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HomeMy WebLinkAbout160322BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland March 22, 2016 HAGERSTOWN COMMUNITY COLLEGE BUDGET PRESENTATION The County Commissioners attended a budget presentation at 8:00 a.m. by the Hagerstown Community College (HCC) Board of Trustees and President Guy Altieri at the college located at 11400 Robinwood Drive, Hagerstown. Dr. Altieri presented a report that highlighted its early college programs for high school students in partnership with Washington County Public Schools. He discussed the available financial assistance for students and stressed that financial aid is the key to educating more local citizens. The college does not plan to increase tuition rates for Fiscal Year 2017. Dr. Altieri discussed priorities for HCC's capital improvement projects over the next ten years that include renovation of the Learning Resource Center for Middle College, a SMART House/Alternative Energy Building Trades Center and a Teacher Education Center. He presented HCC's request for a budget increase of 3% ($277,950) for a total of $9,542,960 for FY 2017. The Commissioners discussed the information presented with Dr. Altieri and board members. RECESS The joint meeting recessed at 9:37 a.m. JOINT MEETING WITH WASHINGTON COUNTY BOARD OF EDUCATION The Board of County Commissioners met with the Board of Education at 10435 Downsville Pike, Hagerstown. Commission President Terry L. Baker called the meeting to order at 10:15 a.m. In attendance were Vice President Jeffrey A. Cline and Commissioners John F. Barr and LeRoy E. Myers, Jr. Board of Education members present were Donna Brightman, Justin Hartings, Jacqueline Fischer, Michael Guessford, Karen Harshman, Wayne Ridenour and Melissa Williams. PRESENTATION OF THE PROPOSED FISCAL YEAR 2017 GENERAL FUND BUDGET FOR WASHINGTON COUNTY PUBLIC SCHOOLS Dr. Clayton Wilcox, Superintendent, Chris South, Chief Financial Officer, Washington County Public Schools (WCPS), and Donna Brightman, BOE President, presented the Board of Education's (BOE) FY 2017 general fund budget request of $99,578,293, representing a 4.99% increase over what was provided in Fiscal Year 2016, and $4,970,723 more than the required maintenance of effort. The request represents the combined cost of the school nurse program, school buses, Judy Center Director's salary/benefits, and crossing guard program. Chris South indicated that these four programs are vital to WCPS operations and the County previously paid their costs. The school system absorbed those costs into its own budget during the recession period in an effort to demonstrate a partnership with the Commissioners and is now requesting the restoration of that funding. Mr. South noted that a public hearing was held on March 8, 2016 regarding the draft budget that was subsequently adopted by the BOE on March 15. March 22, 2016 Page 2 The Commissioners discussed the information presented including student enrollment, Children's Village fundraising efforts and board status, and the proposal by the BOE to pay off early in 2017 the Barbara Ingram School for the Arts (BISFA) $5.7 million loan. PARTNERSHIP VISION DISCUSSION County Administrator Greg Murray informed the group of two meetings held thus far by downtown Hagerstown partners regarding an urban improvement project to provide more space for BISFA students, expand the Maryland Theatre so it could attain sustainable revenue, and increase foot traffic in the downtown area that would benefit the partners and local businesses. The plans would tie into the needs of WCPS for facility development. He discussed potential financing from the State of Maryland and advised that further information regarding that component should be obtained by July 2016. When asked about the investment needed by the BOE, Mr. Murray estimated a minimum of $4 million. RECESS The joint meeting recessed at 11:02 a.m. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Barr offered the Invocation at 11:40 a.m. 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 11:40 a.m. at 100 West Washington Street, Room 227, with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr. Commissioner LeRoy E. Myers, Jr. was absent until the afternoon session. APPROVAL OF MINUTES — MARCH 8,201 Commissioner Cline, seconded by Barr, moved to approve the minutes of March 8, 2016. The motion passed unanimously. (3-0, Commissioner Myers was absent.) COMMISSIONER COMMENT Commissioner Cline congratulated the new Senior Activities Center that opened officially last week and commented on a Herald -Mail editorial that contained several negative remarks about the positive event. REPORTS FROM COUNTY STAFF Health and Human Services — Advertise to Fill Position Krista Shipley, Human Resources Administrator, Health and Human Services, requested approval to advertise and fill a full-time, Grade 7, Step 1, Plant Operator Trainee position at the Sharpsburg Wastewater Treatment Plant. The position would be advertised internally and externally. March 22, 2016 Page 3 Commissioner Barr, seconded by Cline, moved to approve the personnel request as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) Grant Opportunity — Security Enhancements at the Circuit Courthouse Jim Hovis, Director, Community Grant Management; and Eunice Plank, Administrator, Washington County Circuit Court, requested permission to apply for $199,068.57 of grant funding that just became available for security enhancements and DVR equipment in the Circuit Courthouse. The grant is 100% State -funded with no matching funds required from the County. Ms. Plank described the items requested that are contained in two grant applications that would allow the acceptance of any amount of funding to be provided by the Administrative Office of the Courts. The Commissioners discussed the contractor recommended to perform the work, which is the original contractor used during a previous courthouse renovation. The project would be placed for bid in the near future. Commissioner Cline, seconded by Barr, moved to submit an application and accept any amount of grant funding provided by the Administrative Office of the Courts for security enhancements at the Circuit Courthouse as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) GRANT - WASHINGTON COUNTY PARTNERSHIP WITH CIVIL WAR TRUST, INC. Jim Hovis and Eric Seifarth, Rural Preservation Administrator, Planning and Zoning, presented a request by the Civil War Trust, Inc. (CWT) to apply for grant funds of $86,122 to purchase and hold a Conservation Easement on the Wiles Tract at the Antietam National Battlefield. Mr. Seifarth advised that the County would act as the grantee and government sponsor for a grant application to the Antietam Battlefield Protection Program (ABPP) for funds to assist the CWT with purchasing the 0.357 acres Wiles tract at 5418 Sharpsburg Pike, Sharpsburg. Mr. Seifaith stated that the County has previously collaborated with CWT to obtain grants through the ABPP to acquire properties that are significant to the Battle of Antietam and Civil War history. The County would hold a conservation easement over the tract and accept grant funding only after a satisfactory review of any issued grant agreements and the execution of a sub -recipient agreement with the CWT. Mr. Hovis reiterated that any grant agreement issued as a result of this grant application would be thoroughly reviewed by the Office of Community Grant Management and County Attorney to assure the agreement is in the best interest of the County and that all obligations can be met. Mr. Seifarth noted that this is a no -match grant and the County would be reimbursed for employee time and monitoring of approximately 64 hours the first year using 3% of the CWT portion of the property purchase, and 4 hours thereafter at $150 per year for easement monitoring covering the first 8 years. The Commissioners discussed the request and the small size of the property. Mr. Seifarth advised that the property was previously purchased by the CWT and the house on the property is to be removed. March 22, 2016 Page 4 Commissioner Cline, seconded by Barr, moved to approve the request by the CWT for Washington County to act as the grantee and government sponsor for a grant application to the American Battlefield Protection Program for funds to assist with the purchase of the 0.357 acre Wiles Tract, 5418 Sharpsburg Pike, Sharpsburg, Maryland, and for the County to hold a conservation easement over the Wiles Tract, located in the core area of the Antietam Battlefield, and to accept grant funding only after a satisfactory review of any issued grant agreements and the execution of a sub -recipient agreement with the CWT. The motion passed unanimously. (3-0, Commissioner Myers was absent.) GOVERNOR'S OFFICE OF CRIME CONTROL AND PREVENTION — SEX OFFENDER COMPLIANCE AND ENFORCEMENT IN MARYLAND GRANT Susan Buchanan, Grant Manager, Community Grant Management; and Cody Miller, Sheriff's Department, requested permission to submit an application to the Governor's Office of Crime Control and Prevention for a $26,983 Sex Offender Compliance and Enforcement in Maryland grant. Ms. Buchanan advised that the no -match grant would support the salaries and associated costs of two part-time civilian employees that assist the Sex Offender Registrar with the register/re-register of sex offenders and monitoring support. Commissioner Barr, seconded by Cline, moved to approve submission of the $26,983 Sex Offender Compliance and Enforcement in Maryland grant application and accept all funding received as presented. The motion passed unanimously. (3-0, Commissioner Myers was absent.) EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM Stephanie Lapole, Grant Manager, Community Grant Management; Charles Summers, Assistant Director, Emergency Management; and Sam Anderson, Emergency Services Planner, Emergency Services, requested approval to submit a grant application for a Fiscal Year 2016 Emergency Management Performance Program grant of $103,589 to the Federal Emergency Management Agency (FEMA.) Ms. Lapole indicated that the program provides federal funds to states to assist in preparing for all hazards. Mr. Summers stated that this year's grant application requests funds to assist with the purchase of an Emergency Services vehicle, Blue Card Training Program and computer/IT expenses. The grant requires a 50/50 match to be provided through the Fiscal Year 2017 approved Emergency Services operating budget. The Commissioners discussed blue card training. Commissioner Barr, seconded by Cline, moved to approve the submittal of an application for a Fiscal Year 2016 Emergency Management Performance Program grant of $103,589 to the Federal Emergency Management Agency as presented and to accept the awarded funding. The motion passed unanimously. (3-0, Commissioner Myers was absent.) STATE OF MARYLAND FISCAL YEAR 2015 HOMELAND SECURITY GRANT PROGRAM Stephanie Lapole, Charles Summers, and Sam Anderson requested approval to submit a $116,615 Fiscal Year 2016 State Homeland Security grant application to the Maryland March 22, 2016 Page 5 Emergency Management Agency and accept the award funding. Ms. Lapole indicated that the program provides funds to enhance and maintain current Homeland Security initiatives pertaining to prevention, preparedness, response, recovery and mitigation. The grant would pay for 75% of the Emergency Management Specialist's salary, the cost of the Washington County Citizen Notification Program and other costs to support public outreach and response capabilities. The County is required to ensure that at least 25% of the grant funds are dedicated toward law enforcement related tasks or equipment. No matching funds are required. Commissioner Barr, seconded by Cline, moved to approve the submission of a $116,615 Fiscal Year 2016 State Homeland Security grant application to the Maryland Emergency Management Agency; to accept the funding if awarded, and to execute all required documentation necessary to accept said funding. The motion passed unanimously. (3-0, Commissioner Myers was absent.) RECESS - LUNCHEON MEETING WITH THE WASHINGTON COUNTY HISTORICAL ADVISORY COMMITTEE The Commissioners recessed at 12:04 p.m. to attend a luncheon meeting in Room 255 with members of the Historical Advisory Committee and Dan Spedden, Executive Director, Hagerstown -Washington County Convention and Visitor's Bureau. Mr. Spedden discussed the County's rich history that attracts both cultural and leisure travelers to the area. Committee members presented information on the challenges faced to preserve and restore historic stone walls and structures and offered suggestions to ensure they are preserved. AFTERNOON SESSION Commissioner Baker reconvened the meeting at 1:26 p.m. in Room 226 with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr and LeRoy E. Myers, Jr. INTERGOVERNMENTAL COOPERATIVE PURCHASE — HEAVY DUTY AIR UNIT Rick Curry, Buyer, Purchasing; Dave Hays, Director, Emergency Services; and Charles Summers, Assistant Director, Emergency Management, requested authorization by resolution to award a contract for the purchase of one Heavy Duty Air Unit at the cost of $397,952 from DPC Emergency Equipment of Marydel, Delaware, and to utilize another jurisdiction's contract awarded by the Houston Galveston Area Council, pursuant to Section 1-106.3 of the Code of the Public Local Laws of Washington County, Maryland. Mr. Summers described the heavy duty air unit that is specially designed to fill two SCUBA bottles (breathing apparatus) at one time while two others are being set up. The acquisition will allow Washington County public safety agencies to respond and effectively manage emergency incidents from an all -hazards approach. The Commissioners discussed the use of the equipment. March 22, 2016 Page 6 Commissioner Cline, seconded by Myers, moved to authorize by resolution, the award of a contract for the purchase of one Heavy Duty Air Unit at the cost of $397,952 from DPC Emergency Equipment of Marydel, Delaware, and to utilize another jurisdiction's contract awarded by the Houston Galveston Area Council. The motion passed unanimously. (Resolution No. RS -2016-03 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) BID AWARD - TAXIWAY "C" REHABILITATION AT HAGERSTOWN REGIONAL AIRPORT Rick Curry presented a recommendation to award the Taxiway "C" Rehabilitation at Hagerstown Regional Airport Project to the responsive, responsible bidder C. William Hetzer, Inc. of Hagerstown, Maryland, which submitted the lowest total sum bid of $1,893,113.75, contingent upon the concurrence of award by the Federal Aviation Administration (FAA.) Mr. Curry described the scope of work that includes the reconstruction of taxiway bituminous concrete pavements, aggregate base courses, storm drainage system installation, pavement removal, airfield lighting, signage and electrical vault modifications. Funds are budgeted in the Airport's Capital Improvement Plan for the project. The FAA is anticipated to provide 95% funding reimbursement and the Maryland Aviation Administration 2.5%, making the County's share 2.5%. Commissioner Cline, seconded by Barr, moved to award the Taxiway "C" Rehabilitation at Hagerstown Regional Airport Project to the responsive, responsible bidder C. William Hetzer, Inc. of Hagerstown, Maryland, which submitted the lowest total sum bid of $1,893,113.75, contingent upon the concurrence of award by the Federal Aviation Administration. The motion passed unanimously. BID AWARD - JANITORIAL SERVICES FOR WASHISNGTON COUNTY OFFICE BUILDINGS Rick Curry and Jim Sterling, Director, Public Works, requested permission to renew the contract for Janitorial Services for Washington County Office Buildings using Option No. 1 with Stockwell Maintenance Systems, Inc. of Williamsport, Maryland, based on its letter dated February 4, 2016. The letter requests a six percent increase for Fiscal Year 2017 for an annual total price of $185,293.08 and $2,328 for the annual cost of strip/wax and buffing floors and window cleaning. The original contract was awarded on June 18, 2013. Commissioner Barr, seconded by Myers, moved to renew the contract for Janitorial Services with Stockwell Maintenance Systems, Inc. of Williamsport, Maryland, including a six percent increase for FY 2017 as presented. The motion passed unanimously. GENERAL FUND BUDGET DISCUSSION Debra Murray, Chief Financial Officer, and Kim Edlund, Director, Budget and Finance, discussed the overall changes proposed in the County's Fiscal Year 2017 General Fund budget. Ms. Murray indicated that after a seven-year recessionary period, the general fund has recovered to its 2010 base. Over that seven-year period, public safety and educational March 22, 2016 Page 7 costs increased $16 million while all other categories had a net decrease of $12 million. The total net change over the seven-year period was $4 million. All types of budgets, i.e., operating funds, restricted funds, and capital funds increased by 0.6% or $196,000 over Fiscal Year 2016. The general fund increased by $4.5 million or 2.2%, or 1/9% without the new Day Reporting Center. The increase went to public safety and education ($3.4 million), infrastructure costs ($800,000) and all other categories ($300,000.) The Day Reporting Center proposed by Sheriff Doug Mullendore is now included in the budget. It will be located in the former Phoenix Color building with no additional tax dollars using a fee-based program. The Sheriff reduced estimated inmate food and medical costs in the Detention Center budget based on its implementation. It will be the first Day Reporting Center established in the State of Maryland and several grant opportunities may be available in the future. The proposed budget includes a 3% increase for Hagerstown Community College. The college initially requested a 6% increase. Ms. Murray indicated that the main projected increase of $4.5 million in General Fund revenue is mostly derived from net property tax and income tax. This is the first increase seen in net property tax since 2010. The property tax increase is made up of approximately $1.3 million of real estate tax and $0.4 million of personal property tax. In addition, an 11% increase is projected in homestead credits and a 4% increase in personal property tax. Income tax is projected at $3.46% or $2.5 million with a current 2.7% growth seen in income tax. A 2% employment and job growth amount is projected. The disparity grant will decrease by about 10% based on the State's budget. The Emergency Services category contains a $650,000 increase, mostly related to increased part-time hours in Special Operations, medical supply costs and call volumes, and the County's takeover of fire apparatus testing from the Washington County Volunteer Fire and Rescue Association. Enterprise Funds (self -supported by the fees generated and charged) include several items of note, including the Hagerstown Regional Airport — $21,770 decrease mainly due to the refunding of a bond; Highway Department - $774,550 increase through a one-time grant from the State that was transferred to the County's Capital Improvement Program to increase pavement maintenance; Solid Waste - $244,910 increase due to the projected increase in permits issued, tonnage, and solar revenues; and Transit Fund — increase of $67,770 due to operating grants from State and federal sources. LAND EXCHANGE AT 1249 FREDERICK STREET FOR FUTURE SOUTHERN BOULEVARD Susan Small, Real Property Administrator, presented the recommendation to declare certain real property as surplus property, approve the conveyance of said property and authorize the advertising of the County's intent to convey said property, and to approve the option agreement for the exchange of land described as 1249 Frederick Street for the March 22, 2016 Page 8 purpose stated, to adopt an ordinance approving said exchange and authorize the execution of all necessary documentation to finalize the exchange. Ms. Small indicated that the areas needed from the property owner through easement and fee simple quitclaim total 16,867 square feet. Through negotiations, the property owner expressed concern over the loss of privacy on the north side of his property and suggested an exchange of land with no monetary consideration. This would ensure the owner could keep a buffer between his property and Southern Boulevard. The total appraised value for the land needed is $9,450. The value of the remaining land will be minimal as it is no longer usable as a lot for future development. Commissioner Myers, seconded by Barr, moved to declare certain real property as surplus property, approve the conveyance of said property and authorize the advertising of the County's intent to convey said property, to approve the option agreement for the exchange of land described as 1249 Frederick Street for the purpose stated, to adopt an ordinance approving said exchange and authorize the execution of all necessary documentation to finalize the exchange. The motion passed unanimously. (Ordinance No. ORD -2016-05 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) EASEMENT ACQUISITIONS ON FREDERICK STREET FOR FUTURE SOUTHERN BOULEVARD Susan Small presented the recommendation to approve option agreements for the acquisition of a revertible easement and temporary construction easements at 1226, 1246 and 1260 Frederick Street, and 1183 Luther Drive totaling $20,100 for the construction of Southern Boulevard, and to adopt an ordinance approving said acquisitions and authorizing the execution of all necessary documentation to finalize the acquisitions. Ms. Small described the acquisitions that are necessary to the construction of Southern Boulevard between East Oak Ridge Drive near South Pointe Drive to Frederick Street. The project includes the construction of a two lane divided open section roadway and new intersections at each extent of the project, a roundabout at Frederick Street and roundabout at East Oak Ridge Drive. The project is needed to provide congestion relief through Funkstown, accommodate increased traffic volumes from ongoing development in the area and improve safety. Commissioner Myers, seconded by Cline, moved to approve option agreements for the acquisition of a revertible easement and temporary construction easements at 1226, 1246 and 1260 Frederick Street, and 1183 Luther Drive totaling $20,100 for the purpose stated and to adopt an ordinance approving said acquisitions and authorizing the execution of all necessary documentation to finalize the acquisitions. The motion passed unanimously. (Ordinance No. ORD -2016-06 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) CITIZENS PARTICIPATION No citizens were present who wished to participate. March 22, 2016 Page 9 CONVENE IN CLOSED SESSION Commissioner Myers, seconded by Cline moved to convene in closed session at 2:21 p.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; any other personnel matter that affects one of more specific individuals; to consult with counsel to obtain legal advice on a legal matter; and to consult with staff, consultants or other individuals about pending or potential litigation, in accordance with Section 3-305(b) (1), (7) and (8) of the General Provisions Article of the Annotated Code of Maryland. The motion passed unanimously. In closed session, the Commissioners discussed the potential appointment of three specific individuals to an advisory board over which the Commissioners have appointment authority; discussed the potential appointment of a specific individual to a development commission over which the Commissioners have appointment authority; and discussed with staff, counsel and an outside representative the specifics of an ongoing legal matter which may give rise to additional litigation in the future. During closed session, the Commissioners instructed staff to bring forth the potential appointments to an advisory board over which the Commissioners have appointment authority for further consideration and discussion and a possible vote during a future open session meeting; instructed staff to bring forth the potential appointment to a development commission over which the Commissioners have appointment authority for further consideration and discussion and a possible vote during a future open session meeting; and provided specific direction to County staff/counsel as to how to proceed with the ongoing legal issue. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, John F. Barr and LeRoy E. Myers, Jr. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, County Clerk; John Martirano, County Attorney; and at various times Kirk C. Downey, Deputy County Attorney; Kendall McPeak, Assistant County Attorney; Ed Lough and Hugh Breslin, Board members, Economic Development Commission; Dave Hays, Director, Emergency Services; Dale Hill, Past President, Washington County Volunteer Fire and Rescue Association. ADJOURNMENT Commissioner Myers, seconded by Cline, moved to adjourn at 3:05 p.m. The motion passed unanimously. Gregory B. Murray, County Administrator John M. Martirano, County Attorney Vicki C. Lumm, County Clerk