2017/03/16 01:15 PM Board of Carroll County Commissioners Open Session - Web Outline

Board of Carroll County Commissioners
Open Session
3/16/2017 1:15 PM
County Office Building Rm 311

225 North Center Street County Office Building Westminster, MD 21157

Downloads:

Agenda

Agenda Packet

Minutes

Minutes Packet

Video

I.	Call to Order
	1.	Roll Call
II.	Public Comment ~ Item No. III
	None
III.	Additional Briefing/Discussion/Decision ~ Request Approval to Submit Grant Application FY18 Annual Transportation Plan to Maryland Department of Transportation
	The FY18 Annual Transportation Plan requests Federal and State grant funding to support operating and capital expenses for the County's Public Transit System. This system provides service to older adults, persons with disabilities and the general public through demand response (door-to-door) service and the TrailBlazer (deviated-fixed routes). The four TrailBlazer deviated-fixed routes connect Eldersburg and Taneytown to Westminster and serve the areas of Westminster and South Carroll. The deviated-fixed route service operates Monday through Friday, with limited Saturday service in Westminster. The proposed FY18 budget includes a 4% increase in the base vendor contract, an increase in CTS driver salaries, the Westminster bi-directional route, the Hampstead-Manchester Route and the Westminster Evening service. After a lengthy discussion on the Total County Cash Match - Operating Budget increase from FY2017 of $774,783 to the Projected FY2018 funds requested of $1,099,151 and the large increase between the two. The Board directed staff to review the actual numbers and bring this grant application back to the Board on Tuesday, March 21, 2017 for discussion and decision.
IV.	Public Comment ~ Item No. V
	A citizen comment was made regarding the Pay As You Throw (PAYT) Program.
V.	Briefing/Discussion ~ Solid Waste Planning Update
	The Bureau of Solid Waste must effectively implement an integrated system of solid waste management that allows flexibility to react to changes in regulations, technology and market conditions. The Solid Waste Advisory Council (SWAC) advises the Bureau on matters relating to administration, operation, capital projects and budget. SWAC provides a forum for users of County's solid waste facilities. The Bureau and SWAC have evaluated many options to increase waste diversion, recycling, conservation of the landfill, increasing revenues and cutting expenses. The options include: -Composting -Hauler Districting -Increased Landfilling -Pay-As-You-Throw (PAYT) -Recycling Tip Fee -System Benefit Charge (SBC) -Evaluating Costs Associated with the General Fund The discussion focused on the alternatives of PAYT and modifying the existing transfer and landfill model. The Board of Commissioners directed staff to meet with the Solid Waste Advisory Council (SWAC) to put a plan together from what was discussed at the meeting, that can be put into action in the not too distant future. SWAC will bring it back to the Board so that they can vote on as a pilot program. This will allow real data to be collected to help determine where the county goes from here. The next meeting of the Solid Waste Advisory Committee will be in June, 2017.
VI.	Public Comment ~ Item No. VII
	None
VII.	Discussion/Decision ~ Credit Card Use at Northern Landfill
	The Bureau of Solid Waste must effectively balance convenient services and efficient use of funds. The Bureau previously discussed the possible use of credit cards at Northern Resource Recovery Park. Initial setup costs and ongoing charges were outlined. Additional information was provided to illustrate potential savings in collection and accounting expenses. Discussion addressed how the 3% bankcard transaction fees would be handled. Argument today is two-fold: allowing the use of credit cards; does the County absorb the cost of the charge that the credit card company will be charging the county to be able to use credit cards (3%) or does the county charge the 3% fee for the use of the credit card. After a lengthy discussion regarding the pros and cons of using a credit card machine at the Northern Recovery Park the Board decided to allow the acceptance of credit cards and charging those customers using credit cards the 3% bankcard transaction fee (convenience fee).
	1.	authorize staff to go forward with the credit card equipment at the Northern Landfill with the understanding that there will also be a 3% convenience fee for credit card user's Adopted [Unanimous]
VIII.	Public Comment ~ Item No. IX
	None
IX.	Briefing/Discussion/Possible Decision ~ Update of Evening Pilot Program
	County staff and "Ride With Us" met with the Board of County Commissioners in open session on August 25 and received approval to advertise and move forward with a public hearing. A public hearing was held on October 6. On October 20, the Board approved an Evening Subscription Service six-month Pilot Program operating within a five mile radius of the Westminster Library, Monday through Friday from 5:00pm until 8:00pm. The program began on December 5, 2016 with the acknowledgement that staff would come back before the Board in March to report on the program. Staff is here today to talk about ridership and costs of the program. Staff shared costs associated with this program in hopes of getting the Board's input regarding whether the Board wants to continue on with the program until the end of May, 2017. This is a demand response program only. There were 1.5 to 3.0 riders per hour ~ 1.2 passengers per hour. If the county decides to end this program right now there will have to be a public hearing held and that would take about 30 days to process and the program at the present will be ending at the end of May, 2017. The county could, however, modify the program in any way they wished without holding a public hearing. A discussion by staff to extend the hours of operation from 5-8 PM to 5-9 PM would possibly enable the students at Carroll Community College to use the bus more in that timeframe. Staff did not know and stated that they would have to talk to Carroll Community College and find out if that would be more helpful for them. Another suggestion, if the Board wants to see if the program would work any better if it would expand the geographic landscape. Right now that area is just 5 miles from the Westminster Library and by adding just one hour to the program is not likely to get an influx of riders. This may add an interest to people working and getting off work during the times set in the area.
	1.	expand the service throughout the county during the remaining amount of time of the Pilot Program (May, 2017) Adopted [Unanimous]

X.	Public Comment ~ Item No. XI
	None
XI.	Briefing/Discussion/Decision ~ Bid Approval - Pipe Culvert Repairs & Replacements
	The Department of Public Works, in cooperation with the Bureau of Purchasing, recommends award for the project to DSM Properties, LLC. in the amount of $613,309.75. This is within the project budget and no additional funds will be needed. The cost estimate on this project was $701,134.00. Number of Bids: 5 Vendors and Bid Results: 1. DSM Properties, LLC. - $ 613,309.75 2. Image Asphalt Maintenance, Inc. - $ 667,506.50 3. Stambaugh?s Inc. - $ 775,452.00 4. HiTek Construction - $ 812,249.00 5. C.J. Miller, LLC. - $1,038.095.60 Corrected Bid Total. DSM Properties, LLC. had one error in their original bid.
	1.	award and authorize the Bureau of Purchasing to move forward to obtain legally sufficient contract documents for signing by Jeff Castonguay, Director, Public Works to DSM Properties, LLC. in the amount of $613,309.75 Adopted [Unanimous]

XII.	Public Comment ~ Item No. XIII
	None
XIII.	Briefing/Discussion/Decision ~ Bid Approval - Traffic and Transportation
	The Bureau of Purchasing in cooperation with the Bureau of Engineering received proposals for the project. An evaluation committee was formed to conduct technical and financial review of the proposals submitted. The Committee evaluated all proposals based on criteria detailed in the Request for Proposal. The highest ranked firms for this project are KCI Technologies, Sabra Wing and Associates and Wallace Montgomery. Number of Bids: Eleven (11) Vendor & Bid Results: 1. A Morton Thomas and Assoc. Rockville, MD 2. Brudis & Associates Abington, PA 3. Century Engineering Hunt Valley, MD 4. Johnson, Mirmiran & Thompson Sparks, MD 5. KCI Technologies Sparks, MD Award 6. Prime AE Group Baltimore, MD 7. Rummel, Klepper & Kahl Baltimore, MD 8. Sabra, Wang & Associates, Inc. Columbia, MD Award 9. Traffic Solutions, Inc. Hagerstown, MD 10. Wallace Montgomery Hunt Valley, MD Award 11. WBCM Baltimore, MD
	1.	award and authorize the Bureau of Purchasing to move forward to obtain legally sufficient contract documents for siging by Jeffrey D. Castonguay, Director, Department of Public Works Adopted [Unanimous]
XIV.	Public Comment ~ Item No. XV
	None
XV.	Briefing/Discussion/Decision ~ Roberts Field Pump Station Rehabilitation
	The Bureau of Purchasing in cooperation with the Department of Public Works (Bureau of Utilities) requests the Board's approval to award the contract for the Roberts Field Pump Station Rehabilitation to DSI, Inc. in the amount of $62,508.59. This project will consist of the removal of the original equipment and the installation of a new grinder, pumps, platform, generator, transfer switch, controls, alarm system, by-pass piping and valving. The equipment is original to the 1993 construction of the station and the pumps and controls are reaching 6,000 hours and the generator is 25 years old. DSI, Inc. is a County term contractor which was awarded through a competitive bidding process. This cost is within the project budget and no additional funds are necessary.
	1.	award the contract for the Roberts Field Pump Station Rehabilitation to DSI, Inc., in the amount of $62,508.59 Adopted [Unanimous]

XVI.	Public Comment ~ Item No. XVII
	None
XVII.	Briefing/Discussion ~ Bid Approval - Transit Buses Purchase or Being Leased
	Under direction of the Board of County Commissioners, the Bureau of Purchasing in cooperation with the Department of Public Works issued a Request for Proposals for companies interested in providing transit buses to the County for purchase or lease. The County received a total of six (6) proposals and convened a committee to evaluate each proposal on its technical and financial merits. After evaluating all proposals, the committee recommends FR Conversions (Westminster, MD) as the highest ranked technical and financial proposal. The buses proposed are a standard 10x2 configuration with the capability to be configured to accommodate up to four (4) wheelchair positions. The proposal offered an outright purchase price of $57,586 per bus or a four-year lease to purchase option at $15,600 annual payment costing approximately $4,814 in interest over the four-year lease period. The only company offering an outright lease was Rohrer Bus which would lease the County used buses at a cost of $20,790 for a period of one-year. Number of Proposals: 6 1. FR Conversions (Westminster, MD) Recommend Award 2. Alliance Bus Group (Carlstadt, NJ) 3. Sonny Merryman (Rustburg, VA) 4. American Bus (Annapolis, MD) 5. Colonial Bus (Monrovia, MD) 6. Rohrer Bus (Bel Air, MD) Staff shared with the Board the situation of having no spare vehicles in the transit fleet, with several of the operating vehicles having more than 200,000 miles on them and are in the shop for maintenance more often than not. If two (2) of the state vehicles are received this spring/summer the county will still not be over the 20% allotment in order to use grant funds. The Board discussed leasing vs. purchasing vehicles and comparing costs staff feels that the out right purchase of the vans is a better deal. The Board stated that they would take this information into consideration and it will be placed on next week's agenda for farther discussion and possible action.
XVIII.	Public Comment
	Citizen comment(s): a citizen made remarks regarding Concurrency Management
XIX.	Approval/Adoption of Minutes
	1.	Minutes of Mar 7, 2017 9:00 AM Tabled [Unanimous]
	2.	Minutes of Mar 9, 2017 10:00 AM Accepted [Unanimous]
XX.	Administrative Session ~ Open
	The following issues were discussed: 1. Review of draft public agendas for the weeks of the March 20, 2017 and March 27, 2017 2. Signing of Documents
XXI.	Adjourn ~ 4:22 PM
	1.	adjourn Adopted [Unanimous]