Commissioner Wood moved to authorize the Fiscal Officer to write off as uncollectible, the debt associated with COBRA insurance payments made for two former employees in the total amount of $2,287. In addition, that staff initiate a letter to those individuals seeking payment of the amounts due. Commissioner Cranford seconded the motion and approval was unanimous.

Commissioner Wood moved that the Board authorize staff to enter into a monthly lease agreement with Verizon Wireless for their use of the Wildewood Water Tower for the monthly lease amount that has been discussed and negotiated. Commissioner Murphy seconded the motion and approval was unanimous.

DIRECTOR’S REPORT

Mr. King introduced Ms. Rebecca Shick to the Board as the successful candidate for the position of Administrator, Department of Fiscal Services & Information Systems, and welcomed her as the newest addition to the Commission’s staff.

B. St. Clements Shores WWTP Expansion Project

Mr. King referred to a map of the area surrounding Compton, a copy of which is attached to the Minutes. He noted that the boundary was established by LUGM as the appropriate area in which to provide sewer service to existing houses that have failed and uncorrectable septic systems; a total of 120. The expansion would also be designed to handle the ±40 houses currently being served, but which do not have actual allocations.

A Public Meeting to discuss this issue is scheduled to be held at the Leonardtown High School Auditorium on January 31^st at 7:00 p.m.

ASSISTANT DIRECTOR’S REPORT

A. Holland Forrest Informational Meeting

Mr. Shreve reported that the Informational Meeting which was held at the Holland Forrest Landing Community Center on January 5, 2006, was attended by only one resident. He reviewed Minutes of the meeting, a copy of which is attached.

During the ensuing discussion, Commissioner Wood questioned whether Mr. Shreve had agreed to both parts of the resident’s remarks on Page Two of the Question/Answer portion, regarding; (1) replacing the well should the current level of arsenic continue and, (2) presentation of quarterly results to the residents. Mr. Shreve stated that his answer solely refers to her latter request, and that this will be clarified in the formal set of Minutes.

FISCAL OFFICER’S REPORT

A. Accounts Receivable Report

Ms. Shick presented the Accounts Receivable Report, and justified her request for approval to write off Accounts #6434 and #12536. A copy of the document is attached to the Minutes.

Commissioner Wood moved to authorize the Fiscal Officer to write off as uncollectible debts the account balances for Customer Account numbers 6434 and 12536 in the amounts of $918.16 and $721.75 respectively, which sums represents the debt service plus late fees accrued on EDU’s which were allocated to the Wildewood PUD but were never actually utilized by the former developer of Wildewood; and which entity is no longer in corporate existence. In addition, that the EDU’s be returned to the Department of Land Use & Growth Management for reallocation. Commissioner Werner seconded the motion and approval was unanimous.

B. Securities Report

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

C. Revised Budget Amendment

Ms. Shick reviewed staff’s request to amend the FY06 Operating Budget to correct the distribution of the direct and indirect salary cost of the proposed Minutes

Assistant Engineer position. The necessary adjustment has been made and will not result in any change to the fees charged to MetCom’s customers.

Commissioner Gant moved that the Commission amend the FY06 Operating

Budget, as recommended by the Commission Fiscal Officer, to correct the distribution of the direct and indirect salary cost of the new Assistant Engineer position. Commissioner Cranford seconded the motion and approval was unanimous.

HUMAN RESOURCE MANAGER’S REPORT

A. Leave & Holiday Policy Changes

Ms. Cullins requested the Board’s input on the Revised Leave & Holiday Policy, copies of which were provided to them at the December 08 meeting for their prior review. A copy of the document is attached to the Minutes.

Commissioner Gant moved to accept the modified Leave & Holiday Policy presented by the Human Resources Manager as amended by comments made this date. Commissioner Wood seconded the motion, and suggested an amendment to the motion stating that no discussion ensued; that the phrase ….”as amended by comments made this date” be struck from the motion; and that the Board approve the proposed Leave & Holiday Policy. Commissioner Gant concurred with the amended motion which Commissioner Wood seconded. Approval was unanimous with the exception of Commissioner Murphy who abstained from voting because of his absence during the original discussion.

CHIEF ENGINEER’S REPORT

A. Replacement Arsenic Wells Bid Approval

Mr. Frederick reviewed bid results for the replacement arsenic wells project, a copy of which is attached to the Minutes, and requested authorization to approve A.C. Schultes bid proposal for the sum total of $1,233,500.00

Commissioner Cranford moved to approve A.C. Shultes bid proposal as advertised for Contract 8-46-W, for installing 6 wells; Breton Bay, Holland Forrest, Mulberry South, St. Mary’s Industrial Park, Leonardtown and Forrest Farms for the sum total of $1,233,500.00. Commissioner Wood seconded the motion and approval was unanimous.

 B. Survey of Additional Land for Lexington Park Pumping Station

Mr. Frederick clarified his request for Board approval to accept DH Steffens’ proposal #05-157, to provide a Boundary Line adjustment Plat and supporting survey for South Essex Subdivision Plat 7@31 and 6@58 and part of Shangri-La Drive to provide access to the new Essex South Sewer Pump Station 8-30-S (aka. Lexington Park Pump Station) for the sum of $1,250.00.

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

Mr. Frederick also requested approval to accept DH Steffens proposal #SO5-159, to Set/Recover rear property corners of Lots 68-73 Bay Ridge Estates Section 4 and to stake out the 20 foot utility easement (every 50 feet) along the rear lot line for the total sum of $2,255.00.

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

C. Project Tracking Software Programming Services

Mr. Frederick presented staff’s proposal to modify a Microsoft project program which will interface with the Fiscal Department’s, and which is the initial step towards acquiring a common data base.

Commissioner Wood questioned whether the proposal includes cost of a license and additional hardware/networking costs. Mr. Frederick assured him that MetCom already owns the program and that its existing system will support it.

Commissioner Wood moved to approve CAS Severn’s proposal dated January 5, 2006 to develop the Engineer Project Tracking System, based upon Microsoft Project technology, for the total cost of $16,000.00. The proposal includes customized design, development and training of MetCom engineering staff. Commissioner Cranford seconded the motion and approval was unanimous.

FACILITIES MANAGER’S REPORT

A. Forrest Farms WWTP Treatment Plant Upgrade Update

The Biolac treatment unit was placed into service on December 15^th, and Mr. Sullivan reported good biological activity. This will allow for the release of additional building permits to the developer.

CONTINUING BUSINESS

A. Mohawk Drive/Developer Recoupment of Water & Sewer Costs

Mr. King referred to a map illustrating the Charlotte Hall area, and illustrated the location of two proposed developments – Pueblo Estates and North Indian Creek Estates - both of which have been in review for the subdivision process. He briefly reiterated remarks originally made at the December 08 meeting regarding a possible change in policy which would allow developers who extend a line from the existing system serving their property, to recoup costs from other property owners/developers who eventually tie into it.

Mr. King noted that, although staff is not ready to present a concrete proposal to the Board at today’s meeting, it would like to see the provision of public water to these subdivisions, as it is glaringly apparent that this entire area is likely to develop.

He also noted that, because of increasingly expensive costs, staff is considering setting up its own crew to build small construction projects such as this. Pueblo Estates and North Indian Bridge Estates will be required to tie into the MetCom line should this transpire, and they will be charged a share of the anticipated ± $70,000 cost. Staff anticipates that the properties can be served for a reasonable amount of money. Mr. King also noted proposed construction, in the near future, of ±250 houses on a property owned by Mr. Lutz.  Staff recommends extension of the proposed line to this area. 

In conclusion, he stated that if the Board agrees with this concept, staff will schedule a meeting with the appropriate property owners within the next several weeks to inform them of MetCom’s proposal. Properties will not be initially required to connect to the water main. However, they must do so in the event that their wells fail. Repairing a failing well will not be permitted. Developing properties will be required to connect, and will be charged a Capital Contribution Charge when they do so, as proposed by the new system MetCom  anticipates will be presented to the legislature within the next two weeks. Staff will update the Board further on this issue.

 Commissioner Taylor agreed that, as the sole water and sewer authority in St. Mary’s County, the Commission should make every attempt to anticipate development, particularly when it occurs in town centers and growth/development areas. In answer to a question from Commissioner Wood regarding what mechanism MetCom has in place to prohibit property owners from repairing their wells, Mr. King replied that it would be very difficult for staff to determine that this is happening. Commissioner Wood also questioned the existence of other small or medium sized water/sewer projects such as this, which would justify the formation of an internal construction crew. Mr. King noted that staff is currently extensively researching this issue.  

COMMISSION MEMBERS’ TIME

Commissioner Murphy suggested that the absence of good employees on sick leave should be recognized in some form by the Board. Commissioner Taylor agreed that a card or basket of fruit would be an appropriate gesture.

ADJOURNMENT

There being no further business the meeting adjourned at 2:50 p.m.

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Lilian J. Bryan, Secretary