) members selected by the Board, each Commissioner having one (1) appointment; and,
• One (1) member selected by the City of Hagerstown Mayor and Council; and,
• Three (3) members selected by the WCFRA.
The Director of the Division of Emergency Services and the President of the Volunteer Fire and Rescue
Association will each serve as ex-officio members. Each member shall have staggered terms, such that
one member is replaced each year for both the three (3) members of the WCFRA, and the six (6)
Commissioner and City members.
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. No member may serve more than two consecutive terms,
unless waiver is given by the Board.
DISCUSSION: The By-Laws were reviewed by the ESAC Board and it was agreed that each
Commissioner shall have an appointment to the ESAC. Additionally, language was added so that a
member may serve more than two (2) consecutive terms should an exception be made by the Board. In
the previously approved by-laws, it reads that no member may serve more than two consecutive terms
unless a year of absence from the Board is achieved by that particular member. Additionally, language
was added regarding stating that the ESAC shall conduct work sessions every other month, beginning in
February of each year.
FISCAL IMPACT: None
CONCURRENCES: Kirk Downey, County Attorney, Krista Hart, County Clerk, Dave Hays, Director,
Division of Emergency Services
ALTERNATIVES: Do not revise by-laws
ATTACHMENTS: Proposed by-laws for the ESAC (with revisions), 2016 By-Laws
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
WASHINGTON COUNTY, MARYLAND
EMERGENCY SERVICES' ADVISORY COUNCIL'BY-LAW S
Article I-- Authority
1. The 'Emergency 'Semuces- Advisory Cartoon (ESAC) has'been establ,shed'by the
Board of County Commissoners (Board) to provide Tecommendatioos regrading'
the provision' of emergency servrces m Washington' Comm;.' Anv'
recommenclatconct developed' bythe 'ESACshalt 'be presented 9n waling to the
Board.
2. The'ESAC hall serve man'advisory'capacity'only 'real shell 'have no'decivm,-
malang'anthmity'except 'as'herein'provided' for organizational' allures' aml
fnmtionmg.
Article H � Responsibility
1. Thu ESAC shall faovide Tecomenendaaom on vaaous emergency shoes issues as
requested by the Board. When Tegnested, the ESAC may also serve m an advisory'
capecity'to' the'munapaEties of Washington' County,' the Wasmaghm Qounty
Volunteer Dre and'Resoue'Asso ]anon (Assoaation), and any vohrateer m career
me or emergency medical services company authorized In openata m Washington
County.
2. ESAC must coordinabe and coopmdte with other advisory councils m boards duly'
appointed by the Board.
Article III — Chafrversov
1- Adesigoatedmemherofthe ESACsha116 ectedmserveasthe Chairpormmd'
preside over the proceedargs.
2. The ChairpasonshaBkiaveihe'authoeitym'appoint'aco-chaapasonto em'
Article IV -- Seaefary
1. The Division of Emergency Services reoll provide a person to serve as recording
secretary for bee ESAC.
2. Aeemateminumsofeachmeeting shallbereoordedandefi im tedwitanthirty
(30) days following the meeting.
Article V -- Membershiu
1. The ESACshal umo el toftheto2oavm-m duals:
of
A Amle e (9)members hall i Eby flue Board of County Covmussoners,
1. Five [51 member, elected by the Board of County Commissioners hvflh each
o Oneef") ember members rctedby the Cru of fire
County Volunteer
Commd`d
3. Rescue Association.
selected a_the iVashmo�mn Combq^VolvnteerBve and
aesrne Assnaatiea.
B. The Director of the Division of Emergency Services fee offsio member); and
C. The President of the Volunteer Fire and Rescue Association fee offsio mentbed.
2. The Board shall beenporam zppointsuch other agency representatives as deemed
necessary to offer a pertise or uorwey policies adopted by Her Board. Temporary
appoinhaents shall terminate at Pro end of a speafieally assigned projector study.
The members shall serve evithoutcompensatm.
d. Comm.ssioneis niayots,'membeis'ofctty and-toeyncouncils 'and'other
electedoffic.aln' membershlp'because 'its
the tali, bodies final decision Members of the
ry ESAC are -relented for their eeresee their alradia to commit personal sine'if
objectivelyevaluateissue,= ,ot,ghtbefoiethe ESAConmathisofpublic
safety; and direct services to Pore cur emy.of Washington County.
Decisions must' be made' wiflmub bias toward from respective agencies,
organizations vocation or piatessioms.
5. Members of the ESAC shall serve twee-yerer from.
..
A.Thethree (3) members representing the Association shall have Staggered terms,
such that ram member is replaced each year.
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E. The six{5]' and cro members sbalt have staggered barren, stra
that to o membersare o replaced each year.
C. \ o member may serve more than n.o consecutive hums,maees a ee+ hon is
D. A member may be reappointed to the ESAC after a ormyear absence vriess anon
exceptionn made bn the Board.
E. To rebablash the staggered teas, the ssetial appointeesshalt serve the following
terms:
1. TheHnee(3) members representing the Association shall serve nunal terms
asfollows: care (1) person serving one yeti, one (1) person serving haoyears,_-
arel one (1) person serving three vems, trill be ehgible for
eappourtarentfoi a termaftei,,Echtlieymtsstvbse,v, a one
year absence.
2. The mi ee 16) member shall serve moral terms as
follows. nca L)Peron ren- rep fivo 2)Persrnsserving tiro year,
and hvo (2) person serving oduee .ems. Theo 'tall'be el,glble for
eappointmentfoi a teimaftei,,Echllieymustobse,v,aone
-
year absence.
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Article VI-- Meetings
1. Meetings shall be held morrt6ly on dre first Thursday of each amnth unfess
otherwise agreed to by the arembersbip. All meetings and work ses9ores of the _ _ Hart MA
Hmergency Services Advisory Coundshallbe openerthe b.�are governedBddmre�nac.na
by the Maryland Open Meeting Laws.
2. The ESAC sl�nll cond�ctaeendn drivenmeetinesim revons and generalbus;ncs
functions every other month, bevmmrg mtanuar rof each year.
3. The ESACsball conduct work sessrmrs every other month bevrmine an Febrvary
of each year.
4. The Cbairpersonshall have die authority to cal additional meetings as deemed
necessary.
5. The Council shall have the authority m inviti any person m persons to neretirip fur
the purpose of discussing issuesur {so.ndvg information relating to itemsmr the
agenda for that meeting.
6. Asimple majority shall constitute a quorum.
Article VII -- independent Action by the Chairperson
t. The Chairperson sha t have the authority to Make mdependentaceon on BSAC
matins considered to be minor or routine in nature. When mine pedems,.ths,.
Chairperson shah make every effort to contact the BSACmembers to obtain a
consensus decision.
2. IntheevmtHere Chairpersonh" tedmmysuch BSACmatterpriorMameeting
a full report of such action shall be given to the members at the such duly
constituted meeting and the members shall be asked to ratify such action.
Article VIII -- Channelizatwn Procedures on Various £SAC Matters
Theehanne£zation procedures shalt be an accordance with the following
A. Public comments received by the Beard may be forwarded to the £SAC for
revre h and hecommendation.
B. The A, oaaacm may bring an issue before the BSAC for morrow and
r,�omm_ncaten_.
C s. Cl ief Of6cei, Presidentand or designee of a member company, of the
Associahon may bring an issue to the £SAC fur review and recommendation.
D. The Dr ehor or hes/herdevgnee(s) of the Divisor may bang an issue before the
ESdC fur rehfleh.- and recommendation.
E. ell re.orr imclaticnc requiring a find dranown or direction from the Board shalt
be pre ented bl the Director of Bmergmny 6ervaesm accordance with county
policies and procedures. ne Director may be accompanied by other parties
aunng his her presentation.
Article IX-- Authorization
Amended, mstatid, and approved by the Board of County Corm sio.uns on 4lamh
2019.
Attest Board of County Commissioners of
Washington County, Maryland
t sta P. hart County Oerk Jeffrey A. Chue, Presdent
Article I - Authority:
Washington County, Maryland
Emergency Services Advisory Council
By-Laws
1.The Emergency Services Advisory Council (ESAC) has been established by the Board of
County Commissioners (Board) to provide recommendations regarding the provision of
emergency services in Washington County. Any recommendations developed by the ESAC
shall be presented in writing.
2.The ESAC shall serve in an advisory capacity only and shall have no decision-making
authority except as herein provided for organizational affairs and functioning.
Article II -Responsibility:
1.The ESAC shall provide recommendations on various emergency services issues as
requested by the Board. When requested, the ESAC may also serve in an advisory capacity to
the municipalities of Washington County, the Washington County Volunteer Fire and Rescue
Association (Association), and any volunteer or career fire or emergency medical services
company authorized to operate in Washington County.
2.ESAC must coordinate and cooperate with other advisory councils or boards duly appointed
by the Board.
Article III -Chairperson:
1.A designated member of the ESAC shall be elected to serve as the Chairperson and preside
over the proceedings.
2.The Chairperson shall have the authority to appoint a co-chairperson to serve in that capacity
when so required.
3.The Chairperson shall have the authority to appoint subcommittees for the purpose of
conducting special studies, investigations, or other ESAC business.
Article IV -Secretary:
1.The Division of Emergency Services will provide a person to serve as recording secretary for
the ESAC.
2.Accurate minutes of each meeting shall be recorded and distributed within thirty (30) days
following the meeting.
1
Original By-Laws 2016
Article V - Membership:
1.The ESAC shall consist of the following individuals:
A.Three (3) members from the Association;
B.Six (6) members from the public at large;
C.The Director of the Division of Emergency Services (ex-officio member); and
D.The President of the Volunteer Fire and Rescue Association (ex-officio member).
2.The Board shall temporarily appoint such other agency representatives as deemed necessary
to offer expertise or convey policies adopted by the Board. Temporary appointments shall
terminate at the end of a specifically assigned project or study.
3.The members shall serve without compensation.
4.Commissioners, mayors, members of city and town councils and other elected officials shall
not be entitled to membership for the reason that these governing bodies are responsible for
the final decision-making on ESAC recommendations.
5.Members of the ESAC are selected for their expertise, their ability to commit personal time,
objectively evaluate issues brought before the ESAC on matters of public safety, and direct
services to the citizenry of Washington County. Decisions must be made without bias toward
their respective agencies, organizations, vocations, or professions.
6.Members of the ESAC shall serve three-year terms.
A.The three (3) members representing the Association shall have staggered terms, such that
one member is replaced each year.
B.The six (6) members representing the public at large shall have staggered terms, such that
two members are replaced each year.
C.No member may serve more than two consecutive terms.
D.A member may be reappointed to the ESAC after a one-year absence.
E.To establish the staggered terms, the initial appointees shall serve the following terms:
1.The three (3) members representing the Association shall serve initial terms as
follows: one (1) person serving one year, one (1) person serving two years, and one
(1)person serving three years. They will be eligible for reappointment for a three
year term after which they must observe a one-year absence.2
2.The three (6) members representing the public at large shall serve initial terms as
follows: two (2) person serving one year, two (2) person serving two years, and two
(2)person serving three years. They will be eligible for reappointment for a three
year term after which they must observe a one-year absence.
Article VI -Meetings:
1.Meetings shall be held monthly on the first Thursday of each month unless otherwise agreed
to by the membership. All meetings of the Emergency Services Advisory Council shall be
open to the public, and are governed by the Maryland Open Meeting Laws.
2.The Chairperson shall have the authority to call additional meetings as deemed necessary.
3.The Council shall have the authority to invite any person or persons to meetings for the
purpose of discussing issues or providing information relating to items on the agenda for that
meeting.
4.A simple majority shall constitute a quorum.
Article VII -Independent Action by the Chairperson:
1.The Chairperson shall have the authority to take independent action on ESAC matters
considered to be minor or routine in nature. When time permits, the Chairperson shall make
every effort to contact the ESAC members to obtain a consensus decision.
2.In the event the Chairperson has taken action on any such ESAC matter prior to a meeting, a
full report of such action shall be given to the members at the next duly constituted meeting
and the members shall be asked to ratify such action.
Article VIII -Channelization Procedures on Various ESAC Matters:
1.The channelization procedures shall be in accordance with the following:
A.Public comments received by the Board may be forwarded to the ESAC for review and
recommendation.
B.The Association may bring an issue before the ESAC for review and recommendations.
C.A Chief Officer, President, and or designee of a member company of the Association
may bring an issue to the ESAC for review and recommendation.
D.The Director or his/her designee(s) of the Division may bring an issue before the ESAC
for review and recommendation.3
E.All recommendations requiring a final decision or direction from the Board shall be
presented by the Director of Emergency Services in accordance with county policies and
procedures. The Director may be accompanied by other parties during his/her
presentation.
Article IX -Authorization:
Amended, restated, and approved by the Board of County Commissioners on October 11, 2016.
Attest:
Vicki Lumm, County Clerk
Board of County Commissioners
Washington County, Maryland
BY: -�.o�..-Z-&L
Terry L. Bake�ident
I:\Documents\Fire & Rescue\Emergency Services Advisory Council Bylaws\BYL\Bylaws - 2016 Revision.docx
4
Open Session Item
SUBJECT: Hotel Rental Tax Funding Request, Hagerstown-Washington County Convention
Visitors Bureau
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Susan Buchanan, Director, Office of Grant Management, Daniel
Spedden, President, Hagerstown/Washington County CVB
RECOMMENDED MOTION: Move to approve the request for Hotel Rental Tax funding
from the Hagerstown/Washington County Convention Visitors Bureau in the amount of
$________, for direct expenses associated with the USA Cycling Amateur Road National
Championships to be held on June 20-23, 2019.
REPORT-IN-BRIEF: The Hagerstown/Washington County Convention Visitors Bureau (CVB)
has submitted a request for Hotel Rental Tax funding to support the USA Cycling Amateur Road
National Championships to be held on June 20-23, 2019. The amount of funding requested for
this event by the CVB is $65,000.
DISCUSSION: This is the second year that Washington County has hosted the USA Cycling
Amateur Road National Championship, a nationally recognized event that is expected to bring
economic benefits to our region. As a host community of the USAC Championships the region
can anticipate increased visitor spending on lodging, food & beverage, gas, and amusements.
The USAC Championships will also generate labor income in the hospitality, transportation,
government, health, waste, insurance, emergency services, construction and utilities sectors. This
national event will elevate the profile of our community and present it as a preferred destination
among cyclists.
In July 2018, the USA Cycling Amateur Road National Championships event reported 672
individual athletes and 1,507 unique race registrants, and the event is predicted to attract 1,000
unique participants in 2019. On average two spectators accompany each athlete. Additionally,
over 30 staff members and officials will be in the region for this event. A minimum of 140 room
nights will be generated from this event from staff and officials. It is anticipated that athletes and
spectators will generate an additional 2,500 - 3,500 room nights during the event. Visit
Hagerstown expects to see a $1.5 million impact in Hagerstown and Washington County in
2019.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
The total event budget for 2019 is set at $180,040. The CVB is providing $76,290 for the event
and has secured funding from the Maryland Sports Commission and local & national sponsors
for this event totaling $38,750.
This year’s budget is based upon actual costs of the 2018 race and has increased significantly,
primarily due to much higher than expected traffic control costs associated with the event. The
CVB has increased this year’s Hotel Rental Tax funds request from $25,000 to $65,000 to assist
with these costs. The project budget for County Hotel Rental Tax funding includes $51,414 for
traffic control costs and detour signage, $13,586 towards the costs of law enforcement and EMS
services for the event.
This event meets all 7 of the Board of County Commissioner’s goals and criteria for the use of
Hotel Rental Tax Funds. There are no issues of outstanding obligations to the County that would
prevent the CVB from receiving funding. It is the recommendation of the Washington County
Office of Grant Management that this application be approved in an amount determined to be
appropriate by the Board of County Commissioners.
FISCAL IMPACT: The Hotel Rental Tax Fund will be reduced by the amount of this award.
CONCURRENCES: N/A
ALTERNATIVES: Deny the request for Hotel Rental Tax Funding.
ATTACHMENTS: Hotel Rental Tax Funding Application
AUDIO/VISUAL NEEDS: N/A
Washington County, Maryland
Hotel Rental Tax Funding
Grant Application
100 West Washington Street
Room 2200
Hagerstown, Maryland 21740
240-313-2040
Organization/Agency: Hagerstown/Washington County CVB E-mail Address: dan@visithagerstown.com
Address: I16 Public Square Hagerstown, Maryland 21740
Contact Person: Dan Spedden Title: President
Phone Number: (301) 745-5770 Fax Number: (301) 791-2601
Tax ID/Federal ID#: 152-1866211 (' Capital Request ( Operating Request
Project Classification: r Tourism/Attraction t Economic Development C Cultural 4, Recreation
Project Name: IUSA Cycling Amateur Road National Championships 2019
Project Start Date: June 20, 2019 Project End Date: June 23, 2019
Project Justification and Economic Benefit/Impact to the Visitor Industry, if Applicable
-he USA Cycling Amateur Road National Championship is a nationally recognized event that is certain to bring economic benefits to
)ur region again in 2019. As a host community of the USAC Championships the region can anticipate increased visitor spending on
odging, food & beverage, retails, gas, and amusements. The USAC Championships will also generate labor income in the hospitality,
ransportation, government, health, waste, insurance, emergency services, and utilities sectors. This national event will elevate the
)rofile of our community and present it as a preferred destination among cyclists.
Anticipated Visitor Attendance and Impact on Hotel Rental Occupancy, if Applicable
In 2018 the USA Cycling Amateur Road National Championships event in Washington County reported 672 individual athletes and 1,507
unique race registrants, the event has the potential to attract 1,000 unique participants in 2019. On average two spectators accompany
each athlete. Additionally, 30 + staff members and officials will be in the region for this event. A minimum of 140 room nights will be
generated from this event from staff and officials. It is anticipated that athletes and spectators will generate an additional 2,500 -3,500
room nights during the course of the event.
Narrative Description of Project: Include purpose of project, outline of project procedures, intended results of project or any additional
comments that support the need for project and/or merit as an event or activity designed to promote Washington County, Maryland.
Recognized by the United States Olympic Committee and the Union Cycliste Internationale, USA Cycling is the official governing body
for all disciplines of competitive cycling in the United States, including BMX, cyclocross, mountain bike, road and track. As a
membership -based organization, USA Cycling comprises 60,000+ annual members; 2,500+ clubs and teams; and 34 local associations.
The national governing body sanctions over 3,000 competitive and non-competitive events throughout the U.S. each year and is
responsible for the identification, development, and support of American cyclists.
IThe mission of USA Cycling is to develop the sport of cycling in the United States at all levels and to achieve sustained international
racing success while fostering a shared commitment to safety, integrity, and the joy of cycling.
The vision of USA Cycling is that the sport of cycling in the United States is safe, fun, and locally accessible for a vibrant community of
racers, enthusiasts, supporters and event directors, and is represented by highly successful athletes competing with integrity on the
world stage.
The purpose of this event is to generate tourism and fulfill our mission to improve the economy of our destination. In partnership with,
USAC, Visit Hagerstown aims to provide event participants with a memorable experience that encompasses our regions historic
significance, culture and scenic road ways. As the host destination for the USAC Amateur Road National Championship businesses will
be able to benefit from a visitor segment known for their lengthy overnight hotel stays as well as increased spending. To maximize our
impact of the visitors during the event, the CVB plans to provide an on -site expo demonstrating opportunities for local businesses.
By leveraging an event with such national prestige, we intend to elevate the status of the community in the tourism sports market.
Total Project Budget
A. Amount of Hotel Rental Tax Grant Funding Requested
B. List Other Funding Sources and Their Respective Amounts
Source: MD Sports Commission
Source: INational and Local Sponsors
Source: IHagerstown/Washington County CVB
C. Total Project/Event Funding (A + B)
Itemize your total project budget into the appropriate classifications:
$65,000.00
$25,000.00
$13,750.00
$76,290.00
$180,040.00
A. Tourism Attraction (Be specific in expense breakdown):
See the attached detailed report of the 2018 event.
Actual spending from the 2018 event will serve as a budget for 2019
B. Economic Development Enhancement (Be specific in expense breakdown):
See Attached
C. Cultural Projects (Be specific in expense breakdown):
See Attached
D. Recreational Projects (Be specific in expense breakdown):
See attached
Total Project Budget $180,040.00
Certification:
We certify the information contained in this application is complete, accurate and fully discloses the scope and intent
of our request for funding from the Hotel Rental Tax Fund. We agree to comply with the County's requests for
information regarding the use of awarded funds and to provide access to accounting records related to these funds.
We acknowledge that if expenditures of funds is approved, such approval will be for line -item -by -line -item
expenditures, which must be adhered to within the maximum 10% line item deviation.
We further acknowledge that any deviations beyond 10% allowable amount will require us to submit a program
amendment which will have to be approved by the Office of Community Grant Management prior to any further
expenditures.
By signing this application, I/we accept and agree to be bound by the terms and conditions of Hotel Rental Tax
Regulati7Dan
as administered by the Washington County Commissioners in compliance with current State laws.
S eC� Ci e Digitally signed by Dan Spedden Date: 9/27/2018
Signature:p Date: 2017.07.06 15:02:37-04'00'
Applicant/Organization:I Hagerstown/Washington County Convention and Visitors Bureau
Recommended by: Date:` Approve
( Denied
Director, Office of Community Grant Management
Comments:
Approved By: Date: Approved
(' Denied
County Administrator
Comments:
For Requests over $25,000
Approved By: Date Approved
(`` Denied
President, Board of County Commissioners
Return Application To:
Washington County Office of Community Grant Management
100 West Washington Street Room 2200
Hagerstown, Maryland 21740
240-313-2040
Washington County, Maryland Hotel Rental Tax Grant Report
Post -Event Report
USA Cycling Amateur Road National Championship • July 26 -29, 2018
Accommodations & Total Room Nights
Five host hotels were utilized for the event, though all hotels in the region were asked to report
any rooms that actualized because of the event. From speaking with spectators, we know
visitors also stayed at Hagerstown area campgrounds or temporary Airbnb/short term rental
lodging properties in the surrounding tri-state region.
A total of 585 room nights actualized according to direct reports from Hagerstown area Hotels.
According to the pick-up reports the average length of stay was 3.5 nights. This reporting is
believed to be lower than what actualized, as we know for a fact that several properties
reported no nights associated with the event did have participates stay at their property. To
better streamline our hotel reporting for 2019, we will be requiring all hotels to provide a rate
code to track room nights associated with the event.
Total Participates & Estimated Number of Spectators
• 672 Athletes were registered for the National Championship
• 1,507 Race starts occurred: meaning on average athletes participated in two or more
cycling races at the National Championship
• Based on hotel occupancy and directly speaking with attendees, we estimate that on
average each athlete was accompanied by 3 spectators, totaling participation at 2,688
Event Summary
The USA Cycling Amateur Road National Championship occurred over four days and
encompasses three styles of racing: Time Trial, Road Race and, Criterium. In total 672 athletes
accompanied by their cycling coaches and family members traveled to the region to participate
in the event.
In 2017 the Amateur Road National Championship was held in Louisville, KY and drew
approximately 100 more riders. The registration was slightly down, due to the lack of category
1 level riders, who have been competing in the Pro -Road National Championships. On average
athletes participated in two types of road racing or more. A substantial number of athletes
arrived days prior to the first race to practice and get a feel for the courses in Boonsboro, Clear
Spring and Hagerstown, MD. This is important for those riders who hailed from much dryer
destinations as they had to acclimate the humidity and the terrain.
The event was deemed successful by both athletes and the national sanctioning body, USA
Cycling. Several factors that contributed to the success of the event were the commitment of
the USA Cycling Staff, USAC Officials, USAC third -party contractors, auxiliary personnel paid for
by Visit Hagerstown and the robust volunteer program. In total, Visit Hagerstown and USA
Cycling invested $260,506.59 to organize the event.
The athletes and their supporters were impressed by the quality of the courses and the
challenges they presented, certainly worthy of a National Championship. Many athletes
commented on not only the quality of the courses but also the scenic beauty of the region. The
athletes were impressed with the welcoming spirit of the community and are looking forward
to returning to the area next year.
USA Cycling Amateur Road National Championships will return to Hagerstown, Maryland June
20 — 23, 2019. The goal of the local organizing committee in 2019 are to: improve logistics,
medical and safety planning, streamlining communications amongst agencies on site, provide
more discounted lodging options for athletes and focus on driving more regional spectators to
the National Championships.
In addition to the support of MD Sports Commission, the 2018 USA Cycling Amateur Road
National Championships was made possible by the partnerships Visit Hagerstown forged with
Maryland Sports, Washington County Government and the various departments within; the
City of Hagerstown and the various departments within; Main Street Hagerstown; the Town of
Boonsboro and the Boonsboro Economic Development Commissions; Maryland State
Highways, Antietam Velo Club, the Cumberland Valley Cycling Club, CVB Members and the
Community.
• Hosting Expenses
o Most of the grant funds were utilized to offset the cost for housing the USA
Cycling Staff and Officials.
• The average length of stay (4.5 Days) for staff and officials was slightly more
than that of the athletes
• Two of the five host hotels were utilized for hosting.
• Digital Marketing with Herald Mail Media
Website Traffic:
• July traffic experienced an overall traffic increased 50% over the previous month of
June primarily during the July 20-30 timeframe
• Organic traffic rose 41% over the previous month
• Our 2017 to 2018 traffic comparison
o 29% in overall traffic
o Organic traffic improving 18%
o Social Media traffic to the site increased by 256%, primarily via Facebook, due
to paid posts
• The Amateur Road page (created specifically for cyclists) was the #1 visited landing
page
• Google rankings increased 18 ranks with an overall ranking increase of 35,704
positions
• Bing rankings increased 52 ranks in July and an overall ranking increase of 30,201
ranks
• We received a Google Anomaly alert that showed that on the day of July 28 (the
Saturday of the race week) our website usage spiked in Page Views by 45%.
o Amateur Road (the Cyclist's page) showed an increase of 361%
o The Amateur Road Spectators Page showed an increase of 307%
ARTICLES: Print and Online (See attached list of links)
• A search on the Herald Mail's website for USA Cycling produces nearly 50 event
related articles and photo galleries pages (pre and post event)
• WDVM aired 7 reports on air and online
Additional Publications:
Sports Destinations
Recreation News
Bicycle Retailer.com
BikingPress.com
CyclingNews.com
CXMagazxine.com
Shreveport Times
Business Insider
The Eagle (Bryan, TX)
Bicycling.com
Duarngo Herald (Durango, CO)
Wilton Bulletin (Norwalk CT)
SoCalCyling.com
Washington Post (slight negative)
Daily Interlake (Kallispell, MT)
ADVERTSING (Paid and In -Kind):
Paid Media:
• 9 Boosted Posts, geared to Cyclists, Volunteers, and Resident Specific info
via Facebook for the month of July which ran from March -July
• Digital ads on Herald Mail Media page — 35,000 impressions
• Digital ads on websites across the internet via Manning media
• Herald Mail Insert
• In -Kind -Sponsored Media:
• Print: Herald Mail Sponsored Ads for March -July
o A Total of 30 COLOR Back Page ads, and several Full Page ads in What's NXT
0 70,000 digital ads on their page in June —July
Radio: Manning Media Sponsored on -air radio ads — daily for March -July
o WWEG, 106.9 The Eagle: 1,000 commercials
0 102.1MoreFM: 1,185 commercials
o WARK 98.9FM: 1,500 commercials
o Total: 3,685 commercials
SOCIAL MEDIA ANALYTICS: (Organic)
FACEBOOK:
• In July 47 Posts were made about the event by Visit Hagerstown
■ 33,008 times posts entered the users screen, all unique users
■ 47,147 times posts entered any screen, all users
■ 2.030 Post engagements (likes, shares, etc), unique users
■ 27,208 impressions to people who like our page, unique users
■ 822 Video Views of 95% of video, unique users
INSTAGRAM/TWITTER:
• A search of the #amateurroadnats and other related hashtags yielded close to 1,000
posts on each platform. (hashtags included team names, cyclist names, cycle venue,
race names)
• Total reach on each platform of 1,000 posts averages about 350 likes, shares, and
impressions (according to our insights and metrics
• Conclude that about 35,000 were reach on each platform
VIDEO:
• The official video was created by Scott Cantner, and other videos made during the
event can be found
here: https•//www facebook com/HagerstownWashingtonCountvCVB/videos/101606
56913415440/
• For pre -event excitement, volunteer recruitment, etc. we created a YouTube Playlist
on our channel, called USA Cycling which contains 3 videos Link here to
view: https://www.youtube.com/playlist?list=PLV35y8Sp8bGRT2 k4ilaUZF8UBDa1-
3Ld
PHOTOGRAPHY:
• Youngblood Studios was our official event photographer,
and will provide individual high-res, non -watermarked photos at no cost, on an as -
requested basis; the link to them is
here: https://www.facebook.com/youngblood.seniors/photos all
• Ed Crawford, local photographer, also took some great photos of the Crit and they can
be found and downloaded here: https://app.box.com/folder/53832517668
SAMPLE OF NUMEROUS QUOTES/TESTIMONIALS:
• Local resident Tim Hamilton said he and his wife, Robbin, are not really cycling fans,
"but we love this." The couple live downtown and walked over to catch a midmorning
race. "The excitement. The young kids. It's just unreal," he said. The couple were
planning to spend the day watching the cycling and hanging out at a nearby block
party. (source: Herald Mail Media, Sun. July 29, 2018)
• From a cyclist: "I'm telling you, everybody is so friendly," Katy May said. The Mays made
the nine -hour drive a week ago because Elizabeth's team reviewed the course
Tuesday ..."We've been eating fresh corn and blueberries and peaches," she
said. Georgia has all of that, but "It's not, like, right down the street." (source: Herald
Mail Media, Sun. July 29, 2018)
Event Budget
• Total Direct Spend by Event Organizers was $260,507
• Visit Hagerstown expenses were $168,506.59
• * $20,000 was received In -Kind Marketing Support from Herald Mail Media and
Manning Media for Digital, Radio and Print Marketing.
• Additional $8,500 of In -Kind goods or services were also awarded to the CVB by area
businesses and restaurants to assist with the Volunteer Program, Staff Meals and
Operations.
2018 Amateur Road National Championship
Hosting Expenses
Rental Vehicles
Security
Resident Notifications
USAC Site Visit
Event Insurance
Waste Management
Volunteer Incentives
General Supplies
Medical Support Services
Detour Signage
Marketing'
Staff & Volunteer Meals
Promotional/Venue Signage
Hosting Accommodations
Personnel
Police
Traffic Control
Event Impact
• The event drew Athletes from 42 of the 50 states to Maryland.
• The top five represented states by visitors where: Pennsylvania, California,
Colorado, Maryland and Texas.
• In July 2018, the month of the USA Cycling Amateur National Road Championship,
more than $3,686,633 was spent on lodging on Washington County Maryland.
• According to STR, Average Daily Rate reached a record high of $101.44 for during a
peak night of the event.
• Average hotel occupancy during the event was 85.84% with several hotels reporting
sells out or near sell out at their properties.
• "The USA Cycling Amateur National Road Championship generated an
unprecedented volume of marketing forever elevating Washington County's profile
as a destination." — Daniel P. Spedden, Visit Hagerstown
• This event help Visit Hagerstown absorb a loss that had been created by the decline
in meetings and convention business and further strengthen our stake in the Sports
Market.
Category
Assumption
Attendance Characteristics
Number of Events
Total Participants
Average Household Travel Party Size
1
672
3.0
Total Attendees (Spectators & Participants)
2,016
Number of Roost Nights
Total Attendees (Spectators & Participants)
Percentage Staying Overnight in a Hotel/Motel
Overnight Attendees
Average Length of Stay
Total Overnight Attendee Days
People Per Room
2,688
75%
2,016
4.0
8,064
4.0
Total Room Nights
2,016
Attendee Spending Outside the l4enue
Total Overnight Attendee Days
Average Spending Per Person Per Da
8,064
$150
Total Direct Spending - Overnight Attendees
$1,210,000
Daytripper Attendee Days
Average Spending Per Person Per Da
672
$40
Total Direct Spending - Daytripper Attendees
$27,000
Total Direct Spending - All Attendees
$1,237,000
Weighted Average - Direct Spending Per Attendee
$142
Event Organizer/Producer Spending in the State
Number of Events
Average Spending Per Organization Per Event
1
$129,932
Total Direct Spending - Event Organizer/Producer
$260,507
Grand Total- Direct Spending
$1,497,507
Open Session Item
SUBJECT: Adoption of Health Advisory Commission By-laws
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Susan Small, Director, Department of Business Development
RECOMMENDED MOTION: Move to adopt the proposed Board of Health Advisory
Commission Bylaws as presented.
REPORT-IN-BRIEF: On September 20, 2018 the Economic Development Commission (EDC)
was charged with reinstating the dormant Health Advisory Committee, who has not met as a
group over the last 8-10 years. The goal was to reinstate the Health Advisory Committee based
upon the existing bylaws and then make suggestions and revisions as needed. To do so, the EDC
formed a small work group of diverse community representation to discuss, review and gather
recommendations for reestablishing the Health Advisory Committee.
DISCUSSION: The work group met on October 4th, 19th, and 29th, 2018 and presented their
report to the EDC in November. A summary/update of the discussions was presented to the
BOCC in October 2018 and again in early January 2019. The report included suggestions for
minor revisions to the existing by-laws and restructuring of the membership. The Department of
Business Development (DBD) met and coordinated with the work group, as well as the County
Attorney, to finalize the proposed Health Advisory Commission by-laws and is ready to move
forward with reinstating the organization under the Board of County Commissioner’s purview.
FISCAL IMPACT: N/A
CONCURRENCES: Kirk Downey, County Attorney and Robert Slocum, County
Administrator
ALTERNATIVES: N/A
ATTACHMENTS: Health Advisory Commission proposed Bylaws
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
ADVISORY COMMISSION TO THE WASHINGTON COUNTY BOARD OF HEALTH
BYLAWS
BYLAW ONE
NAME
The name of the Commission shall be “COMMUNITY HEALTH ADVISORY COMMISSION” (the
“Commission” herein).
BYLAW TWO
PRINCIPAL OFFICE
The principal office of the Commission shall be c/o the Board of County Commissioners of Washington
County, Maryland (the “Board” herein), 100 West Washington Street, Room 1101, Hagerstown, Maryland
21740.
BYLAW THREE
PURPOSE
A. To provide County Leadership with accurate information and expert insight regarding a variety of
population health topics through a diverse group of actively engaged professionals within our
community.
B. To function as a collaborative group of professionals that, through synergistic processes, serves as a
relatively comprehensive population health resource to County Leadership.
C. To be available on short notice at County Leadership’s request whenever situations arise that impact
the health and well-being of the population within our community and that require the awareness or
involvement of County Leadership.
D. To complement, not replace, the knowledge and resources available through the Washington County
Health Department, the Maryland Department of Health and Mental Hygiene, and the Maryland
Department of the Environment.
BYLAW FOUR
MEMBERSHIP
A. The Commission shall consist of thirteen (13) voting members who shall be appointed by the Board. In
addition to the thirteen (13) voting members, the Board may appoint various department heads from
County government to serve as non-voting, ex officio members of the Commission for various terms of
office and for various differing purposes as determined at the sole discretion of the Board.
B. The original term of three (3) of the members shall be for one (1) year; the original term of five (5) of the
members shall be for two (2) years; and the original term of five (5) of the members shall be for three
(3) years. The Board shall determine the length of term of each appointed member at the time of each
member’s appointment to serve the original term. Members of the Commission shall be eligible for
reappointment for one (1) additional term only. Each term of reappointment shall be for three (3) years
regardless of the length of the original term. A member who has served the original term and one term
of reappointment shall be eligible for reappointment only following an intervening three (3) year period.
C. Members of the Commission may receive compensation and reimbursement for expenses in amounts
as may be set forth from time to time by the Board.
D. Vacancies occurring in the Commission for any reason shall be filled for the unexpired term by the
Board. The Board shall have the authority to remove any member of the Commission when the Board,
in its sole discretion, determines that the best interests of the community shall be served thereby. If a
member fails to attend three (3) consecutive meetings, such failure of attendance shall result in the
member’s automatic removal from the Commission and shall result in a vacancy subject to fill by the
Board pursuant to these Bylaws.
E. The members of the Commission shall elect from among the Commission’s members a Chair and a
Vice-Chair and shall also elect a Secretary, who may or may not be a member of said Commission. 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 Commission.
F. Each active member shall be entitled to one (1) vote in the affairs of the Commission except for ex
officio members who shall be non-voting members.
G. Membership in the Commission may terminate by voluntary withdrawal as provided in these Bylaws.
All rights, privileges, and interests of a member in or to the Commission shall cease on termination of
membership. Memberships shall be nontransferable. Any member may, by giving written notice of
such intention, withdraw from membership. Withdrawals shall be effective on fulfillment of all
obligations to the date of withdrawal.
BYLAW FIVE
MEETINGS
A. Annual Meeting. There shall be an annual meeting of the Commission during the month of October
each year, unless otherwise ordered by the Commission, for election of officers, receiving reports, and
the transaction of other business. Meetings shall be subject to the Open Meetings Act and members of
the public shall be entitled to attend all meetings of the Commission. Reasonable advance notice of
such meetings shall be made publicly and posted by the Secretary at least one (1) week prior thereto,
utilizing notice methods likely to reach the Commission’s constituency, and including, at a minimum, the
time, date, and place of the meeting, and an alert as to whether the Commission expects to close part of
the meeting to the public. Notice of such meetings to Commission members shall be issued by the
Secretary to the last recorded address of each Commission member at least one (1) week before the
time appointed for the meeting. Commission members are responsible for giving written notice to the
Secretary of address changes so that Commission records are kept current at all times.
B. Monthly Meetings. Regularly scheduled monthly meetings of the Commission may be established if
determined as necessary by the Commission or the Board. Notice of any such regularly scheduled
monthly meetings shall be given in the same manner as notice is required to be given for annual
meetings in these Bylaws.
C. Quorum. A majority of the active members of the Commission, when present at any meeting, shall
constitute a quorum; and in case there are less than this number, the
presiding officer may adjourn from time to time until a quorum Is present.
D. Order of Business. The order of business at the annual meeting shall be as follows:
(1) Call to order.
(2) Reading of the minutes of previous meeting.
(3) Receiving communications.
(4) Reports of officers.
(5) Reports of committee heads.
(6) Unfinished business.
(7) New business.
(8) Election of officers.
(9) Adjournment.
The order of business may be altered or suspended at any meeting by a majority vote of the members
present. The usual parliamentary rules as set forth in the latest edition of Robert's Rules of Order shall
govern, when not in conflict with these Bylaws.
E. Special Meetings. A special meeting of the Commission may be called by the Chair at any time and
must be called at any time by the Chair, or by the Vice-Chair or the Secretary in the Chair’s absence,
upon the written request of five (5) members of the Commission or at the request of the Board.
Reasonable advance notice shall be given by the Secretary in the same manner as public notice
required to be given of annual meetings as set forth in these Bylaws. The Secretary shall give
Commission members notice one (1) week prior to any special meeting and in the same manner as
notice required to be given to Commission members of annual meetings, except that the notice shall also
state the purpose of the meeting.
BYLAW SIX
REPRESENTATION
The Commission membership shall be comprised of the following representatives who shall be voting
members unless otherwise designated as non-voting, ex officio members:
1. Medical Community Population Health/Family Medicine
2. Dental Community Washington County Dental Society
3. Veterinary Community Washington County Veterinary Society
4. Board of Education School Health Council & Board of Education
5. Behavioral Health Community Healthy Wash. County & Core Serv. Agency
6. Business Community Economic Development Coalition (EDC)
7. Builder/Developer Community Suggest medium-sized local builder
8. Civil Engineering Firm Frederick Siebert, etc.
9. County Health Officer - County department leader (ex-officio)
10. Division of Environmental Management - County department leader (ex-officio)
11. Division of Plan Review and Permitting – County department leader (ex-officio)
12. Division of Construction – Code Official or representative (ex-officio)
13. EMS/Law Enforcement County (ex-officio) – Dir. Of Emergency Services
BYLAW SEVEN
OFFICERS
A. Elective Officers. The elective officers of the Commission shall be a Chair, Vice
Chair, and Secretary. Other offices and officers may be established and appointed by the members of
the Commission at the annual meeting.
B. Terms. The Chair, the Vice-Chair, and the Secretary shall take office immediately upon election to office
and shall serve for a term of one (1) year, subject to the termination provisions of these Bylaws. Officers
are eligible for re-election at the next annual meeting, if serving an original one (1) year term or a three
(3) year term of reappointment. Vacancies in any office must be filled for the balance of the term of such
office by the Commission at a special meeting.
C. Chairman. The Chair shall be the chief officer of the organization and shall be present at meetings of
the Commission. The Chair shall be a member ex officio of all committees. The Chair shall
communicate to the Commission such matters and make such suggestions that may, in the Chair's
opinion, tend to promote the welfare and Increase the usefulness of the Commission, and shall 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 the absence of the Chair. The
Vice-Chair shall be a member ex officio of all committees.
E. Secretary. The administration and management of the Commission shall be vested In the Secretary.
The Secretary shall direct the activities of the Commission and perform such other duties as may be
defined by the Commission. The Secretary’s duties shall be as follows:
(1) To give notice of and attend all meetings of the Commission and all committees and to
make provision for the keeping of a record of proceedings and ensuring that meeting
minutes are kept for a minimum of five (5) years;
(2) To conduct correspondence and to execute all orders, votes, resolutions not otherwise
committed;
(3) To keep a current list of the members of the Commission, including address, phone, and
electronic contact information.
BYLAW EIGHT
ELECTIONS
The election of the Commission officers shall take place annually at the time and place of the annual
meeting. Candidates who receive a majority of votes so cast shall be elected.
BYLAW NINE
AMENDMENTS
These Bylaws may be amended, repealed, or altered, in whole or in part, by a majority vote at any duly
organized meeting of the Commission, subject to the approval of the Board.
BYLAW TEN
LIABILITIES
Nothing in these Bylaws shall constitute members of the Commission as partners for any purpose. No
member or officer, and agent or employee of any member or officer, shall be liable for the act or failure to act of
any other member or officer, and agent or employee of any member or officer. No member or officer, or agent
or employee of any member or officer, shall be liable for his or her act or failure to act under these Bylaws,
except only for acts or omissions arising out of willful misfeasance.
ATTEST: APPROVED BY:
____________________________
Krista L. Hart, County Clerk BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
______________________________________
Jeffrey A. Cline, President
Open Session Item
SUBJECT: Highway Department Organization Plan
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Andrew Eshleman, Director, Public Works
RECOMMENDED MOTION: Request the Board of Washington County Commissioners approve
organizational adjustments within the Highway Department.
REPORT-IN-BRIEF: The County has advertised the Deputy Director of Public Works, Highway
Department position and is currently accepting applications. A proposed plan will support the new
Highway Director and elevate a minimum of two and up to three existing Highway personnel to
promote operational efficiencies within the Department.
DISCUSSION: The Highway Director position is currently advertised and seeking a candidate with
strong technical, leadership, interpersonal, and organizational skills. The Highway Department Director
manages an $11.1 million operations and $1+ million capital budget, 87 full time employees that
maintain County roads, stormwater facilities, sidewalks, signs and pavement markings, provide fleet
services, manage inmate crews, and responds to emergency road conditions on a 24 hour/ 7 day week
basis. Currently, there is no other overtime exempt assistant director or supervisor of operations
position to assistant with managing the Department and no one from an organizational perspective who
is assigned responsibility for highway operations in the absence of the Director. The next most senior
operations supervisors are Grade 13 highway section or work crew managers. The management of the
Highway Department operations and budget requires centralized asset management coordination to
identify and realize efficiencies.
A proposed phased plan will hire a new Highway Director from an internal/external applicant pool and
then elevate a Grade 13 work crew supervisor from an internal Highway Department applicant pool to
a Grade 16 Supervisor of Operations position. Another current Highway Department employee would
be elevated through an internal application process to fill the Grade 13 position. Following completion
of the personnel adjustments, internal position transfers will be investigated and staffing flexed as
needed to ensure all essential crew roles are filled. Following the adjustments, the total number of full
time Highway Department employees will remain the present 88.
The overall personnel adjustments are intended to capitalize on operational efficiencies across the
Department. In addition to seeking operational efficiencies and savings, the adjustments are anticipated
to produce varied wage savings relative to current budgets depending on the qualifications and
experience of the individuals hired for the Highway Director and Supervisor of Operations positions.
Wage savings will be realized due to hiring personnel at a lower step than current employees in the
same position.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Table: Net Wage Savings Scenarios for New Highway Director and
Supervisor of Operations at various wage steps Compared to Current
New Highway Director Grade 18
Step 1 Step 4 Step 8
New
Supervisor
of
Operations
Grade 16
The elevation of an existing Highway Department employee to fill the Grade 13 position is anticipated
to be $5,000 in additional wages and would be deducted from any savings amount shown in the table.
In total, a minimum of two and up to three existing Highway Department personnel will have the
opportunity for advancement. The one position left vacant due to promotion may be subject to be
refilled when budget allows.
FISCAL IMPACT: Varied, potential savings.
CONCURRENCES: None
ALTERNATIVES: Keep organizational structure as is
ATTACHMENTS: Sample Highway Department Operation: Winter 2018-2019 Snow Removal
Expense; Current & Proposed Organization Charts
AUDIO/VISUAL NEEDS: USB of Attachments
Sample of Highway Department Operations: Snow Removal
Winter 2018-2019
Highway Department Storm Expense Summary
Storm Event Contractors Salt Fuel Labor -
Eastern
Labor -
Southern
Labor -
Western
Labor -
Supervisors
Labor - Fleet
Services Total Materials Total Labor (contractor, mat, Notes
$ 45,491.25 $ 125,758.50 $ 6,153.50 $ 11,078.46 $ 6,614.37 $ 4,584.66 $ 10,189.09 $ 12,469.26 $ 3,661.59 $ 131,912.00 $ 48,597.43 $ 226,000.68
$ 40,520.00 $ 210,630.00 $ 6,580.75 $ 24,582.35 $ 7,822.14 $ 11,162.19 $ 11,763.86 $ 20,937.21 $ 7,375.54 $ 217,210.75 $ 83,643.29 $ 341,374.04
$ 23,208.75 $ 154,875.00 $ 7,361.73 $ 4,332.07 $ 1,533.14 $ 1,587.55 $ 3,868.03 $ 9,291.47 $ 1,591.32 $ 162,236.73 $ 22,203.58 $ 207,649.06
$ 41,462.50 $ 175,008.75 $ 6,091.37 $ 20,885.69 $ 5,633.43 $ 7,844.06 $ 9,588.76 $ 17,683.88 $ 6,897.74 $ 181,100.12 $ 68,533.56 $ 291,096.18
$ 2,990.00 $ 106,863.75 $ 5,467.88 $ 11,744.57 $ 5,296.92 $ 6,131.00 $ 9,999.13 $ 11,768.08 $ 4,135.78 $ 112,331.63 $ 49,075.48 $ 164,397.11 3" snow over three day period
$ 34,980.00 $ 88,898.25 $ 4,678.06 $ 8,045.53 $ 3,434.65 $ 3,671.40 $ 5,601.01 $ 8,137.00 $ 3,168.00 $ 93,576.31 $ 32,057.59 $ 160,613.90
$ 52,192.50 $ 94,164.00 $ 8,299.69 $ 20,360.35 $ 10,884.18 $ 9,653.18 $ 11,054.84 $ 19,317.63 $ 8,916.74 $ 102,463.69 $ 80,186.92 $ 234,843.11
Totals $ 240,845.00 $ 956,198.25 $ 44,632.98 $ 101,029.02 $ 41,218.83 $ 44,634.04 $ 62,064.72 $ 99,604.53 $ 35,746.71 $ 1,000,831.23 $ 384,297.85 $ 1,625,974.08
Highway Department
Deputy Director Public
Works, Highways
Grade 18
Central Section
Central Supervisors
3 ‐ Grade 13
6 – MEO III – Grade
10
15 – MEO II – Grade 7
Eastern Section
Eastern Supervisor
Grade 13
Assistant Supervisor
Grade 11
2 ‐ MEO III – Grade 10
9 – MEO II – Grade 7
Southern Section
Southern Supervisor
Grade 13
Assistant Supervisor
Grade 11
2 – MEO III – Grade 10
11 – MEO II – Grade 7
Western Section
Western Supervisor
Grade 13
Assistant Supervisor
Grade 11
2 – MEO III – Grade 10
11 – MEO II – Grade 7
1 – MEO I – Grade 6
Traffic
Traffic Supervisor
Grade 13
3 – Sign Mechanics
Grade 9
1 – Crew Coordinator
Grade 8
10 ‐ Inmate Crew Guards
Grade 4 ‐ PT
Fleet Services
Fleet Manager
Grade 14
Assistant Fleet
Manager
Grade 13
Fleet Service
Coordinator
Grade 11
5 – Auto Service Tech
Grade 10
1 – Auto Body Tech
Grade 10
1 – Welder/Fabricator
Grade 10
1 – Maint. Service Asst.
Grade 7
Senior Office
Associate
Grade 8
Part Time Operators
3 – MEO III
6 – MEO II
Administrative Assistant ‐
Grade 10
Office Associate – Grade 6
Highway Department
Current Organizational Structure
Employee Breakdown
Director: 1
Office Admin: 2
Central Section: 24
Eastern Section: 13
Southern Section: 15
Western Section: 16
Traffic: 5 FT & 10 PT
Fleet Services: 12
Part Time Operators: 9
Total: 88 FT & 19 PT
Highway Department
TBD
Deputy Director Public
Works, Highways
Grade 18
Supervisor of Highway
Operations
TBD
Grade 16
Central Section
Central Supervisors
3 ‐ Grade 13
6 – MEO III – Grade 10
15 – MEO II – Grade 7
Eastern Section
Eastern Supervisor
Grade 13
Assistant Supervisor
Grade 11
2 ‐ MEO III – Grade 10
9 – MEO II – Grade 7
Southern Section
Southern Supervisor
Grade 13
Assistant Supervisor
Grade 11
2 – MEO III – Grade 10
11 – MEO II – Grade 7
Western Section
Western Supervisor
Grade 13
Assistant Supervisor
Grade 11
2 – MEO III – Grade 10
11 – MEO II – Grade 7
1 – MEO I – Grade 6
Traffic
Traffic Supervisor
Grade 13
3 – Sign Mechanics
Grade 9
1 – Crew Coordinator
Grade 8
10 ‐ Inmate Crew
Guards
Grade 4 ‐ PT
Part Time
3 – MEO III
6 – MEO II
Fleet Manager
Grade 14
Assistant Fleet Manager
Grade 13
Fleet Service
Coordinator
Grade 11
5 – Auto Service Tech
Grade 10
1 – Auto Body Tech
Grade 10
1 – Welder/Fabricator
Grade 10
1 – Maint. Service Asst.
Grade 7
Senior Office Associate
Grade 8
Administrative Assistant – Grade
10
Office Associate – Grade 6
Highway Department
Proposed Organizational Structure
Employee Breakdown
Director: 1
Office Admin: 2
Supervisor of Highway Operations: 1
Central Section: 24
Eastern Section: 13
Southern Section: 15
Western Section: 16
Traffic: 5 FT & 10 PT
Fleet Services: 12
Total: 88 FT & 19 PT
Notes:
1. Creation of new Supervisor of Highway Operations position to be filled by one of 7 internal Grade 13 Supervisors. Grade 13 supervisor position to be filled
by internal Highway Department candidate. Internal position transfers will be investigated and staffing flexed as needed to ensure all essential crew roles
are filled to make up for vacant position. Total number of full time employees to remain at 88.
1 FT Position to be left vacant
Open Session Item
SUBJECT: Resolution changing Resident Agent
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Kirk C. Downey, County Attorney
RECOMMENDED MOTION: Approve Resolution.
REPORT-IN-BRIEF: Md. Code, Local Government Article, Section 1-1301, requires certain units
of the State government and political subdivisions and other local entities to file designations of persons
as resident agents on whom process notice may be served under certain circumstances with the State
Department of Assessments and Taxation (the “Department”).
This is comparable to the long-standing requirement for corporations and other private legal entities to
maintain resident agents in the State for service of legal process such as lawsuits.
The designee must be a natural person who is a resident of the State, a Maryland corporation, or an
officer of the governmental entity. The designee may not be the name of a position. Further changes
in the designation can be made by notice to the Department.
DISCUSSION: This resolution designates Kirk C. Downey, County Attorney, as resident agent. This
comports with long-standing practice well known to the bar that the County Attorney will accept service
on behalf of the County Commissioners or any County agency or employee sued. It also lessens the
likelihood of delay in responding to a lawsuit.
FISCAL IMPACT: N/A
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Resolution
AUDIO/VISUAL NEEDS: None.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
1
RESOLUTION NO. RS-2019-___
(Designation of Resident Agent)
RECITALS
Md. Code, Local Government Article, Section 1-1301, requires each county, among
other governmental entities, to file a designation of a person who is a citizen and resident of
the State as resident agent with the State Department of Assessments and Taxation, on
whom process notice may be served under certain circumstances.
By Resolution No. RS-06-023 adopted on June 20, 2006, the Board of County
Commissioners of Washington County, Maryland (the "Board") designated John M.
Martirano, County Attorney, as its resident agent for service of process.
The Board now desires to change its resident agent.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Washington County, Maryland, that:
1. Kirk C. Downey, County Attorney, who is a citizen and resident of the State
of Maryland, is hereby designated as its resident agent for service of process.
2. The County Clerk is hereby directed to file the necessary forms with a
certified copy of this resolution with the State Department of Assessments and Taxation as
evidence of such designation as resident agent.
2
Adopted and effective this _____ day of ____________, 2019.
ATTEST: BOARD OF COUNTY COMMISSIONERS
OF WASHINGTON COUNTY, MARYLAND
_________________________ ____________________________________
Krista L. Hart, Clerk Jeffrey A. Cline, President
Approved as to form and
and legal sufficiency:
___________________________
Kirk C. Downey
County Attorney
Mail to:
Office of the County Attorney
100 W. Washington Street, Suite 1101
Hagerstown, MD 21740
\\washco-md.net\CountyAttorney\Documents\GenMisc\Resident agent for service of process\RES\Resolution - designating KCD.doc
Open Session Item
SUBJECT: Enterprise Fund - Long Term Projections
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Sara Greaves, Chief Financial Officer
RECOMMENDATION: For informational purposes
REPORT-IN-BRIEF: To discuss a ten-year projection for Enterprise funds.
DISCUSSION: Enterprise funds are used to account for a government's ongoing organizations
and activities that are similar to businesses found in the private sector. These funds are considered
self-supporting in that the services rendered by them are generally financed through user charges
or on a cost reimbursement basis. They are used to account for any activity for which a fee is
charged to external users for goods or services. The County uses enterprise funds to account for
the following funds:
Airport
Transit
Public Golf Course
Solid Waste
Water
Sewer
The Airport, Transit and Golf Course funds receive a contribution from the General Fund to
provide for annual operating costs. The Airport receives a minimal annual appropriation from the
General Fund of $15K which represents 1% of their total budget. Public Transit is funded
primarily through grants, however receive a general fund contribution of approximately $485k
representing 21% of their budget. Lastly, the golf course receives $320K, or approximately 26%
of their budget from the General Fund. A ten-year projection and outlook for these funds will be
provided and discussed.
Solid Waste, Water, and Sewer are also enterprise funds. These funds are different in nature than
the others because they are self-supported enterprise funds. An appropriation from the General
fund is less likely for Water, Sewer, or Solid Waste due to their self-supported nature. These funds
have issued debt to fund capital projects to support their operations and to comply with increasing
regulation. It is expected that user fees be enough to provide for the fund’s operational costs,
including debt service.
In the event that the general fund would contribute to these funds, there would be certain
ramifications to consider. Having self-supported water and sewer funds is something that the
County has worked towards maintaining over the last 20 years and a status that has come to be
expected from the rating agencies. The importance of this approach is to have the users of the
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
system pay for the systems cost. If the fund cannot support itself, it may lose its self-supported
status which may affect the way rating agencies view and rate our County. If these funds are not
self-supported, their debt burden could be included in the County’s financial ratios used by the
rating agencies. Rating agencies give support and acknowledgement to our County for properly
managing resources and maintaining self-supported enterprise funds. The County desires to keep
our rating to continue to finance with the lowest possible cost, savings hundreds of thousands of
taxpayer dollars. In addition, the rating is an important tool for economic development and shows
the County’s financial stability.
What is the solution?
The 10-year projections that have been presented show the potential burden on the General
Fund. Some have a very low or no burden, while others experience a greater increase in need of
general fund subsidy as the years progress. The County should be aware of this need and prepared
to provide for the appropriation or make adjustments to the fund to reduce expenditures or increase
revenues elsewhere.
The County’s sewer fund will experience negative cash flow in FY2019. There are several
options to remedy this.
1) Raise rates sufficient to cover the negative cash position
2) Raise rates incrementally and adopt a plan over several years to correct the problem,
including accepting a loan from the General Fund
3) Provide for the deficiency with a General Fund appropriation for 3-4 years
The County’s cash reserve policy states that the County will maintain a cash reserve of 25% of the
current years’ budget appropriation for operation and maintenance, which amounts to
approximatly 90 days of working capital. In the event that the reserves fall below the stated
minimum, the County will budget the replenishment of the reserve over a period not to exceed
three years. If the results of the reserve draw down and if replenishments cause an extreme burden
on the users of the service, then the replenishment may, by County Commissioner approval, extend
beyond the three years to a maximum of five years.
In the event the Commissioners determine an extended period of replenishment is warranted a
financial plan and supporting rationale must be submitted and updated to accompany each year’s
operating budget. In all cases, reserves can be replenished from available excess reserves in other
funds.
FISCAL IMPACT: For Information only
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: 10-year enterprise fund projections
AUDIO/VISUAL NEEDS: None
2019 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Budget Projected Projected Projected Projected Projected Projected Projected Projected Projected Projected
Airport
Revenues 1,987,720 1,999,070 2,038,990 2,092,013 2,146,508 2,202,516 2,260,081 2,319,246 2,380,057 2,442,561 2,506,806
Expenditures 1,987,720 1,999,070 2,041,804 2,090,822 2,135,624 2,187,043 2,234,032 2,287,971 2,337,256 2,393,842 2,445,536
Excess Over/(Under)- - (2,814) 1,192 10,884 15,473 26,049 31,275 42,801 48,719 61,270
Effect on General Fund 14,500 - - - - - - - - - -
Expenditure Growth 1%2%2%2%2%2%2%2%2%2%
Transit
Revenues 2,563,400 2,686,260 2,714,310 2,704,309 2,724,507 2,719,908 2,715,512 2,736,322 2,757,341 2,778,570 2,800,011
Expenditures 2,563,400 2,686,260 2,747,670 2,819,085 2,883,635 2,958,697 3,026,548 3,105,446 3,176,769 3,259,700 3,334,675
Excess Over/(Under)- - (33,360) (114,776) (159,128) (238,789) (311,036) (369,123) (419,428) (481,130) (534,664)
Effect on General Fund 484,470 634,470 667,830 749,246 793,598 873,259 945,506 1,003,593 1,053,898 1,115,600 1,169,134
Expenditure Growth 5%2%3%2%3%2%3%2%3%2%
Solid Waste
Revenues 8,121,710 7,704,400 7,766,413 7,829,046 7,955,565 8,020,090 8,150,429 8,216,903 8,351,179 8,419,660 8,557,991
Expenditures 8,121,710 7,704,400 7,015,241 7,789,986 8,027,109 7,462,496 7,639,825 7,792,268 8,064,845 8,212,865 8,181,530
Excess Over/(Under)- - 751,172 39,060 (71,544) 557,594 510,604 424,635 286,334 206,794 376,461
Effect on General Fund 961,700 427,550 427,550 427,550 427,550 427,550 427,550 427,550 427,550 427,550 427,550
Expenditure Growth -5%-9%11%3%-7%2%2%3%2%0%
Golf
Revenues 1,203,350 1,153,230 1,153,230 1,153,230 1,153,230 1,153,230 1,153,230 1,153,230 1,153,230 1,153,230 1,153,230
Expenditures 1,203,350 1,153,230 1,177,439 1,206,490 1,233,124 1,263,614 1,291,564 1,323,565 1,352,896 1,386,484 1,417,267
Excess Over/(Under)- - (24,209) (53,260) (79,894) (110,384) (138,334) (170,335) (199,666) (233,254) (264,037)
Effect on General Fund 309,970 325,390 368,181 398,443 424,473 455,927 483,241 516,255 544,919 579,571 609,653
Expenditure Growth -4%2%2%2%2%2%2%2%2%2%
Water
Revenues 1,012,400 1,046,300 1,096,200 1,178,900 1,234,800 1,326,100 1,389,900 1,491,900 1,564,200 1,678,700 1,761,600
Expenditures 1,440,600 1,477,000 1,269,100 1,307,900 1,351,800 1,459,200 1,505,100 1,587,400 1,657,600 1,707,900 1,740,400
Excess Over/(Under)(428,200) (430,700) (172,900) (129,000) (117,000) (133,100) (115,200) (95,500) (93,400) (29,200) 21,200
Effect on General Fund 172,900 129,000 117,000 133,100 115,200 95,500 93,400 29,200 (21,200)
Expenditure Growth 3%-14%3%3%8%3%5%4%3%2%
Sewer
Revenues 10,130,600 10,762,000 11,356,600 12,276,400 13,956,800 14,443,900 14,949,600 15,476,100 16,024,100 16,595,100 17,184,700
Expenditures 12,877,600 13,465,000 12,701,600 13,134,800 13,394,900 13,593,700 13,862,300 14,184,000 14,523,500 14,814,000 15,042,100
Excess Over/(Under)(2,747,000) (2,703,000) (1,345,000) (858,400) 561,900 850,200 1,087,300 1,292,100 1,500,600 1,781,100 2,142,600
Effect on General Fund 2,747,000 2,703,000 1,345,000 858,400
Expenditure Growth 5%-6%3%2%1%2%2%2%2%2%
Total General Fund 4,517,640 4,090,410 2,981,461 2,562,640 1,762,620 1,889,836 1,971,498 2,042,899 2,119,767 2,151,922 2,185,137
Long Range Financial Projections - Effect on General Fund
Source
Open Session Item
SUBJECT: FY2020 Enterprise Fund Budget and Rate Discussion
PRESENTATION DATE: March 26, 2019
PRESENTATION BY: Sara Greaves, Chief Financial Officer, Dan DiVito, Director, Division
of Department of Environmental Management; Dave Mason, Deputy Director of Solid Waste;
Garrison Plessinger, Director, Hagerstown Airport
RECOMMENDED MOTION: Move to adopt any combination of proposed fees and rates to
the budgets as presented.
REPORT-IN-BRIEF: Enterprise fund budget and rate presentation for FY2020.
DISCUSSION: Enterprise funds operate much like a private-sector business. They are
primarily self-supported through user fees which cover the cost of service provided. The
discussion will include a history of fee increases, budgets and components thereof, fund balance,
and cash reserves. Any fee increases presented for consideration are one facet of the overall
budget proposal to help address the balancing of the projected FY 2020 budgets.
Budgets presented include:
• Solid Waste
• Water Quality
• Airport
FISCAL IMPACT: Total Budget FY2020
• Solid Waste $7,704,400
• Utility $4,996,870
• Water $1,467,060
• Sewer $13,229,660
• Pretreatment $866,190
• Airport $1,999,070
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: PowerPoint
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Solid Waste Fund
FY2019 Budget -$8,121,710
FY2020 Budget -$7,704,400
Reduction ($417,310)
Major Budget
Changes -
Revenues
General Fund reduction ($534K) –
Reduced due to reduction in debt
service
Fund Balance ($464) –Reduced due to
available reserves
Tipping Fees $664K –Projected
Increase based on current trends and
increase in rates
Major Budget
Changes -
Expenses
Debt Service ($559K) –Based on
schedule
Pension $109K –28% of wages
Contract Services $110K –contractual
obligations
Reserve $46K –Effort to increase
reserves
Closure/Post Closure ($59K) –Based on
FY18 cost
Recent Equipment Costs = >200K
PLUS -BOCC approved January 8, 2019 $800,000
transfer from reserve for repair of compactors
Link belt excavator –25K
Dump Truck 440E –9K
Cat D6 –45K
Cat excavator 345 –33K
Track Loader -$18K
Compactor 826G –16K
Compactor 826H –34K
Loader 544K –10K
Dozer 850K –4K
Dozer Rental –12K
Looking
Ahead
-Build cash reserves
-Implement lease
program for
equipment
What are we
doing to
reduce costs?
-Elimination of a vacant
position
-Controlled management of
Capital costs
-Researching Waste to Energy or
other options for best use of the
facility
Fee
Increases
*Last increase for fees
being proposed 2011
•Minimum fee
•Tires
•Matrresses
Align cost of service
and rates
•Permit pricing
Build reserves
Fee
FY2018
Fee
FY2019
Proposed
Fee FY2020
Change Total
Projected
Change in
Revenue
Justification
179,760.00$
Minimum Fee $ 10.00 $ 10.00 $ 15.00 $ 5.00 $ 139,000.00 Increase the minimum Scale Fee from
$ 2.00 $ 4,000.00
The bid in FY16 for removal of scrap tires from the site was $55/ton,
the rate increased to $100/ton when the contract was renewed in at
the start of FY18. The contract was bid in FY18 with the low bid of
$200/ton. The increase in fees is to cover the cost of the scrap tire
program with the current bid prices.
Mattresses (per each) $ - $ - $ 10.00 $ 10.00 $ 35,000.00 Create a fee for individual mattresses and box springs at $10 each.
Tires, Individual (per Each) $ 3.00 $ 3.00 $ 5.00
$ 162.00 $ 200.00 $ 38.00 $ 1,760.00
The bid in FY16 for removal of scrap tires from the site was $55/ton,
the rate increased to $100/ton when the contract was renewed in at
the start of FY18. The contract was bid in FY18 with the low bid of
$200/ton. The increase in fees is to cover the cost of the scrap tire
program with the current bid prices.
Brief Description of Fee or Service
Tires, Small (per ton) $ 162.00
Proposed Rate Increases
Fee
FY2018
Fee
FY2019
Proposed
Fee FY2020
Change Total
Projected
Change in
Revenue
Justification
$46,400
Yard Waste, Stand Alone 15 25 50 $ 25.00
$ 5.00 $ 650.00 Increase will be used to improve the Operating Reserves
$ 17,500.00 Increase will be used to improve the Operating Reserves
Regular Residential Permit, Half Price 65 65 70
$ 10.00 $ 28,000.00 Increase will be used to improve the Operating Reserves
Regular Residential Permit, Second Permit
Same Residence 65 65 70 $ 5.00 $ 250.00
140
Increase will be used to improve the Operating Reserves
Brief Description of Fee or Service
Regular Residential Permit 130 130
Water Quality Funds
Utility Admin Water
Sewer Pretreatment
Water Quality Funds in Total
*Excludes Pretreatment
*Wages and Benefits are allocated among funds based on a 3 year average of actual
experience
FY2019 FY2020 Variance
Wages and benefits 5,193,540 5,232,580 39,040
Pension 762,070 1,191,640 429,570
Health Insurance 1,159,850 1,371,030 211,180
Debt 5,027,220 5,032,180 4,960
CIP Appropriations 212,000 285,000 73,000
Other 3,323,260 3,392,370 69,110
Total 15,677,940 16,504,800 826,860
Utility Budget and
Highlights FY2020
Utility Administration provides supportive services to the Water and Sewer Operations of the Water Quality Department. Services provided include administration, laboratory testing, and maintenance for vehicles and utility facilities. It also renders “contract services” for operating and maintaining other municipal treatment plants.
FY2019 -$4,441,260
FY2020 -$4,996,870
Difference -$555,610
84%
16%
Budget Changes
Salaries and Benefits Operating
Water Budget and
Highlights
FY2019 -$1,452,350
FY2020 -$1,467,060
Difference -$14,710
59%
41%
Budget Changes
Salaries and Benefits Operating
Sewer Fund
FY2019 –$12,655,680
FY2020 -$13,229,660
Difference -$573,980
35%
48%
17%
Budget Changes
Wages and Benefits Operating Capital Outlay
Pretreatment
Fund
Pretreatment Operations was privatized in 2006
through a long-term lease to a private
corporation. Privatization was accomplished
through a long-term process and was supported
by the Washington County Board of County
Commissioners. This privatization has allowed
Washington County to maintain compliance with
EPA regulations at a substantial savings.
FY2019 -$872,890
FY2020 -$866,190
Difference –($6,700)
What are we doing to help manage costs that we CAN
control?
Reorganization
Inventory control
•misclassified for years –Apartments should be classified as commercial
Reclassify properties
•Grinder pumps -Any NEW installation would be the property owners responsibility, not that
of Water Quality
•All maintenance on existing grinder pumps should be limited to a certain number of calls, ie.
2 service calls per year then after that we charge a fee for service. Last year we responded
to over 600 grinder pump calls.
Identify and correct
WQ Inventory Stock Room Clean out
generated 40K
New
Operating
Grants!!
Received operating grant in FY2018
for 30K for efficiencies at the
Winebrenner Wastewater Treatment
Plant
Will apply for Grant for both
Conococheague and Winebrenner in
2019 totaling $150K!
•Operating grants specifically attributed to
operating the plant below 3mg/L of nitrogen.
Why is it so
expensive?
Utility costs –$990,140
Chemicals and Treatment -$831,160
Debt Service -$5,027,220 –DUE
LARGELY TO STATE MANDATES
Wages and Benefits -$7,115,460
Capital project needs –212,000
What is the Rate Model?
Budget Tool
Estimate future revenues and expenses
Generates a Cash flow output
Helps to identify the cost of providing
service
Water Rate
Increases
-Minimal base charge increase
-Align costs with cost of service
model
-40% customers are base charge
only
-80% use under 12K gallons
-Customer density is an issue
Department of Water Quality
Proposed Rates for FY 2020
Water Rates
Current Proposed
Retail Classes Quarterly Quarterly Increase
Rates Rates % $
Base for 6,000 gal
Res Full Service 104.76 105.50 0.7%0.74
Comm I Full Service 104.76 105.50 0.7%0.74
Comm II Full Service 129.40 146.70 13.4%17.30
Volunteer Service 104.78 105.50 0.7%0.72
Volume per 1,000 gal
Res Full Service 11.78 13.63 15.7%1.85
Comm I Full Service 12.05 12.76 5.9%0.71
Comm II Full Service 9.30 9.44 1.5%0.14
Volunteer Service 11.82 13.63 15.3%1.81
Non-metered Accounts 175.44 187.28 6.7%11.84
Charge for 12,000 gal Per Quarter - Average Residential Customer
Increase
Current Proposed % $
Base Charge (6,000 gal)104.76 105.50 0.7%0.74
Vol Charge (6,000 gal)70.68 81.78 15.7%11.10
Total bill 175.44 187.28 6.7%11.84
Water Revenue increase Scenarios
*Revenue increases do not always translate as a 1:1 for the rate increase
Year 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Increase 5.00%5.00%5.00%5.00%5.00%5.00%5.00%5.00%5.00%5.00%
Annual Surplus or (deficiency)(430,700) (172,900) (129,000) (117,000) (133,100) (115,200) (95,500) (93,400) (29,200) 21,200
Year 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Increase 4.00%4.00%4.00%4.00%4.00%4.00%4.00%4.00%4.00%4.00%
Annual Surplus or (deficiency)(439,200) (190,700) (157,800) (157,100) (186,900) (182,700) (180,100) (195,100) (152,100) (121,400)
Year 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Increase 25.00%4.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%
Annual Surplus or (deficiency)(261,200) (5,400) 29,600 26,200 (2,900) (3,900) (2,400) (23,700) 16,400 38,500
Sewer Rate
Increases
Increased rates across all service
lines by 5%
Move towards cost of service
model projections
Washington County, Maryland
Department of Water Quality
Proposed Rates for FY 2020
Sewer Rates
Current Proposed
Retail Classes Quarterly Quarterly Increase
Rates Rates % $
Base for 6,000 gal
Res Full Service 122.20 128.31 5.0%6.11
Comm I Full Service 125.00 131.25 5.0%6.25
Comm II Full Service 127.59 133.97 5.0%6.38
Comm III Full Service 127.59 133.97 5.0%6.38
Volunteer Service 123.05 129.20 5.0%6.15
Res/Comm Coll Ser 56.30 59.11 5.0%2.81
Volume per 1,000 gal
Res Full Service 7.08 7.44 5.0%0.36
Comm I Full Service 7.88 8.28 5.0%0.40
Comm II Full Service 8.96 9.41 5.0%0.45
Comm III Full Service 6.15 6.46 5.0%0.31
Volunteer Service 7.04 7.39 5.0%0.35
Res/Comm Coll Ser n/a n/a n/a n/a
Non-metered Accounts 164.68 172.92 5.0%8.24
Current Proposed
Wholesale Class Per 1,000 Gal Per 1,000 Gal Increase
Rates Rates % $
All Wholesale Customers 7.27 7.63 5.0%0.36
Miscellaneous Deduct Meter Fee - $25.00 per quarter
Charge for 12,000 gal Per Quarter - Average Residential Customer
Increase
Current Proposed % $
Base Charge (6,000 gal)122.20 128.31 5.0%6.11
Vol Charge (6,000 gal)42.48 44.61 5.0%2.13
Total bill 164.68 172.92 5.0%8.24
Year 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Increase 5.00%5.00%5.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%
Annual Surplus or (deficiency)(2,703,000) (1,345,000) (858,400) 561,900 850,200 1,087,300 1,292,100 1,500,600 1,781,100 2,142,600
Year 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Increase 3.50%3.50%3.50%3.50%3.50%3.50%3.50%3.50%3.50%3.50%
Annual Surplus or (deficiency)(2,842,900) (1,638,900) (1,334,100) 75,200 408,000 694,100 952,000 1,218,800 1,562,700 1,993,400
Year 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Increase 20.00%3.50%3.50%3.50%2.00%2.00%1.50%1.50%1.00%2.00%
Annual Surplus or (deficiency)(1,304,300) (33,600) 385,100 2,060,600 2,260,000 2,400,700 2,424,900 2,440,400 2,435,400 2,657,900
Sewer Revenue Increase Scenarios
*Revenue increases do not always translate as a 1:1 for the rate increase
Airport Fund
FY2019 Budget -$1,987,720
FY2020 Budget -$1,999,070
Difference $11,350
Only a 0.57% increase over
last year!
Major budget
changes
Wages and
Benefits ($46,920)
•Reserves -$29,770
•Lease –$28,690 John
Deere Utility Tractor
Operating $64,030
General Fund
Contribution Reduced to
ZERO For FY2020 Airport
Budget
FY2019 -$14,500
FY2020 -$0
Airport Highlights
Summer Schedule for Allegiant –2-6 flights per week!
•(2) SFB –Orlando/Sanford
•(2) PIE –St. Pete/Clearwater
•(2) MYR –Myrtle Beach
Terminal Hold Room Expansion Project expected to
be bid out in next few weeks –Expansion from 150
to around 350 passengers
T –Hanger
Increases
relate to
current lease
agreements
Fee
Category
Fee
FY2018
Fee
FY2019
Monthly
Proposed
Fee
FY2020
Change Total
Projected
Change in
Revenue
Justification
315-991 315-991 328-1,031 13-40
124-506 124-506 129-526 5-20
148-264 148-264 154-275 6-10
$20,580
12,144 Aproximately a 4% increase in cost to maintain aging facilities and
operations (electricity, water)
UTIL
Monthly rent for T-hangars excluding
corporate hangars that have built-in
escalators
30 30 31 1 12 Aproximately a 4% increase in cost to maintain aging facilities and
operations (electricity, water)
SSE
Monthly rent for T-hangars excluding
corporate hangars that have built-in
escalators
Fee Range Fee Range Fee Range
Aproximately a 4% increase in cost to maintain aging facilities and
operations (electricity, water)
OFC
Monthly rent for T-hangars excluding
corporate hangars that have built-in
escalators
Fee Range Fee Range Fee Range
1,584 Aproximately a 4% increase in cost to maintain aging facilities and
operations (electricity, water)
64 768 Aproximately a 4% increase in cost to maintain aging facilities and
operations (electricity, water)
LME
Monthly rent for T-hangars excluding
corporate hangars that have built-in
escalators
Fee Range Fee Range Fee Range
6,072
1,656
Brief Description of Fee or Service
CHC
Monthly rent for T-hangars excluding
corporate hangars that have built-in
escalators
1,592 1,592
Account Description: RENT - T-HANGARS
Washington County, Maryland
Proposed New or Increase Fee Form
FY 2020
Account Number: 445210 Department Name: HAGERSTOWN REGIONAL AIRPORT