Public Meeting Minutes

MINUTES

ST. MARY’S COUNTY METROPOLITAN COMMISSION

REGULAR MEETING

NOVEMBER 10, 2005

The meeting commenced at 1:00 p.m. In attendance were Commissioners Taylor, Suggs, Gant, Wood and Cranford; staff members King, Shreve, Frederick, Sullivan and Bryan. Also in attendance were Jacki Meiser, General Counsel and Adam Bednar of St. Mary’s Today.

APPROVAL OF MINUTES

Commissioner Gant moved to approve Minutes of Regular Meeting, dated October 13, 2005. Commissioner Cranford seconded the motion and approval was unanimous.

COMMUNITY SERVICE AWARDS

Commissioner Taylor presented Gary Reynolds, Superintendent Wastewater & Water Collections Systems; and Tom Spalding, Maintenance Superintendent, with individual Humanitarian Awards for their volunteerism work in the town of D’Iberville, Mississippi in the wake of Hurricane Katrina. Mr. King reiterated the Board’s appreciation.

EXECUTIVE SESSION

Commissioner Cranford moved to adjourn into Executive Session at 1:06 p.m. Commissioner Wood seconded the motion and approval was unanimous.

The meeting re-adjourned into Regular Session at 1:30 p.m.

Commissioner Wood moved to approve Minutes of Executive Session dated October 13. Commissioner Suggs seconded the motion and approval was unanimous.

DIRECTOR’S REPORT

A. East Rennell Rd. Waterline Replacement

Mr. King reported that staff proposes to commence this project within the next few weeks, and reviewed the cost estimate of approximately $120,000. A copy is

attached to the Minutes. He noted that, at this point, it is anticipated that the funds will originate from the Commission’s Operating Budget. However, it will be withdrawn from Reserves at year-end should it become necessary. Staff does not believe that this will be the case.

Commissioner Gant moved to authorize staff to proceed with the installation of Contract 8-48-W as recommended. Commissioner Suggs seconded the motion and approval was unanimous.

B. Refinancing of Bond Issue

Mr. King reported that staff is currently in the final stages of refinancing the 1991 bond issue that was previously approved by the Board. He briefly reviewed a Briefing Paper, together with Resolution 2005-06, relevant to the issue. Copies of the documents are attached to the Minutes.

Commissioner Wood moved that the St. Mary’s County Metropolitan Commissioners does hereby approve the refinancing of the St. Mary’s County Metropolitan Commission Water Qualify Financing Administration bond, Series 1991. Commissioner Cranford seconded the motion and approval was unanimous.

C. Resolution 2005-07

Mr. King requested adoption of Resolution 2005-07, which recognizes the authority of Commissioner Kevin Suggs, as the newly elected Vice-Chairman, to sign specific documents on behalf of the Commission. A copy is attached to the Minutes.

Commissioner Gant so moved. Commissioner Wood seconded the motion and approval was unanimous.

D. St. Clements Shores WWTP Expansion Study

Mr. King reported that staff attended a meeting in Baltimore recently with principals of Dewberry & Davis and Earth Sciences, to review their report on the

feasibility of expanding the St. Clements Shores WWTP. He stressed that although more specific testing would have to be performed, the consultant does not believe that the Breton Bay site has sufficient capacity to operate a shared system with MetCom.

Staff’s recommendation, at this point, is to utilize the facultative lagoons that were built in 1980, which are still functional. He explained in detail why approximately 140,000 gpd worth of capacity would be available even if the basin is only used as a backup. This would serve approximately 160 houses and take care of the identified need in Compton; in addition to the 41 houses that have already been hooked up at the Health Department and MDE’s request.

Mr. King concluded that he has requested Dewberry & Davis to submit a quote to perform additional soils testing, together with construction costs to build a new station. He will present this information to the Board at a later date.

C. Vacation Time for Professionals and Management

Mr. King reviewed a Memorandum from Ms. Cullins justifying her request to amend the current Leave and Holiday Policy to allow for an additional two weeks vacation time for management and professional positions. A copy of the document is attached to the Minutes.

Commissioner Suggs moved that the Leave and Holiday Policy be hereby amended to allow an additional 2-week vacation time for all management and professional positions, to include existing positions, and any management or professional positions as may be added to the Commission staff in the future. Commissioner Gant seconded the motion.

After further discussion, Commissioner Suggs moved to accept the amended motion as follows: “moved that the Leave and Holiday Policy be hereby amended to allow a minimum accrual rate of 4-weeks vacation time for all management and professional positions, including existing positions, and any

management or professional positions as may be added to Commission staff in

the future”. Commissioner Gant seconded the amendment to the motion and approval was unanimous.

ASSISTANT DIRECTOR’S REPORT

A. Public Hearing, Arsenic Wells Replacement

Mr. Shreve reported that only one customer attended the Public Hearing held on this issue, and noted that the Power Point presentation he gave at that time is currently displayed on MetCom’s website.

B. Marlay-Taylor WRF Upgrade Update

Mr. Shreve reviewed the current Marlay-Taylor WRF Upgrade Project dated November 10, 2005. A copy is attached to the Minutes.

FISCAL OFFICER’S REPORT

Mr. King reviewed the Accounts Receivable and Securities Reports, copies of which are attached to the Minutes.

Staff anticipates presenting the First Quarter Financial Statement and the FY05 Audit Report at the  December meeting.

LEGAL COUNSEL’S REPORT

A. Legislative Change, Rate Restructuring

Ms. Meiser reported that the proposed legislative changes have successfully progressed through the two required Public Hearings, and that the Board of County Commissioners has unanimously agreed to support them. Her draft of the initial changes is currently with Bond Counsel for their review. The document will then be forwarded to the Legislative Review Committee and subsequently presented to the General Assembly.

ENGINEER’S REPORT

Mr. Frederick reviewed the standard Engineer’s Report, a copy of which is

attached to the Minutes.

B. Surveying Services

Mr. Frederick detailed the problems his department is experiencing with local firms responding to requests for surveying services. He requested approval to award KCI Technologies, for the contract price of $7,217, to provide surveying services for the St. Mary’s Industrial Park and Holland Forrest sites.

At Commissioner Wood’s suggestion Mr. King agreed that staff would research the implementation of an IDQ contract solely for surveying work. However, a surveying component would remain within engineering contracts that also require surveying work to be performed.

Commissioner Wood moved that the Commission accept and award the proposal dated October 13, 2005 submitted by KCI Technologies, for the contract price of $7,216 to provide surveying services for the St. Mary’s Industrial Park and Holland Forrest sites. Commissioner Cranford seconded the motion and approval was unanimous.

C. Engineering Costs

Mr. Frederick reported the significant increase in engineering costs, and noted that recommendations for some previous engineering estimates will be changed.

D. Arsenic Well Replacement Bid 

Opening bids for this project has been extended to December 21st because of renewed interest. He anticipates making a recommendation for its approval at the January meeting.

FACILITIES MANAGER’S REPORT

A. Forrest Farms WWT Facility Upgrade Update

Mr. Sullivan reported that the concrete work has been completed; and piping and mechanical stations are nearing completion.  Two of the three additional charge cells have also been installed, and equipment start-up is scheduled for the final two weeks of November. If this is successful, a startup of the complete system is anticipated in December.

CONTINUING BUSINESS

A. Hollywood Water & Sewer Project Update

Mr. King updated the Board on the three projects that are involved in extending water and sewer services up to the Hollywood area, possibly within the next year. He noted that a 12” water main will be installed for this purpose, and detailed tie-ins and connections.  He noted that he does not have concrete numbers yet, but hopes to have a more concrete proposal to present to the Board by the December meeting.

Mr. King also detailed the proposed public sewer service, which is designed to extend all the way out to the Holly Gaf Subdivision. 

Andover Road/Rte. 249 Project

Staff has had a meeting with the developer of St. George Peninsula (SGP) regarding bids for construction of the pumping station for the 7 lots to be served within the initial section of the project. MetCom’s share of that cost will be approximately $130,000. He noted that this amount is about $100K more than staff had anticipated, but stressed the importance of proceeding with the construction of the pumping station. He detailed the options at MetCom’s disposal, namely: (a) construction by MetCom personnel; (b) construction by Bay Country with the use of subcontractors; or (c) construction by the developer of SGP, who has offered to build the pressure sewers simultaneously with those being built for the 5 lots within his subdivision. He has agreed to submit a proposal to MetCom to perform this work.

 COMMISSIONERS’ TIME

Answering a question from Commissioner Taylor who questioned the status of the new engineering rate fees, Mr. Frederick replied that it was implemented on  October 1st.  

 ADJOURNMENT

There being no further business, Commissioner Gant moved to adjourn at 3:05 p.m. Commissioner Suggs seconded the motion, and the meeting adjourned at 3:05 p.m.

                                                

Lilian J. Bryan, Secretary 

*Attachments filed at MetCom Administrative Office