Denton, Maryland

The regularly scheduled meeting of the County Commissioners of Caroline County, Maryland, convened at 9:30 AM in the Hearing Room, Courthouse, Denton.

John W. Cole, President

John S. LeGates, Member

Charles C. Cawley, County Administrator

Franklin W. Prettyman, Vice President

President Cole announced that Mr. Prettyman was regrettably unable to attend the meeting due to a prior commitment.

On motion by Mr. LeGates, the minutes of December 1, 1998 were approved with one correction. Vouchers #43758 – #44002 were approved for payment.

The Commissioners signed State Assessment Change Report #1231.

On motion by Mr. LeGates, the Commissioners conducted an advertised bid opening for project #CC-SC-12198, trash containers for the Health and Public Services Building and Jail. The following bids received were publicly opened, read aloud and recorded:

Bids were referred to staff for evaluation.

On motion by Mr. LeGates, the Commissioners signed a proclamation declaring the month of December 1998 as Drunk and Drugged Driving (3D) Prevention Month, as presented by Sergeant William Davis and Sheriff Philip L. Brown.

On motions by Mr. LeGates, the following purchase orders were unanimously approved and signed:

On motion by Mr. LeGates, the Commissioners accepted the low bid of Accurate Industries, Erial, New Jersey, in the amount of $18,677, and signed purchase order #14122 for two self-contained compactors (one to be delivered to the Caroline County Detention Center and one to be delivered to the Health and Public Services Building), project #CC-SC-12198. All other bids received were rejected.

Bryan Ebling, director of emergency management, met with the Commissioners regarding upgrades to the 9-l-l system. He updated the Commissioners that over the past few months, he has been working with Bell Atlantic to provide upgrades to the present system. The proposed upgrades are fully funded through the Emergency Number System Board (ENSB) and are summarized below:

1. $ 28,835 - Change from using a local computer (CALLS) for the address database to the Bell Atlantic database (DC Database). The current CALLS system is not Y2K compliant and Bell Atlantic will not be supporting the software or hardware after September 1999. This system will provide the matching of the phone number and address for enhanced 9-1-1 to function. Currently, there are two computers in the 9-1-1 Center which processes the information as the call is received. The proposal indicates removal of those computers and switching to a different database with Bell Atlantic which provides an immediate reponse to requests and is constantly updated with address and phone changes.
2. $45,406 - Upgrade two answering positions in the ECC to receive the phone number and location of the caller. One 9-1-1 console will be installed in the supervisor’s office and the other will be installed on the desk in the work area in the emergency communications center. The current 10-button phones will be re-installed in other locations within the center. This portion of the upgrade will allow all answering positions to have the same capability of receiving the phone number and location of the caller at the time of the call.
3. $226,731 - Installation of a full-functioning 9-1-1 answering point at an alternate location in Denton. Currently the back-up system is located at the Denton Volunteer Fire Department, however negotiations will be made to obtain additional space for the equipment for this upgrade. When completed, the system will be a full-functional back-up to the primary system at the center.

On motion by Mr. LeGates, the Commissioners approved the above three invoices pertaining to the proposed upgrades to the 9-1-1 Center and commended Mr. Ebling for his hard work in obtaining full-funding for the upgrades.

Chuck Ireland, CPA, Ireland and Everngam, presented the Commissioners the final FY 1997-98 Financial Statement and Audit Report and management letter for Caroline County Government. Mr. Ireland advised the Commissioners that there were very few changes from the preliminary audit presented in October. Mr. Ireland reviewed the management letter with the Commissioners, a summary of which follows:

1. General Fixed Assets – Recommends maintaining detailed fixed asset records to provide management control. This is an enormous project, and would require effort from all the departments.
2. Internal Controls – The County has made a tremendous stride this year by the segregation of some functions and duties of the accounting department and treasurers department. Recommends a centralized cash collection for all departments.
3. Administration of Grants – Recommends all grants be administered by a grants administrator, due to the County receiving a considerable amount of grant monies from various state and federal agencies. The administrator would be responsible for complying with eligibility requirements and the general administration of the grant. Currently grants are administered by the appropriate department or agency head and the responsibility is split among various people.
4. Retirement Plans – The County has several plans providing retirement monies to employees. These funds are set up in a separate trust which hold and disburse funds to the recipients. It is recommended that these plans be audited annually.

President Cole expressed an interest in a centralized recordation of assets and would like to begin working toward the coordination of such a system. Mr. Cawley advised that he would like each item in the management letter acted upon and would like to adopt a plan of action in accomplishment of such.

On motions by Mr. LeGates, the Commissioners approved and authorized Mr. Cawley, as plan administrator, to sign Administrative Pension Resolutions #98-002, #98-003, and #98-004 for pension benefits for former employees.

On motion by Mr. LeGates, the Commissioners approved and signed the FFY 1998 Emergency Shelter Grants Program designating St. Martin’s Ministries as recipient for the housing shelter grant.

Mr. Cawley updated the Commissioners regarding the regional transportation issue. Mr. LeGates, Mr. Cawley and Helen Spinelli attended a meeting last week. Mr. Cawley said there is definitely a need for a transportation system and it would be advantageous for the counties to form a regional partnership. A plan needs to be developed outlining the needs and the most efficient means of coordinating a system. Mr. Cawley advised that a meeting is scheduled for Thursday, December 10, 1998 at Chesapeake College with the Commissioners of the counties involved to address regional concerns. The Commissioners are in support of a regional transportation system and agreed to proceed in coordination of a regional effort.

Dorsey Wooters, County treasurer, gave the Commissioners the monthly investment report for November 1998.

Mr. Cawley advised the Commissioners that the annual Courthouse Christmas luncheon is scheduled for December 22, 1998 to be hosted by the State’s Attorney’s Office.

Mr. Cawley announced that the annual employee meeting is scheduled for December 9, 1998, at the 4-H and Youth Park and the Commissioners attendance is welcomed.

There being no further business, the meeting of the County Commissioners was adjourned by unanimous consent.

Vivian L. Anders

Acting Executive Assistant