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Home My WebLink About180320a Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements. BOARD OF COUNTY COMMISSIONERS March 20, 2018 Agenda 08:00 A.M. HAGERSTOWN COMMUNITY COLLEGE BOARD OF TRUSTEE’S FY’19 BUDGET PRESENTATION AND BREAKFAST Location: Hag. Community College, 11400 Robinwood Drive, Room 211 & 213 09:30 A.M. DEPART FOR 100 WEST WASHINGTON STREET, SUITE 1113 10:00 A.M. INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER, President Terry L. Baker APPROVAL OF MINUTES – MARCH 13, 2018 10:05 A.M. COMMISSIONERS’ REPORTS AND COMMENTS 10:15 A.M. REPORTS FROM COUNTY STAFF 10:25 A.M. CITIZENS PARTICIPATION 10:30 A.M. EARLY CHILDHOOD ADVISORY COUNCIL PRESENTATION – Terri Gwizdala, Council Coordinator and Dori Yorks, Together with Families 10:45 A.M. OFFICE OF PROBLEM SOLVING COURTS DISCRETIONARY GRANT – APPROVAL TO SUBMIT APPLICATION AND ACCEPT AWARDED FUNDING - Stephanie Lapole, Grant Manager, Office of Grant Management and Eunice Plank, Court Administrator, Circuit Court for Washington County 10:50 A.M. INTERGOVERNMENTAL COOPERATIVE PURCHASE (INGT-18-004) – FOUR (4) 2018 FORD ESCAPE AND ONE (1) 2018 DODGE RAM 1500 PICKUP FOR WASHINGTON COUNTY ENGINEERING AND CONSTRUCTION DEPARTMENTS – Brandi Naugle, Buyer, Purchasing Department; Scott Hobbs, Director of Engineering and Rich Eichelberger, Director of Construction 11:00 A.M. REJECTION OF REQUEST FOR PROPOSAL (PUR-1375) FOOD SERVICES AT THE WASHINGTON COUNTY DETENTION CENTER – Rick Curry, Director of Purchasing and Major Craig Rowe, Washington County Detention Center 11:05 A.M. FISCAL YEAR 2019 OPERATING BUDGET FOR GENERAL FUND – Sara Greaves, Chief Financial Officer and Kim Edlund, Director of Budget and Finance President Jeffrey A. Cline, Vice President John F. Barr Wayne K. Keefer LeRoy E. Myers, Jr. WWW.WASHCO-MD.NET Individuals requiring special accommodations are requested to contact the Office of the County Commissioners, 240.313.2200 Voice/TDD, to make arrangements. 11:30 A.M. DEPART FOR THE WASHINGTON COUNTY FREE LIBRARY, ALICE VIRGINIA AND DAVID W. FLETCHER BRANCH, 100 S. POTOMAC STREET, COMMUNITY ROOM #308/308 12:00 P.M. ANNUAL LUNCHEON WITH WASHINGTON COUNTY FREE LIBRARY – BUDGET PRESENTATION – Mary C. Baykan, Library Director 01:15 P.M. RETURN TO 100 WEST WASHINGTON STREET, SUITE 1113, HAGERSTOWN 01:45 P.M. WATER AND SEWER COLLECTION POLICY – Jim Hovis, Chief Operating Officer and Sara Greaves, Chief Financial Officer 01:55 P.M. FY2019 WATER QUALITY BUDGET DISCUSSION – INCLUDING PROPOSED RATES FOR FY19 – Sara Greaves, Chief Financial Officer, Budget and Finance; Dan Divito, Deputy Director, Division of Water Quality and Mark Bradshaw, Deputy Director, Division of Water Quality 02:10 P.M. CLOSED SESSION (To discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other personnel matter that affects one or more specific individuals; to consult with counsel to obtain legal advice on a legal matter; to consult with staff, consultants, or other individuals about pending or potential litigation; and to consider a matter that concerns the proposal for a business or industrial organization to locate, expand, or remain in the State.) 03:00 P.M. ADJOURNMENT Open Session Item SUBJECT: Washington County Early Childhood Advisory Council PRESENTATION DATE: March 20, 2018 PRESENTATION BY: Terri Gwizdala, Council Coordinator, Dori Yorks, Together with Families RECOMMENDED MOTION: REPORT-IN-BRIEF: Overview of mission/vision of the Council, as well as activities and collaborations to date. DISCUSSION: Overview of Kindergarten Readiness Assessment results, presentation of ECAC initiatives and results to date, and a review of past funding and plans for sustainability. FISCAL IMPACT: CONCURRENCES: ALTERNATIVES: ATTACHMENTS: AUDIO/VISUAL NEEDS: We will have a PowerPoint presentation, and can provide a laptop, if necessary. We will need projector/screen and internet access. Board of County Commissioners of Washington County, Maryland Agenda Report Form Open Session Item SUBJECT: Office of Problem Solving Courts Discretionary Grant – Approval to Submit Application and Accept Awarded Funding PRESENTATION DATE: March 20, 2018 PRESENTATION BY: Stephanie Lapole, 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 FY19 Office of Problem Solving Courts Discretionary Grant in the amount of $187,225 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. Due to a continual low case load, the Juvenile Drug Court Program will be phased out after the remaining participants complete the program. A small portion of requested funds will go toward the support of the few remaining youths for transportation and drug testing services. The balance of the grant funds will be used to implement an Adult Drug Court Program which is currently in the planning phase. 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. The grant funds will allow better access to justice and treatment services by assisting with transportation, providing frequent drug and alcohol monitoring and case management 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 $187,225 for the Drug Court Program CONCURRENCES: 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: Intergovernmental Cooperative Purchase (INGT-18-004) – Four (4) 2018 Ford Escape and One (1) 2018 Dodge Ram 1500 Pickup for Washington County Engineering and Washington County Construction Departments. PRESENTATION DATE: March 20, 2018 PRESENTATION BY: Brandi Naugle, CPPB, Buyer - Purchasing Department, Scott Hobbs, Director of Engineering and Rich Eichelberger, Director of Construction/Code Official. RECOMMENDED MOTION: Move to authorize by Resolution, Washington County Engineering Dept. to purchase t wo (2) 2018 Ford Escape, 4 Wheel Drive Compact Utility Vehicles for $21,677.00 each and to authorize the Washington County Construction Dept. to purchase two (2) 2018 Ford Escape, 4 Wheel Drive Compact Utility Vehicles for $21,677.00 and One (1) 2018 Dodge Ram 1500, ½ Ton Pickup Truck for $24,599.00 from Hertrich Fleet of Milford, DE. The total amount for all five vehicles is $111,307.00 a nd to utilize another jurisdiction’s contract (#001B8400168) and (#001B8400177) that was awarded by the State of Maryland Department of General Services Office of Procurement and Logistics. REPORT-IN-BRIEF: The Code of Public Laws of Washington County, Maryland (the Public Local Laws) §1-106.3 provides that the Board of County Commissioners (BOCC) may procure goods and services through a contract entered into by another governmental entity, in accordance with the terms of the contract, regardless of whether the County was a party to the original contract. The State of Maryland Department of General Services Office of Procurement and Logistics took the lead in soliciting the resulting agreement. If the BOCC determines that participation by Washington County would result in cost benefits or administrative efficiencies, it could approve the purchase of this service in accordance with the Public Local Laws referenced above by resolving that participation would result in cost benefits or in administrative efficiencies. The County will benefit with direct cost savings in the purchase of the vehicles because of the economies of scale this buying group leveraged. I am confident that any bid received as a result of an independent County solicitation would exceed the spend savings that the State of Maryland’s bid provides through this agreement. Additionally, the County will realize savings through administrative efficiencies as a result of not preparing, soliciting and evaluating a bid. This savings/cost avoidance would, I believe, be significant. DISCUSSION: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form FISCAL IMPACT: Funds are budgeted in the Washington County Engineering Dept. and the Washington County Construction Dept.’s Capital Improvement Plan account (VEH008) in the amount of $98,300.00. Funds are budgeted in the Washington County Construction Dept. general fund in the amount of $21, 677.00. CONCURRENCES: N/A ALTERNATIVES: 1. Process a formal bid and the County could possibly incur a higher cost for the purchase, or 2. Do not award the purchase of vehicles. ATTACHMENTS: Hertrich Fleet Quotes AUDIO/VISUAL NEEDS: N/A MARYLAND STATEWIDE CONTRACT 2018 LIGHT DUTY TRUCKS— BPO# 001B8400168 TYPE 6-C - YS TON PICKUP 2018 RAM 1500 REGULAR CAB 2WD w/8' BED: $ 18,062.00 Code Description Amount DS1L62 2018 RAM 1500 REGULAR CAB 2WD with 8' BED $ 18,062 XFU TOWING PACKAGE Q 141 EZH 5.7L HEMI V-8 ENGINE $ 1317 DS11_41 EXTENDED CAB SHORT BED $ 806 AJH POWER WINDOWS/LOCKS/MIRRORS FOR REGULAR CAB $ 680 DS61_62 4WD FOR REGULAR CAB $ 2072 KEY TWO EXTRA KEYS $ 400 DS1L98 CREW CAB $ 2894 4WD FOR QUAD/CREW CAB $3975 DSA ANTI -SPIN REAR AXLE $435 MRU BLACK TUBULAR SIDE STEPS $595 LPL LED BED LIGHTING $145 GFD REAR SLIDING WINDOW $195 RH1 SINGLE DISC REMOTE CD PLAYER $345 XAA PARKSENSE REAR PARK ASSIST $250 SLB SPRAYED IN BED LINER $495 AED CHROME APPEARANCE GROUP -inc: Bright Rear Bumper, Bright Grille, Wheels: 17" x 7" Aluminum, Bright Front Bumper, GVWR: 6,900 lbs. $595 AJB REMOTE START & SECURITY ALARM GROUP (MUST HAVE AJH) $395 NHK ENGINE BLOCK HEATER $95 XHC TRAILER BRAKE CONTROL $295 NFX 32 GALLON FUEL TANK $450 XJC LOCKING LUG NUTS $60 GPG POWER BLACK TRAILER TOW MIRRORS $180 LM1 LOW BEAM DAYTIME RUNNING HEADLAMPS $40 CKE CARPET FLOOR COVERING $110 CS7 TRI-FOLD TONNEAU COVER $595 XAP POWER ADJUSTABLE PEDALS $125 AJY POPULAR EQUIPMENT GROUP —CARPET, MATS, XM RADIO $580 No Charge Colors PCL — BLUE STREAK, PS2 — SILVER, PW7 — WHITE, PXR — BLACK, PRV — DELMONICO RED, PR4 — FLAME RED, PAU — GRANITE CRYSTAL, PUW — WALNUT BROWN PAR — MAXIMUM STEEL, PBU —TRUE BLUE PEARLCOAT Interior HD VINYL SPLIT BENCH SEAT STANDARD CLOTH SEAT AVAILABLE (MUST HAVE AJY) $50 Cb Please Contact us with your questions or to place your order Susan Hickey shickey@hertrichfleet.com Or Chris Wilder cwilder@hertrichfleet.com 800-698-9825 J v V �\ HeRTRICH FLEET SERVICES, INC 1427 Bay Road Milford, DE 19963 Ford - Chevrolet - Dodge -jeep Lincoln - Honda - Buick - GMC - Toyota - Nissan HeRTRICH FLEET SERVICES, INC 1427 Bay Road Milford, DE 19963 Ford - Che Let - Dodge Jeep Lincoln - Honda - Buick - GMC - Toyota - Nissan (800) 698-9825 (302) 422-3300 Fax: (302) 839-0555 50C All Weather Floor Mats, Front & Rear $132 50Q Cargo Mat $95 $95 43M Panoramic Vista Roof® (Power Open/Close with Power Shade) 008 $1,152 61X Roof -Rail Crossbars — Black $$35 41H Engine Block Heater Remote Start 500 $221 63D 63S Splash Guard $$79 87D Wheel Locking Nuts 60S _ Reverse Sensing $ 258 Keys 2 Extra Keys 90 $390 No EC- Cinnamon Glaze, FT -Blue Metallic, GI -Shadow Black, GN-White Gold Metallic, Charge P-Magnetic Metallic, N6-Lighting Blue Metallic, UX- Ingot Silver Metallic, Colors YZ-Oxford White Interior KB -Charcoal Black Cloth will be ordered unless, KL-Medium Light Stone Cloth is Colors requeted. Contact Chris Wilder with questions or to place your order cwilderL@hertrichfleet.com. 800-698-9825 "A Member of the HeRTRICH Family of Automobile Dealerships" Open Session Item SUBJECT: Rejection of Request for Proposal (PUR-1375) Food Services at the Washington County Detention Center (WCDC) PRESENTATION DATE: March 20, 2018 PRESENTATION BY: Rick Curry, CPPO - Director of Purchasing and Major, Craig Rowe – Washington County Detention Center RECOMMENDED MOTION: Move to take action that is in the best interest of the County by requesting that all the proposals received for PUR-1375 Food Services be rejected and to extend the current contract with Aramark Correctional Services, Inc. until June 6, 2018 to allow the department time to revise the Request for Proposal (RFP) document and re-advertise to solicit new proposals. The proposals were determined by the Coordinating Committee to be non-responsive to the County’s RFP for Qualifications/Experience & Technical Proposals because they did not meet the meals and staffing requirements. REPORT-IN-BRIEF: The Request for Proposal (RFP) was advertised in the local newspaper, listed on the State of Maryland’s “eMaryland Marketplace” website and on the County’s web site. Forty-six (46) persons/companies accessed the RFP document on-line from the County’s web site. On April 2, 2013, the Board awarded a contract to Aramark Correctional Services, Inc. to furnish food services at the Washington County Detention Center (WCDC), to include inmate and staff meals seven (7) days/week and program support services for an approximate population of 425 inmates. The term of the contract was for one (1) year beginning May 1, 2013, with an option by the County to renew up to four (4) additional consecutive one-year periods DISCUSSION: N/A FISCAL IMPACT: As of February; funds in the amount of $145,000.00 are remaining in account 505070-10-11320 for these services. CONCURRENCES: Sheriff Doug Mullendore ALTERNATIVES: N/A ATTACHMENTS: N/A AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form Proposers that submitted proposal responses to the Food Services at the Washington County Detention Center RFP (PUR-1375). Aramark Correctional Services 2300 Warrenville Road Downers Grove, IL 60515 Summit Food Services, LLC 1751 West County Rd. B Suite 300 Roseville, MN 55113 Trinity Services Group, Inc. 477 Commerce Blvd. Oldsmar, FL 34677 Open Session Item SUBJECT: FY 2019 Operating Budget for General Fund PRESENTATION DATE: March 20, 2018 PRESENTATION BY: Sara Greaves, Chief Financial Officer; Kim Edlund, Director of Budget & Finance RECOMMENDED MOTION: N/A REPORT-IN-BRIEF: The FY 2019 Proposed General Fund Budget is balanced at $229,169,340 which is an increase of $7,464,280 and 3.37% from the FY18 original budget. DISCUSSION: Review of the major revenue sources and material changes in expense budgets. FISCAL IMPACT: The proposed budget is balanced with no increase to tax rates. CONCURRENCES: None at this time ALTERNATIVES: N/A ATTACHMENTS: FY19 Proposed General Fund Budget Revenues and Expenses Summary AUDIO/VISUAL NEEDS: None Board of County Commissioners of Washington County, Maryland Agenda Report Form Cost Center Department/Agency FY 2019 Requested Budget Adjustment Proposed Budget $ Change % Change FY 2018 Original 90000 Board of Education 99,353,010 (1,052,250)98,300,760 1,247,350 1.29%97,053,410 99,353,010 (1,052,250)98,300,760 1,247,350 1.29%97,053,410 Secondary: 90040 Hagerstown Community College 10,132,720 (97,430)10,035,290 292,290 3.00%9,743,000 Other: 93400 Free Library 3,201,850 (19,840)3,182,010 92,680 3.00%3,089,330 10990 Clear Spring Library Building 12,000 12,000 0 0.00%12,000 10991 Smithsburg Library Building 12,000 12,000 0 0.00%12,000 10992 Boonsboro Library Building 12,000 12,000 0 0.00%12,000 3,237,850 (19,840)3,218,010 92,680 2.97%3,125,330 Total Education 112,723,580 (1,169,520)111,554,060 1,632,320 1.48%109,921,740 Law Enforcement: 11300 Sheriff - Judicial 2,768,290 0 2,768,290 231,320 9.12%2,536,970 11305 Sheriff - Process Servers 155,810 0 155,810 11,920 8.28%143,890 11310 Sheriff - Patrol 12,245,280 (275,130)11,970,150 1,716,900 16.74%10,253,250 11315 Sheriff - Central Booking 942,740 (28,990)913,750 (26,610)-2.83%940,360 11320 Sheriff - Detention Center 14,596,780 (10,500)14,586,280 411,190 2.90%14,175,090 11321 Sheriff - Day Reporting Center 552,760 (2,000)550,760 3,730 0.68%547,030 11330 Sheriff - Narcotics Task Force 807,190 0 807,190 55,240 7.35%751,950 32,068,850 (316,620)31,752,230 2,403,690 8.19%29,348,540 Emergency Services: 93110 Civil Air Patrol 3,600 3,600 0 0.00%3,600 11420 Air Unit 44,430 (6,000)38,430 10,210 36.18%28,220 11430 Special Operations 104,920 (26,000)78,920 (395,610)-83.37%474,530 93130 Fire & Rescue Volunteer Services 7,176,870 (76,190)7,100,680 214,100 3.11%6,886,580 11440 911 - Communications 5,205,770 (362,660)4,843,110 174,540 3.74%4,668,570 11520 EMS Operations 1,751,930 (284,960)1,466,970 49,990 3.53%1,416,980 11525 Fire Operations 1,497,110 (132,930)1,364,180 1,131,130 485.36%233,050 11530 Emergency Management 317,380 (58,570)258,810 75,820 41.43%182,990 11540 Wireless Communications 1,390,660 (32,500)1,358,160 136,560 11.18%1,221,600 17,492,670 (979,810)16,512,860 1,396,740 9.24%15,116,120 Other: 93100 Animal Control Services - Humane Society 1,401,600 1,401,600 60,000 4.47%1,341,600 Total Public Safety 50,963,120 (1,296,430)49,666,690 3,860,430 8.43%45,806,260 Washington County, Maryland General Fund Expenditures - Draft #1 FY 2019 Cost Center Department/Agency FY 2019 Requested Budget Adjustment Proposed Budget $ Change % Change FY 2018 Original 91020 Highway 9,338,450 (466,270)8,872,180 721,070 8.85%8,151,110 91021 Solid Waste 1,745,710 (784,010)961,700 488,070 103.05%473,630 91023 Agricultural Education Center 197,720 197,720 13,780 7.49%183,940 91024 Community Grant Management 245,060 245,060 (71,160)-22.50%316,220 91028 Land Preservation 113,180 113,180 (23,370)-17.11%136,550 91029 HEPMPO 7,710 7,710 (240)-3.02%7,950 91040 Utility Administration 201,950 201,950 0 0.00%201,950 91044 Transit 484,470 484,470 0 0.00%484,470 91045 Airport 14,500 14,500 0 0.00%14,500 91046 Golf Course 309,970 309,970 (9,050)-2.84%319,020 92010 Municipality in Lieu of Bank Shares 38,550 38,550 0 0.00%38,550 12,697,270 (1,250,280)11,446,990 1,119,100 10.84%10,327,890 Capital: 91230 Capital Improvement Fund 5,610,000 (610,000)5,000,000 0 0.00%5,000,000 12700 Debt Service 15,099,890 (784,800)14,315,090 (889,480)-5.85%15,204,570 20,709,890 (1,394,800)19,315,090 (889,480)-4.40%20,204,570 Total Operating/Capital Transfers 33,407,160 (2,645,080)30,762,080 229,620 0.75%30,532,460 Other Government Programs: Courts: 10200 Circuit Court 1,620,960 1,620,960 61,260 3.93%1,559,700 10210 Orphans Court 30,920 30,920 0 0.00%30,920 10220 State's Attorney 3,560,920 3,560,920 109,130 3.16%3,451,790 5,212,800 0 5,212,800 170,390 3.38%5,042,410 State: 94000 Health Department 2,339,270 2,339,270 0 0.00%2,339,270 94010 Social Services 435,560 435,560 11,170 2.63%424,390 94020 University of MD Extension 240,820 240,820 3,790 1.60%237,030 94030 County Cooperative Extension 38,730 38,730 0 0.00%38,730 10400 Election Board 1,272,770 (87,290)1,185,480 39,490 3.45%1,145,990 12300 Soil Conservation 218,180 218,180 12,140 5.89%206,040 12400 Weed Control 215,960 215,960 15,920 7.96%200,040 12410 Gypsy Moth Program 10,000 10,000 0 0.00%10,000 4,771,290 (87,290)4,684,000 82,510 1.79%4,601,490 Community Funding: 93000 Community Funding 1,700,000 1,700,000 (26,100)-1.51%1,726,100 Cost Center Department/Agency FY 2019 Requested Budget Adjustment Proposed Budget $ Change % Change FY 2018 Original 10100 County Commissioners 325,340 325,340 40,910 14.38%284,430 10110 County Clerk 117,040 117,040 12,670 12.14%104,370 10300 County Administrator 479,410 479,410 4,910 1.03%474,500 10310 Public Relations and Community Affairs 463,890 (2,900)460,990 38,360 9.08%422,630 10500 Budget & Finance 1,438,320 18,850 1,457,170 21,870 1.52%1,435,300 10510 Independent Accounting & Auditing 70,000 70,000 0 0.00%70,000 10520 Purchasing 512,020 (2,210)509,810 (24,270)-4.54%534,080 10530 Treasurer 483,770 483,770 22,950 4.98%460,820 10600 County Attorney 789,800 789,800 68,380 9.48%721,420 10700 Human Resources 842,920 842,920 83,880 11.05%759,040 10970 Central Services 210,340 (66,240)144,100 (7,800)-5.13%151,900 11000 Information Technology 2,516,080 (20,000)2,496,080 92,210 3.84%2,403,870 11200 General Operations 4,260,300 1,411,400 5,671,700 863,600 17.96%4,808,100 12,509,230 1,338,900 13,848,130 1,217,670 9.64%12,630,460 11100 Women's Commission 2,000 0 2,000 0 0.00%2,000 11140 Diversity 2,000 2,000 2,000 100.00%0 4,000 0 4,000 2,000 0 2,000 Medical: 11550 Medical Examiner 20,000 0 20,000 0 0.00%20,000 Public Works: 11600 Public Works 252,940 (2,550)250,390 9,420 3.91%240,970 Engineering and Construction: 11620 Engineering 2,148,380 2,148,380 9,770 0.46%2,138,610 11630 Construction 1,946,670 (59,310)1,887,360 9,160 0.49%1,878,200 4,095,050 (59,310)4,035,740 18,930 0.47%4,016,810 Plan Review 11610 Plan Review 1,480,780 (880)1,479,900 (5,080)-0.34%1,484,980 Planning and Zoning: 10800 Planning and Zoning 763,660 763,660 37,830 5.21%725,830 10810 Board of Zoning Appeals 58,440 58,440 5,000 9.36%53,440 822,100 0 822,100 42,830 5.50%779,270 Cost Center Department/Agency FY 2019 Requested Budget Adjustment Proposed Budget $ Change % Change FY 2018 Original 11900 Parks 2,175,650 (265,040)1,910,610 102,010 5.64%1,808,600 12000 Martin L. Snook Pool 148,290 148,290 15,190 11.41%133,100 12200 Fitness and Recreation 977,250 (6,000)971,250 63,300 6.97%907,950 3,301,190 (271,040)3,030,150 180,500 6.33%2,849,650 Facilities: 10900 Martin Luther King Building 112,710 (30,900)81,810 1,410 1.75%80,400 10910 Administration Building 185,920 185,920 2,320 1.26%183,600 10915 Administration Building II 127,730 (3,050)124,680 19,330 18.35%105,350 10930 Court House 645,800 (1,600)644,200 40,950 6.79%603,250 10940 County Office Building 234,170 (39,490)194,680 (630)-0.32%195,310 10950 Administration Annex 55,110 (1,510)53,600 (370)-0.69%53,970 10960 Dwyer Center 48,310 (18,000)30,310 610 2.05%29,700 10980 Rental Properties 6,000 6,000 4,000 200.00%2,000 11325 Public Facilities Annex 72,270 (5,350)66,920 13,720 25.79%53,200 1,488,020 (99,900)1,388,120 81,340 6.22%1,306,780 Business Development: 12500 Business Development 711,180 711,180 (32,500)-4.37%743,680 Total Other Government Programs 36,368,580 817,930 37,186,510 1,741,910 4.91%35,444,600 Total Proposed Expenditures 233,462,440 (4,293,100)229,169,340 7,464,280 3.37%221,705,060 Account Number Funding Source Proposed $ Change % Change FY2018 Original 400000 Real Estate Tax 113,679,470 2,642,300 2.38%111,037,170 400120 Corporate Personal Property - Current 14,057,110 299,570 2.18%13,757,540 400140 State Administration Fees (1,065,680)(485,680)83.74%(580,000) 400200 Interest on Property Tax 370,000 (30,000)-7.50%400,000 400210 Interest - Prior Year 15,000 (15,000)-50.00%30,000 400220 County Payment In Lieu of Tax 288,210 (16,750)-5.49%304,960 400230 Enterprise Zone Tax Reimbursement 223,930 (49,560)-18.12%273,490 400250 Service Charge Semi-Annual Tax 30,000 0 0.00%30,000 400260 Property Tax Sales 60,000 0 0.00%60,000 400300 Enterprise Zone Tax Credit (447,860)99,110 -18.12%(546,970) 400320 County Homeowners Tax Credit (230,000)20,000 -8.00%(250,000) 400330 Agricultural Tax Credit (390,000)(10,000)2.63%(380,000) 400340 Historical Tax Credit (1,000)0 0.00%(1,000) 400345 Other Tax Credits (82,450)(28,830)53.77%(53,620) 400355 Disabled Veteran's Credit (240,000)(60,000)33.33%(180,000) 400400 Discount Allowed on Property Tax (325,000)(5,000)1.56%(320,000) 496020 Federal Payment in Lieu of Taxes 20,840 0 0.00%20,840 125,962,570 2,360,160 1.91%123,602,410 Local Tax 400500 Income Tax 84,000,000 2,000,000 2.44%82,000,000 400510 Admissions & Amusements Tax 255,000 (25,000)-8.93%280,000 400520 Recordation Tax 6,500,000 500,000 8.33%6,000,000 400530 Trailer Tax 550,000 25,000 4.76%525,000 91,305,000 2,500,000 2.82%88,805,000 Interest 404400 Interest - Investments 650,000 250,000 62.50%400,000 404410 Interest - Municipal Investment 30,000 5,000 20.00%25,000 404420 Interest, Penalties & Fees 12,400 12,400 100.00%0 692,400 267,400 62.92%425,000 Total General Revenues 217,959,970 5,127,560 2.41%212,832,410 Program Revenues Charges for Services - Other Circuit Court 486070 Reimbursed Expenses - Circuit Court 8,420 0 0.00%8,420 486075 Circuit Court - Jurors 75,000 0 0.00%75,000 83,420 0 0.00%83,420 State's Attorney 486000 Reimbursed Expenses - State's Attorney 30,000 (25,000)-45.45%55,000 Purchasing 490020 Sale of Publications 0 (1,500)-100.00%1,500 Information Technology 403055 Other Planning Fees (GIS Plots)100 0 0.00%100 100 0 0.00%100 General Fund Revenues - Draft #1 Washington County, Maryland FY 2019 Account Number Funding Source Proposed $ Change % Change FY2018 Original 403120 Weed Control Fees 215,960 9,970 4.84%205,990 General 403135 Sheriff Auxiliary 10,000 0 0.00%10,000 404510 Rental - Building 98,120 14,870 17.86%83,250 485000 Reimburse Administrative 6,500 (1,000)-13.33%7,500 490000 Miscellaneous 151,490 1,490 0.99%150,000 490010 Gain or Loss on Sale of Asset 50,000 25,000 100.00%25,000 490080 Bad Check Fee 500 0 0.00%500 316,610 40,360 14.61%276,250 Plan Review and Permitting 401040 Miscellaneous Licenses 700 0 0.00%700 401070 Building Permits - Residential 165,000 10,000 6.45%155,000 401080 Building Permits - Commercial 120,000 10,000 9.09%110,000 401085 Municipal Fees 5,000 (11,000)-68.75%16,000 401090 Electrical Licenses Fees 11,000 (77,000)-87.50%88,000 401100 Electrical Permit - Residential 225,000 (25,000)-10.00%250,000 401110 Electrical Permit - Commercial 130,000 0 0.00%130,000 401115 HVAC Registration Fees 3,000 (15,000)-83.33%18,000 401120 HVAC Permit - Residential 95,000 (10,000)-9.52%105,000 401130 HVAC Permit - Commercial 47,000 0 0.00%47,000 401140 Other Permit Fees 42,000 0 0.00%42,000 401160 Plumbing Licenses Fees 6,000 (20,000)-76.92%26,000 401170 Plumbing Permits - Residential 110,000 0 0.00%110,000 401180 Plumbing Permits - Commercial 42,000 0 0.00%42,000 402020 Fines and Fofeitures 300 0 0.00%300 403035 Technology Fees 50,000 5,000 11.11%45,000 403045 Review Fees 170,000 20,000 13.33%150,000 440110 Drawings/Blue Line Prints 400 0 0.00%400 486045 Reimbursed Expense - Other 20,000 0 0.00%20,000 1,242,400 (113,000)-8.34%1,355,400 Engineering 440110 Drawings/Blue Line Prints 3,000 0 0.00%3,000 486010 Reimbursed Expenses - Engineering 0 0 0.00%0 3,000 0 0.00%3,000 Construction 401140 Other Permit Fees 500 0 0.00%500 402020 Fines & Forfeitures 500 0 0.00%500 403045 Review Fees 7,000 0 0.00%7,000 403055 Other Planning Fees 250 0 0.00%250 8,250 0 0.00%8,250 Account Number Funding Source Proposed $ Change % Change FY2018 Original 403040 Rezoning 7,000 0 0.00%7,000 403050 Development Fees 500 0 0.00%500 403055 Other Planning Fees 400 0 0.00%400 403030 Zoning Appeals 16,000 0 0.00%16,000 23,900 0 0.00%23,900 Sheriff - Judicial 403010 Sheriff Fees - Judicial 52,000 0 0.00%52,000 59,000 0 0.00%59,000 Sheriff - Process Servers 402010 214,000 0 0.00%214,000 Sheriff - Patrol 402000 Parking Violations 600 0 0.00%600 402040 School Bus Camera Fines 20,000 0 0.00%20,000 486020 Reimbursed Expenses - Patrol 185,000 45,000 32.14%140,000 490020 Sale of Publications 6,500 0 0.00%6,500 Speed Cameras 4,840,000 2,440,000 101.67%2,400,000 5,052,100 2,485,000 96.80%2,567,100 Sheriff - Central Booking 404510 Rental Income 15,720 0 0.00%15,720 Sheriff - Detention Center 403100 Home Detention Fees 15,000 (30,960)-67.36%45,960 403110 Prisoners Release Program Fees 15,000 (14,000)-48.28%29,000 486050 Reimbursed Expenses - Detention 2,370 (4,630)-66.14%7,000 486055 Alien Inmate Reimbursement 15,000 0 0.00%15,000 486060 Social Security Income Reimbursement 20,000 9,500 90.48%10,500 313,670 (19,030)-5.72%332,700 Sheriff - Day Reporting Center 403075 Day Reporting Fees 20,160 (25,200)-55.56%45,360 Narcotics Task Force 486030 Reimbursed Expenses - NTF 345,850 7,130 2.10%338,720 Emergency Services 403060 False Alarm Fines 25,000 (35,000)-58.33%60,000 486040 Reimbursed Expenses - Emergency Management 405,630 0 0.00%405,630 403070 EMCS Salary Reimbursement 15,600 0 0.00%15,600 446,230 (35,000)-7.27%481,230 Wireless Communications 42,400 18,170 74.99%24,230 Account Number Funding Source Proposed $ Change % Change FY2018 Original 404000 Sale of Wood 6,000 0 0.00%6,000 404010 Rental Fees 40,000 (5,000)-11.11%45,000 404020 Ballfield Fees 10,800 0 0.00%10,800 404030 Ballfield Lighting Fee 3,000 0 0.00%3,000 404040 Concession Fee 5,000 500 11.11%4,500 404300 Program Fees 9,000 0 0.00%9,000 490060 Contribution from Residents 1,000 0 0.00%1,000 499420 Fuel 1,500 0 0.00%1,500 76,300 (4,500)-5.57%80,800 Martin L. Snook Pool 404100 Swimming Pool Fees 57,000 0 0.00%57,000 404110 Swimming Pool - Concession Fee 15,000 0 0.00%15,000 72,000 0 0.00%72,000 Fitness and Recreation 404300 Program Fees 320,000 (16,750)-4.97%336,750 Total Charges for Services 8,901,070 2,320,650 35.27%6,580,420 Grants 495000 Operating Grant - Law Enforcement 455,000 15,000 3.41%440,000 496110 State Aid - Police Protection 691,800 11,070 1.63%680,730 496120 911 Fees 850,000 0 0.00%850,000 401190 Marriage Licenses 55,000 0 0.00%55,000 401200 Alcoholic Beverages License 5,000 0 0.00%5,000 401210 Trader's License 210,000 10,000 5.00%200,000 402020 Fines & Forfeitures 30,000 (20,000)-40.00%50,000 403130 Marriage Ceremony Fees 4,000 0 0.00%4,000 495100 Operating - Federal Grants 7,500 0 0.00%7,500 Total Grants for Operations 2,308,300 16,070 0.70%2,292,230 Total Program Revenues 11,209,370 2,336,720 26.34%8,872,650 Total General Fund Proposed Revenue 229,169,340 7,464,280 3.37%221,705,060 Open Session Item SUBJECT: Washington County Free Library Budget Presentation PRESENTATION DATE: March 20, 2018 at 12 noon at the Central Library PRESENTATION BY: Mary C. Baykan, Library 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 $112,520.00 CONCURRENCES: None ALTERNATIVES: None ATTACHMENTS: 2018/2019 Library Budget AUDIO/VISUAL NEEDS: None, the luncheon will be held at the Central Library and the library staff will handle all the necessary A/V needs. Board of County Commissioners of Washington County, Maryland Agenda Report Form INCREASE OR ESTIMATED INCOME 2017-2018 2018-2019 DECREASE 6001.1 Fines 73,000.00 76,000.00 3,000.00 6001.3 Fines - Boonsboro 12,000.00 12,000.00 - 6001.4 Fines - Clear Spring 3,000.00 3,000.00 - 6001.5 Fines - Hancock 2,500.00 2,500.00 - 6001.6 Fines - Keedysville 200.00 200.00 - 6001.7 Fines - Sharpsburg 790.00 790.00 - 6001.8 Fines - Smithsburg 7,000.00 7,000.00 - 6001.9 Fines - Williamsport 5,000.00 5,000.00 - 6003.1 City of Hagerstown 31,500.00 31,500.00 - 6005.1 State of Maryland 1,294,000.00 1,329,000.00 35,000.00 6007.1 Washington County 3,087,830.00 3,200,346.00 112,516.00 6008.1 Washington County for Blue Ridge Summit 1,500.00 1,500.00 - 6009.1 Photocopying 8,500.00 8,500.00 - 6015.1 Capital and Endowment Income 106,000.00 106,000.00 - 6023.1 Interest/Dividend Income 2,500.00 3,600.00 1,100.00 6025.1 Out-of-State Card Fees 3,600.00 3,600.00 - 6027.1 Book Buddies 3,000.00 3,000.00 - 6029.1 Miscellaneous Income 2,500.00 2,500.00 - 6033.1 WMPL Service Fees 19,060.00 19,060.00 - 6037.1 Operating Income Transfer 70,000.00 70,000.00 - 6039.1 Contingency Transfer 0.00 0.00 - 6050.1 Debit Card Income 8,000.00 10,000.00 2,000.00 6021.1 Unrealized gain on investments 0.00 0.00 - TOTAL 4,741,480.00 4,895,096.00 153,616.00 INCREASE OR ADMINISTRATIVE EXPENSES 2017-2018 2018-2019 DECREASE 7002.1 Printing 11,000.00 11,000.00 - 7003.1 Programs & Promotions 16,593.00 21,593.00 5,000.00 7004.1 Classified Advertisement 4,614.00 3,000.00 (1,614.00) 7005.1 Automotive Expense 14,407.00 10,000.00 (4,407.00) 7007.1 Financial Expense 50,000.00 50,400.00 400.00 7011.1 Legal Fees 350.00 350.00 - 7013.1 Postage 18,000.00 18,000.00 - 7019.1 Office Supplies 1,500.00 2,500.00 1,000.00 7021.1 Photocopier Expenses 5,000.00 5,000.00 - 7023.1 Public Access Micro Expenses 0.00 0.00 - 7025.1 Telephone - Fletcher 21,100.00 21,100.00 - 7025.3 Telephone/Internet - Boonsboro 3,100.00 4,000.00 900.00 7025.4 Telephone/Internet - Clear Spring 2,300.00 2,800.00 500.00 7025.5 Telephone/Internet - Hancock 2,000.00 2,500.00 500.00 7025.6 Telephone/Internet - Keedysville 950.00 950.00 - 7025.7 Telephone/Internet - Sharpsburg 2,068.00 2,268.00 200.00 7025.8 Telephone/Internet - Smithsburg 2,500.00 2,900.00 400.00 7025.9 Telephone/Internet - Williamsport 1,500.00 1,500.00 - 7027.1 Training & Dues 20,000.00 20,000.00 - 7029.1 Reserves 0.00 0.00 - 7031.1 Contingency/Bd. Support 4,000.00 4,000.00 - 7034.1 Blue Ridge Summit 1,500.00 1,500.00 - TOTAL 182,482.00 185,361.00 2,879.00 INCREASE OR GENERAL PROPERTY EXPENSES 2017-2018 2018-2019 DECREASE 7053.1 Maintenance Supplies 16,000.00 16,500.00 500.00 7055.1 Repair Equipment - Building 4,640.00 5,140.00 500.00 7056.1 Repair Equipment - Office Equip.6,300.00 5,300.00 (1,000.00) 7057.1 Building Repairs 4,378.00 4,878.00 500.00 7059.1 Exterior Maintenance 8,300.00 4,300.00 (4,000.00) 7063.1 Insurance 22,500.00 22,000.00 (500.00) 7065.1 Electricity-Fletcher 94,853.00 93,853.00 (1,000.00) 7065.3 Electricity - Boonsboro 7,400.00 6,400.00 (1,000.00) 7065.4 Electricity - Clear Spring 15,500.00 15,500.00 - 7065.5 Electricity - Hancock 9,000.00 9,000.00 7065.8 Electricity - Smithsburg 9,000.00 9,000.00 - 7065.9 Electricity - Williamsport 5,000.00 5,000.00 - 7067.1 Heat - Fletcher 14,100.00 14,100.00 - 7067.3 Heat - Boonsboro 7,000.00 5,000.00 (2,000.00) 7067.4 Heat - Clear Spring 7,700.00 7,500.00 (200.00) 7067.5 Heat - Hancock 6,000.00 6,000.00 - 7067.8 Heat - Smithsburg 6,000.00 6,000.00 7067.9 Heat - Williamsport 4,000.00 4,000.00 - 7069.1 Water and Sewer - Fletcher 7,600.00 7,600.00 - 7069.3 Water and Sewer - Boonsboro 800.00 800.00 - 7069.4 Water and Sewer - Clear Spring 1,350.00 1,350.00 - 7069.5 Water and Sewer - Hancock 1,200.00 1,200.00 7069.8 Water and Sewer - Smithsburg 1,400.00 1,400.00 - 7069.9 Water and Sewer - Williamsport 1,200.00 1,200.00 - 7071.1 New Equipment & Furnishings 55,079.00 45,079.00 (10,000.00) 7073.1 Service Contracts 170,000.00 215,000.00 45,000.00 7074.1 Temporary Branch Rental Fees 0.00 0.00 - 7077.1 Contingency 1,000.00 1,500.00 500.00 TOTAL 471,100.00 514,600.00 43,500.00 INCREASE OR CIRCULATION EXPENSE 2017-2018 2018-2019 DECREASE 7093.1 Books 8028.1 Software 8071.1 Mobile Unit Operating & Maint. 8075.1 Binding 8077.1 Periodicals 8085.1 Capcon 8093.1 Supplies - General 8095.1 Supplies - Audiovisual 8097.1 Contingency TOTAL 626,461.00 633,021.00 6,560.00 INCREASE OR SALARIES AND BENEFITS 2017-2018 2018-2019 DECREASE 7009.1 Insurance 396,479.00 424,056.00 27,577.00 7010.1 STD / LTD Insurance 17,000.00 17,000.00 0.00 7012.1 HR Hiring Support 300.00 300.00 0.00 7015.1 Retirement and Social Security 230,058.00 237,058.00 7,000.00 7017.1 Unemployment Benefits 2,000.00 2,000.00 0.00 7075.1 Maintenance Salaries 120,000.00 125,000.00 5,000.00 8079.1 Salaries 2,695,600.00 2,755,600.00 60,000.00 TOTAL 3,461,437.00 3,561,014.00 99,577.00 INCREASE OR GRAND TOTALS 2017-2018 2017-2018 DECREASE Total Administration 182,482.00 185,361.00 2,879.00 Total General Property 471,100.00 514,600.00 43,500.00 Total Circulation 626,461.00 633,021.00 6,560.00 Total Salaries and Benefits 3,461,437.00 3,561,014.00 99,577.00 GRAND TOTAL 4,741,480.00 4,893,996.00 152,516.00 Open Session Item SUBJECT: Water & Sewer Collections Policy PRESENTATION DATE: Tuesday, March 20, 2018 PRESENTATION BY: Jim Hovis, Chief Operating Officer and Sara Greaves, Chief Financial Officer RECOMMENDED MOTION: Motion to Approve Policy REPORT-IN-BRIEF: The policy was developed in order for timely and reasonable actions to be taken to collect past due amounts and to create a standard by which customers of water and sewer utilities will be encouraged to pay their bills on-time. DISCUSSION: Subtitle 3 of the Code of Public Laws of Washington County granted the authority of the County to establish and collect allocation fees and charges for water/sewer service. In 2016 the Maryland General Assembly further clarified this authority by adding the authority to collect these fees and allocations in the same manner as ordinary property taxes. House Bill 831 outlining this authority was approved by the General Assembly and signed by the Governor on April 26, 2016 and included in the Acts of the Gene This policy addresses forward action to be taken regarding accounts that are currently over 365 days delinquent and sets in place specific action to be taken moving forward with regards to future delinquencies. The Policy was developed with the customer in mind, while striving to collect outstanding amounts in a timely manner. FISCAL IMPACT: N/A CONCURRENCES: ALTERNATIVES: N/A ATTACHMENTS: Water & Sewer Collections Policy AUDIO/VISUAL NEEDS: Board of County Commissioners of Washington County, Maryland Agenda Report Form Washington County, Maryland Accounts Receivable Financial Policies 1 __________________________________________________________________________________________________ Section: Collections of Unpaid Water & Sewer Charges, including Interest and Penalties Purpose: To take timely and reasonable actions to collect past due amounts and to create a standard by which customers of water and sewer utilities will be encouraged to pay their bills on- time. Authority Subtitle 3 of the Code of Public Laws of Washington County granted the authority of the County to establish and collect allocation fees and charges for water/sewer service. In 2016 the Maryland General Assembly further clarified this authority by adding the authority to collect these fees and allocations in the same manner as ordinary property taxes. House Bill 831 outlining this authority was approved by the General Assembly and signed by the Governor on April 26, 2016 and included in the Acts of the General Assembly 2016, Chapter 279. Therefore, effective with the approval of the Board of County Commissioners, the following policy will be implemented for the collections of all unpaid allocations, fees, and charges associated with services for water/sewer provided by the Washington County Department of Water Quality. Delinquency The Washington County Department of Budget and Finance, Accounts Receivable (AR) shall consider and determine an account to be delinquent if an account remains unpaid for a total of thirty (30) calendar days after the end of the quarterly billing date and has a balance greater than $25.00. Notice of Delinquency: Once determined delinquent, a Notification of Delinquency letter (Exhibit A) shall be generated by Budget & Finance and sent to the tenant/property manager and/or property owner notifying them of the delinquency and including a request for payment in full within thirty (30) days of the date of this notification. The Notification of Delinquency shall include: 1. The total number of days the account has been delinquent. 2. The total amount due, including interest and penalties. 3. The date the amount is due to avoid any further action. 4. Contact information for the Washington County Department of Budget & Finance. 5. Statement informing the customer of the option to contact Budget & Finance to make payment arrangements. 6. Information regarding any known resources for financial assistance, such as the website 211md.org. Washington County, Maryland Financial Policies Washington County, Maryland Accounts Receivable Financial Policies 2 7. Warning that if the account is not made current, it will result in the unpaid delinquent amount being transferred to the owner’s property tax bill and/or be scheduled for disconnection. This Notice of Delinquency will be sent each quarter where the account is found to be delinquent. Therefore, a minimum of two letters will be mailed to the property owner and tenant/management company prior to the next step in the collections process. Lien Transfer to Tax: Accounts that are 180 days past due and have a total amount due of $500.00 or more as of March 31st, are considered critically delinquent. As such, the past due amount including penalties and interest shall be communicated to the owner in a Final Notice Lien Transfer to Tax (Exhibit B) to be mailed by April 15 each year. The letter shall clearly state that thirty (30) days from the date of the letter, the County will be adding the delinquent amount plus interest and penalties to the property owner’s property tax bill on July 1st and it shall be subject to collection in the same manner as ordinary taxes as provided by law including tax sale. Any balances not paid in 30 days will be transferred to the property owner’s tax bill. Effective Date & Delinquent Accounts: Accounts that are past due 365 days or more on the effective date of this policy shall be automatically deemed Critically Delinquent. The entirety of the amount due will be attached to the property owners tax bill thirty (30) days after a single Final Notice of Intent to Collect letter is sent to the owners’ address. The letter shall again include information on payment arrangements and financial assistance programs provided by local organizations that may offer utility assistance. Other For further detail on this policy refer to the Accounting Procedural Manual, which is maintained separately from the Financial Policies Manual. The Chief Financial Officer shall have the authority to make minor changes to the policy for administrative clarification or easier interpretation of the policy, providing policy intent is not affected by the change. Washington County, Maryland Accounts Receivable Financial Policies 3 Exhibit A Notice of Delinquency Date Mr XXXXX XXXXX XXXXXXXX Hagerstown, MD 21740 Account number: Account Address: Dear Mr. XXXX, This notice is to inform you that the above referenced account is 30 days past due. The current balance, including the late fees, is $ XX.XX. If you feel our records are incorrect, please notify this office immediately. You must pay the outstanding balance or work out a mutually agreeable arrangement within ten (10) days of the date of this letter to avoid any further action by this department. Information on payment arrangements is available by contacting the Office of Budget & Finance at 240-313-XXXX. For information on financial assistance programs provided by local organizations please visit 211MD.org (Maryland 211). Payments are accepted at the Washington County Department of Water Quality Administration Building at 16232 Elliott Parkway, Williamsport, Maryland or may be mailed to the Washington County Treasurer, 35 West Washington Street, Suite 102, Hagerstown Maryland, 21740-4868. Payments by credit card are accepted on our website (www.washco-md.net) If payment is not received by the appropriate date, your water and/or sewer account will be charged a delinquent maintenance account fee of $30.00. This department may be forced to take additional action. This action may include adding the outstanding balance, including penalties and interest, to your property tax bill and/or your water and sewer utilities may be scheduled for disconnection. Should your service be disconnected, you will be charged an additional turn-off fee and excavation fee may be required. Please do not delay in acting on this notice. Your prompt attention will help avoid unnecessary expense and inconvenience. Yours truly, XXXXXXXXXXXXX Washington County, Maryland Accounts Receivable Financial Policies 4 Exhibit B Final Notice Lien Transfer to Tax Date Mr XXXXX XXXXX XXXXXXXXX Hagerstown, MD 21740 Account number: Account Address: Dear Mr. XXXX, This letter shall serve as a final notice of the County’s intent to collect past due accounts. By receipt of this letter please understand that your account is critically past due and collection actions are imminent. As of this date your account is more than 180 days past due. The current balance, including late fees, is $ XX.XX. If you feel our records are incorrect, please notify this office immediately. You must pay the outstanding balance within thirty (30) days of the date of this letter to avoid any further action by this department. For information on financial assistance programs provided by local organizations please visit 211MD.org (Maryland 211). Payments are accepted at the Washington County Department of Water Quality Administration Building at 16232 Elliott Parkway, Williamsport, Maryland or may be mailed to the Washington County Treasurer, 35 West Washington Street, Suite 102, Hagerstown Maryland, 21740-4868. Payments by credit card are accepted on our website (www.washco-md.net) If payment is not received by the appropriate date, this department intends to take additional action as necessary to collect this debt by attaching the past due amount to your County Property Tax bill which will be dated July 1st. Please do not delay acting upon this notice. Your prompt attention will help avoid unnecessary expense and inconvenience. Yours truly, XXXXXXXXXXXXX Washington County, Maryland Accounts Receivable Financial Policies 5 Revisions Type of Revision Extent of Revision Approval Date Creation of Policy New March 6, 2018 Open Session Item SUBJECT: FY2019 Water Quality Budget Discussion – Including Proposed Rates for FY19 PRESENTATION DATE: Tuesday, March 20, 2018 PRESENTATION BY: Sara Greaves, Chief Financial Officer; Dan DiVito, Deputy Director, Division of Water Quality; Mark Bradshaw, Deputy Director, Division of Water Quality RECOMMENDED MOTION: N/A REPORT-IN-BRIEF: The FY2019 Water Quality budget will be presented which includes the following funds: Water, Sewer, Utility, and Pretreatment. Also discussed will be the FY19 proposed rate changes for Water and Sewer. DISCUSSION: Major increases and decreases in the funds will be presented along with proposed rate increases for FY2019. Water and Sewer revenue requirements show that an increase in water and sewer revenue is necessary to facilitate the Department of Water Quality’s long-range financial plans. FISCAL IMPACT: The Water Quality budget increased by 1.9% or $364,080. Proposed FY2019 rates reflect an increase over the prior year. CONCURRENCES: N/A ALTERNATIVES: N/A ATTACHMENTS: Budget summaries including Water, Sewer, Utility, & Pretreatment; Summary of Proposed Schedule of Utility Rates for FY2019 AUDIO/VISUAL NEEDS: N/A Board of County Commissioners of Washington County, Maryland Agenda Report Form General Revenues: Development Fees 1,000 0 1,000 0 Other Planning Fees 14,800 0 14,800 0 Drawings/Blue Line Prints 7,500 0 7,500 0 Inspection Projects 30,000 0 30,000 (16,990)1 -36.16%46,990 Contract Operations 291,570 0 291,570 17,950 1 6.56%273,620 344,870 0 344,870 960 0.28%343,910 1 - Adjusted to agree with total billable contract operations expense and inspection projects expense. Miscellaneous Revenues: Interest, Penalties & Fees 200 0 200 0 Utility Admin Charge 3,744,240 0 3,744,240 (33,260)2 -0.88%3,777,500 General Fund Appropriation 201,950 0 201,950 0 3 0.00%201,950 3,946,390 0 3,946,390 (33,260)-0.84%3,979,650 2 3 Lab Revenues:150,000 0 150,000 10,000 4 7.14%140,000 4 Total Revenues 4,441,260 0 4,441,260 (22,300)-0.50%4,463,560 Washington County, Maryland Proposed Utility Fund Operating Budget Detailed Summary Fiscal Year 2019 FY 2019 Proposed Original Budget FY 2018CategoryRequestedAdjustment% Change$ Change -Expenses associated with watershed and stormwater services provided are expected to remain consistent. - Adjusted to meet the operating requirements of the Utility Admin Fund which supports all Water Quality Departments. - Increased Lab Testing revenue due to gradual increases over prior years that is expected to continue. Washington County, Maryland Proposed Utility Fund Operating Budget Detailed Summary Fiscal Year 2019 FY 2019 Proposed Original Budget FY 2018CategoryRequestedAdjustment% Change$ Change Utility Administration 1,584,860 1,584,860 (50,270)5 -3.07%1,635,130 Engineering 551,590 551,590 (87,730)6 -13.72%639,320 Laboratory 657,350 657,350 52,690 7 8.71%604,660 Maintenance 1,123,940 1,123,940 35,890 8 3.30%1,088,050 Stormwater & Watershed 201,950 201,950 11,460 9 6.02%190,490 Inspection Projects-Billable 30,000 30,000 (16,010)10 -34.80%46,010 Contract Operations-Billable 291,570 291,570 31,670 11 12.19%259,900 Total Expenses 4,441,260 0 4,441,260 (22,300)12 -0.50%4,463,560 5 6 7 8 9 10 11 Salaries and Benefits 3,233,600 0 3,233,600 (157,540)-4.65%3,391,140 Operating 1,205,260 0 1,205,260 135,340 12.65%1,069,920 Capital Outlay 2,400 0 2,400 (100)-4.00%2,500 4,441,260 0 4,441,260 (22,300)-0.50%4,463,560 - Contracted/Purchased Services increased $7,000 due to an anticipated increase in service contracts. - Gasoline increased $8,500 based on a higher projected cost per gallon and number of gallons used. - Salaries and Benefits increased $16,310 due to the proposed cost of living adjustment. - Salaries and Benefits increased $5,700 due to a combination of a lower percentage of salaries being allocated to this Inspection Projects-Billable: - Contracted/Purchased Services increased $29,000 based on the increase in private development activity requiring Contract Operations-Billable: Engineering: General Revenues: Rental - Other 103,230 0 103,230 1,080 1 1.06%102,150 Connection Fees 2,830 0 2,830 0 106,060 0 106,060 1,080 1.03%104,980 1 Utility Revenues: Residential 770,100 0 770,100 15,600 2 2.07%754,500 Comm/Industrial I 37,400 0 37,400 100 2 0.27%37,300 Comm/Industrial II 58,000 0 58,000 3,900 2 7.21%54,100 Vol/Public Service 1,600 0 1,600 100 2 6.67%1,500 867,100 0 867,100 19,700 2.32%847,400 2 Miscellaneous Revenues: Interest, Penalties, & Fees 30,000 0 30,000 0 3 0.00%30,000 Fund Balance Reserve 449,190 0 449,190 60,910 4 15.69%388,280 479,190 0 479,190 60,910 14.56%418,280 3 Interest, Penalties & Fees: 4 Fund Balance Reserve: Total Revenues 1,452,350 0 1,452,350 81,690 5.96%1,370,660 Washington County, Maryland Proposed Water Fund Operating Budget Detailed Summary Fiscal Year 2019 $ Change No t e Requested % ChangeCategoryAdjustment FY 2019 Proposed Budget Original Budget FY 2018 - Budgeted based on historical trend. - Increased to reflect rental revenue from agreements with cellular companies. - Adjusted based on rate model projections. - Adjusted based on rate model projections. Washington County, Maryland Proposed Water Fund Operating Budget Detailed Summary Fiscal Year 2019 $ Change No t e Requested % ChangeCategoryAdjustment FY 2019 Proposed Budget Original Budget FY 2018 General Operations 703,690 0 703,690 24,570 5 3.62%679,120 Maintenance Treatment Plants 116,670 0 116,670 37,480 6 47.33%79,190 Elk Ridge Treatment Plant 20,060 0 20,060 (930) Highfield Treatment Plant 55,870 0 55,870 2,530 Mt. Aetna Treatment Plant 37,150 0 37,150 2,950 Sandy Hook Treatment Plant 35,050 0 35,050 2,360 Sharpsburg Treatment Plant 303,250 0 303,250 (11,700)7 -3.71%314,950 Distribution Lines Operations 105,430 0 105,430 12,500 8 13.45%92,930 Distribution Lines Maintenance 75,180 0 75,180 11,930 9 18.86%63,250 Total Expenses 1,452,350 0 1,452,350 81,690 10 5.96%1,370,660 5 salaries being allocated to this department based on prior years actual expense. - Debt service increased by $14,250 due to projected new bonds issued. - Contracted/Purchased Services decreased by $25,000 due to being budgeted in department 41020-Maintenance Treatment Plants. 6 of salaries being allocated to this department based on prior year's actual expense. - Contracted/Purchased Services increased $25,000. Expense was previously budgeted in department 41010 General 7 8 9 10 Category Summary: Salaries and Benefits 557,120 0 557,120 (3,440) Operating 892,500 0 892,500 82,400 Capital Outlay 2,730 0 2,730 2,730 Distribution Lines Operations: Distribution Lines Maintenance: General Operations: Maintenance Treatment Plants: Sharpsburg Treatment Plant: Washington County, Maryland Department of Water Quality Proposed Rates for FY 2019 Water Rates Current Proposed Retail Classes Quarterly Quarterly Increase Rates Rates % $ Base for 6,000 gal Res Full Service 101.76 104.76 2.9%3.00 Comm I Full Service 101.76 104.76 2.9%3.00 Comm II Full Service 123.75 129.40 4.6%5.65 Volunteer Service 101.76 104.78 3.0%3.02 Volume per 1,000 gal Res Full Service 11.28 11.78 4.4%0.50 Comm I Full Service 11.54 12.05 4.4%0.51 Comm II Full Service 9.05 9.30 2.8%0.25 Volunteer Service 11.28 11.82 4.8%0.54 Non-metered Accounts 169.44 175.44 3.5%6.00 Charge for 12,000 gal Per Quarter - Average Residential Customer Increase Current Proposed % $ Base Charge (6,000 gal)101.76 104.76 2.9%3.00 Vol Charge (6,000 gal)67.68 70.68 4.4%3.00 Total bill 169.44 175.44 3.5%6.00 Allocation Revenues: Connection Fees 500,000 0 500,000 (70,000)1 -12.28%570,000 Grinder Pump Fees 6,500 0 6,500 0 506,500 0 506,500 (70,000)-12.14%576,500 Utility Revenues: Residential 4,695,500 0 4,695,500 128,100 2 2.80%4,567,400 Comm/Industrial I 146,000 0 146,000 5,400 2 3.84%140,600 Comm/Industrial II 1,372,100 0 1,372,100 27,900 2 2.08%1,344,200 Vol/Public Service 3,400 0 3,400 (600)2 -15.00%4,000 Dist/Coll Service 1,183,900 0 1,183,900 16,300 2 1.40%1,167,600 7,400,900 0 7,400,900 177,100 2.45%7,223,800 1 Connection and Grinder Pump Fees: 2 Utility Revenues: Other Service Revenues: Sludge 36,000 0 36,000 (19,000)3 -34.55%55,000 Pretreatment Permit Fees 12,050 0 12,050 0 48,050 0 48,050 (19,000)-28.34%67,050 3 Sludge: Wholesale Revenues:1,856,000 0 1,856,000 97,900 4 5.57%1,758,100 4 Miscellaneous Revenues: Interest, Penalties & Fees 100,000 0 100,000 20,000 5 25.00%80,000 Reimburse Administrative 3,000 0 3,000 0 Fund Balance Reserve 2,741,230 0 2,741,230 100,240 6 3.80%2,640,990 2,844,230 0 2,844,230 120,240 4.41%2,723,990 5 6 Total Revenues 12,655,680 0 12,655,680 306,240 2.48%12,349,440 Washington County, Maryland Proposed Sewer Fund Operating Budget Detailed Summary Fiscal Year 2019 $ Change % ChangeCategoryRequestedAdjustmentProposed Original Budget FY 2018 - Reduced based on prior years actuals and anticipated construction. - Adjusted based on rate model projections. - Increased based on rate model projections. - Adjusted based on rate model projections. - Increased based on historical trend. Washington County, Maryland Proposed Sewer Fund Operating Budget Detailed Summary Fiscal Year 2019 $ Change % ChangeCategoryRequestedAdjustmentProposed Original Budget FY 2018 General Operations 7,545,090 0 7,545,090 (107,410)7 -1.40%7,652,500 Maintenance Treatment Plants 378,990 0 378,990 52,300 8 16.01%326,690 Antietam Treatment Plant 220,070 0 220,070 22,270 Conococheague Treatment Plt 1,758,960 0 1,758,960 152,020 9 9.46%1,606,940 Sandy Hook Treatment Plant 78,750 0 78,750 5,140 Smithsburg Treatment Plant 348,720 0 348,720 35,800 10 11.44%312,920 Winebrenner Treatment Plant 341,000 0 341,000 (9,680) Collection Lines Operations 1,319,060 0 1,319,060 104,750 11 8.63%1,214,310 Collection Lines Maintenance 665,040 0 665,040 51,050 12 8.31%613,990 Total Expenses 12,655,680 0 12,655,680 306,240 13 2.48%12,349,440 7 - Salaries and Benefits decreased $194,780 due to a lower percentage of salaries being allocated to this department based on prior years actual expense. 8 9 for an apprentice. 10 - Contracted/Purchaseds Service increased $2,100 to allow for SBR cleaning. - Electric increased by $2,500 due to prior years and anticipated usage. 11 of salaries being allocated to this department based on prior years actual expense. 12 of salaries being allocated to this department based on prior year's actual expense. - Supplies/Materials-Maintenance increased $9,520 due to force main and gravity breaks increasing based on aging 13 Category Summary: Salaries and Benefits 3,324,740 0 3,324,740 63,310 Operating 9,308,440 0 9,308,440 229,430 Capital Outlay 22,500 0 22,500 13,500 Collection Lines Maintenance: Maintenance Treatment Plants Conococheague Treatment Plant: Smithsburg Treatment Plant: Collection Lines Operations General Operations: Washington County, Maryland Department of Water Quality Proposed Rates for FY 2019 Sewer Rates Current Proposed Retail Classes Quarterly Quarterly Increase Rates Rates % $ Base for 6,000 gal Res Full Service 118.40 122.20 3.2%3.80 Comm I Full Service 120.58 125.00 3.7%4.42 Comm II Full Service 122.75 127.59 3.9%4.84 Comm III Full Service 122.75 127.59 3.9%4.84 Volunteer Service 118.40 123.05 3.9%4.65 Res/Comm Coll Ser 55.40 56.30 1.6%0.90 Volume per 1,000 gal Res Full Service 6.78 7.08 4.4%0.30 Comm I Full Service 7.61 7.88 3.5%0.27 Comm II Full Service 8.70 8.96 3.0%0.26 Comm III Full Service 5.93 6.15 3.7%0.22 Volunteer Service 6.78 7.04 3.8%0.26 Res/Comm Coll Ser n/a n/a n/a n/a Non-metered Accounts 159.08 164.68 3.5%5.60 Current Proposed Wholesale Class Per 1,000 Gal Per 1,000 Gal Increase Rates Rates % $ All Wholesale Customers 6.93 7.27 4.9%0.34 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)118.40 122.20 3.2%3.80 Vol Charge (6,000 gal)40.68 42.48 4.4%1.80 Total bill 159.08 164.68 3.5%5.60 Pretreatment Revenues 345,600 0 345,600 0 0.00%345,600 Miscellaneous Revenues 527,290 0 527,290 (1,550)1 -0.29%528,840 Total Revenues 872,890 0 872,890 (1,550)-0.18%874,440 General Operations 872,890 0 872,890 (1,550)2 -0.18%874,440 Total Expenses 872,890 0 872,890 (1,550)-0.18%874,440 1 2 - Decreased Fund Balance Reserve based on funds needed to pay debt service. - Decreased based on debt service schedules. Original Budget FY 2018$ Change % Change No t e Category Requested Adjustment FY 2019 Proposed Budget