Note: This is a SUMMARY of the Commissioners Meeting for the purposes of a Press Release. These are not the official minutes of the meeting.
CONSTRUCTION BID AWARD: CULVERT REPLACEMENT PROJECT
Deputy Chief County Engineer Rob Slocum brought this bid before the Board for review, recommending rejecting without prejudice the only bid received for this project. The intention is to make slight modification to the bid documents and readvertise at a more favorable time. The project was advertised in August but only 1 bid was received, from Building Systems, Inc. for $440,936.00, even though 6 sets of bids documents were sent out.
The project includes culvert replacement at three separate locations, Harpers Ferry Road, Nick Road, and Toms Road. Each location includes the removal of an existing deteriorated culvert with the placement of new reinforced concrete pipe, cast-in-place concrete endwalls, placement of riprap, installation of new traffic barrier, and asphalt approach paving. The three separate projects were combined into a single project in an attempt to capitalize on an economy of scale. Potential issues affecting the bid cited current workload of contractors, availability of resources, increased material costs, and the timeframe for construction. The Engineer’s Construction Cost Estimate was $262,113. A motion to reject the bid and readvertise was approved by a 3-0-1 vote with Commissioner Jim Kercheval abstaining.
EMERGENCY SHELTER GRANT APPLICATION
Sherry Neil, Director of Case management for the Community Action Council requested approval of the submittal of the annual Emergency Shelter Grant (ESG) application to the State Department of Housing and Community Development. ESG funds help prevent homelessness and improve the quality of existing shelter programs. CAC, CASA, St. John’s Shelter and REACH all benefit from the grant. The total requested is $50,000.00, with $25,000 to CAC, $10,000 each to CASA and St. John’s Family Shelter, and $5,000 to REACH. The measure was approved by unanimous vote.
GRANT AWARD : Edward Byrne Memorial JUSTICE ASSISTANCE GRANT
Sheriff Charles Mades brought this request, to accept the Edward Byrne Memorial Justice Assistance Grant Program (JAG) Award of $39,568.00 and create a budget line item for funds disbursement. The JAG Program allows states, tribes, and local governments to support a broad range of activities to prevent and control crime based on their needs and conditions. Grant funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice, law enforcement programs, prosecution and court programs, prevention and education programs, corrections and community corrections programs, drug treatment programs, planning, evaluation, and technology improvement programs, or any combination. The funds would be split 50/50 between the Hagerstown City Police Department and the Washington County Sheriff's Office, with each receiving $19,784.00. The Hagerstown City Police would use its half of the funding for overtime to police personnel for the support of law enforcement efforts in designated CSAFE areas of Hagerstown. The Sheriff's Office would utilize its half of the award to support traffic enforcement initiatives, crime prevention patrols in response to specific crimes, threats, or holiday events, and to purchase equipment, software or other technology improvement items. The measure was approved by unanimous vote.
REZONING CASE RZ-05-006: Maryland Homes
County Attorney Richard Douglas brought this matter before the Commissioners. At its last meeting, the Board approved rezoning of the property, 7.46 acres located on the west side of Massey Boulevard, northwest of Virginia Avenue, from BG – Business General to RM – Residential Multi-Family. The Planning Commission had recommended granting the rezoning based upon its determination that there has been a mistake in the current zoning of the property, and that granting the request is logical and appropriate and that it would be consistent with the Comprehensive Plan for the County. This matter was presented for final decision in the form of findings of fact and decision as prepared by the County Attorney's Office for review and approval by the Commissioners. Discussion took place regarding wording of one sentence and addition of wording regarding limitation of density to the amount that infrastructure can support. The Board felt that traffic conditions could be a limiting factor in the number of dwelling units that could be built on the property. A motion to accept the findings of fact was approved by unanimous vote. A motion to approve the decision as amended was approved on a 3-1 vote with Commissioner Bill Wivell voting "no".
REZONING REQUEST: EDWARDS INVESTMENT COMPANY
County Attorney Douglas also brought this case before the Board. The applicant has requested that the property consisting of a total of 8.48 acres located in the southwest quadrant of Hopewell Road and Interstate 70 Interchange be rezoned from HI-1 – Highway Interchange 1 to HI-2 – Highway Interchange 2. The Planning Commission recommended granting the rezoning based upon its determination that a mistake was made in the 1995 rezoning of the property, and that granting the request is logical and appropriate and that it would be consistent with the Comprehensive Plan for the County. The Board reached consensus to move ahead with presentation of the findings of fact at next week's meeting.
COMMISSIONERS' REPORTS AND COMMENTS
Commissioner Jim Kercheval reported on the Planning commission Meeting held Monday evening. That body discussed traffic concerns on Sharpsburg Pike as a result of additional development in the area. Engineering will brief that Commission on the possible solutions at that location. Fire protection in rural development areas were discussed, with Department of Emergency Services requests that developers install dry hydrants and underground water storage tanks the central issue. The Planning Commission denied a development based on school capacity issues. Kercheval said that instance was the first to occur under the revised Adequate Public Facilities Ordinance since the Excise Tax was adopted. The development was denied until school adequacy is achieved or a mitigation plan for such situations is approved by the County Commissioners. Other developments were reviewed that are also in areas with inadequate School capacity including a preliminary consultation on a 300-unit development at the Arnett Farm off Sharpsburg Pike. The Planning Commission wants policies and procedures established to uniformly handle denials for final plat approvals based on school inadequacy, Kercheval reported. The Citizens' Emergency Preparedness Day was held on September 10 th, with a plaque dedication at Hagerstown City Park, proclamation presentations, and day-long events at Valley Mall. Kercheval thanked Emergency Management and theCitizens' Emergency Response Team for their efforts in those events. Planning Director Mike Thompson made an informative presentation to a local civic club last week on growth issues in the County. That powerpoint presentation is available should other organizations desire to hear that program . Commissioner Kercheval attended the Community Rescue Service 50 th Anniversary Celebration last Sunday commemorating the organization's growth from 15 volunteers in 1955, to paid staff of 55 and 25 volunteers, 9000 annual calls, and an annual budget of $2 million today. The Economic Development Commission meeting last week discussed the Agriculture Marketing Specialist position and its reporting line to County Government. The EDC supports that position, Kercheval said. The Town of Smithsburg is seeking a redevelopment area similar to the one Hagerstown has in place for possible Excise tax credits. The Hagerstown Community College will be coming to the Commissioners to propose adding "wet lab" facilities at its business incubator on the Robinwood Drive campus. This would support biotech business development, Kercheval reported.
BID AWARD: HAZARDOUS MATERIALS RESPONSE VEHICLE
County purchasing Agent Karen Luther and Division of Fire and Emergency Services Director Joe Kroboth brought this matter before the Board, to award the purchase of a Hazardous Materials Response Vehicle to the responsive, responsible bidder with the lowest bid, Singer Associates / Pierce Manufacturing of Williamsport, Maryland in the amount of $211,102.00. The vehicle would be used to carry equipment and personnel to the scene of hazardous materials and bio-chemical incidents, and was proposed as part of the FY ’06 operating budget. Kroboth told the Board that the vehicle would have four-wheel drive and a high wheel clearance, to facilitate use on railroad tracks. In July the Commissioners had directed Emergency Services to proceed with the vehicle purchase using Homeland Security Funds. This vehicle is eligible for 100% funding through the local Homeland Security Funds awarded in Federal Fiscal Year 2004. The measure was approved by unanimous vote.
REPORTS FROM COUNTY STAFF
Although a "stand down" order was received during the afternoon, DES Director Joe Kroboth told the Board that, if needed, a plan was in place regarding coordination of housing services to evacuees from Hurricane Katrina. DES, The Red Cross, Department of Social Services, REACH, the Health Department and a number of faith-based agencies met Tuesday morning to discuss the issue. About 40 families have offered use of their homes in Washington County without being asked. A scenario was developed that would have processed evacuees at a reception area, and provided temporary housing at a local hotel, until family match-ups could be completed. The refugees would stay with local families for an undetermined period, possibly as long as 6 months. Some 100-125 families could be assisted, and the County would have needed 36-48 hours advance notice to finalize its process. Cost to County Government would have been reimbursed by FEMA at a later date. The central point of contact for citizens wishing to provide lodging assistance to refugees would be the Washington County Emergency Management Agency at 240-313-2940, or the Washington County Chapter of the American Red Cross. Kroboth told the Board that a number of conference calls with MEMA and FEMA had been held, and that if a request for housing assistance was not received by Tuesday evening, then there would not be a large influx of refugees. About 1 p.m. an announcement from FEMA and MEMA was received, that all Maryland Counties would "stand down" regarding mass sheltering of evacuees by FEMA standards. Kroboth also reported that requests for County equipment and personnel resources continue to be received. Currently there are three ambulances owned by county EMS companies in Jefferson Parrish Louisiana, along with 7 paid EMS personnel. Those units are from Williamsport, Smithsburg and Community Rescue Service, Kroboth said. The County is refining its process for identification of employees that could be deployed, and immunizations for any employees sent to the stricken area would be provided by the Health Department. Last week there was some confusion on the part pf Hagerstown Mayor and Council about the City's Emergency Sheltering Plan. Kroboth said that the City has been provided with a copy of the County's Plan, that provides for shelters for about 26,000 persons displaced by disasters in other locations. County Administrator Rod Shoop commented that the Commissioners have supported DES' efforts to prepare through use of Homeland Security funds to purchase equipment, vehicles and supplies. The recent Employee Casual Day for Katrina victims brought in $2,600, Shoop said.
PUBLIC HEARING: HANCOCK ENTERPRISE ZONE REDESIGNATION
Sonja Hoover, Economic Development Commission Fiscal and Research Specialist brought the Hancock Enterprise Zone Redesignation to Public Hearing. The County and the Town of Hancock submitted a joint application to the Maryland Department of Business and Economic Development (DBED) in 1995 for establishment of an Enterprise Zone within the boundaries of the Town of Hancock. Hancock was designated as an Enterprise Zone, effective December 14th, 1995 and is scheduled to expire on December 14, 2005 if redesignation is not applied for and granted. The Enterprise Zone encompasses 1,500 acres and surrounds the Town of Hancock, stretching from the Pennsylvania border to the Potomac River. The zone includes commercial and industrial development opportunities in selected areas of town as well as commercial frontage along Main Street. No one appeared to comment either in favor of or against the Enterprise Zone. The reauthorization was approved by unanimous vote.
WORK SESSION: CODE HOME RULE TASK FORCE
County Administrator Rod Shoop brought this request, to approve suggested makeup of the Code Home Rule Task Force, before the Board. On August 9th the Commissioners voted to appoint a task force to study Code Home Rule. The Commissioners requested that Shoop develop a list of agencies or individuals for consideration as members of the task force. On August 31st, Shoop met with Joe Kroboth, Monda Sagalkin, Art Callaham and John Martirano to discuss the make-up of the task force. The recommendation for task force membership is 1 Member from the League of Women Voters, 1 Member from the Chamber of Commerce, 1 Member from the Greater Hagerstown Committee, 2 Citizens At-Large appointed by the Commissioners, 1 Local Delegation Appointee, Joe Kroboth as Chairman of the Task Force, and County Attorney John Martirano as Legal Department representative. A timeline for group activities calls for a presentation on December 6th, 2005 of a report and recommendations to the County Commissioners. Two public hearings would be held, on January 10th, 2006 in the daytime, and February 7th, 2006 in the evening. On
February 14th, 2006 the Board of County Commissioners would vote on whether to take the recommendations to a referendum.
COMMISSIONERS' REPORTS AND COMMENTS
Commissioner John Munson commented on a news report by NBC-25 on the highway reclamation program now underway in the County. The report featured work being done on Maugansville Road, and the equipment and personnel making the pavement management program a reality in the County. Munson cited reporter Brandee Coleman for excellent coverage. The Agriculture Preservation Board has had difficulty getting information from staff on some of the issues it is working on, Munson said. County Administrator Rod Shoop said that the scope of the project to be used in development of Transferable Development Rights is such that hiring a part-time professional consultant is being considered.
Commissioner Dori Nipps reported that the Historic Advisory Committee met last week and discussed a number of preservation issues, including the French Lane property. That group will bring the issues before the Commissioners soon, Nipps said. The recreation and Parks Board meeting last week discussed the Dairy Shrine proposed to be built at the Agricultural Education Center Park. At that meeting Buildings, Grounds and Parks Director Jim Sterling reported that there has been no business plan submitted by the proposer to date. Former Director of Maryland Extension Mary Ellen Waltemyer has proposed a memorial to long-time Extension Agent Don Schwartz to be installed at the Ag Center. The Ag Expo attendance was down by 2,000 from the 2004 attendance. Recreation summer camp program attendance was up by 62 participants, to 421 total for the year. A request that the Recreation Department offer programs in Boonsboro will be discussed, Nipps said. The Commission on Aging's move to the Aspire to Serve building will be discussed at a meeting to be held with officials of the Alexander House, which owns the space occupied by the COA. County Administrator Shoop noted that the grant application to Tri-County Council for funds to reduce costs of relocation for that agency will go out this week. The COA has taken over the Meals on Wheels Program formerly administered by the Community Action Council, and has a volunteer grocery shopping assistance program for seniors, Nipps said. The Recreation and Parks Board recognized the County Commissioners' decision to award $300,000 in Program Open Space funds to the North High Stadium project over the next several years, provided the funds are used for development of the Track only and that the area developed is open to public use, as specified by Program Open Space state guidelines.
Commissioner Bill Wivell welcomed State School Superintendents to Washington County last week during that group's convention in Hagerstown. The Community Rescue Service open house on Sunday commemorated that organization's 50 th anniversary and the events of September 11 th, 2001. The PenMar Development Corporation Board of Directors meeting on Monday discussed opening the facility to evacuees from Hurricane Katrina. Currently there are 8 housing units that could be used immediately, if needed, with others that could be utilized if cleaned up. Wivell made contact with the Governor's Staff last week concerning the availability of housing units at the former Army post. The PenMar Board's draft financial report for the recently ended fiscal year showed approximately $2.2 million in cash in banks, and revenues about $151,000 above expenses for the year. A public hearing on the revised application to the federal Department of Housing and Urban Development is scheduled for September 22nd, Wivell said. The Salvation Army has requested that the County Commissioners provide assistance ringing bells at kettles during the holiday season, Wivell reported.
CITIZENS PARTICIPATION
Each week the Board of County Commissioners sets aside time to hear from the Citizens of Washington County on matters of community interest.
Larry Hoeck of Hagerstown proposed installation of a park-n-ride lot at the Pennsylvania State Line when the County realigns U.S. 11 as a method to manage growth and energy consumption.
Faye Cohen of the Cascade area commented on traffic, water rights, development and historic issues in the area around PenMar and Fort Ritchie.
John Himes of the Sandy Hook area discussed development, health, water and traffic issues.
OTHER BUSINESS
County Attorney Issues: County Attorney John Martirano discussed a Leadership Hagerstown meeting.
Appointments to Boards and Commissions: County Clerk Joni Bittner brought this request, for appointment of Jack Hall to the Fire & Rescue Communications Advisory Board as a citizen-at-large representative. The measure was approved by unanimous vote.
County Administrator's Comments: County Administrator Rod Shoop requested advertisement of a vacancy in the Permits and Inspections Department for a Permits Technician. The measure was approved by unanimous vote. Shoop attended the Chamber of Commerce Board meeting this week an d briefed that organization on several County issues.
REPORTS FROM COUNTY STAFF
Hagerstown Regional Airport Director Carolyn Motz told the Board that Essential Air Service approval means three flights per day from Hagerstown to Pittsburgh through 2007. HGR Marketing Director Greg Larsen said that Commissioners' assistance played a large part in receiving the EAS designation from the FAA. The Maryland Aviation Administration was instrumental in that collaborative effort and in proposals to airlines, Larsen said.
Budget and Finance Director Debra Murray reported that a letter from the Maryland Department of the Environment has provided notification of that agency's intent to refinance Biological Nutrient Removal loans, and asks if the County wishes to participate. The refinance would save the County about $102,000 over the life of the bond, Murray said.
Public Works Director Gary Rohrer reported that the Boonsboro Library branch project will likely go to bid in late winter, for a possible spring construction start. The Solid Waste Department is sponsoring a Scrap Tire Drop-Off Day on September 24 th, free to County residents only.
THE BOARD TOURED THE MARYLAND CORRECTIONAL TRAINING CENTER AT THE NOON HOUR
PURCHASE OF RIGHT OF WAY AND EASEMENTS
Real Property Administrator Joe Kuhna brought this request, for purchase of Fee Simple Right-of-Way (ROW) and Easements for Maugans Avenue project. The property is located on the North Side of Maugans Avenue at the intersection of Rockcliff Drive.
Fee Simple purchase consists of 2,889 square feet, the Slope/grading easement consists of 1,594 square feet. and Temporary Construction easement consists of 1,861 square feet. Total acquisition cost would be $18,000. The property is zoned Residential Suburban. The measure was approved by unanimous vote.
INTERGOVERNMENTAL PURCHASE: LAPTOP COMPUTERS
County Purchasing Agent Karen Luther and Division of Fire and Emergency Services Director Joe Kroboth brought this request, for an Intergovernmental Cooperative Purchase of 12 Rugged Mobile Data Notebook Computers for use by the Emergency Services Department from GTSI Corporation of Chantilly, Virginia. Due to a change in the model offered by the vendor the cost of each computer is $4,560 for a total cost of $54,722.64. This represents a reduction in unit cost from the original $4,857 and allows purchase of an additional unit, as the original purchase was for 11 units. This purchase would be accomplished by utilizing the U.S. Communities contract in accordance with the terms and conditions of that contract. U.S. Communities is a nationwide strategic sourcing program designed by public purchasing professionals for use by government and public-benefit non-profits throughout the country.
Funds must be encumbered for this equipment by no later than September 15, 2005 or the County will forfeit the funding. Kroboth told the Board that the bulk of the units will go into Sheriff Patrol vehicles, and that the computers will become an integral part of the County's new interoperable communications system. The purchase leverages homeland security funds to reduce general fund expenditures for the communication system. The measure, as amended, was approved by unanimous vote.
OFFER OF EQUIPMENT FROM WILLIAMSPORT AMBULANCE SERVICE
DES Director Kroboth requested that the Board authorize the Division to accept the offer of equipment from the Williamsport Volunteer Ambulance Service (WVAS).The company evaluated its fleet size and voted, as an organization, to offer certain equipment and supplies to the County for use. Equipment includes a fully equipped dive rescue trailer used to support dive rescue incidents, with an estimated value of over $20,000. The second item is a 1988 Horton Ambulance to be used as a spare ambulance throughout the County. To minimize the number of reserve ambulances throughout the County, one or two have been held in reserve, for loan, when a company’s ambulance is involved in a crash or requires extensive maintenance. The dive rescue trailer would be housed at the Special Operations Station and the spare ambulance would be stored at a fire or EMS station in the County. Discussion took place regarding the condition of the vehicle and an evaluation of the ambulance will be sought from the Highways Shop. The measure was approved, pending that evaluation, by a 3-1 vote with Commissioner Munson voting "no".