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HomeMy WebLinkAbout061114 November 14, 2006 Hagerstown, MD 21740 The regular meeting of the Board of County Commissioners of Washington County, Maryland, was called to order at 8:30 a.m. by Vice President William J. Wivell with the following members present: Commissioners James F. Kercheval, John C. Munson and Doris J. Nipps. The meeting was held at the Department of Water Quality, 16232 Elliott Parkway due to elevator maintenance at the County Administration Building. INVOCATION AND PLEDGE OF ALLEGIANCE The Invocation was delivered by County Administrator Rodney Shoop, followed by the Pledge of Allegiance to the Flag by the full assemblage. APPROVAL OF MINUTES – OCTOBER 31, 2006 Motion made by Commissioner Kercheval, seconded by Munson, to approve the minutes of October 31, 2006. Unanimously approved. COMMISSIONERS’ REPORTS AND COMMENTS Commissioner Kercheval reported on the meetings of the Planning Commission and Economic Development Commission. He stated that he attended the Veteran’s Day ceremony at the World War I Memorial on Jonathan Street and also at Clear Spring High School and thanked all veterans for their service. Commissioner Kercheval informed the Commissioners that he attended the People’s Choice Awards ceremony, the Commission on Aging’s reception for centenarians, the dedication ceremony for the Mike Callas Stadium at North Hagerstown High School, and Congressman Bartlett’s promotion for environmentally friendly vehicles at the Valley Mall. Commissioner Munson distributed cards from Channel 25 showing the wind chill and heat index. Commissioner Nipps stated that she attended the Commission on Aging’s Centenarian luncheon. She informed the Board that the League of Women Voters is forming a task force to address affordable housing issues. Commissioner Nipps reported on the Historical Advisory Commission meeting. Commissioner Wivell reported on the Water Quality Advisory Commission meeting. He stated that the Commission does not support a waiver of allocation fees for the new Hospital. WASHINGTON COUNTY HOSPITAL INFRASTRUCTURE USAGE James Hamill, President and CEO of the Washington County Health System, and Raymond Grahe, Vice President of Finance for the Health System, met with the Commissioners to provide an update on the progress of the new Washington County Hospital. Mr. Hamill stated that the drawings are 100% complete and the bids have been received for the project. The Commissioners viewed a PowerPoint presentation of the architect’s depiction of the new facility. Mr. Hamill provided an estimated timeline for the project and stated that it should be completed in the summer of 2009. He thanked the Commissioners for their support and opened the meeting for questions. Michael Thompson, Director of the Planning Department, indicated the Planning Commission has given final approval for the project and that he is ready to sign-off on the building permits. Rodney Shoop, County Administrator, complimented the Health System for their working relationship with the County on such a large project. He also thanked Mike Spiker from the City of Hagerstown for his help in moving the project forward. Mr. Shoop stated that the Health System would be requesting a waiver/reduction of fees for the sewer infrastructure costs for the new facility and that a presentation would be made when the full board is present. Motion made by Commissioner Munson to vote on the issue of waiver of fees at this time. The Motion died for lack of a second. PEN MAR WATER SYSTEM – ALLOCATION FEES Mr. Murray appeared before the Commissioners to recommended that customers of the Pen Mar Water System, who are ineligible for the Water Connection Assistance Program, be permitted to defer actual payment of their allocation fees and that the County record a lien in the amount of NOVEMBER 14, 2006 PAGE TWO the required fees against each individual property. He stated that the fee would be collected when the property is sold or ownership is transferred. He also suggested that the time period for connection be extended from six to eight months. Mr. Murray reminded the Commissioners that a 0% Community Development Block Grant (CDBG) deferred loan was secured for eligible residents of the system. The program would assist with the allocation fees and installation costs associated with connection to the system. However, 62% of the residents are ineligible for the program and many residents have indicated the need for assistance with the allocation fee. He informed the Commissioners that the connection fee is $1,900 per residence plus the costs for digging the trenches for the actual connection could cost up to $5,000, for a total of $7,000. The meeting was then opened for questions from the Commissioners. Mr. Murray also requested a budget transfer of $48,000 from the CIP Water Contingency Fund to the Pen Mar Water Project to help absorb the initial costs. Motion made by Commissioner Munson, seconded by Nipps, to approve the recommendation to permit customers of the Pen Mar Water System, who are ineligible for the Water Connection Assistance Program, to defer actual payment of their allocation fees and that the County record a lien in the amount of the required fees against each individual property and to approve the corresponding budget transfer of $48,000 from the CIP Water Contingency to the Pen Mar Water Project. Unanimously approved. PRESENTATION OF THE FY 2006 AUDITED FINANCIAL STATEMENTS Mike Manspeaker, representing Smith Elliott Kearns & Company, appeared before the Commissioners to present the County's Fiscal Year 2006 audit report. He stated that the Management’s Discussion and Analysis is designed to give an overview in discussion format. He provided an explanation of the different funds, component units, notes to the financial statement, and the supplemental information included in the audit. Mr. Manspeaker reported that the County has a “clean” unqualified financial report again this year. He then provided a detailed review of the audit report, including the General Fund, Highway Fund and Capital Improvements Projects. He stated that the General Fund ended with a surplus of $6 million in revenues over expenditures. Mr. Manspeaker complimented the County on the cash reserves that were built and indicated that they would act as a cushion during lean years. He stated that recordation tax revenue was up by 50%, local income tax increased 41%, and interest income exceeded goals by $3.2 million. Mr. Manspeaker also reviewed the transfers into the Capital Improvement Project (CIP) fund. He then reviewed the proprietary funds (business-type activities): Water Quality, Solid Waste, Transportation, Airport, and Black Rock Golf Course. The Commissioners thanked Mr. Manspeaker for his presentation, and the Finance Department staff for their efforts. INTERGOVERNMENTAL COOPERATIVE PURCHASE – VMWARE INFRASTRUCTURE 3 ACCELERATION KIT Motion made by Commissioner Munson, seconded by Nipps, to authorize the Information Technologies (IT) Department to purchase VMware Infrastructure 3 Acceleration Kit for 8 processors from Convergency Technology Consulting, LLC, in the amount of $25,143.68, through a General Services Administration (GSA) – IT Schedule 70 Contract, in accordance with the terms and conditions of that contract and approval of a Resolution pursuant to Section 1-106.3 of the Code of Public Local Laws of Washington County, Maryland. Unanimously approved. TH 18 ANNUAL ANTIETAM NATIONAL BATTLEFIELD MEMORIAL ILLUMINATION Georgene Charles, Charles Brown, John Howard, and Judi Quelland, members of the Antietam National Battlefield Memorial Illumination Committee, met with the Commissioners to provide an th update on the plans for the 18 Annual Antietam National Battlefield Memorial Illumination this year. Mr. Howard gave a review of the history of the event, and Ms. Quelland presented a 2007 calendar to the Commissioners with photographs from past illumination events. Ms. Charles stated that over 416,000 luminaries NOVEMBER 14, 2006 PAGE THREE were used during the past 18 years and citizens donated over 162,000 volunteer hours. Tom Riford, Executive Director of the Convention and Visitors Bureau (CVB) presented the Commissioners Maryland Life with copies of the new issue of magazine with the Memorial Illumination on the cover page. He also presented framed copies of the magazine cover to Ms. Charles and Mr. Howard along with a check for $1,500 from the CVB Board of Directors. Commissioner Wivell thanked the committee for their efforts in coordinating the event. DONATED CONSERVATION EASEMENT – STANLEY & SALLY JO BOWSER Eric Seifarth, Land Preservation Administrator, and Pete Vorac, Mid-Maryland Land Trust, announced that Stanley and Sally Jo Bowser have made the first donated land conservation easement through the Mid-Maryland Land Trust. Mr. Vorac introduced Mr. & Mrs. Bowser who donated 118 acres of land for conservation easement on McFarland Road. The Commissioners thanked Mr. & Mrs. Bowser for their willingness to donate the easement. The Commissioners recessed for a photo session with the Bowsers. CITIZENS’ PARTICIPATION Nick Williams, Director of the Maryland Environmental Trust, stated that he supports the Mid-Maryland Land Trust and appreciates the County accepting donated easements. He noted that changes made in Congress have added new language for greater federal income tax deductions for donations of land easements. COUNTY ADMINISTRATOR’S COMMENTS Rodney Shoop, County Administrator, informed the Commissioners that the meeting on November 21 would be a full-day meeting. Mr. Shoop thanked all who participated in the farewell open house for Commissioner Snook. He stated that the Casual Day for the Flight 93 National Memorial raised $553. Mr. Shoop informed the Commissioners that the Hagerstown Soccer Club has requested a waiver of the County’s portion of the sewer connection fee in the amount of $1,800 for the new permanent restroom facilities they are constructing at their site. Motion made by Commissioner Munson, seconded by Nipps, to approve the request made by the Hagerstown Soccer Club to waive the County portion of the sewer connection fees of $1,800 for the new permanent restrooms and to fund this from the Commissioners Contingency Fund. Unanimously approved. REPORTS FROM COUNTY STAFF Gary Rohrer provided an update on the Lane’s Run Road project. He also provided an update on the repairs to the elevator at the County Administration Building. Mr. Rohrer indicated that he is hopeful that the elevator would be back in service early next week. Julie Pippel, Regulatory Affairs Coordinator at the Water Quality Department, stated that the County has received an additional $350,000 in grant funding for the Sharpsburg Water Treatment Plant from the Maryland Department of the Environment. John Latimer, Director of Fire & Emergency Services, informed the Commissioners that the jurisdictional program for the emergency medical services program has received a five-year certification from the Mid-Maryland Emergency Medical Services. BID AWARD – INDUSTRIAL EQUIPMENT FOR VARIOUS COUNTY DEPARTMENTS Rick Curry, Procurement Specialist, and Jack Reynard, Fleet Manager for the Highway Department, met with the Commissioners regarding recommendations for the bid awards for industrial equipment for various County departments. The Commissioners were concerned that there was only one bidder for these items and agreed to postpone any action on the bids until next week. They asked staff to analyze the bid process and provide them with additional information at next week’s meeting. NOVEMBER 14, 2006 PAGE FOUR BID AWARD – INDUSTRIAL EQUIPMENT FOR THE CITY OF HAGERSTOWN AND WASHINGTON COUNTY HIGHWAY DEPARTMENT Motion made by Commissioner Kercheval, seconded by Nipps, to award the bids to the responsive, responsible bidders with the lowest bids for the equipment as recommended below and to reject the bid for Item #2 as it exceeded the budgeted funds for the unit: Item #1 – Truck No. 1 and Truck No. – transfer/remount existing service body Alternate #1 (Highway Dept.) to RMS for $8,150.80; Item #2 – One (1) One Ton Cab/Chassis 4x4 DRW Dump Body w/V-Box Spreader – reject bid of $95,400 from Hagerstown Ford; and Item #3 – One (1) 26,000 GVW Single Axle Truck w/Dump Body to Five Star International, LLC for $112,250 and One (1) 26,000 GVW Single Axle Truck with Dump Body and Plow Alternate #1 (Highway Dept.) to Five Star International, LLC for $112,045. Unanimously approved. PUBLIC SAFETY RADIO & MOBILE DATA COMMUNICATIONS SYSTEM UPDATE Joe Kroboth, III, Deputy Director for the Department of Public Works, appeared before the Commissioners to provide an update on the Public Safety Radio & Mobile Data Communications System Project. Mr. Kroboth stated that the Committee is continuing to work on the contract design review phase of the project and hopes to complete it by mid-November. He provided a copy of the project status report dated November 7, 2006. He introduced the other members of the Committee who were in attendance. Mr. Kroboth stated that this is a “mega project” for the County in terms of dollars and from a coordination standpoint. He provided information on the five components: contract design review, site development, manufacturing and equipment, installation, and testing and acceptance. Mr. Kroboth indicated the there are nearly 600 tasks to be completed over the next two years for the project to be successful. All agencies must be integrated into the schedule and dovetailed at the appropriate time. The Contract Design Review entails verification and finalization of the system design. He stated that they are now in the process of completing environmental, cultural resource, and historic studies. Mr. Kroboth reviewed some of the challenges facing them on the project. The meeting was then opened for questions from the Commissioners. WASHINGTON COUNTY COMMUNITY PARTNERSHIP CARRY-FORWARD FUNDS Stephanie Stone, Director of the Washington County Community Partnership for Children & Families (WCCP), met with the Commissioners regarding the FY 2007 funding recently awarded from the Governor’s Office for Children. She stated that the Local Management Board (LMB) is recommending funding for the following programs: Local Coordinating Council Flexible Funding ($115,000) – to be utilized through the Local Management Board for community-based services and community-based out-of-home placements needed by children with mental or developmental disabilities not in State custody. Local Access Mechanism – Western Region ($264,609) to support the development of our local access mechanism, to hire information and referral database staff to support the development and implementation of the 2-1-1 system. Local Access Mechanism – Washington County ($4,412) – to support the development of Washington County’s local access mechanism and to cover training costs and parent stipends in partnership with the other western region LMBs. Local Access Mechanism Point of Service Funding – Ms. Stone stated that the LMB proposes setting aside $53,380 to be used for services addressed through the 1386 Local Access Mechanism Plan that was submitted to the State. Ms. Stone reviewed the projects previously approved by the Commissioners that used “Carry Forward Funding.” Motion made by Commissioner Kercheval, seconded by Munson, to accept the program recommendations made by the Washington County Partnership for Children and Families for the award of State grant funds and the use of Carry Forward Funds. Unanimously approved. ADJOURNMENT Motion made by Commissioner Nipps, seconded by Munson, to adjourn at 11:50 a.m. Unanimously approved. NOVEMBER 14, 2006 PAGE FIVE , County Administrator , County Attorney ___________________________, County Clerk