BOCC 10/7/03

<body topmargin=0 leftmargin=0 marginheight=0 marginwidth=0> <table cellpadding=0 cellspacing=0 border=0><tr> <td valign="top" rowspan="2" width=210 BGCOLOR="#99CC99" TEXT="#080000" bgproperties="fixed" background="0968dfc3.jpg"> <div> <A HREF="id66.htm" TARGET="_top" TITLE="BOCC Meeting Notes 7/1/03 12/31/03"><U><B>BOCC Meeting Notes  7/1/03 - 12/31/03</B></U></A></div> </td> <td valign="top" colspan=2 height=130 BGCOLOR="#CCCC99" TEXT="#080000" bgproperties="fixed" background="0978dfe1esnpes.jpg"> <div> <FONT SIZE="5" COLOR="#336666" FACE="Arial" ><B>Welcome to the Web Site of Clare Whitbeck</B></FONT><B>     </B><B>|</B><B>     </B><A HREF="index.htm" TARGET="_top" TITLE="Welcome to the Web Site of Clare Whitbec"><U><B>home</B></U></A></div> <div> <A HREF="id130.htm" TARGET="_top" TITLE="BOCC 7/1/03"><U>BOCC 7/1/03</U></A>   |   <A HREF="id132.htm" TARGET="_top" TITLE="BOCC 7/8/03"><U>BOCC 7/8/03</U></A>   |   <A HREF="id134.htm" TARGET="_top" TITLE="BOCC 7/15/03"><U>BOCC 7/15/03</U></A>   |   <A HREF="id135.htm" TARGET="_top" TITLE="BOCC 7/22/03"><U>BOCC 7/22/03</U></A>   |   <A HREF="id136.htm" TARGET="_top" TITLE="BOCC 8/5/03"><U>BOCC 8/5/03</U></A>   |   <A HREF="id139.htm" TARGET="_top" TITLE="BOCC 8/19/03"><U>BOCC 8/19/03</U></A>   |   <A HREF="id141.htm" TARGET="_top" TITLE="BOCC 8/25/03"><U>BOCC 8/25/03</U></A>   |   <A HREF="id142.htm" TARGET="_top" TITLE="BOCC 9/2/03"><U>BOCC 9/2/03</U></A>   |   <A HREF="id152.htm" TARGET="_top" TITLE="BOCC 9/9/03"><U>BOCC 9/9/03</U></A>   |   <A HREF="id151.htm" TARGET="_top" TITLE="BOCC 9/16/02"><U>BOCC 9/16/02</U></A>   |   <A HREF="id153.htm" TARGET="_top" TITLE="BOCC 9/23/03"><U>BOCC 9/23/03</U></A>   |   <A HREF="id158.htm" TARGET="_top" TITLE="BOCC 9/30/03"><U>BOCC 9/30/03</U></A>   |   <B>BOCC 10/7/03</B>   |   <A HREF="id160.htm" TARGET="_top" TITLE="BOCC 10/21/03"><U>BOCC 10/21/03</U></A>   |   <A HREF="id163.htm" TARGET="_top" TITLE="BOCC 10/28/03"><U>BOCC 10/28/03</U></A>   |   <A HREF="id166.htm" TARGET="_top" TITLE="BOCC 11/18/03"><U>BOCC 11/18/03</U></A>   |   <A HREF="id175.htm" TARGET="_top" TITLE="BOCC 12/2/03"><U>BOCC 12/2/03</U></A></div> <div> </div> </td> </tr><tr> <td valign="top" height=350 colspan=2 BGCOLOR="#CCCC99" TEXT="#080000" bgproperties="fixed" background="0978dfc3.jpg"> <div> <I>BOCC 10/7/03</I></div> <div> After the invocation and Pledge of Allegiance, the agenda was approved with the addition of Cynthia Brown’s announcement of the food drive and the revolving loan program, as well as litigation (the status of the College of Southern Maryland litigation) being added to the executive session.  The minutes of the community meeting on Sept 26, and the minutes of last regular meeting were approved. </div> <div> A proclamation for health care careers month was presented by Comm Jarboe, followed by a proclamation on mental illness awareness week.  </div> <div> Marianne Chasen brought a presentation on the Farm Life Festival which is scheduled on October 11 and 12, from 9:00 A.M. to 1:00 P.M..  They could still use volunteers.    She said the deadline for application for help has been moved to this weekend.  Applications are available.  Wednesday from 1 - 2:00 P.M. she will be in the Lexington Park Library with applications.  Thursdays she will be at the Charlotte Hall Library from 11:00 - 12:00 and in Leonardtown from 1:00 - 2:00.  Comm McK said if she would leave extra posters, he would see they went to four locations.  There are 8 buildings full of the collections, said Chasen.  There are people-moving trains for those who would prefer to walk.  </div> <div> Cynthia Brown came to the table to discuss the community service food drive.  Our county wide food drive collects over a ton of food each year.  It now lasts for two days, Oct. 10 & 11.  The collection is 21801 Shangri La Drive.  Rachelle Millison has donated the site for the collection. Tyrone Harris has helped with getting the tables set up.  Cynthia said this year, more than ever, they local food pantries need all the help they can get.  </div> <div> <FONT SIZE="3" COLOR="#000000" FACE="WP MathA" >C</FONT>     <B>County administration time was next. </B> On Oct. 14 at 6:00 P.M. there was a public hearing and public forum.</div> <div> <FONT SIZE="3" COLOR="#000000" FACE="WP MathA" >C</FONT>     On the 21<FONT SIZE="1" COLOR="#000000" FACE="Arial" >st</FONT> the airport plan and the Leonardtown growth allocation requests will be the subject of public hearings.</div> <div> Mr. Erichsen came with a proposal for a waterway improvement program for Cat Creek.  He reiterated the history saying they needed to repair the boat ramp.  There was an agreement to have the property owner be responsible for the repair of the boat ramp.  Gov. Ehrlich found the funding to reimburse for the repairs thanks to the hard work of the BOCC.  We get $85,256.01 as reimbursement.  This access goes through 2019, said Erichsen. Kramer answered a question saying that the expenditure was budgeted as state funds.  Mattingly asked if we can get money from the same fund and was told this money is now a more solid part of the fund balance.  McK said he isn’t sure that is the way to make expenditures.  Mattingly said he’s not sure we can’ get reimbursed for doing the work.  The signature on the Waterway Improvement Fund Application and Project Agreement was approved.  The vote was 5 - 0.  </div> <div> The next item five public works agreements addenda for Avenmar, Willow Woods, Cedar Cove, Hickory Hills, and Locust Glen.  Comm Raley asked if Willow Woods had made the modifications that were discussed.  Erichsen said the key was overlot grading.  That has been corrected, said Erichsen.  The additional inlet has not been done yet, but we will see that it is completed.  Raley said he understands that they don’t want to do final paving until section II is complete, but the work is on the punch list?  Yes, said Erichsen.  Raley said if this comes back in 2004, he will not vote for it.  McK asked about the error in the Avenmar document, it says 8<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> district and Avenmar is not there.  The other four addenda were approved.  The vote was 5 - 0.   </div> <div> Next came a list of appointments to boards, committees and commissions.  McK said, on the emergency services committee there is a County employee on the list.  Mattingly said the position may be required to serve.  Norris, III, said that the Ethics Commission gave an opinion that County Employees can serve as long as financial disclosure is completed.  Bruce Young was appointed to the Development Review Forum, Daryl Calvano to the Plumbing Board, Catherine Hankey Interagency Children’s Council, Dean Gass and others were suggested for the Emergency Services Committee.  The vote was 5 - 0.  Rm 14 will be Mr. Forrest’s luncheon with County Employees.  </div> <div> <B>Next came a discussion of the revolving loan fund loan applications.  </B>McKay asked to have a public discussion of loan applications.  Kramer said there is an application for a loan for boat, and she said she had been told they will be using the funds for a loan for a building.  Ridge has been advised to resubmit the papers, she added.  When they left the meeting they said they would be filling out the papers.  Kramer said they could have been reimbursed for the boat they apparently intended to use the loan for.  If the money is going to be used for the building, they need to resubmit the couple of pages that describe what they will use the money for.  They had two grants from the State.  They could wind up with more funding than they need for the boat and less than they need for the building.  Raley asked if this is a loan application for a boat you would require something on the title of the boat.  Norris said they would request a certificate of title for the land for the building.  Raley said they sometimes assume things that they shouldn’t assume.  Now they have to explain to their membership that they have to put a lien on the building.  Kramer said they don’t have to put a lien on a building.  You make it sound like it’s a simple process to make it a lien on the building instead of on the boat.  Norris said the lien would be on the new building.  Kramer said they have loans that could be in excess of the cost of the boat.  If they could pin down the cost of the boat, we could go forward.  McK said you have a process, and you have to maintain the integrity of the process.  You have to take a lien on the project, but on a specific property. $165,000 is more than 75% of the value of the building.  Mattingly said the frustration is that the application came in May, and three others came later.  The Ridge application has been lying around all this time.  Kramer said this can be processed if the application is available.  Mattingly said the application is in the back of the room.  What if the building doesn’t cost $265,000?  (That is apparently the cost of the boat and trailer) McKay said there are three others proposed to be approved.  McK asked if the grants can’t be used for the project.  Waterway improvement loans are for equipment, said Norris.  Raley said he fears the loan won’t come until Christmas.  McK asked if they can’t just talk to the fire department and get the information.  Jeannette Cudmore said she talked to them on Friday and they said the application would be in on Monday.  That was in early September.  McK said they should allow Elaine another 24 er some time to work this out.  Mattingly said the boat was about $200,000 and $68,000 for the tow vehicle.  Mattingly said he doesn’t care what they do with the cash.  He noted that the Rescue Squad has ordered the ambulance.  Raley made the motion.  The vote was 5 - 0.  </div> <div> Bay District is seeking $370,000 for a pumper tanker.  Staff has recommended approval.  There was a question about an audited financial statement.  McK said we owe it to the taxpayers to do a due diligence.  The letter does not address that issue.  Forrest said they will make that change.  Mattingly said with a requirement that they give a satisfactory response to the SB508 money.  The application was approved with changes to the letter.  The vote was 5 - 0.  The Lexington Park Volunteer Rescue Squad is seeking an ambulance at a cost of $75,000.  Raley moved to approve the money subject to pay of an existing loan.  The vote was 5 - 0.  McK asked to have the Bay District letter go to the president of the Bay District Fire Department.</div> <div> Hollywood Rescue Squad is seeking $97,000 to replace a 15 year old ambulance.  Kramer was asked to describe the process that is followed to determine that equipment is needed.  She said she approves the loan based on the fact that the Fire Board has approved the application.  The loan was approved.  The vote was 5 - 0. </div> <div> <B>Phil Cooper and Robin Finnacom came to do a hurricane recovery update.  </B>  Cooper said the disaster recovery center is still open and will be open until the need has subsided.  The public assistance followed the damage assessment.  On Oct 1 there was a public assistance applicant briefing in Charles County.  That Friday the MEMA coordinator came and met with County employees, CSM and St. Mary’s College staff.  Tim Tilleton is the project coordinator.  She has meetings scheduled with the Sheriff’s department, Recreation and Parks and other County offices.  We will be notified of awards based on the application.  We submit invoices and documents for reimbursement to St. Mary’s County. The Town Administrator from Leonardtown will also be meeting with Tilleton.  Rescue Squads and Fire Departments are eligible, but has been combined into the County application Finnacom said since they have been open they have had interaction with 358 families.  There have been 202 families in the disaster recovery center.  That’s about 13 families a day and it takes about an hour per family.  If there’s anything that’s not going right for people, we are also helping and transmitting information.  They have visited 53 businesses.  Those are loss of business and building damage.  Families seeking housing are coming from Calvert County since Calvert County has closed its center.  WE don’t know how many people are in a hotel and their benefits are running out.  There is a disjoint with FEMA, which is not allowed to tell us how many people have been housed.  She is concerned that people won’t know what to do.  The number 301-475-4111 to call and ask for help.  They have had 37 requests for help in cleaning up.  The United Methodist Church and the Mennonite community have come to help.  One person has 70 trees down in his yard.  He is hearing wild estimates to bring trees down.  One estimate was $2,000 to bring down one tree.  There are only so many people with chain saws to bring to these people.  Mattingly asked about Southern Maryland Works.  Cooper said he is meeting with them.  He’ll be meeting with our department heads along with soil conservation and the forestry service.  In Chestnut Ridge and King James there are so many trees down it could be brought into the program as a safety and health issue.  Forrest said local displaced workers are being sought to do the work and then Southern Maryland Works will seek permanent placement for workers.  Finnacom said insurance companies won’t pay for leaning trees until they hit the house.  There are erosion problems, she said.  They are trying to document erosions damage 74 have significant damage.  137 have seawall damage.  49 are reporting severe house damage.  They want to mount a cost sharing program to address the erosion problem.  There was a fly over last March and they will do another to know specifically what damage there is.  They have the ability to mail to all property owners.  She and Canavan have been talking about using the mail to notify homeowners.  They do think they will pull back on Sunday hours.  They are open 9 - 7:00 P.M. and 8:00 to 5:00 P.M. on Sunday.  McK asked if anything has addressed the large amount of debris on the shoreline.  Finnacom said people are bringing pictures of floating debris.  They are asking for pictures and they will send pictures to the State.  Cooper noted that the Corps of Engineers has jurisdiction on waterways.  When the debris hits the shores, it is the responsibility of the property owner.  That is a job that Southern Maryland Works may be able to accomplish, said Cooper.  Cooper said the grant is thought FEMA and the Department of Labor and License Regulation.  .  We would be the applicant and Southern Maryland Works would be the contractor.  We want it profitable for everyone.  Comm Raley asked about the process to submit requests to FEMA for reimbursement.  The County has incurred costs.  What to do we do?  Submit that as a request to FEMA, then get with MEMA to get the money.  Cooper said yes, then we submit our invoices and get paid.  Raley asked if we have preliminary cost estimates.  We know of over $600,000 damage to buildings.  Cooper said that is still being consolidated.  Forrest said the State requested that estimate.  McK asked if there were any reason not to release and was $16,950,000, businesses a little over a $1,000,000, $10,250,000 pier and wharfs, $53,400,000 shore revetments.  A 76 year old man called and told them he had five or six piers washed up in his yard.  This is beyond your average crew of volunteers, said Finnacom.  We need heavy equipment.  McK asked if we had contact with Audrey Scott and was told they did receive a call.  Jarboe said he doesn’t think even the burn piles are going to accommodate the stumps.  We will need really heavy equipment, and he doesn’t know how to deal with them. Comm Mattingly said people need to be aware of the danger of felling trees.  You need to be careful.  Cooper said they will bring in the Department of Forestry.  McK said we coordinate private contractors to clean the streets in a snow storm.  They will use the United Way list of contractors who respond, said Finnacom.  The family is going through the woods to get to the brother.  The road needs to be shored up so the home can be repaired.  The builders and contractors are very busy.  We are competing with people who can pay.  That’s why there’s a sense of urgency to get with Southern Maryland Works.  Their project ends at the endo of October.  DLLR has funding available.  Comm McK asked Ella Mae Russell to tell what they have done (She is director of the Department of Social Services).  She said they have made sure that ll the people who use food stamps received replacement food stamps to replace food lost in the power outage.  .  They have a modified application for food stamps to allow food stamps for one month only.  Our County has received a waiver from the federal government to do that program.  Sec of the Department of Human Resources was able to get this waiver granted.  McK asked if there were anything the County could be doing, but isn’t doing.  Finnacom said we need more manpower and an answer for people with erosion.  McK noted she is on a mission to get those answers and you will let us know it you have problems.  Yes, said Finnacom, and people are thankful for the services they receive.  St. Mary’s College and King’s Christian Academy have volunteers available, said McK and Mattingly.  Cooper said they have needed to shake some trees in Annapolis and DC.  He has received a call from FDMA apologizing.  Simple things like housing.  When people have registered, it’s up to FEMA.  That wasn’t happening.  Finnacom noted that she and Cooper are going out for a serious beer when this is all over.  </div> <div> Next came a reorganization discussion (after a short break). George Forrest was the presenter.  Forrest said he will be reporting on clusters, County Administrator, Operations, Planning and Development, Safety and Health, Community Enhancement, Public Business, Information Technology.   McK said clustering these gets us out of the box and everybody gets extremely nervous.  He supports the functional groups.  Jarboe said one of the things he has heard is that it doesn’t take Office on Aging and Recs and Parks and combine them.  Now you’re putting them in a pyramid shape and combining them so one hand knows what the other hand is doing.  Mattingly said he shared his chart with the BOCC and the Administrator his chart creating eight department heads.  He said he worked on it late last night and there are probably other things.  It reduces numbers and consolidates some.  He thinks the cable franchise fits better under IT.  He thinks it’s a mistake to combine Planning and Zoning and not have a clear focus on economic development. There’s no mention of fire and rescue, he noted.  It’s more than the Sheriff’s Office and the State’s Attorney.  These are a complete volunteer service and need a lot of staff support.  He thinks our current structure is spread out.  It could be and has been consolidated.  Some departments shown on our organization chart were not truly departments.  They were contract arrangements.  He shows a County Administrator and an administrative assistant. In Recs and Parks and Office on Aging it consolidates programs.  He thinks there is duplication.  He wants the airport under the Department of Economic and Community Development.  It’s his thoughts.  McK said he thinks the actual details will come at the next step.  You provided insight into where we might be heading.  We don’t have a clearly defined department of Economic and Community Development.  He thinks it’s a different role than land use and growth management.  You can call them whatever you want, but there needs to be a clear emphasis on economic development.  Forrest said he tried to do that.  You will hear the same argument.  If you group the Office on Aging into anther Department, are you saying you don’t place the same emphasis on that department.  Should grass cutting be done by two separate departments?  He said of course the fire and rescue services would remain with public safety.  It doesn’t take away the emphasis on aging, certainly, said Mattingly.  Raley said the goal was cost savings and more responsive government, but we wanted to address the span of control of the County Administrator.  He can only supervise so many people.  He thinks going down to eight.  The County Attorney should report to the County Commissioners, RATHER THAN THE WAY IT IS NOW.  Raley said Mattingly’s plan is close what he had in mind.  Mattingly said how broke is it really.  He doesn’t want to mess with something that works reasonablely well.  He had heartburn combining EMA and Emergency Communications.  Raley asked about eliminating the Deputy County Administrator.  Mattingly said the CA needs an administrative assistant.  Jarboe said you may find you have created six deputies.  You still have all the needs and functions and six deputies to the County Administrator.  Dement asked if this would be a new position.  When he was told yes, he said we are trying to eliminate positions.  McK said we want to enhance economic and community development.  Could it be better enhanced by being part of land use and growth management?  He thinks we are getting deeper than we should.  He thinks Office on Aging, Parks and Recreation, they need coordination.  He sees combining of Recs and Parks and Office of Community Services.  He could go along with that.  McK said part of the concept is that in order for government to be responsive, government, we are, we represent the citizens and the government must be responsive to us.  You need a governmental structure responsive enough that the will of the people moves forward.  He sees those people in charge of clusters having contracts, being subject to the will of the BOCC.  Down in the departments people are there for a longer haul.  Citizens need to move government in another direction when government needs to be moved in another direction.  This is a political system that needs to respond.  The difficulty is not to get new commissioners.  The difficulty is in changing government.    It needs to be responsive.  Forrest said the “chief of staff” is to be able to step in until a new person can be hired.  He may need a vacation of holiday.  He doesn’t want to tap a director to do that.  He can flesh that out.  Mattingly said when you look at other Counties, a lot of them have more than we have today.  Saving money may not be the only measure of efficiency, said McK.  Forrest said the key should be more integrated planning.  McK wants a new organization chart for approval of rejections.  Jarboe said he wants to comment personally.  The Chamber of Commerce has recommended that the airport be industrial zoning, said Jarboe.  McK said go to the next step and let us actually take a vote on it.  </div> <div> Next came a decision on the <B>Park and Ride.  </B>McK said they want to send a letter to SHA with the BOCC’s comments.  Comm Jarboe said the people of Golden Beach are the 3<FONT SIZE="1" COLOR="#000000" FACE="Arial" >rd</FONT> larger residential community in the County.  It is strictly residential and they are very protective of the gateway to Golden Beach.  The alternative plan is Route 5 and Route 6 beside the convenience center.  Jarboe thinks we can have a win-win at Route 5 & 6, and Lettie Dent could use that as a sports facility.  He would like the priority site to be Route 5 and Route 6.  McK noted that the State is in the process of selling the Gladfelter property.  Norris said it’s eligible but not required to be held there.  McK said the state has some issues they would like the County to address.  McK said they should maintain the current site until they see that the new site relieves the need.  On the existing site, you would have both sites on Golden Beach Road.  </div> <div> <B>Commissioner time was next.  </B> Comm Jarboe thanked the 7<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> District Optimists for the Blessing of the Fleet.  He congratulated the Raley’s on the marriage of their daughter.  He noted that Ken Rosignal is now married.  Comm Raley apologized to the folks in the 7<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> District but the wedding took up his time.  Comm Dement commented on the Three Oaks dedication.  He presented to the advance unit at the Lundberg School.  He was at the ribbon cutting at The Funny Farm in Callaway.  Comm Mattingly thanked Sotterly for the invitation.  He congratulated the Chamber on their golf tournament.  St. Clements 100 had as osprey gala.  He was next to a heater.  The 7<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> District Fire Department got a grant from the FEMA program.  McK announced that County Government will be closed Monday, October 13 on Columbus Day.  There will be a public forum here on Oct 14.  Calvert County will be testing sirens Oct 13 - October 23.  He mentioned the annual food drive then announced that ST. Clements Island Museum will be open now.  He also congratulated the 7<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> District Optimist Club and the St. Clements 100.  The Harry Lundberg School celebrated its 20<FONT SIZE="1" COLOR="#000000" FACE="Arial" >th</FONT> anniversary.  They continue to operate.  They moved to go into Executive Session.  </div> </td> </tr></table></body>