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MINUTES
REGULAR MEETING
ST. MARY’S COUNTY METROPOLITAN
COMMISSION
FEBRUARY 09, 2006
The meeting commenced
at 1:03 p.m. In attendance were Commissioners Taylor, Suggs, Gant, Wood,
and Werner; with staff members King, Frederick, Shick, Cullins, Sullivan
and Bryan.
MOTION TO APPROVE
AGENDA
Commissioner Wood
moved to approve the Agenda as presented by staff. Commissioner Suggs
seconded the motion and approval was unanimous.
APPROVAL OF MINUTES
Commissioner Gant
moved to approve Minutes of Regular Session dated January 12, 2006.
Commissioner Werner seconded the motion and approval was unanimous.
EXECUTIVE SESSION
Commissioner Wood
moved to adjourn into Executive Session at 1:06 p.m. to discuss
personnel issues and potential litigation. Commissioner Gant seconded
the motion and approval was unanimous.
The meeting
readjourned into Regular Session at 1:36 p.m.
Commissioner Wood
moved to approve Minutes of Executive Session dated January 12, 2006.
Commissioner Suggs seconded the motion and approval was unanimous.
Commissioner Werner
moved to proceed with the Settlement Agreement with JLW Associates as
discussed in Executive Session. Commissioner Wood seconded the motion
and approval was unanimous.
DIRECTOR’S REPORT
A. St. Clements Shores
Public Information Meeting
Mr. King reported a
total of ±80 people at the meeting held on January 31st.
However, despite excellent public participation, a final consensus was
not reached, and staff will now forward a survey to the appropriate
property owners requesting that they take a firm stand on the issue.
Commissioner Taylor suggested that it would be constructive to schedule
additional meetings with them, as a follow-up to the survey. He
concluded by complimenting staff on the excellent briefing they provided
at the Public Information Meeting.
The Board will be
updated further on this issue.
B. Public Hearing
Resolution #2006-02
Dept. of Housing &
Community Development Bond Refinancing (DHCD)
Mr. King commenced the
Hearing by reading the published Notice of Public Hearing into the
record, a copy of which is attached to the Minutes. Also attached to the
Minutes are copies of Resolution #2006-02, and the Local Government
General Certificate, which have been reviewed by both General and Bond
Counsels.
He noted that a
savings of ±$74,000 will be realized over the term of the bond issue,
and read the first paragraph of the Resolution into the record.
Commissioner Wood
moved to approve the adoption of Resolution # 2006-02, subject to the
correct spelling of the word “Metropolitan” in the title of the
document. Commissioner Gant seconded the motion and approval was
unanimous.
At this time,
Commissioner Suggs requested that the word “of” be inserted between the
words “portion” and “fund” on line 14, of Page 1.
ASSISTANT DIRECTOR’S
REPORT
A. Upset Limit, Murphy
& Murphy, CPA, LLC
Mr. King reported that
Murphy & Murphy have requested an increase of $4,000 to the upset limit
of their contract dated June 16, 2005, which governed the December, 2005
audit. Cost of the original audit amounted to $8,450. The additional
funds are required to pay for a Single Audit, which was considered to be
necessary following the basic audit. Outsourcing accounting functions
during the audit period also incurred additional expenses.
Commissioner Wood
moved that the Commission approve an amendment to the contract between
the Commission and Murphy & Murphy CPA, LLC, dated June 16, 2005, for
preparation of the FY05 Audit report, to increase the cost of the
contract from a Not-to-Exceed cost of $8,450 to a new limit of $12,450.
The increase is necessary to cover the extra cost of preparing a Single
Audit Report and to cover extra costs incurred by the auditor due to
MetCom outsourcing of its accounting functions during the audit period.
Commissioner Werner seconded the motion, and approval was unanimous.
FISCAL OFFICER’S
REPORT
A. Accounts Receivable
Report
Ms. Shick presented
the Accounts Receivable Report, a copy of which is attached to the
Minutes. She noted a significant increase, primarily resulting from
non-payment by the Navy of the $25,206 charge for the Bay Restoration
Fee. Staff has pursued this matter, and has been assured that the Navy
is currently working on obtaining documentation to allow MetCom to
support their position that they are exempt from this charge.
B. Securities Report
Ms. Shick presented
the Securities Report, a copy of which is attached to the Minutes.
C. First Quarter
Financial Report
Ms. Shick reviewed
each department’s statistics within the First Quarter Financial Report,
and noted an overall satisfactory result. A copy is attached to the
Minutes.
HUMAN RESOURCES
MANAGER’S REPORT
Ms. Cullins reported a
recent meeting with staff, at which time she distributed the recently
approved Revised Leave & Holiday Policy to them.
She is currently
preparing for the Annual Appraisals process; conducting interviews for
the vacant Secretary/Receptionist position; and accepting applications
for the position of temporary Maintenance Specialist.
ENGINEER’S REPORT
A. Standard Engineer’s
Report
Mr. Frederick
presented the Engineer’s Report, a copy of which is attached to the
Minutes.
B. Replacement Arsenic
Wells Update
Mr. Frederick reported
that a Pre-Construction meeting for this project has been scheduled for
February 28th. He anticipates that construction of the first
well will commence by mid-March.
C. Developer
Reimbursement Policy
Mr. Frederick referred
to a Memorandum from Mr. King on this issue. A copy is attached to the
Minutes. He requested that the Board review this document prior to the
March meeting.
FACILITIES MANAGER’S
REPORT
A. Marlay-Taylor WRF
Upgrade
In Mr. Shreve’s
absence, Mr. Sullivan reported that the original contract is now 99.9%
complete. Installation of the digester dome is the sole item remaining
to be completed. Staff is also currently evaluating a proposed solution
submitted by RK&K regarding odor control within the GTB tanks. Actual
completion of the project, with the addition of Change Orders, is
estimated to be at 98%.
B. Operations
Department Goals
Mr. Sullivan reviewed
the following highlights of the Operations/Maintenance Department goals,
which were discussed at a recent meeting:
1. To provide
safe drinking water;
2. Maintain a
clean environment;
3. Provide
superior Customer Service; and
4. Provide
services at a reasonable cost.
COMMISSIONERS’ TIME
A. Senate Bill 379
Commissioner Wood
briefly reviewed the referenced Bill, which is currently under
consideration by the legislature. This deals, in part, with requiring
the Bay Restoration Fund to be used to pay for the upgrades to certain
sewage treatment plants in the Patuxent River watershed. A copy is
attached to the Minutes. He suggested that staff carefully review this
document in relation to its possible impact on the Commission’s
operations, and concluded by noting that a Hearing on this issue has
been scheduled for 1:00 p.m. on Friday, February 24.
B. Sheehan Pump
Station, St. George’s Park
In answer to
Commissioner Taylor’s question regarding possible growth, and adequate
sizing of the line at St. George’s Park, Mr. King replied that Mr.
Frederick has determined that parts of the collection system are
incapable of handling the excess construction. He added that, although
there has not been a problem with blockages to date, staff is concerned
that this will undoubtedly occur if further connections are permitted.
Mr. King continued
that, although the system was originally designed to handle 50 units, 72
units are currently connected. An additional 26 connections were
approved by staff who believed, at the time, that they were part of the
originally planned area. He assured the Board that the pumping station
is capable of handling the additional flow with the installation of 24
hr. storage and standby power; however, it will be necessary to enlarge
a number of the collection pressure sewers in order to allow further
connections to the system. Engineers on staff will determine what steps
will need to be taken to ensure complete adequacy of the distribution
system. LUGM is aware of this issue.
In response to a
question from Commissioner Wood, Mr. King agreed that this situation
only applies to St. George Park. However, staff has completed the
process of requesting Expressions of Interest to undertake a Facilities
Plan for Lexington Park and the Piney Point/Tall Timbers areas. This
document will review the requirements of these areas over the next 20
years.
He added that the
current forcemain is governed by a Consent Agreement that prohibits
connection along its length; with the exception of existing houses with
failed septic systems that cannot be corrected onsite. Installation of a
new forcemain would not be subject to that Consent Agreement but would,
undoubtedly, expose a significant number of issues that the County will
have to consider.
ADJOURNMENT
There being no further
business, Commissioner Werner moved to adjourn
at 2:40 p.m. Commissioner Gant seconded the motion and approval was
unanimous.
Lilian J. Bryan,
Secretary
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