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HomeMy WebLinkAbout980310 March 10, 1998 Hagerstown, Maryland The Commissioners attended the annual breakfast meeting sponsored by the Washington County Extension Service at 7:30 a.m. The Regular Meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 9:00 a.m. by the President, Gregory I. Snook, with the following members present: Vice President John S. Shank, . and Commissioners Ronald L. Bowers and R. Lee Downey 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. APPROVAL OF MINUTES - FEBRUARY 25 AND 26, 1998 Motion made by Commissioner Bowers, seconded by Downey, to approve the minutes of February 25 and 26, 1998, as submitted. Unanimously approved. RECOMMENDATION TO ADOPT RESOLUTION - BOUNDARY REVISION OF CLOVERTON/GREENLAWN SEWER SERVICE AREA 5-1 Motion made by Commissioner Shank, seconded by Bowers, to adopt a resolution to amend the boundaries of Cloverton/Greenlawn Sewer Service Area 5-1, set forth on a revised plat as prepared by the Washington County Water and Sewer Department dated January 30, 1998, and bearing Drawing No. P-051-1001.  Motion carried with Commissioners Shank, Bowers, and Downey voting AYE  and Commissioner Snook ABSTAINING. (A copy of the Resolution is attached.) BUDGET PRESENTATION - AIR UNIT Don Koons, Chief of the Washington County Air Unit, presented the Fiscal Year 1999 budget request for the Air Unit in the amount of $92,400. AUTHORIZATION TO ORDER EQUIPMENT - AIR UNIT Motion made by Commissioner Bowers, seconded by Shank, to authorize the Air Unit to purchase a chassis to replace a 1980 unit at an estimated to cost of $60,000, with funds to be taken from the FY 1998 surplus. Unanimously approved.  COUNTY ADMINISTRATORS COMMENTS Rodney Shoop, County Administrator, informed the Commissioners that the military ceremony for the closing of Fort Ritchie will be held on July 17. MARCH 10, 1998 PAGE TWO He also advised the Commissioners that the budget workshop on March 26 has been extended to 3:00 p.m. and an additional workshop has been added on April 2 from 9:00 a.m. to 12:00 p.m. Mr. Shoop provided an update on the  retaining wall being built at the Veterans Memorial at Marty Snook Park. He listed the companies which are donating materials for this project. WATER AND SEWER REVENUE DISCUSSIONS Debra Bastian, Director of Finance, and Greg Murray, Director of the Water & Sewer Department, met with the Commissioners to review the preliminary projections for the water, sewer, and pretreatment fundsfor fiscal years 1999 through 2008. Ms. Bastian stated that they are considering a reduction of the general fund contribution to the water and sewer funds. She reviewed projections for the water fund showing the prior year projected increases and Option 1 which reduces the general fund contribution and maintains a 22 percent reserve for operations and maintenance (O & M). Ms. Bastian stated the proposed water rates assume a four percent increase. Commissioner Downey asked that the Water and Sewer Advisory Commission  review the increase projected for the Martins Crossroads water system and the impact to the customers if both the City of Hagerstown and the County increase rates. Ms. Bastian presented four options for the sewer fund. She stated that the difference between the assumptions and the original projections is the reduction in O & M expenditures and the savings realized in biological nutrient removal (BNR) costs and associated borrowing. Option 1 would maintain a general fund contribution of $2.7 million and a 25% O & M reserve; Option 2 includes a $2.5 million general fund contribution and a 25% O & M reserve; Option 3 provides a $2.5 million general fund contribution and maintains a positive cash balance; and Option 4 includes a $2.3 million general fund contribution and maintains a positive cash balance. These two items will lower the rate increases needed. The Commissioners then discussed the future plans for extension of the lines in the Halfway Boulevard/Hopewell Road area. The Commissioners reviewed each of the four options presented. The Commissioners agreed to interrupt the  presentation in order to hold citizens participation as scheduled on the agenda. CITIZENS PARTICIPATION Tom Grosh asked the Commissioners to consider changing the scheduled public hearing on the request to close the service road at the west end of Licking Creek to a location in the western section of the County. James Devine stated that he is opposed to moving the YMCA from a downtown location. He also asked that the sidewalks between Northern Avenue and North Hagerstown High School be repaired. Jim Tucker asked the Commissioners to abandon the Robinwood Drive bypass alternatives which are not feasible. Ned Garrett requested the elimination of Alternates A, B, C, and D as proposed for the Robinwood Drive bypass. WATER AND SEWER REVENUE DISCUSSIONS - CONTINUED Ms. Bastian presented rate projections and cash projections on the sewer fund. Mr. Murray stated that these projections are based on eliminating the Holiday Acres and Beaverbrook projects from the Capital Improvements Program (CIP) budget. He recommended that the Pangborn East project be placed back in the original construction sequence and that it be funded in the current CIP budget. The Holiday Acres and Beaverbrook projects would not be constructed MARCH 10, 1998 PAGE THREE until grant funding is available. Ms. Bastian presented projected costs for the pretreatment facility. She stated that they anticipate lowering the general fund contribution from the projected $832,000 to $532,000 in Fiscal Year 1999. Mr. Murray indicated that the projections they have made are conservative. BID/CONTRACT AWARDS AND CONTRACT RENEWALS Inmate Health Care Services Motion made by Commissioner Bowers, seconded by Shank, to renew the contract for inmate health care services with PrimeCare Medical based upon the present average daily inmate population of 425 with the requested 2.8 percent increase, based on the U.S. Daily Average Medical Cost Consumer Price Index increase, for a total amount of $557,815.37. Unanimously approved. Tree Planting Services Beth Evans, Assistant County Attorney, reviewed the proposed Memorandum of Understanding (MOU) with the Washington County Soil Conservation District for the administration and monitoring of tree planting services for the County for a 20-year period in conjunction with the Forest Conservation Program. Ms. Evans stated that this would be considered a sole source procurement. She reviewed the duties and responsibilities of both parties as included in the MOU. The Commissioners discussed the terms and whether these services should be bid. Motion made by Commissioner Bowers, seconded by Downey, to approve an agreement with the Washington County Soil Conservation District for administration and monitoring of tree planting services for Fiscal Year 1999 and then to pursue competitive bidding for the next year. The Motion did  not carry with Commissioners Bowers and Downey voting AYE and  Commissioners Shank and Snook voting NO. Motion made by Commissioner Shank, seconded by Downey, to approve the Memorandum of Understanding with the Washington County Soil Conservation District as proposed for administration and monitoring of tree planting services as a sole source procurement under Section 1-106.2(a)(1) of the Code of the Public Local Laws of Washington County. Unanimously approved. Motion made by Commissioner Bowers, seconded by Shank, to award the contract for tree planting services to Parkton Woodland Services which submitted the low bid of $82,749 for the specified sites with funding to be provided through the Washington County Forest Conservation Fund. Unanimously approved. Industrial Equipment Motion made by Commissioner Shank, seconded by Bowers, to approve the following bid awards: 1) One-Ton Double Drum Roller with One Drum Vibratory Function to RSC/Siems Rental & Sales in the amount of $10,010; 2) One Forklift to Tru-Rents, Inc. for the total amount of $29,765 (base bid of $34,265 less the trade-in of the three units described in Alternates 1, 2, and 3 in the amount of $4,500); 3) Two One-Way Snow Plows to Fallsway Spring & Equipment Company for the total amount of $11,600; and 4) One Vibratory Walk-Behind Patch Roller to Valley Supply and Equipment, Inc. in the amount of $5,999. Unanimously approved. Catering Concession Services - Agricultural Education Center Motion made by Commissioner Downey, seconded by Shank, to renew the contract  for catering services at the Agricultural Education Center with Martins Catering Service for a one-year period. Unanimously approved. MARCH 10, 1998 PAGE FOUR Golf Course Maintenance Equipment & Budget Transfer Motion made by Commissioner Bowers, seconded by Downey, to award the contracts for the purchase of the following maintenance equipment for Black Rock Golf Course: Two Triplex Tee and Apron Mowers - G.L. Cornell Company for $27,780 (2 ea.); One Four-Wheel Turf Vehicle - Turf Equipment & Supply Co., Inc. for $12,959; One 200-Gallon Dedicated Fairway Sprayer - Turf Equipment & Supply Co., Inc. for $19,500; and One 100-Gallon Gas Skid Mounted Spray Tank - G.L. Cornell Company for $6,300. The Commissioners also approved the budget transfer of $4,540 for this equipment. Unanimously approved. Design, Installation and Testing Services for Supervisory Control & Data Acquisition (SCADA) Monitoring System - Water & Sewer Department Motion made by Commissioner Shank, seconded by Bowers, to award the contract for the design, installation and testing services for the SCADA system for the Water & Sewer Department to Motorola Communications and Electronics, Inc. for Option 1 of $601,000, minus the $147,981 for the antenna line and surge suppression, for a total amount of $453,019. Unanimously approved. MOSQUITO CONTROL AGREEMENT - DEPARTMENT OF AGRICULTURE Motion made by Commissioner Downey, seconded by Shank, to approve the 1998 Mosquito Control Agreement with the State Department of Agriculture, as presented. Unanimously approved.  COMMISSIONERS REPORTS AND COMMENTS Commissioner Shank reported on the Recreation & Parks Board meeting. He informed the Commissioners that some of the members of the Agricultural Education Center Board will be touring the Carroll County Farm Museum in the near future and invited the Commissioners to attend. Commissioner Downey reported on the Advisory Commission to the Board of Health meeting. Commissioner Bowers asked about the time sequence for selling property due to delinquent taxes. RECESS - LUNCH The Commissioners recessed at 12:06 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, and Commissioners Ronald L. Bowers and R. Lee Downey. CONVENE IN CLOSED SESSION Motion made by Commissioner Bowers, seconded by Downey, to convene in closed session at 1:04 p.m. to consider matters that concern proposals for businesses or industrial organizations to locate, expand, or remain in the State, in accordance with Section 10-508 of the State Government Article of the Annotated Code of Maryland. Unanimously approved. RECONVENE IN OPEN SESSION Motion made by Commissioner Bowers, seconded by Downey, to reconvene in open session at 1:49 p.m. Unanimously approved. In closed session the Commissioners, considered two (2) items concerning proposals for businesses or industrial organizations to locate, expand, or remain in the State. MEETING WITH BOARD OF EDUCATION - SMITHSBURG MIDDLE SCHOOL The Commissioners met with the Board of Education at Smithsburg Middle School at 2:15 p.m. The following members of the Board of Education were present: MARCH 10, 1998 PAGE FIVE Robert Kline, Dori Nipps, Andrew Humphreys, and Edwin Hayes. Also present were Dr. Herman Bartlett, Superintendent of Schools; Chris South, Director of Budget & Finance; Dennis McGee, Director of Facilities Management; and Teresa Flak, Assistant Superintendent for Instruction. Jeff Stouffer, Principal, welcomed the Commissioners to Smithsburg Middle School. Health Insurance Alan Davis, Director of Human Resources, presented information on the  evolution of the Countys health insurance program. He stated that a ten- year plan was developed in 1990 to deal with health care costs. The managed care program was introduced in 1995 and 86.5% of County employees are now in the managed care program. Mr. Davis explained that the County hopes to expand the flexible benefits plan to give the employees a larger selection of benefits. He proposed using an umbrella-type plan which could include the County, Board of Education, and Hagerstown Junior College. Each agency  could pattern a benefits plan to its employees needs while using a common insurance provider and purchasing the benefits cooperatively. Mr. Davis  stated that this type of plan could take advantages of the economies of  scale and reduce costs for all of the agencies involved. Mr. Davis stated  that the Countys bids are due on March 18 for its new health care package, and he hopes to make a recommendation to the Commissioners in April. Ms. Nipps stated that the Board is developing a request for proposals (RFP)  for insurance and there may be a window at this time to work  cooperatively with the County. She stated that the Board of Educations insurance coverage is on a calendar year rather than a fiscal year basis. Dr. Bartlett cautioned against moving too quickly because the Board must  work with its employee groups and contracts. He stated that he doesnt want the County to move forward with this idea and then the Board decide not to  participate. The Commissioners agreed to proceed with the Countys bid process. After discussion, it was the consensus to have Mr. South, Mr. Davis, the consultant from BGS&G, and one member from each of the Board of  Educations employee groups form a committee to develop an RFP for health insurance. The committee would present a recommendation in two months. Budget Category Adjustments - FY 1998  Chris South reviewed the Board of Educations budget adjustment request for the first and second quarters of FY 1998 and presented the reasons for the requested changes. Mr. South stated that several of the changes cross major categories and require the approval of the County Commissioners. Motion made by Commissioner Downey, seconded by Bowers, to approve the  following category adjustments to the Board of Educations Fiscal Year 1998 budget: First Quarter FY 1998 - Increase Administration - $17,600, Increase Mid-Level Administration - $5,700, and Decrease Operations - $23,000 for a total adjustment of $0; Second Quarter FY 1998 - to increase the following categories: Revenue - $145,200, Mid-Level Administration - $34,300, Other Instructional Costs - $58,000, Special Education - $316,100, Maintenance - $35,400, and Fixed Charges - $245,000; and to decrease the following categories: Administration - $62,600, Instructional Salaries - $340,500, Instructional Textbooks and Supplies - $17,200, Student Personnel Services - $21,500, Student Health Services - $7,000, Transportation - $86,800, and Operations - $8,000, for a total adjustment of $0. Unanimously approved. Dr. Bartlett stated that he is not comfortable with the procedure of requesting that materials and supplies be forward-funded for the next fiscal year. He presented a letter to the Commissioners requesting permission to forward-fund materials and supplies if necessary but stated that the Board of MARCH 10, 1998 PAGE SIX Education probably will not have to do this and will be able to take the  funds from this fiscal years budget. FY 1999 Board of Education Budget Dr. Bartlett distributed a bar chart showing the percent of County budget allocated to the Board of Education operating budget from 1987 to 1998. He also presented information on the cost allocated per pupil for each county in Maryland in 1996-97. Theresa Flak informed the Commissioners that they will be requesting 13 additional Elementary Reading Specialist positions. Tour of Smithsburg Middle School The Commissioners recessed at 4:15 p.m. and took a brief tour of the Smithsburg Middle School. EVENING SESSION - TOWN OF FUNKSTOWN The evening session was called to order at 7:00 p.m. at the Funkstown Town Hall by the President Gregory I. Snook, with the following Commissioners present: Vice President John S. Shank, and Commissioners Ronald L. Bowers and R. Lee Downey. Commissioner Snook stated that, pursuant to Section 6-306, of the Tax- Property Article of the Annotated Code of Maryland, the Commissioners are required to meet with each municipality annually to discuss the tax rebate or payment-in-lieu of services program. Commissioner Snook stated that for Fiscal Year 1998, Funkstown is projected to receive $7,055. DENY REQUEST T0 CLOSE SERVICE ROAD WEST OF LICKING CREEK Motion made by Commissioner Bowers, seconded by Shank, to deny the request from the Maryland Forest & Parks Service to close the service road at the west end of the bridge at Licking Creek due to the overwhelming response of the citizens in the area and to cancel the public hearing scheduled on March 31. Unanimously approved. CITIZENS PARTICIPATION Mayor Robert Kline requested that the Town of Funkstown be allowed to participate in the upcoming spring clean-up week at the landfill. Several middle school music instructors asked that the Commissioners support their request that the Board of Education reinstitute the elementary music program in the schools. ADJOURNMENT Motion made by Commissioner Downey, seconded by Shank, to adjourn at 8:00 p.m. Unanimously approved. County Administrator County Attorney , Clerk