SOMERSET COUNTY SANITARY COMMISSION AGENDA - MARCH 9, 2017 ROOM 111- SOMERSET COUNTY OFFICE COMPLEX 1:00 Discussion Items,1. Copy of letter dated 2/24/17 from MDE to President Randy Laird re: Approval of the 2016 Amendments to the Comprehensive Water and Sewerage Plan. -2. Report on meeting # 1 Somerset Advisory Committee - Long Range Financial Plan. a. Meeting Agenda - March 6, 2017. \.3. Establish schedule for FY 2018 Budget Meeting. General Business Approval of invoices. Approval of Sanitary Commission meeting minutes dated 2/23/17 and executive minutes dated 1/26/17. Approval of Engineering Proposal with Davis, Bowen & Friedel, Inc. pending CDBG approval - Fairmount Wastewater Treatment Plant Decommissioning and Sewer Transmission Project. Approval of Engineering Proposal dated 2/20/17 with Davis, Bowen & Friedel, Inc. - Deal Island Road Water Main Replacement Project. Approval of Plats. 6. Approval of final payment to Somerset Well Drilling, Inc. pending submission of the final pay request and balancing change order for the PASE Well and Building project. 7. Old Business - a' Mariners Road Water Association Project. i:jcity Ordinance # 236. ii. MDE requirement to amend the Comprehensive Water and Sewerage Plan. Appointments 1. Public Input. 2. Closed Session to review pending legal matters and personnel. (%) Coto li 0-'13-10 Li ) -fees,
Somerset County Sanitary Commission Minutes of March 9, 2017 A regular meeting of the Somerset County Sanitary Commission was held on Thursday March 9, 2017 at 1:00 p.m. in Room 111 of the Somerset County Office Complex. Members present were Adam Riggin, Chairman, Charles T. Northam, Jr., Secretary-Treasurer, Ellen Bush, Vice-Chairman, Maxine Landon and Janet McIntyre, members. Also in attendance were Anthony Stockus, Manager, Barbara Outten, Administrative Aide, Jennie Marshall, Assistant Office Manager, Josh Taylor, P.E., Davis, Bowen & Friedel, Inc. and Richard Crumbacker, Somerset County Times. Mr. Riggin called the meeting to order at 1:00 p.m. Discussion Items A copy of the letter dated 2/24/17 from MDE to County Commissioner President Randy Laird was presented regarding the approval of the 2016 Amendments to the Comprehensive Water and Sewerage Plan. Mr. Stockus stated the plan requires continuous updates as the needs of the District change and this amendment is for the decommissioning of the Fairmount WWTP. He stated the Smith Island Clean Water Project will also require an amendment. He stated the zoning office is responsible for preparing the changes which will then be presented to the County Commissioners for approval. Mr. Northam commented on the copy notation for Tom Lawton, Senior County Planner for Dorchester County. Mr. Stockus stated any references to Dorchester County should say Somerset County. Mr. Stockus reported on Meeting # 1 of the Somerset Advisory Committee Long Range Financial Plan held on 3/6/17. He stated 5 of the 6 committee members were present and felt the meeting was a success. He stated Doug Taylor, County Administrator and Richard Crumbacker, County Times were also present. He stated there were no members of the public in attendance and the members of the committee were selected as a voice of the community. He stated Ed Donahue, Municipal & Financial Services Group was hired to determine the best method for the Sanitary District's financial plan and 3 additional meetings are scheduled and after the final meeting, the committee will form a report to be submitted to the Sanitary Commission for approval and then for final approval by the County Commissioners. Mr. Stockus stated Starr Mister has requested to have a budget work session for FY 2018 during the first week of April 2017. It was the consensus of the commission to set aside Thursday, April 6, 2017 at 2:00 p.m. The work session will be held in Room 216 of the Somerset County Office Complex. Ms. Landon stated that her husband is having surgery on April 3, 2017 and would be unable to attend on that day but stated she may be available on another day. Mr. Stockus stated not to be concerned as he thought there would be a quorum present. Mr. Stockus reported he and Pete Bozick, P.E. with George, Miles & Buhr will be traveling to Smith Island on Saturday, April 1, 2017 to do a presentation on the Smith Island Clean Water Project for the Smith Island United group. General Business Invoices were presented for approval and were unanimously approved for payment as follows: Davis, Bowen & Friedel, Inc. Invoice dated 2/28/17 for On-Call Engineering Services for Hawk Plaza/Manokin Village for the month of January 2017 in the amount of $120.
2 Invoice dated 2/28/17 for On-Call Legal Support for the Princess Anne Subdistrict Expansion Project for the month of January in the amount of $300. Invoice dated 2/23/17 for the Preliminary Engineering Report Mariners Road Water Project for the month of January 2017 in the amount of $250. Invoice dated 2/23/17 for the Mariners Road Water Project Funding Assistance for the month of January 2017 in the amount of $583.00. Municipal & Financial Services Group Invoice dated 3/3/17 for services related to the Long Range Financial Planning for the months of January and February 2017 in the amount of $8,825. Cockey, Brennan & Maloney, P.C. Invoice dated 3/1/17 for legal services for the period 1/25/17 to 2/27/17 in the amount of $8,921. A courtesy discount of $421 is offered if payment is received by 3/15/17. Invoice dated 2/1/17 for legal services for the period 1/3/17 to 1/30/17 in the amount of $8,026.50 was previously approved by a phone poll on 2/10/17. A courtesy discount of $526.50 is offered if payment is received by 2/14/17. The meeting minutes dated 1/26/17 of the executive session were previously presented and were unanimously approved on a motion by Mr. Northam and seconded by Ms. Bush. The meeting minutes dated 2/23/17 of the regular session were distributed at today's meeting and it was the consensus of the commission to table the approval until everyone has had the chance to read the minutes. The engineering proposal dated 2/22/17 from Davis, Bowen & Friedel, Inc. was presented for approval for the Fairmount Wastewater Treatment Plan Decommissioning and Sewer Transmission Project. Mr. Stockus stated two proposals were received on 2/22/17 and were opened and read aloud at the meeting on 2/23/17. He stated the proposals were reviewed and it was determined the low bidder is Davis, Bowen & Friedel, Inc.; however, the funding agency is HUD and they have 30 days to review the proposals and to make a recommendation. He stated the commission can approve the award contingent upon the Department of Housing and Community Development approval. On a motion by Ms. Landon and seconded by Mr. Northam it was unanimously carried to approve the award of engineering services to Davis, Bowen & Friedel, Inc. pending approval by HUD and DHCD. The engineering proposal dated 2/20/17 from Davis, Bowen & Friedel, Inc. for the Deal Island Road Water Main Replacement Project in the amount of $45,470 was presented. The proposed amount includes $24,800 for the Design Phase which includes Topographic Services, Design, Permitting and Bidding and $20,670 for the Construction Phase which includes Construction Administration, Inspection Services and Record Drawings. The project is funded by MDE with a $312,500 loan which includes $156,250 in principal forgiveness. Mr. Taylor stated he estimated the local share of the project including engineering fees will not exceed $156,250. Mr. Stockus suggested action on the approval of the engineering proposal be tabled until Denise MacLeish at USDA has been contacted to determine if they can provide any funding for the project. The final plat was presented for signature for the lands of Maranatha, Inc. for property located on Crisfield Lane, Map 15, Parcels 622 and 623. The purpose of the plat is to consolidate parcels 622 and
3 623 into a single parcel which will be referred to as 623A. Ms. Outten stated the plat was approved at a previous meeting and is now being presented for signature and Mr. Riggin was previously authorized to sign both copies of the plat. The final payment to Somerset Well Drilling Co., Inc. for the Wells and Well Building associated with the Princess Anne Subdistrict Expansion Project in the amount of $63,069.15 was presented for approval. In addition, Contract Change Order # 4 in the amount of -$91,394.76 that adjusts the quantities of bid items to reflect the actual quantities used to complete the work was presented for approval. The final contract price with this change order is $2,004,712.01. On a motion by Mr. Northam and seconded by Ms. Bush it was unanimously carried to approve the final payment to Somerset Well Drilling Co., Inc. and Contract Change Order # 4 as presented. Old Business Heather Konyar, Attorney and Starr Mister, Office Manager were present at 1:30 p.m. Mr. Stockus discussed the Mariners Road Water Association Project. He stated USDA requires someone to take responsibility for the water line until it is upgraded and taken over by the Sanitary District. He stated he met with Denise MacLeish of USDA, Crisfield Manager Rick Pollitt and Mayor Kim Lawson in February. He stated Ms. MacLeish suggested an agreement between the city and the Sanitary District be prepared and this was discussed at the meeting with Mr. Pollitt and Mayor Lawson. He stated he has not received a call back from them and they promised to bring it up at a City Council Meeting but it was not on their agenda. Ms. Outten stated she found an approved water ordinance (# 236) of the City of Crisfield dated January 1955 that was in effect at the time the Mariners Water Association extended the water lines in 1962. The ordinance states in part under Section VII.b - Extension of Lines Beyond City Limits. "The size of any water line or main extended beyond the limits of the City of Crisfield shall be of a size and material to be determined by the Mayor and Council. All such lines shall be constructed at the expense of the applicant, and shall become the property of the City of Crisfield when laid." Mr. Stockus stated he believes the existence of the ordinance changes the status of the water line and shows it is owned by the City of Crisfield. He added it gives us guidance because it is something we did not have before. Ms. Konyar stated she does not believe the ordinance answers the question of who owns the line. Ms. Outten stated she found an unsigned agreement dated September 1962 in her father-in-law's files between the Mariners Water Association and the City of Crisfield that states the city owns the line upon completion of the water line extension. Ms. Konyar stated the agreement creates more questions than it answers and suggested the city be contacted to determine if they have a copy of the signed agreement. Ms. Konyar asked what response has been received from the City of Crisfield and Mr. Stockus stated they would like to annex the line but it is not what the citizens want. Ms. Outten stated the residents have petitioned the Sanitary District to take over the water line. Mr. Stockus stated it is the Sanitary District's duty to provide water service. Ms. Konyar stated the City of Crisfield has maintained the Mariners Association Water line since approximately 2002 and based on this we can assume the city owns the lines and we can proceed to draft an agreement for review where the city signs it over to the Sanitary District. Mr. Riggin stated in order to apply for grant and loan funding, the water line has to show ownership to start the process to receive funding. He stated once it is upgraded, the Sanitary District can take over
4 ownership of the line and stated it seems like a "no-brainer". He stated it makes sense for the City of Crisfield to claim ownership of the line. He stated the Mariners Water Association is not registered as a non-profit organization and cannot apply for funding. Mr. Tayor stated USDA wants assurance that the Sanitary District will take over ownership of the water line once it is upgraded to their standards and may not necessarily need for the city to say that they currently own the lines but it may help the process. Ms. Konyar stated she would need authorization to draft an agreement to be presented to the City of Crisfield regarding the Mariners Water Line and recommended Ms. Outten hold another meeting with the users of the private line to determine if they are still in favor of the Sanitary District taking over the line. Ms. Outten stated she wanted to be able to provide the proposed user costs based on different funding scenarios and was uncertain how to proceed in view of the Advisory Committee that has been formed to make recommendations on developing a long-range financial plan for the District. Ms. Konyar stated it is important that the users of the system are still in agreement with the Sanitary District taking over the water line once it is upgraded. Mr. Taylor stated a representative of the city should be present at the meeting and Ms. Outten stated Mayor Lawson attended the last meeting and she will invite him to this meeting as well. On a motion by Mr. Northam and seconded by Ms. Bush it was unanimously carried to authorize Ms. Konyar to prepare an agreement with the City of Crisfield for the Sanitary District to assume ownership of the Mariners Water Line upon it being upgraded to the District's standards. Mr. Stockus stated MDE requires an amendment to the Comprehensive Water and Sewerage Plan for the Mariners Water Line Upgrade and we will require the services of Davis, Bowen & Friedel, Inc. to assist with the amendment. He noted the private water line has been in place since 1962 but was not properly shown on the county plan as having service. Public Input Mr. Crumbacker referenced the public meeting on March 27 th at 6 p.m. at the Crisfield Library sponsored by the City of Crisfield to discuss various topics including water and sewer rates and suggested adding the Mariners Road Water Line to the discussion. Mr. Crumbacker stated he attended the Crisfield City Council meeting last night, March 8, 2017 and the Mariners Road Water Line was not discussed. Mr. Stockus stated he was told that the topic would be on the agenda. On a motion by Mr. Northam and seconded by Ms. Landon it was unanimously carried to go into closed session at 1:46 p.m. to discuss pending legal matters and personnel. Upon return to regular session at 2:36, it was the consensus of the commission to release the lien filed on the Brittingham LLC property that is now owned by the County Commissioners. harles T. Northam, Jr. Secretary-Treasurer CTN/blo