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HomeMy WebLinkAbout170606BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY Hagerstown, Maryland June 6, 2017 INVOCATION AND PLEDGE OF ALLEGIANCE President Baker requested a moment of silence to honor those who were lost during the World War II D -Day invasion as today is the 73rd anniversary of that battle 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 10:09 a.m. at 100 West Washington Street, Room 1113, with the following members present: Vice President Jeffrey A. Cline, Wayne K. Keefer and LeRoy E. Myers, Jr. Not present — Commissioner John F. Barr. APPROVAL OF MINUTES — MAY 23, 2017 Commissioner Myers, seconded by Commissioner Keefer, moved to approve the minutes of May 23, 2017. The motion passed unanimously. (4-0, Commissioner Barr was absent) COMMISSIONERS' REPORTS AND COMMENTS Commissioner Cline attended an Eagle Scout celebration for Sean Patrick McGuire. In addition, he attended a WWII Korean lunch and received very positive comments regarding Washington County. CITIZENS' PARTICIPATION No citizens attending the meeting wished to participate. CONVENE IN CLOSED SESSION Commissioner Myers, seconded by Commissioner Keefer, moved to convene in closed session at 10:13 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 or more specific individuals; to consult with staff, consultants, or other individuals about pending or potential litigation; and to consult with counsel to obtain legal advice on a legal matter, 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. (4-0, Commissioner Barr was absent.) In closed session, the Commissioners discussed the potential appointment of specific individuals to two (2) local boards over which the Commissioners have appointment authority; discussed several County employee position recommendations and related staffing issues; discussed a personnel matter; and discussed issues with staff and counsel that may lead to future litigation. June 6, 2017 Page 2 of 7 During closed session, the Commissioners requested additional information relating to a potential appointment to a local board; agreed to further discuss individuals being considered for appointment to a local board during today's open session meeting; provided direction to staff regarding several employment recommendations; requested additional information from staff regarding an employment position recommendation, and requested staff obtain further information regarding issues that may lead to future litigation and to bring the matter back to the Commissioners for further discussion at a later date. Present during closed session were Commissioners Terry L. Baker, Jeffrey A. Cline, Wayne K. Keefer and LeRoy Myers, Jr. Also present were Robert J. Slocum, County Administrator; Sarah Sprecher, Assistant County Administrator; Krista L. Hart, Executive Assistant; John M. Martirano, County Attorney; and a various times Debra Murray, Chief Financial Officer; Stephanie Stone, Director, Health and Human Services; Jerry DeWolf, Washington County School Board Nominating Commission Chair; and Tim Lung, Director, Plan Review & Permitting. The closed session meeting adjourned at 11:14 a.m. RECONVENE IN OPEN SESSION Commissioner Keefer, seconded by Commissioner Cline, moved to reconvene in open session at 11:18 A.M. The motion passed unanimously. (4-0, Commissioner Barr was absent.) REPORTS FROM COUNTY STAFF Appointments to Boards / Commissions Economic Development Commission Commissioner Keefer, seconded by Commissioner Myers, moved to reappoint Julie Rohm (Hagerstown -Washington County Convention and Visitors Bureau representative) to serve a second, three-year term from July 1, 2017 through June 30, 2020; reappoint Ed Lough (Hagerstown -Washington County Chamber of Commerce representative) to serve a second, three-year term from July 1, 2017 to June 30, 2020; and appoint Michael Reyka (at -large position) to serve a first, full three-year term from July 1, 2017 to June 30, 2020 on the Economic Development Commission. The motion passed unanimously. (4-0, Commissioner Barr was absent.) Board of Social Services Commissioner Myers, seconded by Commissioner Keefer, moved to reappoint Philip Kelly to serve a second, three-year term through June 30, 2020; and appoint Melissa Reabold, Carol Costello and John "Steve" White to serve first, three-year terms through June 30, 2020 on the Board of Social Services. The motion passed unanimously. (4-0, Commissioner Barr was absent.) Commissioner Comments Commissioner Cline asked for updates on the Cascade / JBLI property and its development. County Administrator Rob Slocum briefly summarized his recent discussions with JGBLI and mentioned future meetings and the general process of moving June 6, 2017 Page 3 of 7 from the MOU stage to a contract stage soon — following the proposed conveyance from the County to Cascade Town Center, LLC. In addition, Commissioner Cline requested updates on the Urban Downtown Project and Lanco. Rob Slocum stated that the City of Hagerstown is currently working on the demolition grant. Work is moving forward with Hager5, LLC on the potential courtyard/expansion and with the Architect on images for the bridge and utility relocation. In regards to Lanco, Mr. Slocum informed the Commissioners that he attended a meeting last week to further discuss the ongoing wastewater issues and that the project is moving forward. He further stated there are new regulations coming forward which could be effective October, 2018. With regard to the bridge at Yale Drive and Professional Court, Mr. Slocum stated that the County is working with Meritus Medical Center to acquire land for the project. Commissioner Baker inquired as to how the bidding/construction process will work relating to the development of Cascade Town Center; with concern for the local community and businesses having an opportunity to participate in the process. According to Mr. Slocum, the developers of any property that has been conveyed at Cascade Town Center (and therefore is owned by a private entity) will not be required to follow County procurement guidelines but will be subject to all of the same regulations and costs as any other land owner/developer in the County. SELECTION OF WASHINGTON COUNTY BOARD OF EDUCATION MEMBER Pursuant to Section 3-1301(e)(8) of the Education Article of the Annotated Code of Maryland, Commissioner Cline moved, seconded by Commissioner Keefer, to appoint Linda Murray to fill the current vacancy on the Washington County Board of Education. The motion passed with Commissioners Cline, Keefer and Baker voting "AYE" and Commissioner Myers voting "NAY" (3-1, Commissioner Barr was absent) FIRST GRADUATE OF THE DAY REPORTING CENTER Sheriff Doug Mullendore and Rebecca Hogamier, DRC Program Director, presented Mr. Dustin Stipes, the first graduate of the Day Reporting Center. Mr. Stipes has completed Phase IV of the center and is now eligible for sentence modification and after care; he is the first client to complete all phases of the DRC Program and has been drug free the entire time. He has been employed since Phase II of the Program and has been a model for the successful recovery from addiction. Mark Widmyer, Governor Hogan's Western Maryland Representative, spoke with regard to Mr. Stipes' accomplishment and stated his appreciation for Sheriff Mullendore and the Day Reporting Center Staff REQUEST FOR APPROVAL OF A SOUTH COUNTY DEPUTY Sheriff Doug Mullendore advised the Commissioners that the towns of Sharpsburg and Keedysville have requested additional police coverage for the towns beyond the normal coverage that the Sheriff's Office Patrol Division currently provides. He stated that the towns previously used their tax offset monies which was supplemented by County Commissioner funding to provide additional police coverage in both towns. When those June 6, 2017 Page 4 of 7 funds were no longer available, the deputy position was discontinued. Sheriff Mullendore stated that the towns are now requesting the deputy position for South County be reinstated. The fiscal impact for this request, if approved, would be $40,050 salary plus $22,736 benefits, for a total impact of $62,786. The first year cost to include a vehicle would be $124,299. Commissioner Keefer noted that the funds for the deputy would not come from the County but rather the municipalities themselves. The Commissioners agreed that further conversations with town officials should be pursued and further information obtained before moving forward with the request. THIRD QUARTER ADJUSTMENTS TO THE WASHINGTON COUNTY BOARD OF EDUCATION'S FISCAL YEAR 2017 GENERAL FUND BUDGET Chris South, Chief Financial Officer, Washington County Public Schools, requested adjustments to the Third Quarter Fiscal Year 2017 General Fund Budget by increasing the following categories: Other Instructional Costs - $342,851; Special Education $400,000; Maintenance of Plant $1,802,837; and decreasing the following categories: Administration ($482,732), Instructional Salaries ($994,074), Instructional Textbooks and Supplies ($347,365), Student Personnel Services ($18,295), Student Health Services ($64,120), Student Transportation Service ($150,642), Operation of Plant ($190,000), Fixed Charges ($728,680) — no change in School Food Services; for a net change in fund balance of $453,180. Mr. South described the reasons for requested adjustments in several categories. Commissioner Keefer, seconded by Commissioner Myers, moved to approve the requested adjustments to the Washington County Board of Education's Third Quarter Fiscal Year 2017 General Fund Budget as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) REVISIONS TO THE TIP JAR REGULATIONS OF THE OFFICE OF COMMUNITY GRANT MANAGEMENT - AMENDMENTS James B. Hovis, Director, and Laura Reamy, Administrative Assistant, Office of Community Grant Management, presented proposed revisions to the Tip Jar Regulations. The Office of Community Grant Management, in consultation with the Budget and Finance Department, identified a need to increase the cost of a Washington County Gaming Sticker from $2.00 to $3.00 per 2 -part sticker. This increase is necessary to offset the increase in administrative expenses directly associated with the management of the Charitable Gaming Program. The increase will allow the program to remain self- supporting with revenues generated only by those individuals and businesses that choose to participate in the Program. With sales projected to decrease in FY2018, this increase will result in an additional $40,000 in administrative revenue collected. The current fee of $2.00 has been in effect since 2011. Since the last sticker fee increase in 2011, operating expenses have increased and total sticker sales have decreased, creating a budget deficit. Sticker sales have decreased due to tip jar manufactures producing games with greater numbers of tickets and greater gross revenues/profit. Commissioner Myers, seconded by Commissioner Cline, moved to approve the revisions to the Tip Jar Regulations of the Office of Community Grant Management as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) June 6, 2017 Page 5 of 7 CONTRACT AWARD/PUR-1334 — DIVISION OF ENVIRONMENTAL MANAGEMENT, ENGINEERING SERVICES REQUIREMENTS CONTRACT Rick Curry, CPPO, Buyer, Purchasing Department, and Mark Bradshaw, PE, Deputy Director for Engineering, requested the award of a primary requirements contract for the Division of Environment Management — Engineering Services to AECOM Technical Services, Inc. of Newark, DE for the lowest price proposal amount of $118,500.00 at the specified unit costs and estimated hours (no minimum or maximum guaranteed); and, as permitted in the Request for Proposals, a "stand-by list" of consultants as follows at their specified unit costs and estimated hours (no minimum or maximum guaranteed): (1) The EADS Group, Inc., Cumberland, MD; (2) Charles P. Johnson & Associates, Inc., Silver Spring, MD; (3) Rummel, Klepper, & Kahl, Baltimore, MD; (4) EA Engineering, Science and Technology, Inc., Hunt Valley, MD. Mr. Bradshaw described the services under this contract as consisting of engineering support from a qualified engineering consultant firm to perform engineering services for the Division of Environmental Management projects in the six-year Washington County Capital Improvement Plan and general operating budget and unanticipated emergencies. The funds are budgeted in various Capital Improvement Plan and General Operating Budget project accounts for these services. Commissioner Myers, seconded by Keefer, moved to award the contract for the Division of Environmental Management, Engineering Services Requirements Contract to the responsive, responsible bidder, AECOM Technical Services, Inc. of Newark, DE for the lowest price proposal amount of $118,500.00 at the specified unit costs and estimated hours (no minimum or maximum guaranteed); and, move to approve the "stand-by" list of consultants as follows at their specified unit costs and estimated hours (no minimum or maximum guaranteed): (1) The EADS Group, Inc., Cumberland, MD, (2) Charles P. Johnson & Associates, Inc., (3) Rummel, Klepper, & Kahl, Baltimore, MD, (4) EA Engineering, Science, and Technology, Inc., Hunt Valley, MD. The motion passed unanimously. (4-0, Commissioner Barr was absent.) REJECTION OF BIDS FOR PUR-1347 TRANSFER STATIONS SAFETY UPGRADES Rick Curry and Dave Mason, Deputy Director,Solid Waste Department discussed the bids for the Transfer Stations Safety Upgrades and requested the rejection of all bids due to the bids received exceeding the proposed budget. The Invitation to Bid was advertised in the local newspaper, on the County's web site, and on the State of Maryland's website — e - Maryland Marketplace. Two (2) bids were received on Wednesday, May 17, 2017. Due to the funding issue, the Department will attempt to utilize County personnel to accomplish the work. Funding in the amount of $81,400 is available in the Department's Capital Improvement Plan (CIP) account 515000-31-21010 LDI054. The two bids came in from Building Systems, Inc., Hagerstown, MD with a Base Bid of $317,610 with Contingent Bid Items of $1,470 — Total Sum Bid plus Contingent - $319,080; Callas Contractors, Inc., Hagerstown, MD with a Base Bid of $333,000 with Contingent Bid Items of $1,600 — Total Sum Bid plus Contingent - $334,600. June 6, 2017 Page 6 of 7 Commissioner Keefer, seconded by Commissioner Myers, moved, in the best interest of the County, to reject all bids received relating to PUR-1347 as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) CONTRACT AWARD/PUR-1335 — DIVISION OF ENVIRONMENTAL MANAGEMENT, ENGINEERING SERVICES REQUIREMENTS CONTRACT Rick Curry and Dave Mason requested the award of a primary requirements contract for the Department of Solid Waste to AECOM Technical Services, Inc. of Cleveland, OH with the lowest price proposal amount of $122,932.50 at the specified unit costs and estimated hours (no minimum or maximum guaranteed); and, as permitted in the Request for Proposals, a "Stand-by list" of consultants as follows at their specified unit costs and estimated hours (no minimum or maximum guaranteed): (1) SCS Engineers, Columbia, MD, (2) EA Engineering, Science, and Technology, Inc., Hunt Valley, MD, (3) KCI Technologies, Inc. Sparks Glencoe, MD, (4) BAI Group, Inc., State College MD. Funds are budgeted in various Capital Improvement Plan (CIP) and General Operating Budget project accounts for these services. Commissioner Myers, seconded by Commissioner Keefer, moved to award the contract for the DEM Engineering Services Requirements Contract (PUR-1335) to the responsive, responsible bidder, AECOM Technical Services, Inc. of Cleveland, OH for the lowest price proposal amount of $122,932.50 at the specified unit costs and estimated hours (no minimum or maximum guaranteed); and further moved to approve the "stand-by" list of consultants as follows at their specified unit costs and estimated hours (no minimum or maximum guaranteed): (1) SCS Engineers — Columbia, MD, (2) EA Engineering, Science, and Technology, Inc. — Hunt Valley, MD, (3) KCI Technologies, Inc. — Sparks Glencoe, MD, and (4) BAI Group, Inc. — State College, PA. CONTRACT AWARD / PUR-1350 TRASH REMOVAL SERVICES AT COUNTY FACILITIES Rick Curry and John Pennesi, Deputy Director, Parks and Facilities, requested the award of a contract for Trash Removal Services at County Facilities to the responsible, responsive bidder, AVW of Maryland, Kearneysville, WV who submitted the lowest total sum bid in the amount of $41,568.00. Bids received were as follows: AVW of Maryland $41,568.00 and Republic Services $45,554.40. The contract is for Trash Removal Services at twenty-five (25) County facilities. Funds are available in various departmental budgets for these services. Commissioner Myers, seconded by Cline, moved to approve the contract for Trash Removal Services at County Facilities to the responsive, responsible bidder, AVW of Maryland for the total sum bid in the amount of $41,568.00 as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) RELIEF WITHOUT PREJUDICE FROM CONTRACT AWARD/BID AWARD (PUR-1342) FIRE SERVICE PERFORMANCE TESTING/INSPECTION OF FIRE HOSES, FIRE PUMPS, GROUND LADDERS, AND AERIAL DEVICES Rick Curry , Samuel Anderson, Emergency Planner and Jonathan Hart, Assistant Director, Emergency Services, requested relief from the contract award made May 9, 2017 to Fail Safe Testing of Manalapan, NJ for Option 2A (Fire Pump Testing) and to award to the next June 6, 2017 Page 7 of 7 responsive, responsible bidder with the lowest Total Sum Bid Price of $12,480.00 to FireOne, Inc. of Drexel Hill, PA, contingent upon the company registering with the Maryland Department of Assessments and Taxation and being in good standing. Original contract awards were made on May 9, 2017 as follows: Option 2A — Fail Safe Testing $10,800.00/Option 2B & 2C — Waterways of Southwest, PA $28,440.00 (213) $3,778.90 (2C)/Option 2D — Diversified Inspections/ITL, Inc. $3,175.00. Funds in the amount of $98,500 were requested in the Fire Operations FY'18 Budget (account 515270-10-11525) for these services. Remaining budgeted funds are for the testing/certification of other necessary equipment. Commissioner Myers, seconded by Commissioner Keefer, moved to approve the requested relief from Contract (PUR-1342) previously awarded to Fail Safe Testing as presented and further to award the contract to the next responsive, responsible bidder, FireOne, Inc. as presented. The motion passed unanimously. (4-0, Commissioner Barr was absent.) BUDGET TRANSFER FOR DEPARTMENT OF SOLID WASTE Dave Mason, Deputy Director, Department of Solid Waste requested approval for a budget transfer of $120,000 from reserves for repair of an articulated dump truck for the Department of Solid Waste. Mr. Mason reported that the dump truck has a blown engine and possible transmission issues — this budget transfer will be used to rebuild the engine, transmission, radiator, torque converter and associated components. The work will be completed by Alban -Cat of Baltimore. The vehicle has approximately 14,000 hours (which translates to approximately 400,000-500,000 miles). Mr. Mason stated that a new truck would cost approximately $500,000. Funding in the amount of $75,000 is available in fund 498721-31-21010 and $45,000 in fund 498710-31-21010. Commissioner Myers, seconded by Commissioner Keefer, moved to approve the budget transfer of $120,000 as presented. CONVEYANCE OF REAL PROPERTY TO CASCADE TOWN CENTER, LLC. Consideration of this matter was postponed and this item was removed from the Agenda. ADJOURNMENT Commissioner Cline, seconded by Commissioner Keefer, moved to adjourn at 12:34 P.M. The motion passed unanimously. (4-0, Commissioner Barr was absent.) Robert J. Slocum, County Administrator John M. Martirano, County Attorney Krista L. Hart, Executive Assistant