Minutes

Public Meeting Minutes

MINUTES

REGULAR MEETING

ST. MARY’S COUNTY METROPOLITAN COMMISSION

NOVEMBER 09, 2006

The meeting commenced at 1:05 p.m. In attendance were Commissioners Taylor, Gant, Murphy, Cranford, Werner and Wood; staff members King, Frederick, Shick, Cullins, Sullivan and Bryan. Also in attendance were Jacki Meiser, General Counsel, and County Times Reporter, Andrew Knowlton.

MOTION TO APPROVE AGENDA

Commissioner Wood moved to approve the Agenda as presented by staff. Commissioner Gant seconded the motion and approval was unanimous.

APPROVAL OF MINUTES

Commissioner Wood moved to approve Minutes of October 12, 2006 following correction of the word “reportable” to “recordable” on Page Three, line 2. Commissioner Gant seconded the motion and approval was unanimous.

EXECUTIVE SESSION

Commissioner Cranford moved to adjourn into Executive Session at 1:12 p.m. Commissioner Werner seconded the motion and approval was unanimous.

The meeting readjourned into Regular Session at 1:35 p.m.

Commissioner Gant moved to approve Minutes of Executive Session dated October 12, 2006. Commissioner Cranford seconded the motion, and approval was unanimous.

DIRECTOR’S REPORT

A. Mohawk Drive & Vicinity – Water Service Category Change

A Public Hearing initiated by MetCom on behalf of private properties adjacent to Mohawk Drive and Charlotte Hall, requesting amendment of the Comprehensive Water & Sewerage Plan water service category from W-6 to W-3D, will be held in Room 14 of the Governmental Center on November 13th.

Mr. King also informed the Board that a joint Public Meeting to discuss Legislative Proposals for 2007 has been scheduled for Tuesday, November 14^th. The Commission’s two proposed changes: “Request for Extension of Board Members’ Terms” and resubmittal of “Uniform Capital Improvement Charges” will be presented at that time. In reply to a question from Commissioner Wood, Mr. King replied that specific questions raised by Senator Dyson at the original submittal have not been addressed to date. He will continue to try and schedule an appointment with the Senator, and trusts that he will be able to satisfy his concerns before the Bill actually goes to legislature.

C. Pine Hill Run Sanitary District #8 Boundary Change

Mr. King reviewed this issue, and reported that the Department of Land Use and Growth Management (LUGM) has no objection to the proposed, adjusted boundary. A Hearing to present this information to the public has, therefore, been scheduled for Tuesday, November 21^st at the Hollywood Fire House.

In relation to this, he requested that the Board adopt Resolution 2006-04, which determines that MetCom considers it is both necessary and desirable to revise the boundary between Sanitary District No. 3 and Pine Hill Run Sanitary District No. 8, as set forth on the referenced plat. If adopted, this document will be forwarded to the Board of County Commissioners (BOCC) for its approval and further action.

Mr. King then read Resolution 2006-04 into the record, a copy of which is attached to the Minutes.

Commissioner Wood moved to adopt Resolution 2006-04. Commissioner Gant seconded the motion, and approval was unanimous.

HUMAN RESOURCES MANAGER’S REPORT

A. Equal Employment & Harassment Activities Policy

Ms. Cullins requested Board review of the referenced document for discussion and possible approval at the December meeting. She noted that Counsel has yet to review the Policy, a copy of which is attached to the Minutes.

B. Salary Study – Singer Group

It is proposed to present final results of the Singer Group Salary Study to the Board at the December meeting.

C. Scholarship Committee Update

Ms. Cullins reported that the College of Southern Maryland does not initially consider that there is sufficient demand for the inclusion of water and wastewater courses in its curriculum. Mr. King raised this issue with MAMWA members at a recent meeting, with the only indication of support coming from Charles County. He will pursue this further with the Calvert County representative. In the meantime, staff requested approval to pursue the internship program. The Board agreed.

FISCAL OFFICER’S REPORT

A. Accounts Receivable Report

Ms. Shick presented the Accounts Receivable Report, a copy of which is attached to the Minutes.

B. Securities Report

Ms. Shick presented the Securities Report, a copy of which is attached to the Minutes.

C. Quarterly Financial Statement

Ms. Shick reviewed the Quarterly Finance Statement as follows:

Pg. 1 Sewer Division Operating Income & Operating Expense
Pg. 2 Water Division Operating Income & Operating Expense
Pg. 3 Engineering Division Operating Income & Operating Expense
Pg. 4 Other Income and Expenses
Pg. 5 Administrative Expenses

She reported excellent overall results. A copy of the document is attached to the Minutes.

LEGAL COUNSEL’S REPORT

A. Resolution 2006-03

Ms. Meiser noted that adoption of Resolution 2006-03, will evidence the Commission’s intent to reimburse the Commission for any out-of-pocket expenses which are incurred prior to the receipt of any monies from the Maryland Water Quality Financing Administration for the purpose of funding the referenced three projects. She subsequently read the Resolution into the record, a copy of which is attached to the Minutes.

Commissioner Wood moved to approve Resolution 2006-03 with the necessary corrections. Commissioner Cranford seconded the motion and approval was unanimous.

ENGINEER’S REPORT

A. Standard Report

Mr. Frederick presented the Engineer’s Report, a copy of which is attached to the Minutes.

B. Andover Road/Andover Estates Sewer Projects

Mr. Frederick requested approval to accept Whitman, Requardt & Associates’ proposal dated October 12, 2006 for Engineering and Surveying services to provide construction stakeout and record drawings for both the Andover Road and Andover Estates sewer projects for the total sum of $34,747.09.

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

C. Pine Hill Run/Piney Pt. Sanitary District Facilities Plan

Mr. Frederick noted that action on this issue was delayed pending possible participation by the County. At this point, Mr. King reviewed a proposed letter to the BOCC detailing the issue in depth. A copy is attached to the Minutes. Cost of the negotiated Facilities Plan will total ±$382,000, which will increase to an estimated ±$792,000 if the Plan is expanded.

Commissioner Taylor expressed his concern regarding the timeline, and expressed his belief that it would be appropriate for any proposed expansion of the Marlay-Taylor WTF to coincide with the upgrade.

D. Military Officers of America Association Job Fair

In conclusion, Mr. Frederick reported that appropriate staff will attend the referenced Job Fair in Washington, D.C. on November 15^th for recruitment purposes.

FACILITIES MANAGER’S REPORT

A. Operations Department Update

Mr. Sullivan reviewed the Operations Department Update Report dated November, 2006. A copy is attached to the Minutes.

B. Open-End Chemical Purchasing Contract for 150 lb. Gas Chlorine Cylinders

Mr. Sullivan requested approval to award the proposed Open-End Chemical Purchasing Contract for 150-lb gas chlorine cylinders to William Univar USA, Inc., for the contract price of $0.81 per lb.

Commissioner Cranford so moved. Commissioner Murphy seconded the motion, and approval was unanimous.

C. Open-End Contract for Electrical Services

Mr. Sullivan requested approval to accept and award the proposed Open-End Contract for Electrical Services to William C. Mattingly, Inc., for the contract prices as listed on the proposal, a copy of which is attached to the Minutes.

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

CONTINUING BUSINESS

A. Hollywood Water & Sewer Project Update

Mr. King illustrated the proposed priority funding area for public water and sewer in the Hollywood Town Center, noting that he is still trying to get Federal assistance for this ±$8.5M project. A copy of the proposed debt service charges is attached to the Minutes, together with a map illustrating the Proposed Priority Funding Area for Proposed Public Sewer.

B. County Wide Water Meter Project

Mr. King reported near completion of this project. However, he noted that water mains and services would have to be rebuilt in parts of some communities in Esperanza Farms, Town Creek and Piney Point prior to installation of the meters. Although replacing those lines will not result in an increase of the loan amount, the cost to install meters was greater than expected, and staff anticipates a shortfall of 300 installations. This will be especially true if the Commission has to bear the cost of replacing the lines. He added, however, that a line item is included in the Capital Improvements Budget to replace the water system in Town Creek which does not meet fire flow standards.

In conclusion, Mr. King recommended the following:

determine entry of water service into the house;
install the meter approximately 5’ away from the residence;
return and rebuild water mains in the areas that require it; and,
move the setting and meter back permanently into the street.

These actions would enable every customer to be metered at this time. However, he cautioned the possibility of property owners refusing to grant easements to set meters on their property if they do not want them. If that should occur, the Commission will take the necessary action determined on a case-by-case basis.

Commissioner Taylor questioned the advisability of departing from normal procedure. However, Mr. King said that, if necessary, test houses will be chosen and this option abandoned if it proves to be unrealistic.

At Commissioner Wood’s suggestion, Mr. King agreed to investigate the possibility of installing a remote radio read meter in close proximity to the residence. Mr. King agreed that installation of either a remote reader, or a radio read inside the house might be possible, depending on how the building is constructed. However, staff would prefer the radio read option because of wiring problems associated with remote readers.

ADJOURNMENT

There being no further business, Commissioner Wood moved to adjourn at 3:30 p.m. Commissioner Cranford seconded the motion, and approval was unanimous.

Lilian J. Bryan, Secretary