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HomeMy WebLinkAbout980609 June 9, 1998 Hagerstown, Maryland The Regular Meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 8:30 a.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 Bowers, followed by the Pledge of Allegiance to the Flag by the full assemblage. JUNE 1998 YOUTH OF THE MONTH AWARD - LAURA SPESSARD Commissioner Snook presented a Certificate of Merit to Laura Spessard in recognition of her selection as the Youth of the Month for June 1998 by the  Washington County Children's Council. Commissioner Snook listed Lauras activities and commended her for being a superior role model for all our  youth. Glenda Helman, representing the Childrens Council, informed the Commissioners that Laura will also receive a $50 savings bond, courtesy of Al Martin, C.P.A. Laura thanked the Commissioners for the award and introduced her parents and her principal. WASHINGTON COUNTY FLAG DAY Commissioner Downey read and presented a proclamation to Rodney Shoop, County Administrator, honoring June 14, 1998, as Flag Day in Washington County and commemorating the adoption of the Stars and Stripes as the official flag of the United States of America. CERTIFICATES OF APPRECIATION - HEATHER MOORE AND SARAH WEEKS Commissioner Wade presented a Certificate of Appreciation to Heather Moore and Commissioner Shank presented a Certificate of Appreciation to Sarah Weeks for the assistance they provided to the Budget & Finance Department and Mail/Copy Room through the Office Diversions Program at South Hagerstown High School over the last two semesters. COMMISSIONERS REPORTS AND COMMENTS Commissioner Snook informed the Commissioners that he received a letter from the State Highway Administration regarding a sight distance problem at the intersection of U.S. Route 40 and Beaver Creek Road. He noted that the groundbreaking ceremony for the Halfway Boulevard/Hopewell Road improvement project will be held on June 16. Commissioner Snook stated that he received a letter from the Department of the Environment regarding a project being planned by Rust-Oleum. Commissioner Wade asked about the status of the mentoring program being planned by the HotSpots Initiative. Commissioner Downey reported on the meeting of the Advisory Commission to the Board of Health. Commissioner Bowers noted several issues being addressed by the local governments in California which are similar in nature to those under consideration in Washington County. Commissioner Shank also discussed issues of interest during his recent trip to Colorado. DISCUSSION - AGRICULTURAL EDUCATION CENTER MUSEUM & OFFICE COMPLEX Debra Bastian, Director of Finance, and Gary Rohrer, Director of Public Works, met with the Commissioners to review the costs associated with the construction of the administrative offices and farm museum planned at the Agricultural Education Center. Mr. Rohrer reviewed the square footage requirements for the agencies which are planning to relocate to the office complex. Ms. Bastian reviewed the estimated operating and debt service costs for the project and provided recommendations for funding. She also provided information on the tentative revenue sources for the project. Ms.  Bastian estimated that the Countys total net annual contribution for operating expenditures for both the museum and office complex would be $181,990. The current annual contribution for office space is $91,600. Ms. Bastian indicated that securing a taxable bond issue for approximately $2 million with a 6.9% interest rate would generate a debt service payment of JUNE 9, 1998 PAGE TWO $186,000 per year. The meeting was then opened for discussion and questions from the Commissioners. The Commissioners discussed the possibility of building only the farm museum portion which could be funded through State and matching funds. Commissioner Bowers stated that cost-cutting measures are needed and that the project should be revised. After discussion, Commissioner Snook asked that the Recreation & Parks Board and the Agricultural Education Center Board of Directors meet to review the plans to provide a recommendation on whether they feel both the farm museum and office complex should be constructed and how construction should should be funded. (Commissioner Bowers was excused from the meeting at 9:40 a.m. to attend the  Governnors presentation on funding for the Rural Legacy Program.) CHANGE ORDER - WATER & SEWER DEPARTMENT Motion made by Commissioner Wade, seconded by Downey, to approve a change order to the contract with Fayetteville Contractors to eliminate two check valves which will not be needed due to the future closing of the Nicodemus Water Treatment Plant. The change order will decrease the total amount of the contract by $38,700. Unanimously approved.  GRANT AWARD - GOVERNORS OFFICE OF CRIME CONTROL AND PREVENTION Motion made by Commissioner Shank, seconded by Wade, to approve a grant of  $19,902 from the Governors Office of Crime Control & Prevention for  secretarial assistance in the Victim/Witness Unit of the States Attorneys Office for the period October 1, 1998 through September 30, 1999. Unanimously approved. SOLE SOURCE PROCUREMENT - OAK RIDGE DRIVE PAVING PROJECT Motion made by Commissioner Downey, seconded by Wade, to authorize C. William Hetzer, Inc. to construct and pave a turning/decel lane, which is needed to provide a safer means of access to the Career Studies Center on Oak Ridge Drive, for the price of $44,000, to be taken from the CIP Contingency Fund. The contract was approved as a sole source procurement under Section 1-106.2 of the Code of the Public Local Laws of Washington County, due to the tight time frame for completion of the project and the fact that this firm now has equipment near the site. Unanimously approved. PANGBORN AREA EAST SEWAGE COLLECTION SYSTEM Motion made by Commissioner Downey, seconded by Wade, to approve the purchase for rights-of-way needed for the Pangborn Area East Sewage Collection System: 1) Kenneth Kline - $1,000; 2) David Collins - dedicated at no cost; 3) Gregory Taylor - $210; 4) Joseph Robeson - dedicated at no cost; and 5) Mrs. McClain - $200. Unanimously approved. (Commissioner Wade was excused from the meeting at 10:12 a.m.) ACQUISITION OF EASEMENTS - LANDFILL ACCESS ROAD Motion made by Commissioner Downey, seconded by Wade, to approve the acquisition of the following easements needed for the Landfill Access Road Alt. #4: 1) Diana L. Cook - $640; 2) David & Lois Lockard - $9,800; 3) Tina J. Wallman - $610; 4) Melvin D. King - $1,555; 5) Alvin and Una Korns - $4,600; 6) Virginia Davis & Donald Mongan - $1,850; 7) O. Russell & Dorcas Gigeous - $900; 8) Robert & Margaret Reed - $1,100; 9) Glenn & Doris Younker - $745; 10) Stanley & Joyce Hope - $300; 11) Jeffrey & Christina Mongan - $830; 12) Joy & Mary Cleaver - $450; 13) Robert & Emily Schuler - $650; and 14) James and Madalyn Hutson - $1,100. Unanimously approved. PARADISE CHURCH ROAD BRIDGE - OPTION AGREEMENTS Motion made by Commissioner Shank, seconded by Downey, to approve an option agreement with James Harp to acquire 5,090 square feet in fee simple and 9,525 square feet in revertible construction easement for $1,500 and to approve an option agreement with Nicholas Giannaris, et al, for 3,376 square feet in fee simple and 27,895 square feet of revertible construction easement with the special conditions outlined, for the Paradise Church Road bridge project. Unanimously approved. HALFWAY BOULEVARD/HOPEWELL ROAD INTERSECTION IMPROVEMENTS Motion made by Commissioner Downey, seconded by Shank, to approve option agreements with John W. Brown for 6,623 square feet of dedicated right-of- way at no cost to the County with the special conditions included in the agreement, and to approve the agreements with William and Peggy Dutton to purchase an 0.29 acre parcel of land which will be conveyed to John W. Brown, for the price of $87,000, two parcels which will be severed from the property when the road is completed, and 139,425 square feet dedicated in fee simple and 4,643 square feet in revertible construction easement, for property which will be needed for the Halfway Boulevard/Hopewell Road JUNE 9, 1998 PAGE THREE intersection improvements. Unanimously approved. WATER & SEWER DEPARTMENT - PROPERTY MATTERS Motion made by Commissioner Shank, seconded by Downey, to accept the deed for Lot 9-A on Business Parkway from Richard McCleary for the location of an odor control building to be transferred to the Water & Sewer Department. Unanimously approved. Motion made by Commissioner Shank, seconded by Downey, to approve the request from Bell Atlantic to locate a switching station on a 575.7 square foot easement on County property at the Harpers Ferry Road pump station with Bell Atlantic to pay all administrative costs. The Commissioners directed staff to develop a policy for their consideration to bill all administrative costs and easement charges for future requests of a similar nature to the entity requesting the easement. Unanimously approved. CITIZENS PARTICIPATION Mike Armel provided information on a phone-a-thon fund raiser to benefit the Community Free Health Clinic and invited the Commissioners to participate. APPROVAL OF AGREEMENT WITH MOTOROLA - SCADA SYSTEM Motion made by Downey, seconded by Shank, to approve the agreement with Motorola for the SCADA communications system for the Water & Sewer Department, as presented by the County Attorney. Unanimously approved. APPOINTMENT - ETHICS COMMISSION Motion made by Commissioner Shank, seconded by Downey, to appoint Tom Myers to the Ethics Commission for a three-year term. Unanimously approved. CONVENE IN CLOSED SESSION Motion made by Commissioner Shank, seconded by Downey, to convene in closed session at 10:51 a.m. to consider personnel issues, to consult with counsel to obtain legal advice and to consider 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 Shank, seconded by Downey, to reconvene in open session at 11:36 a.m. Unanimously approved. In closed session the Commissioners discussed two (2) personnel issues, consulted with counsel to obtain legal advice on four (4) issues, and considered one (1) item concerning proposals for businesses or industrial organizations to locate, expand, or remain in the State. CLEAR SPRING HIGH SCHOOL ALUMNI MONUMENT William Ditto, member of the Clear Spring Alumni Association, and Ronald Kidd, Director of Recreation & Parks, met with the Commissioners regarding a proposal to place a monument at the County park in Clear Spring at the site of the former Clear Spring High School. Mr. Ditto presented a proposed design for the monument and requested approval to construct on the site. The Commissioners discussed the request and the design. Commissioner Downey requested that the Parks Department remove the chain-link fence which is in front of the park. Motion made by Commissioner Downey, seconded by Shank, to approve the design concept and layout presented for construction of a monument at the former Clear Spring High School site on the Clear Spring Park property and to request that the Recreation & Parks Board and Planning Department staff determine the proper location for this monument. Unanimously approved. ANNUAL FEDERAL AVIATION ADMINISTRATION INSPECTION - WASHINGTON COUNTY REGIONAL AIRPORT Carolyn Motz, Airport Manager, and Ed Rakowski, Operations Manager, met with the Commissioners to inform them that the Washington County Regional Airport received a perfect score with no discrepancy reports on its FAA Regulation Part 139 inspection. Ms. Motz reviewed the nature of the inspection and complimented the construction crew at the Airport for their hard work. Commissioner Snook congratulated Ms. Motz and her staff on a first-class facility. He stated that he would send a letter to the employees congratulating them on their efforts. JUNE 9, 1998 PAGE FOUR CONVENE IN CLOSED SESSION Motion made by Commissioner Downey, seconded by Shank, to convene in closed session at 11:55 a.m. to consult with counsel to obtain legal advice, 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 Downey, seconded by Shank, to reconvene in open session at 12:04 p.m. Unanimously approved. In closed session the Commissioners consulted with counsel to obtain legal advice on one (1) issue. ACCOUNTING SPECIALIST - PROMOTION Motion made by Commissioner Shank, seconded by Downey, to promote Darlene Crowley to the position of Accounting Specialist, Grade 9, effective July 1, 1998, to fill an existing vacancy. Unanimously approved. RECESS - LUNCH The Commissioners recessed at 12:07 p.m. for lunch. (Commissioner Bowers returned to the meeting at this time.) MEETING WITH BOARD OF EDUCATION - E. RUSSELL HICKS MIDDLE SCHOOL The Commissioners met with the Board of Education at Funkstown Elementary School at 2:00 p.m. The following members of the Board of Education were present: Robert Kline, Marie Byers, 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. Third Quarter Budget Adjustments Chris South, Director of Budget & Finance, reviewed the requests for third- quarter budget adjustments. Motion made by Commissioner Downey, seconded by Bowers, to approve the  following category third-quarter adjustments to the Board of Educations Fiscal Year 1998 budget: Increase Administration - $7,400, Mid-Level Administration - $2,800, Instructional Textbooks and Supplies - $27,700, and Maintenance of Plant - $14,500, and to decrease Other-Instructional Costs by $26,750, to reduce Operation of Plant - $19,200, and to reduce Fixed Charges - $6,450, for a total adjustment of $0. Unanimously approved. Requests for Use of Surplus Funds Mr. South stated that the year-end surplus for Fiscal Year 1998 is estimated at $1,512,075. He stated that the surplus is due in large part to turnover  credit and late hires. Mr. South requested the Commissioners authorization to carry over $535,343 to balance the FY 1999 Operating Budget, to commit $500,000 for purchase of textbooks before July 1, and to utilize the discretionary funds as follows: $76,645 for additional carryover for the S.A.F.E. Funds Library Book match, $56,000 for upgrade to the South Hagerstown High School Business Lab, $69,093 for Inventory incentive write- down, $175,000 for repairs to the planetarium, $25,000 to increase the two elementary interns from half-year to full-year, $360 for purchase of HR/MSDE compatibility software, $17,500 for puchase of 11 personal computers, $16,134 for the purchase of two mowers, and $45,000 for the Human Resources reclassification study of classified employees. After discussion, the Commissioners took this request under consideration. Report on Professional Development Schools Theresa Flak distributed information on professional development schools. She reviewed the principles being used to redesign teacher education in Maryland and the recommendations of the task force addressing the details of the redesign. Ms. Flak indicated that Salem Avenue Elementary School and Hancock Elementary School will be used to participate in this program. The two schools will host undergraduate students from Frostburg State University or graduate students who have a masters degree in a field other than teaching for an internship longer than the current student teacher program. She noted that this partnership will benefit both the school and the teacher candidate by helping to better prepare them for teaching when they graduate. Overcrowding in Schools Dennis McGee distributed information on the expected growth in the schools. He stated that the elementary schools are at 98.2% capacity. He stated  that they are seeing a bubble moving through the system and that the growth is JUNE 9, 1998 PAGE FIVE now in the secondary schools. Mr. McGee indicated that there is a decline in the population in urban schools and a rise in the suburban schools. The Commissioners then discussed the classroom calculations used by the Planning Department staff and how they differ from those given by the Board of Education. Mr. McGee explained that the State does not use portable classrooms in its calculations for overcrowding but the Planning Department does count portable classrooms in its calculations. The Commissioners indicated that they will review this policy. Update - Capital Improvements Program Mr. McGee provided a report on the monies received from the State for capital projects. He stated that Washington County was very successful this year in receiving funding. Dr. Bartlett thanked the Commissioners for working in partnership with the Board of Education. Update - Construction at South Hagerstown High School Mr. McGee informed the Commissioners that the plans for South Hagerstown High School were sent to the Department of General Services (DGS) on March 23, and he anticipates that they will get the approval from DGS in the next week. He stated that they hope to start construction in August or September. Update - Long-Range Strategic Plan Ms. Flak provided a synopsis of the ten subcommittees of the Strategic Planning Committee. She stated that they have held two joint meetings of the Steering Committee and the Co-chairs of the subcommittees. Ms. Flak distributed copies of reports from each of the committees to the Commissioners for their review. Wide-Area Network Concept - Update Tom Prather distributed information on the Wide-Area Network and how it is being implemented in the schools. He stated that their goal is to have Internet access in each classroom. RECESS The Commissioners recessed at 3:50 p.m. EVENING MEETING - COMPREHENSIVE STUDY ON EMERGENCY FIRE AND MEDICAL SERVICES DELIVERY The Evening Session of the Board of County Commissioners of Washington County, Maryland, was called to order at 6:00 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. Also present were the following members of the Emergency Services Council: Dr. Laurence Johns, James Black, Charles Shindle, James Baker, Bridgitte Heller, Thomas Cochran, Jay Grimes, James Kimble, Cecil Bittinger, and James LaFleur. Alan Davis, Director of Human Resources, introduced Les Adams and Mary Beth Michos, representing Carroll Buracker & Associates, Inc., who presented their recommendations from the comprehensive study of emergency fire and medical services delivery which was performed for Washington County. Mr. Adams stated that the volunteer system is working well and he hopes that the recommendations can build and improve on the system. Mr. Adams reviewed the data in the executive summary and provided recommendations on financial management, personnel and staffing, apparatus and maintenance requirements, facilities and stations, and communications. Ms. Michos reviewed recommendations for emergency medical services regarding operations, standardization and training requirements, and implementation. The meeting was then opened for questions and discussion. Mr. Adams also reviewed a time line proposed for implementation of the major recommendations. Commissioner Snook stated that the Commissioners will review the data presented in more detail and the recommendations provided by Carroll Buracker & Associates in the report and follow-up meetings will then be scheduled with the appropriate groups regarding these proposals. ADJOURNMENT Motion made by Commissioner Bowers, seconded by Shank, to adjourn at 7:22 p.m. Unanimously approved County Administrator JUNE 9, 1998 PAGE SIX County Attorney , Clerk