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HomeMy WebLinkAbout051206 December 6 2005 Hagerstown, Maryland JOINT MEETING WITH BOARD OF EDUCATION The Commissioners met with the Board of Education at 8:00 a.m. The following Board of Education members were present: Paul Bailey, Russell Williams, Roxanne Ober, Bernadette Wagner, and Jacqueline Fischer. Staff members making presentations were Dr. Elizabeth Morgan, Superintendent of Schools; William Blum, Chief Operating Officer; and Chris South, Director of Budget & Finance. FY 2006 - First Quarter Budget Adjustments Motion made by Commissioner Nipps, seconded by Munson, to approve the following first quarter budget adjustments, as requested by the Board of Education, by decreasing the following categories: Administration - $54,130; Instructional Textbooks & Supplies - $568,128; Special Education - $121,510; Student Personnel Services - $18,070; Maintenance of Plant - $59,790; and Fixed Charges - $400,810; and increasing the following categories: Revenue - $98,695; Mid-level Administration - $124,935; Instructional Salaries - $258,668; Other Instructional Costs (Equipment) - $129,590; Student Transportation Services - $215,625; and Operation of Plant - $592.315, for a total adjustment to the Fund Balance of $0. Unanimously approved. Adjustments to Capital Improvement Program (CIP Budget) Mr. South asked the Commissioners to consider the approval of a budget transfer to cover cost overruns on FY 2006 projects. He stated that roofing material was replaced under the air-handling unit at Northern Middle School for a cost of $8,065. Also, there were several problems with the placement of relocatable classrooms, including removal of a large amount of rock at South Hagerstown High School and the upgrade of the electrical system at Fountain Rock Elementary School. The cost of the changes is $80,000. Mr. South recommended that the funds be transferred from the E. Russell Hicks boiler replacement project that will cost less than anticipated due to additional State participation. Motion made by Commissioner Wivell, seconded by Nipps, to transfer $88,065 from the E. Russell Hicks Boiler Project to Systemic Projects (Northern Middle Roofing Project) and Relocatable Classrooms as outlined, in the FY 2006 CIP budget. Unanimously approved. FY 2007-12 CIP Funding and Accelerated Funding of FY 07 Relocatable Costs Mr. Blum and Mr. Turnbough informed the Commissioners that the actual enrollment increases for September 2005 were approximately 30% lower than projected. As a result, the five- year projections for enrollment have been reduced. Mr. Blum stated that they have increased the expectations for the northeast quadrant of the urban growth area. The following changes are being recommended to the CIP to accommodate these changes: 1) Consider the viability of Conococheague Elementary as an elementary site. 2) Create a feasibility study to determine the long-term viability of the site for renovation and an addition to a four-round school. 3) Eliminate east City elementary and east City High schools from the CIP. 4) Create a three-round elementary school or primary school on the Palmer Farms site to relieve Eastern Elementary, with planning to begin in FY 2008. 5) Create a placeholder for a 16-classroom addition, which may include South Hagerstown High, with planning to begin in FY 2008. 6) Move the Boonsboro Elementary addition to FY 2009 for planning and increase the addition to 12 classrooms. 7) Increase systemic and other maintenance projects to the previously approved Facilities Master Plan levels. 8) Reduce relocatable purchases to reflect the reduced projections. Mr. Blum stated that other issues that would need to be considered. The Commissioners discussed the recommendations and agreed to take them under consideration. Motion made by Commissioner Kercheval, seconded by Nipps, to approve the request to order ten (10) relocatable classrooms for Fiscal Year 2007. Unanimously approved. Update on Renovation/Maintenance Projects Mr. Blum informed the Commissioners that the Board would be hiring a project manager to help with renovation and maintenance projects. He DECEMBER 6, 2005 PAGE TWO stated that they hope to go to bid in the spring for the boiler projects. The Commissioners had questions about the new quality based policy they are utilizing to award proposals for services. Mr. Blum explained that they open the price proposal of only the top- rated proposer for professional services and negotiate on the price. The Commissioners expressed concerns and stated that they may want to consider refining the process. The majority of the Commissioners agreed that cost should be a factor in awarding proposals. Dr. Morgan stated that they would schedule time to discuss this information in more detail. Update on Adequate Yearly Progress Dr. Morgan informed the Commissioners that Washington County met the Adequate Yearly Progress (AYP) at every grade level tested. She indicated that Washington County was one of three counties in the State that have met AYP at all levels and have no schools deemed “in need of improvement.” The Commissioners authorized Rodney Shoop, County Administrator, to send a letter to permit the use of the Washington County Health Department parking lot during peak times for overflow parking during North Hagerstown High School events. Mr. Shoop stated that the Health Department has also submitted a letter agreeing to the proposal. RECESS The Commissioners recessed at 9:42 a.m. The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 10:00 a.m. by President Gregory I. Snook with the following members present: Vice President William J. Wivell and Commissioners James F. Kercheval, John C. Munson, and Doris J. Nipps. INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was delivered by Commissioner Snook, followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES – NOVEMBER 29, 2005 Motion made by Commissioner Munson, seconded by Nipps, to approve the minutes of November 29, 2005, as submitted. Unanimously approved. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Nipps reported on the Recreation & Parks Board meeting. She stated that she attended the Festival of Trees fundraiser at Robinwood Medical Center, which benefits the neonatal unit at the Washington County Hospital and the Healthy Families Christmas party. Commissioner Nipps informed the Commissioners that she attended the press conference regarding the first Community Report Card and later toured the Museum of Fine Arts. Commissioner Wivell reported that he attended the Antietam National Battlefield Illumination. Commissioner Kercheval informed the Commissioners that he attended meetings of the Greater Hagerstown Committee and the Mental Health Advisory Committee. He reported on the Public Golf Corporation Board meeting and stated that they are attempting to better utilize part-time and seasonal staff. Commissioner Kercheval stated that the Planning Commission adopted a policy recommending cul-de-sacs in rural areas without public water be limited to 800 feet serving no more than 25 lots. Longer cul-de-sacs may be considered if they offer a better design to the subdivision and can be adequately serviced by emergency personnel. He informed the Commissioners that the Planning Commission also reviewed a subdivision and a variance request on which the Commissioners had previously granted a rezoning limiting the development to 9 lots. Commissioner Kercheval stated that it appears that the developer would be attempting to challenge the Commissioners decision on the 9 units, and attempt to get approval for the larger development previously denied by the Commissioners. He stated that staff would discuss the situation with them in more detail at a later date. DECEMBER 6, 2005 PAGE THREE Commissioner Snook presented a Certificate of Merit to Debra Murray, Director of Budget and Finance, in recognition of having received theDistinguished Budget Presentation Award from the Government Finance Officers Administration (GFOA) for Fiscal Year 2006. He stated that this award is the highest form of recognition in governmental budgeting and represents the commitment of staff to meet standards. Commissioner Snook congratulated Ms. Murray on this achievement. Ms. Murray thanked the Commissioners for the Certificate and recognized her staff for their assistance. Commissioner Snook presented a check in the amount of $1,500 to William Price, Administrator for the Literacy Council of Washington County, to allow them to purchase software and printers for their literacy program. Mr. Price thanked Commissioners for their assistance and for the used computers donated by the County. Commissioner Snook stated that he attended the Chamber of Commerce meeting. He reported that Glenn Fuscick was elected as the new president of the Washington County Volunteer Fire & Rescue Association. Commissioner Snook provided an update on items discussed at the Maryland Association of Counties Executive Board meeting last week as well as some upcoming legislative items. REPORTS FROM COUNTY STAFF Ronald Whitt, Director of the Information Technologies Department, informed the Commissioners that the Washington County Public Network extended fiber connectivity to several remote County locations and, in partnership with State, extended fiber to Hancock Elementary and Middle/High Schools. He stated that he is scheduled on the agenda in the near future to discuss funding of the County and Library portion for creation of an institutional network in the downtown Hagerstown core. CITIZENS’ PARTICIPATION There was no one present who wished to participate. COUNTY ADMINISTRATOR’S COMMENTS Rodney Shoop, County Administrator, informed the Commissioners that the meeting schedule for the next six months has been released. REAPPOINTMENTS – ADVISORY COMMISSION TO THE BOARD OF HEALTH Motion made by Commissioner Munson, seconded by Nipps, to reappoint Ron Frew, Brian Kenworthy, and Dori Widdows to the Advisory Commission to the Board of Health for three-year terms. Unanimously approved. PROPOSED RESIDENTIAL REHABILITATION CREDIT PROGRAM AND CONVERSION OF MULTI-FAMILY TO SINGLE-FAMILY RESIDENCES TAX CREDIT PROGRAM John Schnebly, Chair of the Economic Development Commission (EDC) Intragovernmental Committee, met with the Commissioners to present the Committee’s recommendations on two tax credit programs they are proposing for use within the City of Hagerstown’s Community Legacy Area. Mr. Schnebly explained that the Residential Tax Credit Program would provide incentives to property owners who improve their properties for higher resale value and enhance the neighborhood. The Conversion of Multi- Family to Single Family Residences Program would provide incentives to property owners who remove rental units from residential buildings and create owner-occupied dwellings. He also reviewed the eligibility requirements for each of the programs. He stated that the Committee hopes this will encourage property owners to improve their properties. The meeting was then opened for questions and discussion. The Commissioners asked for clarification on the amount of investment that would qualify and if a property owner could qualify under more than one program. They also asked about the city’s desire to include part of the property of a proposed “East End Redevelopment Plan” in this area as the tax credits may be counter-productive to establishing a TIF to fund redevelopment projects. The Commissioners agreed that clarification would be needed before a decision would be made, and Mr. Schnebly agreed DECEMBER 6, 2005 PAGE FOUR to take these concerns back to his committee for review. CommissionerSnook stated that the County would probably consider adopting something similar to what the City adopts. The Commissioners took the recommendation under consideration. REQUEST TO ESTABLISH “REDEVELOPMENT AREAS” WITHIN THE TOWN OF SMITHSBURG Mr. Schnebly stated that the EDC Intragovernmental Committee recommends that the Commissioners support the Smithsburg Mayor and Council’s request to consider the Town Center “TC” zoned area as a “redevelopment area” in accordance with Sections 2(r) and 5(g) of the Washington County Building Excise Tax Ordinance. He noted that the Mayor and Council passed a resolution in November to designate the TC zoned properties as redevelopment areas. The Mayor and Council’s resolution only supports the exemption of commercial uses within the redevelopment areas. The meeting was then opened for question and discussion. The Commissioners noted that any excise tax credits would be limited to the areas noted in the maps provided and that the Town would need to come back to the Commissioners should they wish to expand this designation in the future. Motion made by Commissioner Munson, seconded by Nipps, to approve the Town of Smithsburg’s action to designate Town Center “TC” zoned areas as redevelopment areas qualying for building excise tax credits in accordance with Sections 2(r) and 5(g) of the Washington County Building Excise Tax Ordinance. Motion carried with Commissioners Munson, Nipps, Kercheval, and Snook voting “AYE” and Commissioner Wivell “ABSTAINING.” RECESS – ANNUAL DEPARTMENT OF SOCIAL SERVICES LUNCHEON The Commissioners recessed at 11:30 a.m. in order to attend the annual Department of Social Services luncheon. AFTERNOON SESSION The afternoon session was called to order at 1:15 p.m. by President Gregory I. Snook, with the following members present: Vice President William J. Wivell and Commissioners James Kercheval, John Munson, and Doris Nipps. IMPLEMENTATION OF EARLY ACTION PLAN Jill Baker, Senior Planner, met with the Commissioners to request that they approve implementation of the Early Action Plan by adopting an Air Quality Action Days Plan. Ms. Baker reviewed the proposal, which outlines proactive steps in attaining the 8-hour standard for ozone in Washington County by 2007 as required by the Environmental Protection Agency (EPA). She informed the Commissioners that the EPA has approved Washington County’s plan. Ms. Baker stated that, as part of the Early Action Plan, the County has agreed to several voluntary actions that can help reduce air pollution. The procedures outline topics such as Air Quality Action Days Notification Procedures, Language to be Used in Notifying Employees and the Public about Air Quality Action Days, Flags Procedure at County Buildings, Fueling Procedures on Air Quality Action Days, and Episodic Ban on Certain Types of Painting and Use of No and Low- VOC Paints. The meeting was then opened for questions and discussion. It was the consensus of the Commissioners to approve the implementation of the Early Action Plan and adopt the Air Quality Action Days Plan as presented. CITIZENS EMERGENCY RESPONSE TRAINING (CERT) AWARDS John Latimer, IV, Director of Fire & Emergency Services, presented awards to representatives of the following departments who received CERT training: Buildings Grounds and Parks (Kenny Rickett and Bob Farmer); Water Quality Department (Jim Bishop, Brian Brandt, Kim Bowers, and Denny Engle); and Shawley’s LP Gas (Kay Dunn). Mr. Latimer also recognized trainers Brian Overcash, Stoyan Russell, Deputy Jim Holsinger, and Paul Rudolph, Board of Education. Mr. Latimer provided background information on the CERT program and stated that it provides training on terrorism awareness, incident command procedures, fire suppression, first aid, weather emergencies and disaster preparedness. DECEMBER 6, 2005 PAGE FIVE Mr. Latimer and Verna Brown, Emergency Management Coordinator, provided an update on the County’s Emergency Preparedness Plan. Ms. Brown informed the Commissioners that, although the recent hurricanes have brought to light some areas of the plan that need to be addressed, Washington County has trained over 500 citizens as emergency response volunteers. She indicated that the County is also the first county in the State to have all employees of the Highways, Buildings, Grounds and Parks, and Water Quality employees trained in emergency response. EMERGENCY NUMBER SYSTEMS BOARD GRANT AWARDS Motion made by Commissioner Munson, seconded by Nipps, to authorize the Division of Emergency Services to accept grant awards totaling $18,558.78 from the Emergency Number Systems Board for furnishings and equipment for a Fire and Rescue Communications training area and laptop computers necessary for the education and training of departmental personnel. Unanimously approved. Commissioner Nipps presented a Certificate of Merit to Chief Bardonna Woods in recognition of her certification as an Emergency Numbers Professional from the National Emergency Numbers Association and offered her congratulations on her accomplishment. Ms. Woods thanked the Commissioners for the certificate and outlined the training that was necessary to receive the certification. CONVENE IN CLOSED SESSION Motion made by Commissioner Munson, seconded by Kercheval, to convene in closed session at 1:56 p.m. to discuss a personnel matter that affects one or more specific individuals, consult with counsel to obtain legal advice, discuss public security because the public body has determined that public discussion would constitute a risk to the public or to the public security including the deployment of fire services and staff; and discuss an investigative proceeding on actual or possible criminal conduct, in accordance with Section 10-508 of the State Government Article of the Annotated Code of Maryland. Unanimously approved. (Commissioner Nipps was excused from the meeting at 2:28 p.m.) RECONVENE IN OPEN SESSION Motion made by Commissioner Munson, seconded by Wivell, to reconvene in open session at 2:38 p.m. Unanimously approved. In closed session, the Commissioners discussed two (2) personnel matters, consulted with counsel to obtain legal advice on one (1) matter, discussed public security because the public body has determined that public discussion would constitute a risk to the public or to the public security including the deployment of fire services and staff, and discussed an investigative proceeding on actual or possible criminal conduct. Present during closed session were Commissioners Gregory I. Snook, William J. Wivell, James F. Kercheval, Doris J. Nipps, and John C. Munson. Also present at various times were Rodney M. Shoop, County Administrator; John Martirano, County Attorney; Kirk Downey, Assistant County Attorney; Joni Bittner, County Clerk; John Latimer, IV, Director of Emergency Services; and Tom Altman, President of the Washington County Volunteer Fire & Rescue Association. REAPPOINTMENTS – WATER QUALITY ADVISORY COMMISSION Motion made by Commissioner Wivell, seconded by Munson, to waive the two-term limit policy and reappoint Ed Renn and Glenn Fishack to the Water Quality Advisory Commission for three-year terms. Unanimously approved. ADJOURNMENT Motion made by Commissioner Kercheval, seconded by Wivell, to adjourn at 2:39 p.m. Unanimously approved. , County Administrator DECEMBER 6, 2005 PAGE SIX , County Attorney ___________________________, County Clerk