MINUTES ST. MARY S COUNTY METROPOLITAN COMMISSION REGULAR MEETING FEBRUARY 14, 2019

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1 MINUTES ST. MARY S COUNTY METROPOLITAN COMMISSION REGULAR MEETING FEBRUARY 14, 2019 The regular meeting commenced at 3:00 p.m. In attendance were Vice-Chairman Barthelme, Commissioners Fairfax, Gaskin, Russell (R), Thompson and Oliver (on behalf of Captain Hammond, USN, Commanding Officer, NAS Patuxent River). Commissioner Russell (J) joined the meeting a few minutes late. Staff in attendance included Erichsen, Stiegman, Hollander, Sullivan, Fehn, Parker, Balchin, Harding and Comeau-Stanley. Others Present: Chris Beaver (MetCom Legal Counsel). APPROVAL OF AGENDA Vice-Chairman Barthelme welcomed everyone to the meeting and performed a review of the agenda. Commissioner Russell (R) moved to approve the agenda. Commissioner Gaskin seconded the motion. Motion carried 5-0. PUBLIC FORUM Ms. Georgia Belleavoine Request for Billing Reduction Mr. Erichsen advised that Ms. Belleavoine is not in attendance and presented the request to the Board in her absence. Mr. Erichsen detailed the billing dispute for excessive water use for the period 10/17/18 through 11/15/18, as detailed in the memorandum contained in the meeting materials, and cited the customer s request for a reduction of that bill for her unoccupied property. Mr. Erichsen noted the replacement of a pump fuse by MetCom staff following a service order to address a grinder pump alarm at the property, which the customer believes to be cause for the increased water use. However, Mr. Erichsen disputed that assessment and advised the Board that the volume of water used is typical of a running toilet, which may have occurred during realtor home showings. Brief discussion ensued amongst the Board and staff on the matter and the proposed options to address the matter. Commissioner Fairfax moved that the Board exercise Option 2 to address this water bill, for a total billing of $ Commissioner Thompson seconded the motion. Brief discussion ensued. Motion carried 5-0. APPROVAL OF MEETING MINUTES Regular Session January 10, 2019 & January 24, 2019 Commissioner Fairfax moved to approve the minutes of January 10, 2019, as presented. Commissioner Russell (R) seconded the motion. Motion carried 5-0. Commissioner Russell (R) moved to approve the minutes of January 24, 2019, as presented. Commissioner Gaskin seconded the motion. Motion carried Commissioner Thompson abstained, as he was not present at the January 24, 2019 meeting. APPROVAL OF CONSENT AGENDA 1. Grinder Pump Replacement Contract Change Order No Emergency Repairs and Scheduled Construction 3. Renewal of Services and Commodity Contracts 4. Check Registers 01/24, 01/31 & 02/07

2 Page 2 Commissioner Fairfax inquired about the debt service payment appearing on one of the check registers and Ms. Stiegman advised that the frequency of that payment is twice per year. Commissioner Fairfax moved to approve the Consent Agenda, as published. Commissioner Gaskin seconded the motion. Motion carried 5-0. Commissioner Russell (J) joined the meeting at 3:11 p.m. EXECUTIVE DIRECTOR S REPORT 1. Interview Panel Selection Mr. Erichsen advised the Board that in early January, Mr. Sullivan submitted official notice of his plan to retire on April 1, 2019 and thereafter, his position was advertised in house and in several venues, publications and industry specific sites. Mr. Erichsen reported that twenty-three (23) applications have been received and five (5) appear to be qualified candidates for an interview and per the Interview Policy Procedure and the By-Laws, an interview panel consisting of at least two (2) Commissioners shall be proposed by the Human Resources Director. Mr. Erichsen advised that in the case of Department Head positions, the Board may elect not to participate in the interview panel. However, should members wish to participate, Ms. Cullins has proposed Mr. Fairfax and Mr. Russell (R) serve on the panel, citing their collective knowledge and experience, as well as an understanding of the process. Following brief discussion regarding the matter, Commissioners Fairfax and Russell (R) agreed to serve on the panel. Commissioner Thompson moved to approve the interview panel of Commissioner Fairfax and Commissioner Russell (R) for the Chief of Facilities and Operations position, as recommended by the Human Resources Director and presented by the Executive Director. Commissioner Gaskin seconded the motion. Motion carried 6-0. NEW BUSINESS 1. Approval to submit FY Capital Improvement Budget to Planning Commission Ms. Hollander noted that there have been no changes made to the FY Capital Improvement Budget since the last presentation to the Board and advised that staff is seeking Board s formal concurrence to submit the budget to the Planning Commission, in accordance with the budget process and timeline. Mr. Erichsen detailed the contents of the package to be presented to the Planning Commission and noted that the meeting is scheduled for March 11, Commissioner Fairfax moved to authorize staff to submit the proposed FY 2020 Capital Improvement Budget and the FY Capital Improvement Plan to the St. Mary s County Planning Commission. Commissioner Russell (R) seconded the motion. Motion carried Design Manual Update Procedure Ms. Hollander advised that in preparation of the Design Manual Update, staff is seeking the Board s approval of the Design Manual Update Procedure, noting that the old manual included a procedure in the appendix, though it was not a formalized process. Ms. Hollander performed a brief overview of the Design Manual Update Procedure and noted that a draft of the Design Manual would be advertised,

3 Page 3 available for viewing on our website and open for public comments prior to its finalization by staff. Mr. Erichsen further detailed the process and noted staff s desire to codify the public procedure by the Board. Brief discussion ensued amongst the Board and staff on the matter. Commissioner Fairfax moved that the Board approve the Design Manual Update Procedure, as presented by the Chief Engineer. Commissioner Russell (R) seconded the motion. Motion carried Ferric Chloride Contract Award Mr. Sullivan performed a review of the scope of purchase for the Ferric Chloride Contract for use at the Marlay-Taylor Water Reclamation Facility, noting that Ferric Chloride is an iron salt chemical used in the nutrient removal process at the plant. Mr. Sullivan advised the Board that for the second time in two years, the contractor has declined the annual optional review of this contract, citing that recent increases in raw materials and transportation costs are greater than the Consumer Price Index increase offered in the renewal. Mr. Sullivan reported that as a result, staff modified the contract to a three year fixed-price contract, with bidders required to submit pricing for each of the three years. Mr. Sullivan performed a review of the bids received and recommended award to the lowest bidder, Kemira Water Solutions. Commissioner Gaskin moved that the Commission accept and award the contract for procurement of bulk Ferric Chloride to Kemira Water Solutions, Inc. of Lawrence, Kansas, for the base year contract price of $ per dry ton and the fixed cost increases for subsequent years, as submitted in their bid dated January 15, Further, move that staff be authorized and directed to sign all documentation relating to this Contract award, including but not limited to the contract, contract renewals and all approved change orders. Commissioner Fairfax seconded the motion. Brief discussion ensued amongst the group on the chemical, suppliers and contract terms. Motion carried Procurement Policy Amendments Ms. Stiegman introduced Ms. Tanya Parker, Procurement Agent, who performed a review of the amendments proposed for the Procurement Manual found on pages 13, 25 and 26. Ms. Parker provided an explanation of all changes proposed, which are all minor in scope and affect the threshold and required approval path. Brief discussion ensued amongst the group on the shipping and freight estimates, which at times are adjusted by the procurement agent when an invoice is received. Commissioner Fairfax moved that the Commission approve the amendments to the Procurement Policy, #FIN-13-02, as presented by staff. Further, Move that the amendments be made effective immediately. Commissioner Russell (R) seconded the motion. Motion passed FY 2019 Operating Budget Amendment (Digester Cleaning) Ms. Stiegman reminded the Board of the action taken at the January 24, 2019 meeting, which directed staff to prepare the necessary budget amendment to complete the Digester cleaning at the Marlay- Taylor Wastewater Treatment Plant in the current fiscal year. Ms. Stiegman advised that staff is now seeking final approval of this action.

4 Page 4 Commissioner Fairfax moved that the Commission approve the Operating Budget Amendment, authorizing the Marlay-Taylor Water Reclamation Facility Digester Cleaning with the savings identified in FY 2019, as described in the corresponding attachments. Commissioner Gaskin seconded the motion. Motion carried FY 2019 Operating Budget Amendment (Capital Equipment) Ms. Stiegman advised that the Board also approved the use of unexpended FY 2019 Capital Equipment funds to purchase Capital Equipment originally deferred to FY 2020 and staff is now seeking final approval of this action. Ms. Stiegman noted that the purchase of the items in this fiscal year are allowing staff to reduce the request in FY Commissioner Russell (J) moved that the Commission approve the Operating Budget Amendment, authorizing the purchase of additional capital equipment with current unexpected capital equipment budget, as described in the corresponding attachments. Commissioner Gaskin seconded the motion. Motion carried nd Draft of FY 2020 Operating Budget & Work Session Ms. Stiegman initiated the Budget Work Session with a summary of items associated with the Second (2nd) draft of the FY 2020 Operating Budget. Ms. Stiegman advised the Board of the follow-up items from the January 24, 2019 Work Session and the associated attachments included in the meeting materials. Included were: 1) overall rate decrease from prior projections; 2) impact of lowering the system improvement charge to $15.09 residential and $18.11 commercial; 3) additional backup in support of the new Full-Time Employee (FTE) Maintenance position; 4) revision of FY15-FY20 departmental expense request and revenues and notes added, per Board direction; 5) corrected Capital Equipment Expenditures sheets for informational purposes; and 6) Merit increase for employee with a one-time 2.7% increase for those four (4) employees at the top of grade for this budget period. Ms. Stiegman and Mr. Erichsen collectively reviewed draft Debt Policy Performance Measures with the Board and highlighted FY 2018 actuals and the impact on customer bills. Further discussion on the debt service coverage ratio and operating reserves, as well as the impact of both Chapter 113 programs (Connection Incentive Program and the Capital Contribution Payment Plans) and the need to incentivize special taxing district and the connection options in FY Extensive discussion ensued amongst the Board, Mr. Erichsen and Ms. Stiegman throughout the work session and following the review of all budget data, Mr. Erichsen advised that with the Board s concurrence, staff is prepared to move forward with the preparation of the FY 2020 Operating Budget for Public Hearing, as presented today. Mr. Erichsen noted that the Public Hearing is scheduled to occur on April 8, 2019 and will take place in this conference room and encouraged Board members to attend. Commissioner Fairfax moved to authorize staff to prepare the St. Mary s County Metropolitan Commission FY 2020 Operating Budget, in the amount of $14,986,471, and the related service rates and charges, for presentation at a duly authorized public hearing to be held on April 8, 2019, as required by Section (D) of the Code of St. Mary s County, Maryland, being part of Article 19 of the Code of Public Local Laws of Maryland. Further, move that the new Utilities Maintenance Specialist position be authorized to be filled on January 1, Commissioner Russell (R) seconded the motion. Motion carried 6-0.

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