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HomeMy WebLinkAbout160301BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland March 1, 2016 The Commissioners attended the State of the City presentation from 7:00 a.m. until 9:00 a.m. at Hager Hall Conference and Event Center, 901 Dual Highway, Hagerstown, sponsored by the Hagerstown -Washington County Chamber of Commerce. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr offered the Invocation followed by the Pledge of Allegiance to the Flag by the full assemblage. CALL TO ORDER President Terry L. Baker called the regular meeting of the Board of County Commissioners of Washington County, Maryland, to order at 10:15 a.m. at 100 West Washington Street, Room 227, with the following members present: Vice President Jeffrey A. Cline and Commissioner John F. Barr. Commissioner LeRoy E. Myers, Jr. was absent. APPROVAL OF MINUTES — FEBRUARY 23, 2016 Commissioner Barr, seconded by Cline, moved to approve the minutes of February 23, 2016. The motion passed unanimously. COMMISSIONERS' REPORTS AND COMMENTS Commissioner Cline attended Jamison Door Company's 1loth anniversary celebration and the First Hose Company of Boonsboro's awards banquet. He displayed a plaque of appreciation given the Commissioners by the fire company. Commissioner Cline enjoyed the Antietam Exchange Club's Italian Festa. He commented on a recent article in the Herald -Mail on the innovative BioMag system to be implemented at the County's Conococheague Wastewater Treatment Plant. He attended the 17th Annual Washington County Business Awards dinner sponsored by the Hagerstown -Washington County Chamber of Commerce and Washington County Department of Business Development. Commissioner Barr congratulated the City of Hagerstown for this morning's State of the City presentation. He reported on meetings and legislative activity of the Maryland Association of Counties. Mr. Barr noted that a record number of bills, in excess of 3,000, have been filed during this year's legislative session. Commissioner Baker thanked the City for its State of the City presentation this morning. He reported attending the Washington County Business Awards event and congratulated all recipients. County Administrator Greg Murray noted that Commissioner Myers was absent due to family medical issues. March 1, 2016 Page 2 REPORTS FROM COUNTY STAFF Conditional Loan to Cycle Aviation, LLC Sarah Sprecher, Assistant County Administrator, requested approval of a conditional loan agreement of up to $100,000 to Cycle Aviation, LLC (Cycle) of Leesburg, Virginia. The company plans to expand operations by locating at the Hagerstown Regional Airport to perform aircraft maintenance and repair work. Cycle will spend $150,000 in capital expenditures as part of the expansion project. It plans to hire ten employees by December 31, 2016 and eventually employ forty employees at an average wage of $30 per hour. The Commissioners discussed the proposal and the fact that a comprehensive marketing study by AvPORTS in 2013 that specifically recommended new aviation related commercial - industrial development at the Airport. Commissioner Cline, seconded by Barr, moved to approve the conditional loan agreement of up to $100,000 to Cycle Aviation, LLC as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) County Attorney — Curative Ordinance Deputy County Attorney Kirk C. Downey and Rob Slocum, Director, Engineering and Construction Management, presented a curative ordinance relating to the County Commissioners' recent adoption of updated building/trade codes. The Commissioners intended at time of the original adoption to approve a change to the building code that would in effect not require a permit for decks consisting of less than 200 square feet that are not connected and not a primary exit to a home. That portion was erroneously omitted in the final adopted document. The curative ordinance restates the Commissioners' intention to include it at that time. Commissioner Barr, seconded by Cline, moved to approve the Curative Ordinance as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) (Curative Ordinance No. ORD -2016-04 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) County Clerk — Appointments to County Boards/Commissions Housing Authority of Washington County Commissioner Barr, seconded by Cline, moved to appoint William K. Beard, Jr. to serve an unfulfilled term through November 30, 2017 on the Housing Authority of Washington County. The motion passed unanimously. (3-0, Commissioner Myers was absent.) Building Code Board of Appeals Commissioner Cline, seconded by Barr, moved to appoint Kenneth Kline, Nicholas Hill, Sr., Scott Bowen and Leslie Grimm to second, three-year terms through February 28, 2019, and to appoint Robert Rauth to a first, three-year term through February 28, 2019, on the Building Code Board of Appeals. The motion passed unanimously. (3-0, Commissioner Myers was absent.) March 1, 2016 Page 3 County Administrator County Administrator Greg Murray commented on the State of City address that referred to discussions among involved partners of what is needed for success in the revival of the City's Center. The group is meeting regularly and Mr. Murray will be providing updates on those discussions. He discussed a current bond bill in the legislature involving the Maryland Theatre's further capital needs such as a fire curtain. The theatre needs $175,000 in matching funds to take advantage of a State match that has an expiration date of October 2016. Mr. Murray advised that funds are available in the County's share of Hotel Rental Tax Funds. The Commissioners discussed the matter and reached a consensus to discuss the proposal next week when Commissioner Myers returns. ANNUAL TRANSIT GRANT FUNDING APPLICATION FISCAL YEAR 2017 Jim Hovis, Director, Community Grant Management, and Kevin Cerrone, Transit Director, requested authorization to file an application for a grant under the Federal Transit Act for federal and State operational and capital grant funding through the Annual Transportation Improvement Plan. Mr. Cerrone indicated that Transit applies annually to the Maryland Transit Authority (MTA) for federal and State operational and capital grant funding through the Annual Transportation Improvement Plan for basic funding needs. Grant funds are used to operate the Section 5307 Public Transportation Program -Fixed Route Transit, the American Disability Act Complementary Paratransit Program, the Job Opportunity Bus Shuttle program, the Statewide Special Transportation Assistance Program (Ride Assist Voucher Program), the Section 5303/5304 Technical Assistance program (TDP) and Capital Assistance Program (CAP.) Funds are forward -funded by the County, and then accepted during the year as disbursed, for each authorized program operated by the Transit Department in Washington County. The Fiscal Year 2017 Section 5307 application requests $1,248,093 in State and federal funds from MTA and the Federal Transit Administration and $618,720 in local funding of which the Washington County Department of Social Services provides $103,500. The Ride Assist Voucher application requests $146,917 in State funds from MTA, a $30,750 in-kind service (non-cash) match and a $38,222 passenger fares match. The TDP Program requests $81,000 in State and federal funds from MTA and FTA and $9,000 in local funding. The CAP requests $535,500 in State and federal funds from the MTA for Route Match Fixed -Route system and preventative maintenance. The Commissioners discussed the local match. Mr. Cerrone stated that the County Commuter has begun ten routes daily to the new Senior Activities Center. Commissioner Barr, seconded by Cline, moved to approve the resolution authorizing the filing of the application for a grant under the Federal Transit Act and the execution of the grant agreement upon receipt, subject to review and the approval by the County Attorney's Office. The motion passed unanimously. (3-0, Commissioner Myers was absent.) (Resolution No. RS -2016-02 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) March 1, 2016 Page 4 CONTRACT AWARDS — GROUP HEALTH INSURANCE: MEDICAL, PRESCRIPTION, CARE MANAGEMENT/WELLNESS, DENTAL AND VISION COVERAGE Karen Luther, Purchasing Director, introduced Rebecca Royal and Steve Dillman, Account Executives with the County's Consultant, CBIZ Benefits and Insurance Services, Inc., to present the recommendation for County employee medical, prescription, care management/wellness, dental, vision and stop loss coverage services (PUR-1303.) Ms. Royal provided details of the proposers and the process taken to arrive at the following recommendations for the services: Aetna Life Insurance Company, Hartford, Connecticut — Medical/Care Management Wellness Coverage; Express Scripts of St. Louis, Missouri - Prescription Drug Coverage; Delta Dental of Pennsylvania, Mechanicsburg, Pennsylvania— Dental Coverage; and UnitedHealthcare Insurance Company, Columbia, Maryland — Vision Coverage, as unanimously recommended by the Coordinating Committee. The preliminary projected amount budgeted in Fiscal Year 2017 is $15,151,081 based on an 8.91% increase to the Fiscal Year 2016 Approved Budget of $13,911,308. Ms. Luther indicated that Express Scripts, Delta Dental and UnitedHealthcare are the incumbent providers and Aetna is a new provider. She stated that the County's Coordinating Committee took into consideration the low 95% disruption to service rate affecting employees as a result of choosing Aetna over the incumbent. The Commissioners discussed the information provided. Commissioner Cline, seconded by Barr, moved to award County employee health insurance coverage contracts to the responsive, responsible proposers as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) CONVENE IN CLOSED SESSION Commissioner Cline, seconded by Barr, moved to convene in closed session at 10:57 a.m. 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; and any other personnel matter that affects one of more specific individuals, in accordance with Section 3-305(b) (1) of the General Provisions Article of the Annotated Code of Maryland. The motion passed unanimously. (3-0, Commissioner Myers was absent.) In closed session, the Commissioners discussed the potential appointment of a specific individual to a development commission position over which the Commissioners have appointment authority; discussed the potential appointment of a specific individual to an advisory commission position over which the Commissioners have appointment authority; and discussed a County personnel recommendation/employment matter with County staff During closed session, the Commissioners instructed staff to obtain additional information/input relating to the open position on the development commission and to provide that information to the Commissioners at a future meeting; reached a consensus to March 1, 2016 Page 5 take no action at this time regarding the open advisory commission position; and provided specific direction to County staff regarding a County personnel recommendation/employment matter. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline and John F. Barr. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney; and at various times, Ed Lough, Economic Development Commission; Linda Spence, Business Support Specialist, Business Development; Phil Ridenour, Director, Hagerstown Regional Airport; Stephanie Stone, Director, Health and Human Services; and Ed Plank, Director, Highway Department. RECONVENE IN OPEN SESSION Commissioner Cline, seconded by Barr, moved to reconvene in open session at 11:31 a.m. The motion passed unanimously. RECESS The Commissioners recessed at 11:31 a.m. to attend a grand opening and luncheon for Discovery Station's Lego® Robotics Education Exhibit at 101 West Washington Street, Hagerstown. AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 1:17 p.m. with the following members present: Commissioners Jeffrey A. Cline and John F. Barr. BUDGET DISCUSSION — HEALTH AND HUMAN SERVICES REQUESTS AND PUBLIC SAFETY LAW ENFORCEMENT Stephanie Stone, Director, Health and Human Services, presented an overview of Human Resource requests for the category of Elected/Appointed/Other Offices for consideration in the Fiscal Year 2017 General Fund Budget, as follows: Election Board - Request to convert the current part-time position of Election Information Systems Specialist to full time and pay for overtime hours during elections. Request to increase the pay for Chief Judges from $200 to $250 per election, and the pay for regular poll workers from $150 to $200 per election. Public Safety Law Enforcement, Sheriff s Department — Judicial: Request a new position of Records Unit Supervisor and to eliminate the current position of Office Associate and promote that employee to this position. Request to upgrade the position of Public Safety Systems Manager due to increased responsibilities. Create the new position of Program Director for the proposed Home Detention/Day Reporting Program to be responsible for the daily activities and overall operations of the Day Reporting Center; and create the new positon of a Deputy - Home Detention/Day Reporting Program, to be responsible for monitoring all Day Reporting Center clients in their community setting. March 1, 2016 Page 6 Water Quality - Julie Pippel, Director, and Bill Martin, Collections Superintendent, Water Quality, described department operations and increased employee duties due to growing infrastructure needing preventive maintenance. The Department is requesting a new position of Collection Operator Trainee. An additional employee would allow all station checks and routine maintenance to be performed during the night shift. Sheriff's Department - Sheriff Doug Mullendore and Sheriff's Department staff discussed requests for budget increases for Sheriff's Department Judicial Deputies and Process Servers, Patrol Deputies, Central Booking employees and Detention Center employees due to increased wages, benefits and operating expenses, and additional funds for software maintenance. Sheriff's Department, Controllable Assets - Funding request for ten body -worn cameras to begin a pilot program, and funding to replace body armor vests and to purchase tactical lights using LED technology. Central Booking - Request for a 5.9% budget increase, mostly due to cost of living wages. Detention Center - 3.15% overall funding increase mostly due to wage and benefit costs. Inmate medical services are increasing by $40,430 and food costs are decreasing by $10,000 due to service contract prices. Home Detention equipment is outdated and must be replaced and a palm and fingerprint live scan system is needed to replace an outdated machine. Home Detention/Day ReportingCenter — Sheriff Mullendore requested the program to address the steadily increasing heroin problem. It has been estimated that 97% of crimes being committed are by persons with addiction problems. The Governor's task force recommended day reporting centers to provide services for a drug court in Washington County. The Vivitrol program, providing an alternative to sentencing, has expanded with a 92% success rate. The Sheriff discussed a proposal to allow speed cameras in designated areas of the County to provide a funding source for the Center. Startup costs are estimated at $821,000 with $500,000 needed to sustain the Center. The Commissioners discussed with Sheriff Mullendore the proposed operation of the Center and the income generated by speed cameras. The Center would be located in rented space on Pennsylvania Avenue, operating in conjunction with the Washington County Health Department. The Sheriff estimated that an addition to the Detention Center would be delayed for years by the establishment of a Home Detention/Day Reporting Center. Sheriff Mullendore continued his presentation on the budget increases requested for the Narcotics Task Force, which involve wages and benefit increases, software needs, lab services and protective equipment. CITIZENS' PARTICIPATION No citizens attending the meeting wished to participate. March 1, 2016 Page 7 BUDGET REQUEST FOR CAPITAL IMPROVEMENT PROJECT INSPECTORS Rob Slocum, Director, and Rich Eichelberger, Deputy Director of Construction, Engineering and Construction Management (ECM,) presented a budget request to hire two Capital Improvement Project (CIP) Inspectors due to a cost savings opportunity. Mr. Slocum indicated that ECM currently utilizes one full-time staff inspector and approximately five on-call contract inspectors. The contract inspectors were intended to supplement inspection requirements during peak periods. Hiring staff inspectors to fill year round needs would reduce the cost to pay contract inspectors. Mr. Slocum advised that ECM has one full-time, Grade 11, CIP Inspector on staff A second position eliminated in 2011 when an employee was promoted has not been filled. The annual cost of each staff inspector is approximately $67,643; the annual cost for a junior contract inspector is $104,187. A senior contract inspector, with additional credentials and experience, costs $138,174 per year. The cost savings to hire a year round staff inspector rather than a contract inspector is $39,004 and $72,991 respectively. The expenses include overhead costs for a staff inspector position and mileage rates for a contract inspector position. The Commissioners discussed the proposal and the amount of savings to be realized by the proposal. Commissioner Cline, seconded by Barr, moved to approve a budget request to hire two Capital Improvement Project Inspector positions to realize a cost savings opportunity as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) CONSTRUCTION BID AWARD — PAVEMENT MAINTENANCE AND REHABILITATION PROGRAM FY 2016 HOT MIX ASPHALT APPLICATIONS Scott Hobbs, Deputy Director of Engineering, Engineering and Construction Management, presented the recommendation to award the base bid and add alternate for the Pavement Maintenance and Rehabilitation Program FY 2016 Hot Mix Asphalt Applications contract to the lowest responsive, responsible bidder, Craig Paving, Inc. of Hagerstown for $2,853,149. Mr. Hobbs described the two bids received for the project that encompasses asphalt preservation, repair and rehabilitation work. The project will include approximately 10 miles of paving applications. He also requested a change order of $226,571.62 for the Fiscal Year 2015 Chip Seal Project to increase the purchase order amount for final closeout of last year's contract. Bids for the Chip Seal Project are due March 3, 2016 for 54 miles of chip seal applications. During last year's paving season, the County added five miles of additional roadwork to the Fiscal Year 2015 Chip Seal project to address failing pavement conditions while the contractor was mobilized on the project. This work came in under the program budget yet over the contract's purchase order amount by $226,571.62. Commissioner Cline, seconded by Barr, moved to award the base bid and add alternate for the Pavement Maintenance and Rehabilitation Program FY 2016 Hot Mix Asphalt Applications contract to the lowest responsive, responsible bidder, Craig Paving, Inc. of Hagerstown for $2,853,149; and approve a change order of $226,571.62 for the Fiscal Year 2015 Chip Seal Project to increase the purchase order amount for a final closeout of last year's contract. The motion passed unanimously. (3-0, Commissioner Myers was absent. March 1, 2016 Page 8 ADJOURNMENT Commissioner Barr, seconded by Cline, moved to adjourn at 2:29 p.m. The motion passed unanimously. Gregory B. Murray, County Administrator John M. Martirano, County Attorney Vicki C. Lumm, County Clerk