MINUTES
ST. MARY’S COUNTY
METROPOLITAN COMMISSION
REGULAR MEETING
FEBRUARY 08, 2007
The meeting commenced at 1:05 p.m. In
attendance were Commissioners Taylor, Suggs, Cranford, Wood, Werner,
Lancaster and St. Clair; staff members King, Frederick, Shick, Cullins,
Sullivan and Bryan.
Prior to commencement of the official
Agenda, Commissioner Taylor took the opportunity to welcome
Commissioners Lancaster (Election District 1), and St. Clair (Election
District 7), to the Board.
APPROVAL OF AGENDA
Commissioner Werner moved to approve
the Agenda as presented by staff. Commissioner Cranford seconded the
motion, and approval was unanimous.
APPROVAL OF MINUTES
It was noted that the word “Meeting”
on the second line of the title page lacked the letter “g”, and that the
name of the recommended Bond Counsel at the top of Page Four, should
read “McKennon, Shelton & Wood”.
Commissioner Wood subsequently moved
to approve Minutes dated January 11, 2007, as amended. Commissioner
Suggs seconded the motion, and approval was unanimous.
EXECUTIVE SESSION
Commissioner Cranford moved to
adjourn into Executive Session to discuss potential litigation at 1:11
p.m. Commissioner Wood seconded the motion, and approval was unanimous.
The meeting readjourned into Regular
Session at 1:58 p.m.
Commissioner St. Clair moved to
approve Minutes of Executive Session dated January 11, 2007.
Commissioner Suggs seconded the motion, and approval was unanimous.
DIRECTOR’S REPORT
A. Grant and Loan Funding Assistance
Mr. King will discuss Capital
Improvements grant and loan funding assistance with representatives of
MDE and the U.S. Rural Development Administration on February 22nd,
at Loews Hotel in Annapolis. A representative of the Local Government
Infrastructure Loan Program has also been invited. This will precede the
annual Southern Maryland Delegation reception, which will be held at the
same hotel.
B. County Budget Requests
The Planning Commission will meet on
February 26th, to consider the following County budget
requests recently presented by staff to the Board of County
Commissioners (BOCC):
·
Growth planning advance
in the amount of $169K;
·
Cost involved with
expansion of the Facilities Plan to embrace a County-wide Water & Sewer
Plan;
·
Funds associated with
CH2MHill’s further expansion of the Study to enable compliance with HB
1141.
Ms. Elaine Kramer, County Finance
Officer, has reviewed a copy of MetCom’s Operating & Debt Service
Reserves, and does not foresee any problem with the document.
House Bill 233
The House Committee for Environmental
Matters is scheduled to review this Bill, which proposes to increase
Commission Board members’ terms from three years to five years, at 1:00
p.m. on February 27th.
Mr. King welcomed the attendance of
Board members at all three of these meetings.
D. St. Clements Shores (SCS),
Wetlands Mitigation
Following State requirement to
replace 5-acres of wetlands that were damaged during improvements made
to the County Airport, the Department of Public Works & Transportation
has requested the use of any appropriate MetCom properties for this
purpose. They have been informed of two possible areas at SCS, which
they have reviewed, and approved. Following State approval of the
required engineering plans and applications, easements would be signed
by the Chairman that would allow the County to construct and permanently
maintain these sites. Mr. King assured the Board that the offer is
conditional upon the transference not effecting MetCom’s operations at
that site. However, he agreed with Commissioner Taylor that the
Commission would not be able to utilize this area as wetlands mitigation
in the future. In conclusion, the Board suggested that the County should
be made aware of the Commission’s continuing cooperative efforts.
DIRECTOR, HUMAN RESOURCES REPORT
A. Equal Employment Opportunity,
Harassment & Political Activities Policy
Ms. Cullins presented the document in
its final form, and requested the Board’s subsequent review and approval
at the March 8th Board meeting. A copy is attached to the
Minutes.
B. Singer Salary Study Update
Results of the Singer Salary Study
were implemented on February 1st, with an approximate 96%
employee satisfaction rating.
CHIEF FINANCIAL OFFICER’S REPORT
A. Accounts Receivable Report
Ms. Shick presented the Accounts
Receivable Report, a copy of which is attached to the Minutes. She
reported that the tax sale is scheduled to take place on March 7th.
B. Securities Report
Ms. Shick presented the Securities
Report, a copy of which is attached to the Minutes.
C. Second Quarter Financial
Statement
Ms. Shick presented the Second
Quarter Financial Statement for the Sewer & Water Divisions; Engineering
Division, General Administrative Division; and Miscellaneous Items &
Summary. A copy is attached to the Minutes. She concluded that although
the results are satisfactory, the Commission will need to be vigilant in
order to remain within this year’s budget.
D. Single Audit Report
Ms. Shick briefly reviewed the Single
Audit Report, a copy of which is attached to the Minutes.
E. Open-End Contract for Fleet Fuel
Purchase
Ms. Shick recommended rejecting (1)
Fleetcor Fleet Card Company’s unresponsive proposal; and (2) bid from
Burch Oil Company, which is less financially advantageous to the
Commission than the current Fleet Management Program being offered by
the Shell Fleet Plus Card. She, therefore, requested approval for staff
to sign up for the Shell Fleet Plus Card for the purchase of fuel.
Commissioner Werner so moved.
Commissioner Cranford seconded the motion, and approval was unanimous,
with the exception of Commissioner Wood who abstained from voting.
CHIEF ENGINEER’S REPORT
A. Standard Report
Mr. Frederick presented the Standard
Engineer’s Report, a copy of which is attached to the Minutes.
B. Lexington Park Pumping Station
Update Mr. Frederick justified his request for the following two
motions:
Firstly, approval to reject all bids
submitted for the Lexington Park Pump Station, 8-30-S. for the following
reason - the apparent low bidder, Certified Maintenance Co. Inc., for
being non-responsive to the bidding requirements, as well as exceeding
the base bid estimate by over 22%; and the second lowest bidder,
Gradient Construction, LLC., for an unbalanced bid, and exceeding the
base bid estimate by over 40%.
Commissioner Wood so moved.
Commissioner Suggs seconded the motion, and approval was unanimous.
Secondly, approval of up to $100,000
from the Capital Reserve Funds to complete the following work at the
Lexington Park Pump Station, 8-30-S, using in-house forces, and the
Commission’s maintenance contractor and engineering services contractor:
(1) bring the Sediment and Erosion control devices up to standard; (2)
fill in the excavated area; (3) complete construction of the wet well
and manhole #9; (4) install the gravity line between manhole #9 and the
wet well; (5) install the valve vault and associated piping; and (6)
provide engineering services to rebid the project as two projects : the
onsite construction of the pump station, and the offsite construction of
the force main and remaining gravity sewer lines.
Commissioner Wood so moved.
Commissioner Cranford seconded the motion, and approval was unanimous.
CHIEF, FACILITIES & OPERATIONS REPORT
Mr. Sullivan presented the “Water &
Wastewater Summary Total Gallons Pumped per month for the Year 2006”. He
also presented “Effluent Test Result Vs. Permit Conditions” for the
Marlay-Taylor W.R.F.; Forrest Farms WWTP; St. Clements Shores WWTP; and
Wicomico Shores WWTP. Copies of all documents are attached to the
Minutes.
B. Marlay-Taylor WRF, Variable
Frequency Drives for Blowers
Mr. Sullivan referred to documents
justifying staff’s request to purchase and install seven Variable
Frequency Drives at the Marlay-Taylor WRF, and requested approval to
award this work to DSI Inc. in the amount of $96,344.00. Copies are
attached to the Minutes.
Commissioner Wood so moved.
Commissioner Lancaster seconded the motion, and approval was unanimous.
He also requested approval for a
budget amount, not to exceed $5,000, to provide and install air
conditioning equipment for the Marlay-Taylor Water Reclamation Facility
Variable Drive Controls.
Mr. Frederick detailed projects
contained within the 6-Year Capital Improvements Budget in a Power Point
presentation, a copy of which is attached to the Minutes.
In answer to Commissioner St. Clair’s
question regarding the tower at Myrtle Point, Mr. Frederick replied
that, unless it is gifted, it currently has no value to the Commission.
Mr. Frederick then requested approval
to accept the FY07-FY10 Capital Improvements Budget as proposed.
Commissioner Suggs so moved.
Commissioner Lancaster seconded the motion, and approval was unanimous.
In conclusion, Mr. Frederick
requested approval for cost sharing of a 12 inch water line along
Mervell Dean Road, from the intersection of Airport View Drive to the
northernmost end of the Bruster property, in the amount of $16,972.00;
which funds shall be deducted from the Capital Improvements Budget,
Water Main Replacement and Upgrade.
Commissioner Lancaster so moved.
Commissioner Wood seconded the motion, and approval was unanimous, with
the exception of Commissioner St. Clair who abstained from voting.
COMMISSIONERS’ TIME
A. Arsenic Filter
Commissioner Wood reported reading a
recent article in the Washington Post, which states that a Georgetown
University Professor has developed an arsenic filter for use in
Bangladesh, India. Mr. King agreed that although this appears to be
promising, it remains an unknown factor at this time. However, he has
requested NRWA scientists to review the article and report on its
feasibility. He will update the Board further on this issue.
ADJOURNMENT
There being no further business,
Commissioner Suggs moved to adjourn at 4:23 p.m. Commissioner St. Clair
seconded the motion, and approval was unanimous.
Lilian J. Bryan, Secretary
