Thelma J. Stone Memorial Achievement Award
July 31, 2001
West Virginia State Auditor’s Office
Lisa Thornburg, Deputy State Auditor
Chief Inspector Division
Building 1, Room W-420
Charleston, WV 25305
Dear Mrs. Thornburg:
I am writing to nominate the Berkeley County Commission for the Thelma J. Stone Memorial Achievement Award. I have served as the County Administrator for five years and have served the needs of six county commissioners in one of the fastest growing counties in the state and the fastest growing county in the Eastern Panhandle. I have watched the County Commission struggle with a multitude of challenges and have
assisted them in meeting those challenges. I am proud of my Commissioners and the many accomplishments that they have achieved. I would like to provide you with my rationale for their selection.
1. Compliance with laws governing actions and conduct of county commissions.
The Berkeley County Commission is cognizant of the myriad legal issues affecting County Commissions on a daily basis. Since 1993, the Berkeley County Commission has been ably assisted by the law firm of Bowles Rice McDavid Graff and Love. Our principal legal counsel is Norwood Bentley, III. We have the combined resources of legal professionals that cover the entire gamut of legal issues, from personnel to real estate to fiduciary matters.
This arrangement allows the Prosecuting Attorney’s staff to concentrate nearly exclusively on the prosecution of a criminal caseload that is one of the heaviest in the state.
In instances in which the County Commission has been involved in litigation, the Commission has acted swiftly to confer with Mr. Bentley and to make decisions that are in the long-term best benefit of the taxpayers of Berkeley County. They have also encouraged each of the elected officials to be pro-active in legal matters and to seek guidance and assistance from Mr. Bentley and his firm in an effort to avoid costly litigation.
2. Effective collective leadership exhibited by harmonious relations by members of the county commissions.
As noted above, the Berkeley County Commission faces a myriad of issues reflective of a growing community. Although the Commissioner’s may disagree in private, in public they work very hard at finding appropriate compromises that address the issue at hand and give each of the three Commissioner’s the ability to jointly solve the problem. The majority of their decisions are unanimous decisions and whenever possible, they will seek to craft a decision
that allows for input by all three perspectives.
3. Innovation in office procedures.
The Berkeley County Commission has worked hard to make each of its employees as efficient as possible with taxpayer money and resources. Computer programs and equipment have been provided to the County Clerk’s Office in the form of tax stamp, budgeting and payroll and imaging software through Software Systems. The Circuit Clerk’s office utilizes imaging software through Software Systems. The Sheriff’s Accounting system offered through Software
Systems is in use in the Sheriff’s Tax Office. The Prosecuting Attorney’s office also utilizes their programs.
The Berkeley County Commission has introduced a web-site at www.berkeleycountycomm.org that may be the best in the state. All county offices are included on the web-site as well as applications that can be downloaded and used by the public. These applications include employment applications,
board and commission appointment applications and applications for building permits. The web-site is literally expanded on a weekly basis as we find new uses for the medium.
We utilize the web-site to disseminate information to the media and the public such as news releases on county activities like the recent rabies clinic and surplus sale and to provide information that previously was only accessible through a trip to the courthouse. In the latter category are the archived agendas and minutes of the Commission.
Our 911 Center utilizes state-of-the art technology and processes through the completion of address conversion and the implementation of the CAD (Computer Aided Dispatch) technology.
4. Administration.
The administrative staff of the Berkeley County Commission serves in the capacity of trouble-shooters for all issues addressing the County Commission. In the Personnel arena, the County Administrator and staff have planned and held training sessions on Sensitivity Training, EEOC issues, and most recently, the Fair Labor Standards Act. The Community Relations Advisory Committee of the Commission annually praises the work completed on behalf of personnel
development.
In the arena of Purchasing, the Commission utilizes a purchase order process administered by our Purchasing Director and clerk secretary. The Purchasing Manual is updated annually with any changes in purchasing law. All bids for items exceeding state established limits are handled through the Purchasing staff.
In the area of grant administration, the County Commission staff administers over half a million dollars in grants from the Legislative Digest on a state level, and several million dollars in grants for the combined Law Enforcement, Court Security and Roundhouse Authority grants. Each requires contact with myriad agencies on both the state and federal level.
The County Commission also assigns special projects to the administration office. Past and current projects include the following:
Construction of a new Senior Center
Construction of a new pool at War Memorial Park
Rehabilitation of historic courthouse
Purchase of floodplain properties at Sportsman’s Paradise
Feasibility study of Judicial Center
5. Responsible fiscal conduct.
As noted previously, the County Commission utilizes a purchase order system and has adopted a Purchasing Manual for use by all elected officials. The County Commission is extremely diligent in its role as the fiscal managers of the county. A special meeting was held in June to review all purchase orders that were submitted for end of the fiscal year expenditures. This meeting was held in order to impress upon all departments the need for prudence
in financial management.
6. Cooperation with the various departments of county government.
The Berkeley County Commission meets on a weekly basis. The Commission agenda is available to any elected official who has a problem that requires Commission action or involvement in solving. The Commission has made sure that each elected official and department head has the funds necessary to meet the needs of their department. On a quarterly basis or as needed, the County Commission holds a meeting with the elected officials and department heads
to review policy changes and issues that involve the Courthouse as a whole.
7. Effective communications with taxpayers in the county.
As noted above, the County has recently introduced a web-site for use by the county taxpayers and by anyone with Internet access. A downloaded example of that web-site has been included in the hard copy mailing of this correspondence. This information is upgraded on a weekly basis to keep it current and of interest to the public.
The County Commission changed its meeting schedule to a split session on the first Thursday of the month. The morning schedule is held at the regular meeting time of 9:30 a.m. The second part of the session is held during the evening hours to permit participation by that portion of the community who works during the day.
The County Commission has developed a fact sheet on county government that is available on the web-site and from the county offices. A monthly article is written and published in the Journal expounding on an issue that is before the County Commission for consideration.
The County Commission appears on the WEPM radio program each Friday morning following the Thursday Commission meeting and the Commission President and County Administrator appear on the WRNR Talk Radio program on a monthly basis.
Copies of the weekly agenda are faxed to all of the local media outlets who send representatives to the meetings. News releases and public service announcements are sent out on all issues of public concern.
Copies of the approved budget are available in county offices and the County Commission is in the process of placing the county budget on-line on the Commission web-site.
8. Effective communications with state, federal and city governments.
As noted above, the Berkeley County Commission administers over one half million dollars in state grants and several million dollars in grants that come to the Commission on behalf of the Roundhouse Authority. This work with grants has placed the Commission and Commission staff in contact with a myriad of state and federal agencies who allocate these grants.
In addition, the Berkeley County Commission works closely with our legislative delegation and congressional delegation to request state and federal assistance with local problems. Examples include correspondences relating to transportation issues (Route 9 and I-81) as well as Economic Development issues (John D. Rockefeller IV Science and Technology Center).
The Berkeley County Commission has mutual aid agreements with the City of Martinsburg. We also provide the Animal Control services for the City of Martinsburg. The County Commission has drafted an agreement with the City of Martinsburg, which is renewed on an annual basis. For a monthly sum established by agreement, county staff provides animal control services.
A City of Martinsburg representative services on the county Judicial Center Committee and a member of the County Commission serves on the City of Martinsburg Parking study and Olympic Torch Relay Committee. The City and County also work closely on economic development issues.
9. Progressive personnel management policies.
As noted before, the County Commission Administration staff has organized and conducted three training sessions on personnel related matters. These include Sensitivity Training, EEOC training, and the Fair Labor Standards Act training.
The County Commission utilizes an employee handbook that is applicable to all elected officials and departments. The handbook is updated on an annual basis, as is the salary scale that accompanies the handbook.
The County Commission Administration staff produces an employee newsletter, which keeps all employees updated on personnel policies in an informative and entertaining style.
10. Demonstrated achievement in county government through effective means.
The Berkeley County Commission has achieved marked success in its projects throughout the county. I have mentioned a few of the projects. These include the construction of a new Senior Center in the City of Martinsburg, the construction of a new pool in conjunction with the City of Martinsburg in War Memorial Park. The County Commission has completed ongoing rehabilitation of both the historic courthouse as well as the campus of buildings
purchased for growing county needs.
In the realm of economic development, the County Commission just completed the merger of its three water districts into a new water district that will be the largest in the state. Through contributions to the Berkeley County Development Authority and through participation and hard work by county commissioners and the county administrator, the County Commission has achieved the following major economic development projects in the past five years:
Quad Graphics
Parcel Direct
S. Schwab Company Ralph Lauren Children’s Wear Distribution Facility
Orgill, Inc. Distribution Facility
Guardian Fiberglass
Tiger Aircraft Company
EcoLab Production and Distribution Facility
New General Motors Facility
This record of economic development success has fueled the 28% growth rate that occurred over the past ten years in Berkeley County. It is a record of which the County Commission is justifiably proud.
In conclusion, I believe the Berkeley County Commission is a worthy recipient of the Thelma J. Stone Memorial Achievement Award. If you have any questions, or if I can provide you with any additional information, please do not hesitate to contact the offices of the Berkeley County Commission at (304) 264-1923.
Sincerely,
Deborah Hammond
County Administrator
Enclosures:
Web-page Downloads
Berkeley County Fact Sheet
WV Executive Magazine Article Reprints
Monthly Commission Articles – Martinsburg Journal
Berkeley County Employee Newsletter
