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HomeMy WebLinkAbout160405BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland April 5, 2016 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 10:08 a.m. at 100 West Washington Street, Room 227, with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr and LeRoy E. Myers, Jr. APPROVAL OF MINUTES — MARCH 22, 2016 Commissioner Barr, seconded by Myers, moved to approve the minutes of March 22, 2016. The motion passed unanimously. SWEARING IN CEREMONY FOR WAYNE K. KEEFER Circuit Court Clerk Dennis J. Weaver administered the oath of office to Wayne K. Keefer, who was appointed by Governor Lawrence Hogan on March 25, 2016 to fill a vacancy on the Board of County Commissioners. Mr. Keefer addressed the audience and the Commissioners wished him success in office. RECESS The Commissioners recessed at 10:15 a.m. to hold a reception in Room 255 to welcome Mr. Keefer to the Board. CONVENE IN CLOSED SESSION Commissioner Keefer, seconded by Cline, moved to convene in closed session at 10:54 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. In closed session, the Commissioners discussed a number of specific County personnel recommendations/employment matters with County staff During closed session, the Commissioners provided specific direction to County staff regarding a number of County personnel recommendations/employment matters. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, John F. Barr, Wayne K. Keefer and LeRoy E. Myers, Jr. Also present were Gregory Murray, County Administrator; Sarah Sprecher, Assistant County Administrator; Vicki Lumm, April 5, 2016 Page 2 County Clerk; John Martirano, County Attorney; Stephanie Stone, Director, Health and Human Services; and at various times Jim Sterling, Director, Public Works; and Julie Pippel, Director, Environmental Management. RECONVENE IN OPEN SESSION Commissioner Barr, seconded by Myers, moved to reconvene in open session at 11:17 a.m. with the following members present: Vice President Jeffrey A. Cline and Commissioners John F. Barr, Wayne K. Keefer, and LeRoy E. Myers, Jr. COMMISSIONERS' REPORTS AND COMMENTS Commissioner Keefer thanked his fellow Commissioners for the warm welcome. He reported touring Hagerstown Community College yesterday with President Dr. Guy Altieri. Commissioner Cline thanked individuals involved in donation of a historic Moller organ to the Rural Heritage Museum that was on display during an open house this past weekend. He also thanked the Masonic Temple for the donation and museum volunteers for their many volunteer hours. Commissioner Myers offered his congratulations to Commissioner Keefer. Commissioner Barr visited the Rural Heritage Museum open house and discussed several unique items on display such as a side-by-side bicycle. He attended the final meeting of the season for the Maryland Association of Counties' legislative committee and noted the organization's frustration with not being able to obtain additional highway user revenue for counties. Commissioner Baker attended the "Farewell to Winter Street School" event over the weekend where much history and memorabilia was on on display. REPORTS FROM COUNTY STAFF Health and Human Services — Advertise to Fill Position Stephanie Stone, Director, Health and Human Services, requested approval to advertise and fill a full-time, Grade 10, Step 1, Accounts Payable Supervisor position in the Budget and Finance office due to an upcoming employee retirement. The position would first be advertised internally. Commissioner Barr, seconded by Myers, moved to approve the personnel request as presented. The motion passed unanimously. Ms. Stone requested approval to advertise and fill a full-time, Grade 6, Step 1, Motor Equipment Operator I position and a full-time, Grade 11, Step 1, Assistant Section Supervisor position, both in the Highway Department's Southern Section, due to employee vacancies. The positions would first be advertised internally then externally if necessary. April 5, 2016 Page 3 Commissioner Myers, seconded by Barr, moved to approve the personnel requests as presented. The motion passed unanimously. Ms. Stone requested permission to hire John Easterday for the Grade 15, Step 8, Superintendent position at the Black Rock Golf Course due to an employee retirement. Mr. Easterday has been the Assistant Superintendent for 26 years. Commissioner Barr, seconded by Myers, moved to approve hiring John Easterday for the Black Rock Golf Course Superintendent position as presented. The motion passed unanimously. County Clerk — Appointments to County Boards/Commissions Agricultural Education Center Advisory Board Commissioner Cline, seconded by Barr, moved to appoint Darren Olden, Jeff Semler and Michael Starliper to serve first, three-year terms from May 1, 2016 through April 30, 2019 on the Agricultural Education Center Advisory Board due to member term expirations. The motion passed unanimously. Economic Development Commission Commissioner Barr, seconded by Myers, moved to appoint Dawn Hatzer to serve an unfulfilled term on the Economic Development Commission through June 30, 2016. The motion passed unanimously. (Commissioner Barr left the meeting at 11:38 a.m. before the next agenda item due to his unrelated business interests with the owner of Emerald Pointe, Inc.) APPLICATION FOR CONCEPT AND DEVELOPMENT PLAN AMENDMENT FOR EMERALD POINTE (RZ-15-005) Kirk C. Downey, Deputy County Attorney, presented the proposed Decision and Findings of Fact for Case No. RZ-15-005. The subject parcel consisting of 11.3 acres is located on the east side of the Marsh Pike and the south side of Longmeadow Road. The Applicant, Fox and Associates, Inc., requested to amend the approved concept and development plan for the Emerald Pointe Planned Unit Development to eliminate the 9,000 square foot commercial building from the interior of the residential portion of the development, expand the community center to include additional amenities but retain a commercial component, substitute a mixed office/retail use for the previously approved retirement living center and revise phase lines to reflect past approvals. The County Commissioners held a public hearing on January 26, 2016 concerning the requested concept and development plan amendment after which they reached a consensus to approve the request. The Commissioners discussed the matter and the fact that standards have been met to approve the requested major change to the concept and development plan. They also noted that the Developer appeared to have made material efforts to address citizens' concerns arising from a former proposed change to the concept and development plan. April 5, 2016 Page 4 Commissioner Cline, seconded by Myers, moved to approve the requested amendment to the concept and development plan for the Emerald Pointe Planned Unit Development (RZ-15-005) and adopt the Decision and Findings of Fact as presented. The motion passed with Commissioners Cline, Myers and Baker voting "AYE" and Commissioner Keefer "ABSTAIN." The Decision is attached hereto. (Commissioner Barr returned to the meeting at 11:44 a.m.) APPLICATION FOR MAP AMENDMENT FOR HERITAGE HUYETT LLC (RZ-15-002) Kirk C. Downey initiated a discussion of the application for a map amendment by Heritage Huyett, LLC that was the subject of a public hearing held by the County Commissioners on February 9, 2016. The Applicant is requesting the rezoning of 90.5 acres along the west side of Maryland Route 63, approximately 0.1 miles north of U.S. Route 40, from Residential Transition to Business Local (29.09 acres) and Planned Industrial (61.41 acres.) The Applicant has suggested a mistake was made in the property's RT zoning. The Commissioners discussed the matter. Commissioner Myers advised that although he was not present during the February 9, 2016 public hearing, he had reviewed the hearing video and was prepared to vote on the matter. Commissioner Keefer advised that he would not be participating in the decision since he is new to the Board and was not present for the public hearing. It was the consensus of the Commissioners (Cline, Barr, Myers and Baker) to approve the application and approve the map amendment as presented. Staff will prepare the required documentation and present it to the Commissioners for further consideration and formal approval at a future meeting. RECESS The Commissioners recessed at 11:49 p.m. to attend a luncheon meeting with the Washington County Museum of Fine Arts Board and the Hagerstown Mayor and Council at 401 Museum Drive, Hagerstown. AFTERNOON SESSION President Terry L. Baker called the afternoon session to order at 1:43 p.m. with the following members present: Commissioners Jeffrey A. Cline, John F. Barr and Wayne K. Keefer. Commissioner LeRoy E. Myers, Jr. was absent from the afternoon session. WEEK OF THE YOUNG CHILD PROCLAMATION The Commissioners presented a proclamation to Terri Gwizdala, President of the Maryland Association for the Education of Young Children -Western Maryland Chapter, in recognition of Week of the Young Child observed April 10-16, 2016. The observance recognizes individuals and organizations working to improve early learning opportunities including early literacy programs for young children. The Commissioners thanked Ms. Gwizdala and representatives in attendance for their work on behalf of children. April 5, 2016 Page 5 SECOND QUARTER ADJUSTMENTS TO THE WASHINGTON COUNTY BOARD OF EDUCATION'S FISCAL YEAR 2016 GENERAL FUND BUDGET Chris South, Chief Financial Officer, Washington County Public Schools, requested adjustments to the Second Quarter Fiscal Year 2016 General Fund Budget by increasing the following categories: Revenue - $160,000; Instructional Textbooks and Supply - $290,302; Other Instructional Costs - $328,325; Special Education - $354,000; and Maintenance of Plant - $1,340,563; and by decreasing the following categories: Instructional Salaries - $908,220; Student Personnel Services - $5,735; Student Transportation Services - $425,785; Operation of Plant - $473,575; Capital Outlay - $34,475; and Fixed Charges - $305,400, for a net change in fund balance of $0. Mr. South described the reasons for requested adjustments in several categories. The Commissioners discussed several items and requested details on the specific projects toward which the BOE plans to use the $1.125 million transfer requested for the local match for State CIP funding. Mr. South agreed to provide the information to the Commissioners. No action was taken on the requested second quarter adjustments. TOBACCO FREE PARKS Greg Shank, Board member, Recreation and Parks Advisory Board; Earl Stoner, Health Officer, Washington County Health Department; and Jim Sterling, Director, Public Works, presented the plan to implement a "Tobacco Free Play Zone" for Washington County parks to raise awareness to the dangers of tobacco use and to help educate youth about healthy lifestyles. Mr. Sterling described the program that has been developed in cooperation with the Washington County Health Department and he displayed photos of associated signs and banners to be placed at the park entrances. The Black Rock Golf Course, Doubs Woods maintenance area and the Agricultural Education Center would be exempt from the new regulations. Park attendants will hand out business -sized cards to those smoking in parks to ask for their voluntary cooperation. The Commissioners discussed their endorsement of the program. Commissioner Barr, seconded by Keefer, moved to approve implementation of the Tobacco Free Parks program as presented. The motion passed unanimously. (4-0, Commissioner Myers was absent.) PUBLIC HEARING — MODIFICATION OF FISCAL YEAR 2017 WATER AND SEWER RATES President Baker convened a public hearing at 2:07 p.m. to obtain public comment regarding the proposed modification of water and sewer rates for Fiscal Year 2017. Julie Pippel, Director, Division of Environmental Management, presented the proposed schedule of water and sewer rates. The Water Fund of $1,337,520 represents an overall increased percentage of 4.34%, and Sewer Fund of $11,877,420, representing an overall increase of 8.97%, most of which is attributable to debt service associated with State mandated upgrades. She reviewed the proposed water and sewer rates for FY 2017 that shows an increase per quarter for the average residential user of 3.5% (or $5.57) for water and 3.4% (or $5.00) for sewer. Similar increases are proposed for other user classes. Ms. Pippel April 5, 2016 Page 6 advised that water service allocation fees are proposed to increase from $1,950 to $2,500 per Equivalent Dwelling Unit (EDU). Sewer allocation fees are proposed to increase from $5,900 per EDU to $6,900 per EDU. The collection service only area allocation fee is proposed to increase from $1,800 to $2,500 per EDU. Ms. Pippel indicated that the increases are needed to meet expenditure requirements for the two enterprise utility funds due to long-range financial plans. The hearing was opened for public comment. Fred Nastri, 18811 Island Drive, Hagerstown, commented on County water and sewer fees and whether citizens' money is being used in the best possible and most efficient way. Lee Downey, 11211 Kemps Mill Road, Williamsport, commented on behalf of the legislative committee of the PenMar Regional Association of Realtors. The organization is recommending not raising the sewer allocation fees for residential construction from $5,900 per EDU to $6,900 per EDU due to the recent upswing in the home building industry after a recession period. Charles Delzer, Cascade, commented on the bills he experiences in the Cascade area and of former comments from officials that bills would eventually be lower in that area. The Public Hearing was closed at 2:36 p.m. The meeting was opened for discussion by the Commissioners. The Commissioners decided to consider public comments and vote on the proposal at a later date. Commissioner Baker commented on individual charges on water and sewer bills. He advised of the County's budget hearing scheduled for Tuesday, May 3 at 7:00 p.m. at Hagerstown Community College's Kepler Theatre where citizens may comment on the budget including water and sewer rates/fees. CONSTRUCTION BID AWARD — PAVEMENT MAINTENANCE AND REHABILITATION PROGRAM FY 2016 CHIP SEAL APPLICATIONS Scott Hobbs, Deputy Director, Engineering and Construction Management, presented the recommendation to award the bid for the Pavement Maintenance and Rehabilitation Program FY 2016 Chip Seal Applications contract to the lowest responsive, responsible bidder, Hammaker East LTD of Fayetteville, Pennsylvania, for $1,397,470.01. Mr. Hobbs described the two bids received for the project that involves asphalt preservation and repair. The project includes approximately 54 miles of chip seal applications. Commissioner Cline, seconded by Barr, moved to award the base bid for the Pavement Maintenance and Rehabilitation Program FY 2016 Chip Seal Applications contract to the lowest responsive, responsible bidder, Hammaker East LTD of Fayetteville, Pennsylvania, for $1,397,470.01. The motion passed unanimously. (4-0, Commissioner Myers was absent.) April 5, 2016 Page 7 PUBLIC HEARING - ACQUISITION OF REAL PROPERTY President Terry L. Baker convened a public hearing at 2:44 p.m. to obtain public comment regarding the County's intention to acquire two parcels or tracts of land containing an aggregate area of 6,015 square feet, more or less, situate in Election District No. 25, Washington County, Maryland, commonly known as 37 Jonathan Street, Hagerstown, Maryland. Susan Small, Real Property Administrator, presented information relating to the property to be purchased for $120,000 using funds from the County' General Fund for completing the full-length widening of the alleyway behind the County Administration Building and for providing additional parking for citizens and staff The Commissioners discussed the proposal including the phase 1 environmental study done on the property that was formerly operated as a gas station. The hearing was opened for public comment. There were no individuals present who wished to comment. The public hearing was closed at 2:50 p.m. The meeting was opened for discussion by the Commissioners. Commissioner Cline, seconded by Barr, moved to acquire the property described as two parcels or tracts of land containing an aggregate area of 6,015 square feet, more or less, commonly known as 37 Jonathan Street, Hagerstown, Maryland, for $120,000 as presented, and adopt the proposed ordinance approving the purchase. The motion passed unanimously. (4-0, Commissioner Myers was absent.) (Ordinance No. ORD -2016-07 is recorded among the Acts, Ordinances, and Resolutions of Washington County and the original is located in the County Commissioners' Office.) CONTRACT AWARD — RECORD-KEEPING AND ACTUARIAL CONSULTING SERVICES Karen Luther, Purchasing Director; and Stephanie Stone, Director, Health and Human Services, provided information on the recommendation to award the contract for Record - Keeping and Actuarial Consulting Services (PUR-1308) for the Retirement Plan, Length of Service Award Program and other Post -Employment benefits under GASB -45. Ms. Luther indicated that Bolton Partners, Inc. of Baltimore, Maryland, is the responsive, responsible proposer for its proposal dated March 9, 2016. The contract is for an initial one-year term with an option by the County to renew for up to four additional consecutive one-year periods for the Total Sum (5 -year) of $169,900. Ms. Stone described the services provided in the contract. Commissioner Barr, seconded by Cline, moved to approve the contract award for PUR- 1308 to Bolton Partners, Inc. of Baltimore, Maryland, as presented. The motion passed unanimously. (4-0, Commissioner Myers was absent.) April 5, 2016 Page 8 FISCAL YEAR 2017 BUDGET DISCUSSION Debra Murray, Chief Financial Officer, discussed Draft 2 of the County's Fiscal Year 2017 Capital Improvement Plan Budget that contains several changes: Board of Education — $1 million removed from the land acquisition category and placed in a new Urban Improvement Plan project (downtown Hagerstown) Financial Management — $200,000 added in FY 2017 due to moving the current financial system management into the "cloud" and moving further out the planned conversion from manual time cards Vehicle Replacement Program - All vehicle replacement line items overall were increased by approximately $260,000 per year, mostly in the public safety category Pavement Maintenance Program — Increased by $13.1 million based on two assumptions; that the County will continue to receive $800,000 per year from the State for a special capital grant, and confirmation of the pay -go fund in the General Fund budget Changes in the Operating Budget include: Emergency Services - Approximately $35,000 added for Fire and Rescue Volunteer and 9- 1-1 to cover existing maintenance on equipment and for software to assist the Division of Emergency Services in chase vehicle monitoring Ms. Murray indicated that the budget reflects an overall 1.9% increase in general fund revenue or 2.2% if including the Day Reporting Center revenue. The Commissioners discussed the proposed adjustments as presented. It was their consensus to move forward to hold a public hearing on the budget as presented. Commissioner Cline suggested that County employee retirees receive a 3% cost of living increase. The Commissioners discussed the proposal. Commissioner Cline, seconded by Barr, moved to give County employee retirees a 3% cost of living increase. The motion passed unanimously. (4-0, Commissioner Myers was absent.) CITIZENS' PARTICIPATION No citizens attending the meeting wished to participate. ADJOURNMENT Commissioner Cline, seconded by Barr, moved to adjourn at 3:26 p.m. The motion passed unanimously. Gregory B. Murray, County Administrator John M. Martirano, County Attorney Vicki C. Lumm, County Clerk