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HomeMy WebLinkAbout970826 August 26, 1997 Hagerstown, Maryland The Regular Meeting of the Board of County Commissioners of Washington County was called to order at 10:00 a.m. by the President, Gregory I. Snook, with the following members present: Commissioners John S. Shank, R. Lee Downey, and James R. Wade. Commissioner Ronald L. Bowers was absent. PLEDGE OF ALLEGIANCE The Pledge of Allegiance to the Flag was recited by the full assemblage. PUBLIC HEARING - Application for Amendment - Washington County Water and Sewerage Plan The Commissioners convened the public hearing regarding WS-97-1, the Application for Amendment to the Washington County Water and Sewerage Plan. Bert Iseminger, the Chairman of the Washington County Planning Commission, and Bob Arch, Director of Washington County Planning & Community Development, along with members of the Planning Commission, met with the Commissioners to  determine if the proposed amendment is consistent with Washington Countys Comprehensive Plan and to discuss the amendment which requests expansion of the Martins Crossroads Restricted Use water service area with the assignment of a priority designation of W-5, Planned Service. Mr. Iseminger stated that the record will remain open and written comments received for a period of ten days following this hearing. The purpose of the amendment is to provide public water service to the Washington County landfill located west of MD Route 63, the Greencastle Pike. The provision of service would involve an extension of the existing water line on MD63 a distance of approximately 2,000 feet along an unnamed private lane located 700 feet south of Landfill Road. In addition to serving the existing facilities at the landfill, this water line extension would also serve several parcels, some containing existing dwellings located along the private lane. These dwellings and the landfill currently depend on individual wells for water. It was noted that easements would have to be acquired from the property owners; and, in exchange for those easements, the property owners requested service due to contamination of their wells. Mr. Arch stated the request for amendment is not intended to promote development in the area. The hearing was then opened for public testimony. There was no one present who wished to testify in opposition to or in support of the proposed amendment. The public hearing adjourned at 10:19 p.m. HUMAN RESOURCE ISSUES Alan Davis, Human Resource Director, addressed the following topics: a. Water & Sewer Marketing Position - Mr. Davis reviewed a draft job description, assigned Grade 12, for an Industrial Pre-Treatment Marketing Coordinator with a suggested total budget of $67,411. An Office Associate III position is also requested for administrative support and would be funded through the Water & Sewer budget. Both proposed positions have received the endorsement of the Water & Sewer Advisory Commission. Rodney Shoop, County Administrator, stated that it would be beneficial to advertise the positions in-house first. Discussion followed regarding remuneration (possibility of base pay plus incentives), County positions increasing in number despite an effort to reduce the total workforce, advertising in-house or on-the-street. Motion made by Commissioner Wade to give the staff authority to advertise in- house to fill this position; seconded by Downey, with the stipulation that the person be notified that the position may be temporary. Unanimously approved. This motion was later amended by Commissioner Wade, seconded by Downey, to include the Office Associate III position. b. Accounting Clerk Position, Water & Sewer Department - The Commissioners discussed the Accounting personnel at the Water & Sewer Department being moved to the Budget & Finance Office at the County Administration Building. The AUGUST 26, 1997 PAGE TWO roadblock to this action is facility restrictions. The five-year Comprehensive Facility Plan will be reviewed by Mr. Shoop and some of his senior staff at a later date. They will address the office space problem at that time. Mr. Davis advised the Commissioners that the Office Associate III position at the Roads Department has been filled by a Water & Sewer Department employee who took a voluntary demotion. Discussion centered around reorganization of the Accounting Department and whether there is a need to fill this position. c. Performance Evaluation System Policy # PR-19 - Mr. Davis reviewed with the Board the draft policy for the new Performance Evaluation System which became effective July 1, 1997. He stated that this system is designed to facilitate an information exchange and to influence performance. All employees must meet  ten different performance factors (an activity or responsibility of an  employee of sufficient importance to be identified and defined); however, department heads and division directors must meet an additional three (for a total of 13). Mr. Davis explained the three stages of the evaluation process: (1) First Session entails performance goal setting review. Specific performance factors and goals will be agreed upon and the total form reviewed. (2) Second Session involves the interim performance review to discuss performance and note any changes in conditions or assumptions affecting goals. (3) Third Session is the final performance review held at the end of the performance appraisal period (usually mid-May). Mr. Davis also explained the appeals process which is in place and noted that training for department heads is scheduled to begin over the next few months. Commissioner Snook stated the appeals process should be fair to all employees and that the final appeal for below-par evaluations should be through a bipartisan review which, in our system, would be the County Commissioners. Mr. Snook also asked that Mr. Davis periodically inform the Commissioners of  employees having received a rating of 2" or below and to present documentation as to why this occurred. d. Wage & Classification Program Policy # PR-18 - Mr. Davis then reviewed the draft Wage & Classification Program Policy with the Board. He explained that there is a 60% spread from mid-point to max and that mid-point reflects market levels. All new employees will be brought into the system at the minimum or entry wage. Salary advancement within the range is based on employee performance and salary position within the range. All grade assignments are consistent with the Wage & Salary Study. Mr. Davis also pointed out that for purposes of reclassification, the incumbent will receive a 2% bump; and for purposes of promotion, the individual will receive a 4% bump. Motion made by Commissioner Wade, seconded by Shank, to adopt the Performance Evaluation Policy as presented with (1) the stipulation that an evaluation  level of 2" or below be brought before the Board, and (2) the policy be modified to reflect attendance -- including leaving work early. Unanimously approved. The Commissioners decided to defer approval of the Wage & Classification Policy until a full Board is present. THE GREAT HAGERSTOWN AIR SHOW Carolyn Motz, Washington County Regional Airport Manager, provided an update on the upcoming Air Show, scheduled September 6 and 7, 1997, from 9:00 a.m. - 4:00 p.m. at the Washington County Regional Airport. Ticket prices are $7.00 in advance for adults; $5.00 in advance for children ages 6 thru 12 and  seniors age 65 and older. Mrs. Motz also distributed a Schedule of Events. AUGUST 26, 1997 PAGE THREE CURRENT CONSTRUCTION ACTIVITY Gary Rohrer, Director of Washington County Division of Public Works, reported on a wide variety of Public Works projects currently under design or construction to include: overlay projects, Notley Drive, Bikle Road bridge, Cedar Ridge Road bridge, Clopper Road bridge, Crystal Falls Road bridge, Oak Ridge Drive bridge, landfill access road, Mooresville Road culvert, Shawley Drive, Solid Waste Cell N2 and N3, Sharpsburg water, Mt. Aetna water system, Pangborn East, Cavetown I, Cavetown II, Beaverbrook, Robinwood/Mt. Aetna, and the Conococheague BNR project. KEMPS MILL DAM Gary Rohrer, Public Works Director, advised the Commissioners that the Kemps  Mill Dam is classified as a low hazard structure by MDE. It is privately owned and in need of repairs. Washington County has no jurisdiction regarding maintenance and repairs. A repair order will be issued by MDE. RECESS - LUNCH The Commissioners recessed at 12:12 p.m. for lunch. AFTERNOON SESSION The Afternoon Session was called to order at 1:03 p.m. by the President, Gregory I. Snook, with the following members present: Vice President John S. Shank, Commissioners Ronald L. Bowers, R. Lee Downey, and James R. Wade. Commissioner Snook announced that a fax had been received from the Justice Department notifying the Commissioners that Washington County will receive a $545,000 grant for the COPS Program. Commissioner Snook also noted that it is believed that Washington County is the only County in the State to have received this funding. DRAFT CONSOLIDATED GENERAL SERVICE AGREEMENT FOR CITY/COUNTY JOINT SEWER SERVICE Gary Rohrer, Director of Washington County Division of Public Works; Rick Thomas, Manager of the City of Hagerstown Water Pollution Control; Greg Murray, Director of Washington County Water & Sewer Department; and Austin Draft Abraham, Project Coordinator for the City of Hagerstown, presented a Consolidated General Service Agreement for City/County Joint Sewer Service to the County Commissioners. The purpose of this agreement is to consolidate all joint service agreements into a concise document that facilitates mutual understanding of the service agreements and enables efficient administration of the terms of the agreement. The draft Consolidated Service Agreement is based on the original General Service Agreement dated May 1, 1978. Mr. Rohrer, Mr. Thomas, Mr. Murray, and Mr. Abraham emphasized that the terms of the agreement remain unchanged. After presentations on the history behind the joint service agreement with the County, the current form of the agreement, and a detailed review of the agreement, a lengthy discussion ensued. Presentation to the Mayor and Council is scheduled for this afternoon at 4:00 p.m. Mr. Rohrer asked that the Commissioners meet jointly with the Mayor and Council to discuss the proposed document. Two approaches were offered for formal action by each party: (a) Adopt the Consolidated General Service Agreement as an interim agreement, OR (b) Accept the Consolidated General Service Agreement as a working document to facilitate further negotiations. Both City and County staff recommended (a) adoption of the Consolidated Service Agreement as an interim agreement because the benefits of simplified administration can be in place while other changes are negotiated. Commissioner Snook thanked the staff for all the work that went into preparation of this document and stated that he looked forward to getting back AUGUST 26, 1997 PAGE FOUR together for further discussion. The target date for formal action is 45 days  from todays presentation. CONVENE IN CLOSED SESSION Motion made by Commissioner Downey, seconded by Wade, to convene in at 3:03 p.m. with regard to personnel matters, to consult with Counsel to obtain legal advice, to consider businesses relocating to Washington County in accordance with Section 10-508 of the State Government Article of the Annotated Code of Maryland. Unanimously approved. RECESS The Commissioners recessed at 5:06 p.m. In , the Commissioners discussed three (3) personnel issues, and one (1) property matter. EVENING SESSION - FAIRPLAY FIRE HALL The Evening Session of the Board of County Commissioners of Washington County, Maryland, was called to order at the Halfway Fire Hall at 7:00 p.m. by the President, Gregory I. Snook, with the following members present: Vice President John S. Shank, and Commissioners Ronald L. Bowers, R. Lee Downey, and James R. Wade. INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was delivered by Commissioner Snook followed by the Pledge of Allegiance to the Flag by the full assemblage. COMMISSIONERS REPORTS AND COMMENTS Commissioner Shank reported on the Associated Builders and Contractors  graduation, the Purina Mills ribbon cutting ceremony, and Everybodys Day at PenMar Park. CITIZENS PARTICIPATION Joyce Dunn, President of the Maugansville Historical Society, thanked the Commissioners for addressing the issue of the Wilhide House so promptly and for sending Bob Graff, Facilities Administrator, to their meeting yesterday to work out a proposal. Mr. Graff advised them that they would receive a letter which detailed the arrangement. A gentleman in the audience asked if a policy existed to dispose of dead trees along County roads. He was specifically referring to Manor Church Road (1/4 mile east of Manor Church on the left). Rod Shoop, County Administrator, explained that if the dead trees were in a County right-of-way, the County will cut the trees down; if on private property, it is the responsibility of the property owner. Mr. Shoop said that he would contact the Road Department and ask them to check out the situation. Joseph Walker addressed the issue of fiscal responsibility and the Water & Sewer debt. Commissioner Snook noted that an advisory group at Water & Sewer works on these issues and that these meetings are open to the public. The Advisory Commission makes recommendations to the Commissioners. The group looks at other ways of building a customer base and reducing the debt. Commissioner Wade noted that rates have been raised, taxes have been raised, and a plan is in place to pay off the debt. A gentleman asked for a definition of a special taxing district. Commissioner Snook explained that a special taxing district is requested by an area developer. The district consists only of property the developer is going to AUGUST 26, 1997 PAGE FIVE build on, and the only people who pay the tax are those who move onto that property. A taxing district helps the developer with his bonds. The County has no liability and earns revenue from such districts. Bob Walton invited the Commissioners to attend Pride Days this coming weekend (August 30th and 31st). Joe Swope (1) made some suggestions on procedural matters, (2) requested that public hearings that have a large dollar impact be held at evening meetings only, (3) stated that policy should be changed regarding meetings, (4) noted that the Application for Amendment to the Water & Sewer Plan was for a service area outside of the Urban Growth area, (5) stated that the proposed marketing position is taking $67,000 out of the Water & Sewer budget that could be used for other purposes, (6) concerning Prime Retail, he feels there is already enough retail in the area, (7) noted that the original intent of Program Open Space for the Ag Center was for it to be used for agriculture; now buildings, parking lots, and infrastructure are being built, and (8) voiced concerns that the fairgrounds, Ag Center, and Woodmont are restricted to the general public. Mr. Swope also thanked the Commissioners for extending the public comment period to September 26th after the public hearing on September 11th at Smithsburg regarding the Draft Environmental Impact Statement (EIS) for the Base Realignment and Closure (BRAC) Disposal and Reuse of U.S. Army Garrison Fort Ritchie, Maryland.  CONTRACT AWARD: (PUR-622) INVESTMENT SERVICES FOR THE DEFINED BENEFIT  RETIREMENT PLAN FOR THE EMPLOYEES OF WASHINGTON COUNTY Commissioner Snook turned the meeting over to Vice President Shank. Karen Luther, Purchasing Agent, and James Stahl, Financial Consultant with BGS&G,  (Washington Countys actuarial service provider)discussed with the Commissioners the proposals received for Investment Services. Mrs. Luther explained that considerations other than the fee had to be taken into account,  such as each companys investment philosophy and past performance. The Coordinating Committee made the decision to consult BGS&G for their expertise  in analyzing each proposers performance information. Mr. Stahl analyzed each proposal for the Commissioners. Motion made by Commissioner Bowers that all bids be rejected and reviewed with a consultant involved in preparation of the Request For Proposal (RFP). Motion died for lack of a second. Motion made by Commissioner Downey, seconded by Shank, to proceed with award of the bid to INVESCO Capital Management, Inc. based on their track record and the recommendation of the Coordinating Committee as well as their advisor at an annual fee of $121,000.00 for a Total Lump Sum Fee Proposal for three (3) years of $363,000.00, for a one-year period with an option by the Board to renew for up to two (2) additional consecutive one (1) year periods. Motion  carried with Commissioners Downey, Shank, and Wade voting AYE, Commissioner  Bowers voting NO, and Commissioner Snook ABSTAINING.  It was noted that the next time this contract comes up for bid, the Countys Actuarial Firm will be involved in writing the RFP. FIRE & RESCUE UPDATE Commissioner Snook introduced Bob Cumberland, Fire & Rescue Planner. Mr. Cumberland provided the Commissioners with information on training for Emergency Services personnel through the availability of Fire Emergency Television Network (FETN) videotapes. This method of training will save travel time and money, as well as allow Fire & Rescue personnel to spend more AUGUST 26, 1997 PAGE SIX time with their families. Courses are available that provide college credit and continuing education credit. Mr. Cumberland noted that the Association is looking at problems with Sharpsburg EMS and ways to provide better service to the community. He also reported that all responders to hazardous incidents will be trained to the OSHA standards by January. Mr. Cumberland addressed the need for 25-30 acres of ground for training facilities. Commissioner Shank reported that he had received a phone call from a fire station saying that all three of their units were broken down and they were in need of replacements. Commissioner Shank suggested that a system be set up so fire companies can call for replacements when necessary. APPROVAL OF LOCAL MANAGEMENT BOARD (LMB) RESOLUTION Motion made by Commissioner Shank, seconded by Bowers, to approve the LMB Resolution as presented. Unanimously approved. BID AWARD: BIKLE ROAD BRIDGE Motion made by Commissioner Bowers, seconded by Wade, to award the Bikle Road Bridge Replacement Contract to Antietam Construction with the low responsive bid of $276,555.00. Unanimously approved. Bakers Lane APPROVAL: NEW ROAD NAME - Motion made by Commissioner Shank, seconded by Downey, to approve the name of Bakers Lane for the private lane that currently serves the property of Terry L. Baker off the west side of National Pike just north of the intersection of Orebank Road in Clear Spring. Unanimously approved. MARYLAND HOUSING REHABILITATION PROGRAM - LETTER OF INTENT Motion made by Commissioner Bowers, seconded by Downey, to submit a Letter of Intent to participate in the Maryland Housing Rehabilitation Program (MHRP) and to utilize all funds. Unanimously approved. MACo AND MARYLAND, YOU ARE BEAUTIFUL UPDATE Paulette Sprinkle, Washington County Program Coordinator, gave each of the Hub City - Celebrating Life in Washington County Commissioners a copy of from Frederick Magazine the publishers of . This publication has a circulation of 35,000 and was entirely dedicated to Washington County. Market value for this particular publication is $60,000. Ms. Sprinkle also presented to the Best Decorated County Exhibit Commissioners the MACo Award for the . The MACo exhibit was a joint effort by Allegany, Garrett, and Washington Counties and  was centered around the theme of Old National Pike. Regarding Maryland,  You Are Beautiful, Ms. Sprinkle reported that 61 individuals have been  nominated through the program. The reception will be held at Richardsons Restaurant on Tuesday, September 30th, from 11:30 a.m. to 1:00 p.m. Commissioner Snook thanked Ms. Sprinkle for all her hard work on this very unique display. Ms. Sprinkle is duplicating the award for presentation to Allegany and Garrett Counties at the Western Maryland Commissioners meeting on Friday, October 3, 1997, at Woodmont Rod & Gun Club. PRESENTATION - AG CENTER MUSEUM Dr. Pete Callas, Chairman of the Farm Museum Committee, made a presentation to the Commissioners to provide an overview of the Rural Heritage Museum and to explain the direction in which the Committee is moving. Dr. Callas stated that the total operations funding for the museum will be $175,000; and, within ten years, this facility will pay for itself and will be a County-owned building. He also emphasized that citizens will have access to the facility and grounds. After his presentation, Dr. Callas fielded comments and questions from the public. AUGUST 26, 1997 PAGE SEVEN APPLICATION - TRANSIENT VENDOR LICENSE Motion made by Commissioner Bowers, seconded by Shank, to approve a transient vendor license for Charles F. Homier, Jr. of Homier Distributing Company for a tool sale to help raise money for the Ag Center on September 25-28, 1997. Unanimously approved. RESOLUTION RELATING TO LEASE-PURCHASE AGREEMENT Motion made by Commissioner Downey, seconded by Wade, to adopt a resolution to approve and authorize the Boonsboro Ambulance and Rescue Service, Inc. to enter into a lease-purchase agreement in an aggregate principal amount not to exceed $110,000.00 to finance equipment consisting of one 1997 Rescue Truck, to be located at the Service in Boonsboro, Maryland contingent upon the Public Hearing on August 27, 1997. Unanimously approved. ADJOURNMENT Commissioner Snook thanked the Fairplay Fire Hall members for use of their facility and also for keeping watch over the Ag Center. Motion made by Commissioner Downey, seconded by Bowers, to adjourn at 9:40 p.m. Unanimously approved. _____________________________ Rodney M. Shoop County Administrator _____________________________ Beth L. Evans Assistant County Attorney ____________________________, Clerk Joni L. Bittner, Clerk (prepared by Joyce A. Wyckoff, Executive Office Associate)