HomeMy WebLinkAbout190625aIndividuals 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
June 25, 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 – June 11, 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; To consult with counsel to obtain legal advice on a legal matter)
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. CONTRACT AWARD (PUR-1425) – STOP LOSS INSURANCE COVERAGE – Rick Curry,
CPPO, Director, Purchasing Department, Deborah Condo, Deputy Director, Human Resources
and a representative from the County’s consultant, CBIZ Benefits & Insurance, Inc.
10:40 A.M. CONTRACT AWARD (PUR-1429) ACCOUNTING AND REVIEW SERVICES – Rick
Curry, CPPO, Director, Purchasing Department and Sara Greaves, Chief Financial Officer
10:45 A.M. 2019 HOUSING BOND ALLOCATION TRANSFER – Stephen T. Goodrich, Director,
Department of Planning and Zoning
10:50 A.M. BID AWARD (PUR-1426) – GROUNDS MAINTENANCE FOR VARIOUS COUNTY
DEPARTMENTS – Brandi Naugle, CPPB, Buyer, Purchasing Department and John Easterday,
Superintendent at Black Rock Golf Course
10:55 A.M. PROPOSED PILOT AGREEMENT FOR HOSTETTER SOLAR ONE, LLC – Andrew F.
Wilkinson, Esquire
11:10 A.M. PROPOSED PILOT AGREEMENT FOR PITTMAN SOLAR ONE, LLC – Andrew F.
Wilkinson, Esquire
Jeffrey A. Cline,
Terry L. Baker, Vice President
Krista L. Hart, Clerk
Cort F. Meinelschmidt
Randall E. Wagner
Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make
arrangements no later than ten (10) working days prior to the meeting.
11:25 A.M. COUNTY ADMINISTRATOR FY2020 GOALS AND FY2019 ACCOMPLISHMENTS –
Robert Slocum, County Administrator
11:35 A.M. ADJOURNMENT
01:00 P.M. WASHINGTON COUNTY BOARD OF COUNTY COMMISSIONERS HAVE BEEN
INVITED TO TOUR THE YMCA OF HAGERSTOWN – At the request of Commissioner Keefer
Location: 1100 Eastern Boulevard, Hagerstown, MD
03:30 P.M. “RIBBON CUTTING CEREMONY” FOR THE RE-OPENING OF “GARRETTS MILL ROAD
BRIDGE”
Location: Garretts Mill Road, Knoxville, MD
Open Session Item
SUBJECT: Contract Award (PUR-1425) – Stop Loss Insurance Coverage
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Rick Curry, CPPO, Director, Purchasing Department, Deborah Condo,
Deputy Director, Division of Health and Human Services, and a representative from the County’s
consultant, CBIZ Benefits & Insurance Services, Inc.
RECOMMENDED MOTION: Motion to award a contract for Stop Loss Insurance to the
responsive, responsible proposer, Sun Life Financial of Wellesley Hills, MA who submitted the
lowest price with no special terms for high claimants for a total annual premium of $1,039,716.00
with specific stop loss @ $175,000 per claimant.
REPORT-IN-BRIEF: The Request for Quote (RFQ) was advertised on the State’s “eMaryland
Marketplace” web site, on the County’s web site, and in the local newspaper. Direct notice of the
solicitation was e-mailed to seven (7) potential providers of the insurance.
Quotations were received before the deadline on April 19, 2019 from four (4) companies that are
providers of Stop Loss Insurance.
DISCUSSION: N/A
FISCAL IMPACT: The amount budgeted for health insurances and stop loss insurance coverage
in FY 2020 is $12,606,720.00
CONCURRENCES: As recommended with the concurrence of the Deputy Director of Health
and Human Services
ALTERNATIVES: N/A
ATTACHMENTS: The attached Summary will be reviewed and discussed by the County’s
consultant at the meeting.
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Board of Washington County Commissioners
Request for Proposal Analysis and RecommendationsJune 25, 2019
Presented by: CBIZ Employee Services Organization
PUR-1425
Board of County Commissioners of Washington County, Maryland
Proposed Effective Date:July 1, 2019
Bid Due Date:May 10, 2019
Please bid net of commissions.
Overview
The Board of County Commissioners of Washington County,Maryland (BCC)
provides a self-funded health plan to its employees and pre-Medicare retirees.
The medical plans are administered by Aetna and include Aetna’s care
management programs.CVS Caremark provides pharmacy benefits.
This RFP process is looking for the most competitive contract for their stoploss
coverage.
Background
Board of County Commissioners of Washington County, Maryland provides
medical and prescription drug coverage to active employees, COBRA
members, and pre-Medicare retirees on a self-insured basis.
Medical Vendor:Aetna – 7/1/2016
Drug Vendor:CVS/Caremark effective 7/1/2019
Stop-Loss policies are insurance that protects the plan from significant
claim costs associated with individual members (specific)or for the entire
group (aggregate).Currently,Board of County Commissioners of
Washington County,Maryland has a stoploss policy with Sunlife that limits
the medical and prescription drug plan costs to a maximum of $175,000
per member per year.
In general, stop-loss policies do not automatically renew at the same rate.
Recommendation
Remain with Sunlife for stoploss coverage at $175,000 effective 7/1/2019
Analysis
Washington County Commissioners
RFP -PUR #1425
SunLife SunLife Highmark Voya Aetna
Current Renewal Proposed Proposed Proposed
Specific Stop Loss Paid Paid 24/12 Spec 24/12 Spec Paid
Individual Deductible $ 175,000 $ 175,000 $ 175,000 $ 175,000 $ 175,000
Individual Specific Rate $ 39.38 $ 50.01 $ 65.14 $ 52.16 $ 55.35
Family Specific Rate $ 92.92 $ 118.01 $ 160.36 $ 121.23 $ 127.90
Laser $ -$ -$ 330,000 $ -$ -
Total Annual Premium $ 818,672 $ 1,039,716 $ 1,403,169 $ 1,070,781 $ 1,130,794
Increase/Decrease from Current $ 221,044 $ 584,497 $ 252,109 $ 312,122
TOTAL STOPLOSS COST WITH LASER $ 818,672 $ 1,039,716 $ 1,403,169 $ 1,070,781 $ 1,130,794
Total Overall Percentage Increase 27.0%71.4%30.8%
NOTES Incumbent Renewal
Possible additional
exposure of
$155,000
Open Session Item
SUBJECT: Contract Award (PUR-1429) Accounting and Review Services
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Rick Curry, CPPO, Director, Purchasing Department and Sara Greaves,
Chief Financial Officer
RECOMMENDED MOTION: Move to award the contract for Accounting and Review (Fire &
Rescue) Services to the responsive, responsible firm of Smith Elliott Kearns, LLC of Hagerstown,
Maryland, with the lowest 5-year proposal value of $446,400.00 and the profession fees for each
supplemental service, if required are as follows:
Partners $300.00
Managers $175.00
Supervisory Staff $150.00
Staff $125.00
Other Administrative $90.00
REPORT-IN-BRIEF: Attached is an excerpt from the Request for Proposal (RFP) document of
the “Scope of Work” to be rendered under this contract. The RFP was advertised locally in the
newspaper and on the County’s web site, as well as on the State’s “eMaryland Marketplace” web
site. Fifteen (15) persons/companies registered/downloaded the bid document on-line. The
following persons served as members on the Coordinating Committee: County Administrator,
Chief Financial Officer of Budget & Finance (Chairperson), Accounting Supervisor, Division
Director of Emergency Services, Director of Budget & Finance and Director of Purchasing.
Three (3) firms were represented at the pre-proposal conference. Three (3) proposals were
received for the subject services. The Qualifications & Experience/Technical Proposals of two (2)
of the firms were considered to be responsive by the Committee and their Price Proposal was
opened for evaluation as shown on the attached Fee Schedule.
The initial term of this contract is anticipated to be for a one (1) year period tentatively
commencing July 1, 2019 and ending June 30, 2020, with an option by the County to renew for up
to four (4) consecutive one (1) year periods thereafter, based on the annual lump sum fees proposed
by the successful firm.
DISCUSSION: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
BOCC COPY
FISCAL IMPACT: Funds in the amount of $100,000.00 are budgeted in account 515000-10-
93130 for the costs of the services.
CONCURRENCES: As recommended by the Coordinating Committee.
ALTERNATIVES: N/A
ATTACHMENTS: (1) Fee Schedule and (2) Scope of Services from the RFP document.
AUDIO/VISUAL NEEDS: N/A
BOCC COPY
PUR-1429 Accounting & Review Services Fire & EMS Audit
*Corrected Calculations based on unit pricing. In case of price discrepancy, the written number will govern.
Schedule of Professional Fees for Supplemental Services, if required by Washington Co, Maryland:
SB & Company, LLC
Partners $220.00
Managers $135.00
Supervisory Staff $118.00
Staff $91.00
Other (specify)
Schedule of Professional Fees for Supplemental Services, if required by Washington Co, Maryland:
Smith Elliott Kearns & Company, LLC
Partners $300.00
Managers $175.00
Supervisory Staff $150.00
Staff $125.00
Other (Administrative) $90.00
1. General
Appropriations $76,880.00 $78,802.00 $80,378.00 $81,986.00 $83,626.00
$15,376.00 $15,760.00 $16,075.00 $16,397.00 $16,725.00
Total Lum Sum
Items I, II, III Fiscal
$99,944.00 $100,442.00 * $104,481.00 $106,582.00 $108,714.00
TOTAL SUM VALUE: $520,163.00
1. General
Appropriations $39,800.00 $41,400.00 $43,000.00 $44,700.00 $46,500.00
$37,200.00 $38,700.00 $40,300.00 $41,900.00 $43,600.00
Total Lum Sum
Items I, II, III Fiscal
$82,400.00 $85,700.00 $89,100.00 $92,700.00 $96,500.00
TOTAL SUM VALUE: $446,400.00
PUR-1429
ACCOUNTING AND REVIEW SERVICES
A. Scope of Work to be Performed
The County desires the firm to review, account, and report on distributions made to
Fire and EMS companies in accordance with County and State Policies. Three
separate tasks are being requested as listed below. 1) Accounting and Review of
annual County allocation to Fire/EMS companies; 2) Collection and review of
Fiscal Reporting of companies per County policy; and 3) Senator Amoss fund
reimbursement and reporting per State regulations.
1. The County budgets a specific amount of funding annually for costs
associated with 23 Fire and 8 EMS companies (27 in County and 4 out
of County) including but not limited to:
a. General allocation
b. Utilities reimbursements
c. Response assistance
d. Fuel and maintenance reimbursements
Funding is budgeted separately, per company, and per expense category. Utilities,
Fuel, and Maintenance are handled on a reimbursement basis for expenditures
incurred for the prior calendar year. Therefore, one reimbursement request will be
made by the companies per year for these reimbursements. For the general
allocation and response assistance, the companies will submit reimbursement
requests to the accounting firm directly, once per quarter.
All requests will be reviewed by the firm, determination will be made on whether
or not the expense is reimbursable and within budget, and the firm will approve or
deny the payment to the company. Once per quarter, the accounting firm will
provide the County with the approved appropriation amount for each company for
disbursement.
The accountant will assume responsibility for:
a. Reviewing all reimbursement requests and verifying they follow the
County Purchasing Policy, Business Expense Policy, and
Emergency Services Fiscal Policy.
b. Recording and accounting for all reimbursement requests that
follow policy.
c. Requesting reimbursement for the appropriate fire or EMS company
on a quarterly basis, not to exceed the budget for each fire and rescue
company the County allocates for each fiscal year.
d. The accountant will submit a reimbursement request to the
Washington County Budget and Finance office’s accounting
supervisor. The County will issue a check for the reimbursement
within a two-week period.
e. Keeping records of all reimbursements made to each individual fire
and rescue company by category as described above in section B.1.
f. Reporting to the County each quarter on reimbursements made and
the balance remaining for each individual fire and EMS company.
g. Submitting a copy of records including reimbursement requests and
detailed support to the County no later than 45 days following the
end of a fiscal year.
h. Retaining original copies for no less than a three-year period.
Following each quarterly distribution, the firm shall develop a report and submit it
to the County with the following information:
e. Reimbursement made to each company by company and
expenditure account.
f. A report on requests from companies that were denied and the
reason for denial.
g. The County’s fiscal year begins on July 1st and ends on June 30th.
The firm will provide an annual report encompassing all quarters.
h. Upon request, the selected firm shall make a public presentation of
annual expenditures at a regular meeting of the Board of County
Commissioners of Washington County, Maryland. The Director of
Budget and Finance shall work with the firm to determine a date
suitable for all both parties.
The above items apply to all Fire and EMS companies. If a company receives an
annual amount less than $5,000, reimbursement should be made on an annual basis
and not quarterly.
In the event that the company does not have the financial capacity to provide for a
large expense upfront, a request for advance funds can be made. This should be a
formal request made to the accounting Firm. If the request is an allowable
expenditure, the Firm can work with the County to release the funds and then
subsequently collect expenditure documentation including receipts or other proof
of payment after the completion of the purchase. This request is reserved for large
expenditures only, in excess of $10,000.
2. The County requires the firm to perform the following tasks as related to
the Senator Amoss funds that are received on an annual basis. The
County receives the Senator Amoss Grant from the state every
November. These funds, at the Division of Emergency Services and the
Board of County Commissioners discretion, are divided equally amongst
the 26 fire and EMS companies in the County. These payments are to be
reimbursed in accordance with the Senator William H. Amoss
instructions for County Finance Offices. (See Appendix A)
i. Review all reimbursement requests and verify they follow the
allowable uses from the Senator William H. Amoss instructions.
- Keep record of Senator Amoss fund balance for each company.
- Reimbursement requests will be submitted quarterly by
companies. When a company submits a reimbursement request
the accountant will review all receipts to verify, they are
allowable uses per state instructions.
- The accountant will then submit a reimbursement request to the
Washington County budget and finance office’s Accounting
supervisor. The County will issue a check for the
reimbursement within a two-week period.
j. Submit a Senator Amoss grant balance report by fiscal year and
fire/EMS company. This report will be the reconciliation workpaper
for the Senator Amoss liability account on the County’s balance
sheet.
k. Reports due to the state by December 31st. (See Appendix B)
- Schedule A – Must provide source documentation that validates
the expenditure.
- Schedule B – Separate schedule for every year that there are
unreimbursed funds.
- Schedule C - Certification of in-kind contributions.
- Attestation reports
- Any other additional requirements imposed by the State.
3. The County desires the accountant under consideration to collect and
review financial reports of the 26 County Fire and EMS companies
annually per the fiscal reporting requirements of the emergency services
fiscal policy:
a. Financial reports are due from the individual companies no later
than six months after the company’s year-end. The required reports
include:
- The highest form of financial statements with a minimum of
balance sheet and income statement.
- Form 990.
- A certification statement. (See Appendix C)
-
b. The accountant will review the financial statements and 990 filed by
the company and verify they agree. In the event they do not, the
accountant will request a reconcilement from the Fire/EMS
company.
c. Failure of the companies to file documents on time will result in
allocations addressed in section B.1. being held until all information
is received.
d. The accountant will report to County quarterly each companies’
status and forward an electronic version of financial information
received.
B. Listing of Fire and EMS Companies
Fire Companies:
Co. 1 Sharpsburg Volunteer Fire Company
Co. 2 Williamsport Volunteer Fire Company
Co. 4 Clear Spring Volunteer Fire Company
Co. 5 Hancock Volunteer Fire Company
Co. 6/8 Boonsboro Volunteer Fire Company
Co. 7 Smithsburg Volunteer Fire Company
Co. 9 Leitersburg Volunteer Fire Company
Co. 10 Funkstown Volunteer Fire Company
Co. 11 Potomac Valley Fire Company
Co. 12 Fairplay Volunteer Fire Company
Co. 13 Maugansville Volunteer Fire Company
Co. 16 Mt. Aetna Volunteer Fire Company
Co. 26 Halfway Volunteer Fire Company
Co. 27 Longmeadow Volunteer Fire Company
E-1 First Hagerstown Hose
E-2 Antietam Fire
E-3 Independent Junior Fire
E-4 Western Enterprise
E- 5 South Hagerstown Fire
Truck 1/11 Pioneer Hook and Ladder
Blue Ridge Summit Fire Co
Brunswick Volunteer Fire Co
Co. 14 Rehab Unit & Safety Officers
(WCVFRA)
EMS Companies:
Co. 19 Sharpsburg Area Rescue Service
Co. 49 Clear Spring Volunteer Ambulance
Service
Co. 59 Hancock Volunteer Ambulance Service
Co. 69 Boonsboro Volunteer Ambulance Service
Co. 75 Community Rescue Service
Co. 79 Smithsburg Emergency Medical Service
Blue Ridge Summit Ambulance Service
Brunswick Ambulance Service
C. Accounting Standards to Be Followed
Governmental funds are reported using the current financial resources
measurement focus and the modified accrual basis of accounting. Expenditures
generally are recorded when a liability is incurred, as under accrual accounting.
The firm is required to report expenditures in accordance with these principals.
D. Policies to Be Followed
The County uses several policies to determine eligible spending of taxpayer funds.
Several of these policies will apply to the Fire and Rescue companies and should
be used as a basis for reimbursement to the companies.
a. County Procurement Policy (See Appendix D)
b. Business Expense Policy (See Appendix E)
c. Emergency Services Fiscal Policy (Appendix F)
d. Senator Amoss (Appendix A)
Irregularities and illegal acts. The firm shall be required to make an immediate, written
report of all irregularities and illegal acts of which they become aware to the Director of
Budget and Finance and the County Administrator.
E. Time Requirements
a. Quarterly reports shall be provided to the County no later than 30
days after quarter ending September 30, December 31, March 31,
June 30.
b. Annual report shall be provided to the County no later than 45 days
following June 30 of the current fiscal year.
c. Senator Amoss reports are required via State Policy guidelines.
F. Assistance to be Provided to the Firm
The firm’s principal contact with the County will be the Department of Budget and
Finance. Any questions or concerns related to contracted tasks and duties will be
directed to the Director of Budget & Finance.
Open Session Item
SUBJECT: 2019 Housing Bond Allocation Transfer
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Stephen T. Goodrich, Director, Department of Planning and Zoning
RECOMMENDED MOTION: Move to approve the transfer of Washington County’s 2018
Housing Bond Allocation in the amount of $5,347,125 to the Community Development
Administration for use in issuing housing bonds on behalf of Washington County.
REPORT-IN-BRIEF: Each year the State of Maryland invites local governments to partner in
a statewide bond pool for first time homebuyers. The pool allows counties to transfer their
housing bond allocation to the State to issue bonds to fund housing programs. Washington
County has traditionally used this allocation to participate in the Maryland Mortgage program.
DISCUSSION: Washington Count has been transferring its housing bond allocation to the
Community Development Administration (CDA) annually since at least 2007. Generally, bond
allocation amounts increase from year to year, however 2019’s amount has slightly decreased.
Maximum allowable acquisition costs ($253,809 and $310,211 in targeted areas) and income
limits for participants (between $92,500 and $129,500 depending on family size) remained the
same in 2018. The MD DHCD reports purchasing activity in Washington County as 146 units in
2016 (20,265,928), 96 units in 2017 ($13,051,467), 41 units in 2018 ($5,497,993) and 58 units in
2019 ($8,757,273). Targeted areas in Washington County are within Hagerstown city limits.
FISCAL IMPACT: No cost to Washington County
CONCURRENCES: N/A
ALTERNATIVES: If there is no transfer there will be less money available to make housing
loans to Washington County applicants from the Maryland Mortgage Program.
ATTACHMENTS: Letter to MD Department of Housing and Community Development
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
DEPARTMENT OF PLANNING & ZONING COMPREHENSIVE PLANNING | LAND PRESERVATION | FOREST CONSERVATION | GIS
WWW.WASHCO-MD.NET
100 West Washington Street , Suite 2600 | Hagerstown, MD 21740 | P: 240.313.2430 | F: 240.313.2431 | TDD: 7-1-1
June 11, 2019
Maddy Ciulu, Director
Single Family Housing
Community Development Administration
Department of Housing & Community Development
7800 Harkins Road, Room 367
Lanham, Maryland, 20706
Dear Ms. Ciulu:
Pursuant to Sections 13-801 through 13-807 of the Financial Institutions Article of the Maryland
Annotated Code, Washington County hereby irrevocably transfers to the Community Development
Administration, for use in issuing housing bonds or mortgage credit certificates on behalf of this
jurisdiction, 100% of its total $5,347,125 tax-exempt housing bond allocation as set forth in 2019
allocation of the Maryland State Ceiling made by the Secretary of Commerce pursuant to the Article.
Sincerely,
Jeffery A. Cline, Chairperson
Board of County Commissioners of Washington County,
Maryland
Certificate of Counsel
This transfer of a tax-exempt bond allocation is duly authorized and executed and constitutes the valid,
binding and irrevocable act of Washington County, Maryland.
Kirk C. Downey, County Attorney
Washington County, Maryland
Open Session Item
SUBJECT: Bid Award (PUR-1426) - Grounds Maintenance for Various County Departments
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Brandi Naugle, CPPB, Buyer, Purchasing Department and John
Easterday, Superintendent at Black Rock Golf Course
RECOMMENDED MOTION: Move to award the contract to the responsible companies with
the responsive lowest bids that meet the specifications for each chemical item (as indicated on the
Bid Tabulation Summary). Tie bids were received for Item Nos. 28, 31 and 32, therefore, it is
required that the chemicals be awarded based upon drawing lots in public, pursuant to Section 2.9
of the Washington County Procurement Policy Manual.
REPORT-IN-BRIEF: The County accepted bids on May 1, 2019. The Invitation to Bid was
published in the local newspaper, listed on the State’s “eMarylandMarketPlace” web site and the
County’s website. There were seven (7) persons/companies that registered/downloaded the bid
document on-line, three (3) bid was received. This contract provides the needed chemicals for the
Black Rock Golf Course, County Highway Department and Department of Water Quality; the City
of Hagerstown may utilize the contract. The contract term is one (1) year tentatively commencing
July 1, 2019 and ending June 30, 2020.
Bidders were declared Non-Responsive if: A Bidder submitted two (2) prices for one (1) item,
and/or if a Bidder submitted a substitute (equivalent) chemical that was not on the list of approved
chemicals, and/or if a Bidder submitted the wrong unit of measure pricing.
DISCUSSION: N/A
FISCAL IMPACT: Funds are budgeted for the chemicals in various expense operating accounts.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Bid Tabulation Matrix
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
PUR-1426
Grounds Maintenance Chemicals
Bid Tabulation Summary
Item # Product Vendor
FY’ 20
Unit Price
1 Acclaim Extra Gallon $484.00 $494.00
2 Aqua Shade Gallon $36.26 $44.55
3 Propiconazole 14.3% Gallon $49.75 $49.75
4 Propamocarb Hydrochloride
66.2%
Helena Chemical
Company Gallon $287.00 $293.00
5 Bensumec – 4LF Gallon $108.00 $110.00
6 Thiophonate Methyl 46.2% Gallon $40.00 $43.20
7 Aluminum Tris WDG 80% Pound $13.28 $13.27
8 Crossbow Gallon $43.04 $41.44
9 Chlorothanlonil 720 SFT
54.0%
Helena Chemical
Company Gallon $41.00 $41.00
10 Chlorpyifos 4E 42.5% Gallon $42.00 $42.00
11 Dylox 420 SL Pound $62.75 $63.75
12 Fore WSP Pound $7.16 $7.13
13 Head Way Gallon $417.00 $426.00
14 Tebuconazole 38.7% Gallon $44.35 $49.75
15 Imidacloprid 75 % Case $329.50 $337.00
16 PCNB 40% Helena Chemical
Company Gallon $48.95 $50.85
17 Pendulum Aqua Cap Gallon $44.00 $55.00
18 Trinexapac Ethyl 11.3% Gallon $102.00 $100.40
Item # Product Vendor
FY’ 20
Unit Price
19 Prograss Gallon $136.75 $138.10
20 Provaunt Case $685.00 $695.50
21 Glyphosate 41% Gallon $12.00 $12.00
22 Mefenoxam 22.5% Gallon $331.27 $336.00
23 Talstar Gallon $32.29 $51.00
24 Trimec Classic Gallon $22.34 $24.46
25 Paclobutrazol 22.3% Gallon $135.00 $139.00
26 Phosguard Gallon $16.88 $17.20
27 Bayleton FLO Gallon $546.00 $546.00
28 Dismiss NXT Gallon $555.00 $580.00
29 Fluazinam 40SC Gallon $380.00 $374.94
30 Poa Constrictor Gallon $110.00 $110.00
31 Signature XTRA Tie Bid Pounds $29.09 $30.00
32 Barricade Tie Bid Gallon $143.00 $143.00
33 Mancozeb Gallon N/A $3.75
Open Session Item
SUBJECT: Proposed PILOT Agreement for Hostetter Solar One, LLC
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Andrew F. Wilkinson, Esquire
RECOMMENDED MOTION: For consideration of a PILOT Agreement with Hostetter Solar
One, LLC.
REPORT-IN-BRIEF: On December 12, 2018, the Board of Zoning Appeals approved a two (2)
megawatt solar farm on 15 acres of farmland located at 20927 Leitersburg Pike, Hagerstown,
Maryland. Due to the intensity of the start-up capital costs of a solar farm, the General Assembly
passed Md. Code, Tax-Property § 7-514(c)(1) which allows the County to “enter into an
agreement with the owner of a facility for the generation of electricity that is located or locates in
the county for a negotiated payment by the owner in lieu of taxes on the facility.” Hostetter Solar
One, LLC (Company) requests a payment in lieu of taxes as permitted by the Maryland Code.
DISCUSSION: Maryland’s updated Renewable Portfolio Standard Law (RPS Law) mandates
that 50% of Maryland’s electricity is to be generated from renewable sources by 2030 (up from
25%), with at least 14.5% of the electricity coming from solar power (up from 2.5%).
The initial capital investment for a solar farm is expensive – the Company expects an initial
capital outlay of $3,098,700.00 for solar panels and related equipment. Due to the start-up costs,
the effect of the business personal property taxes is comparatively more significant for a solar
project than for the average business in the County for which only a portion of the start-up costs
are considered “business personal property.” To ease the immediate financial costs to solar
companies, and to meet the requirements of the RPS Law, the General Assembly passed Md.
Code, Tax-Property § 7-514(c)(1) which allows the County to “enter into an agreement with the
owner of a facility for the generation of electricity that is located or locates in the county for a
negotiated payment by the owner in lieu of taxes on the facility.” The County taxes equipment
used to generate electricity based on 50% of its value. The tax rate on business personal property
in the County is 2.37%.
The Company requests the opportunity to enter a PILOT Agreement as permitted by the
Maryland Code setting an annual payment at $6,500.00 per MW of installed capacity for 30
years.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
Taking into account the 50% assessment abatement and depreciation, the total payments received
from the project at $6,500.00 per MW over the total life of the 30-year lease represents
approximately a 30% reduction from what would otherwise be payable for the full personal
property tax.
The County previously entered the following PILOT agreements:
December 13, 2016: Pinesburg Solar at $6,000 per MW for 40 years.
April 30, 2019: Rockdale Solar at $6,500 per MW for 25 years.
FISCAL IMPACT: Real property taxes on the 15 acres of agricultural land provides the
County approximately $71.00 per year, or $2,130.00 over 30 years. The Company is offering to
pay $390,000.00 in PILOT payments over 30 years. The full personal property tax without the
PILOT over 30 years would be $571,911.00. Therefore, while the County would forego
$180,000.00 of extra tax revenue over 30 years by granting the PILOT instead of collecting the
full personal property tax, the County gains $390,000.00 of tax revenue it would not otherwise
receive if the solar farm is not constructed and operated.
CONCURRENCES: N/A
ALTERNATIVES: Do not grant the PILOT request.
ATTACHMENTS: Excel spreadsheet and Proposed Layout Plan.
AUDIO/VISUAL NEEDS: None
Washington County, MD - Hostetter- Personal Property Tax Analysis - 2 MW
Year 0 1 2 3 4 5 6 7 8 9 10
Equipment Value - Depreciation Ratio 3,098,700 0.9667 0.9334 0.9001 0.8668 0.8335 0.8002 0.7669 0.7336 0.7003 0.6670
Depreciated Value 2,995,513 2,892,327 2,789,140 2,685,953 2,582,766 2,479,580 2,376,393 2,273,206 2,170,020 2,066,833
Taxable Value (MD 50% abatement)1,497,757 1,446,163 1,394,570 1,342,977 1,291,383 1,239,790 1,188,197 1,136,603 1,085,010 1,033,416
Washington County Personal Property Tax 2.37%35,497 34,274 33,051 31,829 30,606 29,383 28,160 26,937 25,715 24,492
Solar PILOT (2 MW @ $6,500/MW)13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000
Year 11 12 13 14 15 16 17 18 19 20
Equipment Value - Depriciation Ratio 0.6337 0.6004 0.5671 0.5338 0.5005 0.4672 0.4339 0.4006 0.3673 0.334
Depreciated Value 1,963,646 1,860,459 1,757,273 1,654,086 1,550,899 1,447,713 1,344,526 1,241,339 1,138,153 1,034,966
Taxable Value (MD 50% abatement)981,823 930,230 878,636 827,043 775,450 723,856 672,263 620,670 569,076 517,483
Washington County Personal Property Tax 23,269 22,046 20,824 19,601 18,378 17,155 15,933 14,710 13,487 12,264
Solar PILOT (2 MW @ $6,500/MW)13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000
Year 21 22 23 24 25 26 27 28 29 30
Equipment Value - Depriciation Ratio 0.3007 0.2674 0.2500 0.2500 0.2500 0.2500 0.2500 0.2500 0.2500 0.250
Depreciated Value 931,779 828,592 774,675 774,675 774,675 774,675 774,675 774,675 774,675 774,675
Taxable Value (MD 50% abatement)465,890 414,296 387,338 387,338 387,338 387,338 387,338 387,338 387,338 387,338
Washington County Personal Property Tax 11,042 9,819 9,180 9,180 9,180 9,180 9,180 9,180 9,180 9,180
Solar PILOT (2 MW @ $6,500/MW)13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000
Sum of payments (25 years)Baseline 526,012
PILOT 325,000
Sum of payments (30 years)Baseline 571,911
**Does not include new equipment **PILOT 390,000
Sum of payments (40 years)Baseline 663,710
**Does not include new equipment **PILOT 520,000
Notes
1. Personal property generally cannot be depreciated below 25% of its value.
2. Equipment of non-utility entities that generate electricity for sale is depreciated at 3.33% per year.
ACCESS PATH EASEMENT FOR
SERVICE OF EQUIPMENT PAD
8FT SECURITY FENCE
FENCED AREA: 11.53 ACRES
FENCE PERIMETER: 3042 FT
FIXED TILT GROUND MOUNTED PV ARRAY
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INTER-ROW CLEARANCE: 17.0 FT
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SYSTEM SIZE (DC / AC)
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Open Session Item
SUBJECT: Proposed PILOT Agreement for Pittman Solar One, LLC
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Andrew F. Wilkinson, Esquire
RECOMMENDED MOTION: For consideration of a PILOT Agreement with Pittman Solar
One, LLC.
REPORT-IN-BRIEF: On September 19, 2018, the Board of Zoning Appeals approved a two
(2) megawatt solar farm on 11 acres of farmland located at 7900 Millstone Road, Hancock,
Maryland. Due to the intensity of the start-up capital costs of a solar farm, the General Assembly
passed Md. Code, Tax-Property § 7-514(c)(1) which allows the County to “enter into an
agreement with the owner of a facility for the generation of electricity that is located or locates in
the county for a negotiated payment by the owner in lieu of taxes on the facility.” Pittman Solar
One, LLC (Company) requests a payment in lieu of taxes as permitted by the Maryland Code.
DISCUSSION: Maryland’s updated Renewable Portfolio Standard Law (RPS Law) mandates
that 50% of Maryland’s electricity is to be generated from renewable sources by 2030 (up from
25%), with at least 14.5% of the electricity coming from solar power (up from 2.5%).
The initial capital investment for a solar farm is expensive – the Company expects an initial
capital outlay of $3,059,297.00 for solar panels and related equipment. Due to the start-up costs,
the effect of the business personal property taxes is comparatively more significant for a solar
project than for the average business in the County for which only a portion of the start-up costs
are considered “business personal property.” To ease the immediate financial costs to solar
companies, and to meet the requirements of the RPS Law, the General Assembly passed Md.
Code, Tax-Property § 7-514(c)(1) which allows the County to “enter into an agreement with the
owner of a facility for the generation of electricity that is located or locates in the county for a
negotiated payment by the owner in lieu of taxes on the facility.” The County taxes equipment
used to generate electricity based on 50% of its value. The tax rate on business personal property
in the County is 2.37%.
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
The Company requests the opportunity to enter a PILOT Agreement as permitted by the
Maryland Code setting an annual payment at $6,500.00 per MW of installed capacity for 30
years.
Taking into account the 50% assessment abatement and depreciation, the total payments received
from the project at $6,500.00 per MW over the total life of the 30-year lease represents
approximately a 30% reduction from what would otherwise be payable for the full personal
property tax.
The County previously entered the following PILOT agreements:
December 13, 2016: Pinesburg Solar at $6,000 per MW for 40 years.
April 30, 2019: Rockdale Solar at $6,500 per MW for 25 years.
FISCAL IMPACT: Real property taxes on 11 acres of agricultural land provides the County
approximately $52.14 per year, or $1,564.20 over 30 years. The Company is offering to pay
$390,000.00 in PILOT payments over 30 years. The full personal property tax without the
PILOT over 30 years would be $564,639.00. Therefore, while the County would forego
$174,000.00 of extra tax revenue over 30 years by granting the PILOT instead of collecting the
full personal property tax, the County gains $390,000.00 of tax revenue it would not otherwise
receive if the solar farm is not constructed and operated.
CONCURRENCES: N/A
ALTERNATIVES: Do not grant the PILOT request.
ATTACHMENTS: Excel spreadsheet and Proposed Layout Plan
AUDIO/VISUAL NEEDS: None
Washington County, MD - Pittman - Personal Property Tax Analysis - 2 MW
Year 0 1 2 3 4 5 6 7 8 9 10
Equipment Value - Depreciation Ratio 3,059,297 0.9667 0.9334 0.9001 0.8668 0.8335 0.8002 0.7669 0.7336 0.7003 0.6670
Depreciated Value 2,957,422 2,855,548 2,753,673 2,651,799 2,549,924 2,448,049 2,346,175 2,244,300 2,142,426 2,040,551
Taxable Value (MD 50% abatement)1,478,711 1,427,774 1,376,837 1,325,899 1,274,962 1,224,025 1,173,087 1,122,150 1,071,213 1,020,276
Washington County Personal Property Tax 2.37%35,045 33,838 32,631 31,424 30,217 29,009 27,802 26,595 25,388 24,181
Solar PILOT (2 MW @ $6,500/MW)13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000
Year 11 12 13 14 15 16 17 18 19 20
Equipment Value - Depriciation Ratio 0.6337 0.6004 0.5671 0.5338 0.5005 0.4672 0.4339 0.4006 0.3673 0.334
Depreciated Value 1,938,677 1,836,802 1,734,927 1,633,053 1,531,178 1,429,304 1,327,429 1,225,554 1,123,680 1,021,805
Taxable Value (MD 50% abatement)969,338 918,401 867,464 816,526 765,589 714,652 663,714 612,777 561,840 510,903
Washington County Personal Property Tax 22,973 21,766 20,559 19,352 18,144 16,937 15,730 14,523 13,316 12,108
Solar PILOT (2 MW @ $6,500/MW)13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000
Year 21 22 23 24 25 26 27 28 29 30
Equipment Value - Depriciation Ratio 0.3007 0.2674 0.2500 0.2500 0.2500 0.2500 0.2500 0.2500 0.2500 0.250
Depreciated Value 919,931 818,056 764,824 764,824 764,824 764,824 764,824 764,824 764,824 764,824
Taxable Value (MD 50% abatement)459,965 409,028 382,412 382,412 382,412 382,412 382,412 382,412 382,412 382,412
Washington County Personal Property Tax 10,901 9,694 9,063 9,063 9,063 9,063 9,063 9,063 9,063 9,063
Solar PILOT (2 MW @ $6,500/MW)13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000 13,000
Sum of payments (25 years)Baseline 519,323
PILOT 325,000
Sum of payments (30 years)Baseline 564,639
**Does not include new equipment **PILOT 390,000
Sum of payments (40 years)Baseline 655,271
**Does not include new equipment **PILOT 520,000
Notes
1. Personal property generally cannot be depreciated below 25% of its value.
2. Equipment of non-utility entities that generate electricity for sale is depreciated at 3.33% per year.
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Open Session Item
SUBJECT: Fiscal Year 2020 Goals, Administrator and Board
PRESENTATION DATE: June 25, 2019
PRESENTATION BY: Robert Slocum, County Administrator
RECOMMENDED MOTION: Approval of Goals as submitted and recognition of Washington
County Staff for their work accomplished in Fiscal Year 2019
REPORT-IN-BRIEF: Feedback and direction received upon the Fiscal Year 2020 goals has been
incorporated for presentation and approval. Fiscal Year 2019 accomplishments are also included.
DISCUSSION: Each year, goals for the forthcoming fiscal year of each department, the Administrator,
and the Board are included in the forthcoming budget. The goals serve to provide direction and clarity
in the charge of staff from the Board. Discussion, feedback, and direction from the Board to have
served to assist in establishing consensus on the direction staff will take over the next fiscal year.
With the new Board in place and involved, strategic imperatives were established for the next four
years. The strategic imperatives are included here for ready reference and alignment with the draft
goals. The Board’s support is essential in the staff’s success. The Board’s participation in this process
and regular communication throughout the year is helpful and encouraging.
It is also important to note the accomplishment of the Board and Staff alike. A list of Fiscal Year 2019
accomplishments is included. Listed are a few of the extraordinary accomplishments achieved by the
County; through the work of the Board and Staff together.
FISCAL IMPACT: With clear direction and charge, staff has and will operate most effectively and
efficiently with County resources.
CONCURRENCES: N/A
ALTERNATIVES: N/A
ATTACHMENTS: Administrator Goals
Board Goals
Strategic Imperatives
AUDIO/VISUAL NEEDS: N/A
Board of County Commissioners of Washington County, Maryland
Agenda Report Form
OFFICE OF THE COUNTY ADMINISTRATOR
Fiscal Year 2020
GOALS
o Advance the Public Safety, Education, Infrastructure, Economic Development and Human Services offered by
Washington County Government to all customers
o Focus the abundant energy, enthusiasm, and effort of staff to best serve our customers in each service line
o Launch a “Commitment to Customer Service” program now well into development
o Further the “Clean County” initiative to address permits while enhancing Washington County
o Expand the “Making Connections” campaign for further convenience, safety, and economic development
o Execute a comprehensive fire plan to include the SAFER grant and accountability
o Execute the appropriate use of additional EMS funding for volunteers and staff
o Break ground on the public safety training center to serve police, fire, and EMS
o Design the on-campus expansion of Senior Center space with a grant now in place
o Plan expanded recreational programs and facilities for all ages
o Expanded utility cost savings with airport and building lighting efficiencies
o Further promote the Urban Improvement Project, Mt. Aetna Park, Cascade, and Public Private Partnerships
o Begin construction of Professional Boulevard; design of Halfway Boulevard, and complete Crayton Boulevard
o Seek creativity in enterprise funds for long-term cost saving solutions
o Develop metrics for success with staff and leadership
o Progress upon strategic imperatives identified by the Board and further developed by Senior staff
o Collaborate with municipalities and the newly formed Economic Development Coalition to make all of
Washington County the place of choice to Live, Work, and Play
OFFICE OF THE COUNTY ADMINISTRATOR
Fiscal Year 2019
ACCOMPLISHMENTS
Collected over 500,000 pounds of liter and debris under the “Clean County” initiative
Broke ground on two new multi-million-dollar public private partnerships with “Making Connections”
Initiated testing of a “Commitment to Customer Service” program for improved tracking and response
times
Developed a five-year operating budget outlook into the annual budget process
Presented multiple balanced budget options with additional education and public safety funding in FY2020
Reduced the FY2020 discretionary overhead budget by $7.5 Million or approximately 6%
Recorded real estate and income tax revenue increases of 2.0% and 3.4% respectively through May of 2019
Fostered a business climate which added over 269 jobs and $247 Million in private investment
Completed design of a new $11.5 Million training center to serve Police, Fire, and EMS
Initiated improved Fire and EMS accounting standards to track almost $5.2 Million in public safety
spending
Secured a $200,000 grant to expand Senior Center space within existing facilities
Combined Parks and Recreation to expand recreational programing and future facilities for all ages
Launched a new Washington County Government website allowing for a better user-friendly experience
Developed consensus in support of an independent Economic Development Coalition
Fully executed push notification service to permit customers for real time inspector arrival updates
Expanded the Hagerstown Regional Airport commercial air service
Established bylaws and secured adoption of the Community Health Advisory Commission
Developed strategic imperatives for the next four years with Commissioners and Staff
Recognized with the 2019 Maryland Economic Development Marketing Award for “Making Connections”
Rebuilt roads and bridges damaged by the historic South County Flood with volunteer assistance
Board
Fiscal Year 2020
GOALS
o Endeavor to further improve Washington County in Public Safety, Infrastructure, Education, Economic
Development, and Human Services.
o Actively promote opportunities for citizens to participate in Board and Commission meetings
o Review the selection process for Board and Commission members to promote diversity and engagement of new
members
o Maintain the utmost efficiency in services provided by a willing and capable staff.
o Make visits to active projects, organizations, and activities throughout the year
o Engage the Washington County Health Department regarding the opioid related strategic imperative
o Engage media outlets and other venues to improve the dissemination of public information regarding Washington
County Government
o Exceed prior funding for Public Education and Public Safety
o Enhance accountability in Public Safety for the most appropriate use of tax payer dollars
o Execute County business in an open and transparent manner so that the Board of County Commissioners may
best serve the public.
o Lead the County in collaborative partnerships, both underway and to be developed, with public and private
partners.
o Take full advantage of the Urban Improvement Project with Education and Economic Development opportunities
o Lead reinvestment in Cascade Town Centre (the former Fort Ritchie) and the Community Center.
o Foster economic growth and vitality through only the most prudent and secure use of taxpayer dollars.
o Progress upon strategic imperatives identified by the Board and developed by Senior staff
STRATEGIC PLAN
2019-2024
MISSION
Washington County Government exists to provide services to citizens, businesses,
and visitors to make the County a great place to live, work, and play. This is
accomplished through the development and support of infrastructure, education,
safety, human services, and economic development.
VISION
The vision of Washington County Government is to become the regional leader in
providing and coordinating efficient and effective public services in an open and
cooperative manner.
SERVICE LINES
Washington County serves our citizens through the following functions, which
constitute our strategic lens.
Infrastructure
Education
Safety
Human Services
Economic Development
STRATEGIC DIRECTION RECOMMENDATIONS
The following strategic path is founded on input from the Washington County
Board of County Commissioners and senior professional staff over the course of
three days of strategic discussion, facilitated by Patrick Jinks, leadership and
strategy coach, and president of The Jinks Perspective in Columbia, SC.
STRATEGIC IMPERATIVES
1.Align our investment in public education with our shared pursuit of excellence
and student success, in accordance with Maryland legislative guidelines.
2.Develop collaborative strategies to retain and cultivate our economic
development investments to grow the tax base in Washington County.
3.Reduce the burden on our volunteer-based emergency life safety services to
continue providing critical services to Washington County citizens and
businesses.
4.Become more strategic and proactive in communicating our value proposition,
our intentions, and our results to our citizens.
5.Foster cross-sector, community engagement for collectively addressing the
opioid crisis, which is currently placing significant strain on resources
throughout our 5 service lines.
EXTENDED STRATEGIC PLAN
1.Align our investment in public education with our shared pursuit of
excellence and student success, in accordance with Maryland legislative
guidelines.
1.1. Become fully informed on Maryland legislative guidelines for public
education funding, and optimally align our funding accordingly.
1.2. Lobby state legislators for appropriate designation language and fair
funding criteria that accounts for all aspects of public education
investment ratios at the municipal level, and pursue strategies to maintain
the highest designation possible.
1.3. Proactively inform (collaboratively with Washington County Public Schools
where possible) Washington County citizens and businesses of our success
and intentions regarding our partnership and funding relationship with
Washington County public schools.
1.4. Maintain consistent approach to annual funding levels.
2.Develop collaborative strategies to retain and cultivate our economic
development investments to grow the tax base in Washington County.
2.1. In cooperation with an empowered regional, representative economic
development entity, create and implement shared strategy for regional
economic development, that frames the following:
a.Needs Assessment – articulation of the appropriate mix of industry,
available space, diversity, etc.
b. Place-Making – articulation of the competitive advantage.
c.Attraction/Recruitment strategy.
2.2. Sharpen our focus on business retention.
a.Ambassadorship program to cultivate business relationships and
ensure ongoing service.
b.Explore retention incentives that create value-add for business while
increasing tax base for the county.
c.Involve the coalition/partnership (entity referenced above) in
establishing advanced retention strategies.
3.Reduce the burden on our volunteer-based emergency life safety services to
continue providing critical services to Washington County citizens and
businesses.
3.1. Increase volunteer attraction and recruitment rates.
3.2. Strengthen the volunteer Fire/EMS Association for greater collective
infrastructure, back office, and fund development efficiency.
3.3. Enhance and promote accountability for both efficiency and perception.
3.4. Establish a sustainable revenue source/stream for ongoing continuity of
services.
4.Foster cross-sector, community engagement for collectively addressing the
opioid crisis, which is currently placing significant strain on resources
throughout our 5 service lines.
4.1. Build and promote the case for attacking the local challenges created by
the opioid epidemic.
4.2. Elevate Gov. Hogan’s Opioid Task Force to action-focused coalition.
a.Pursue additional state support for elevating the local task force
capacity to act.
b.Engage local Health Department for potential backbone leadership.
c.Build 3-tiered strategy to address root causes, improve early
intervention, and establish appropriate safety net.
5.Become more strategic and proactive in communicating our value
proposition, our intentions, and our results to our citizens.
5.1. Solicit and analyze public feedback and sentiment on Washington
County’s needs, aspirations, concerns, and ideas.
5.2. Strive to be first, brief, and positive in all communication activities.
5.3. Foster upstream information sharing (to public relations team) throughout
the administration, to keep communications staff equipped with relevant,
timely messages.
5.4. Build strategic marketing and communications plan on a framework that
supports the above 4 strategic imperatives and delivers relevant, timely
messaging across our 5 service lines.
Facilitated and Compiled by:
Columbia, SC
www.jinksperspective.com