WASHINGTON COUNTY WATER & SEWER ADVISORY COMMISSION
REGULAR SESSION MEETING
July 9, 1998

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CALL TO ORDER

Chairperson Scheer, the presiding officer, called the Regular Session Meeting of the Water and Sewer Advisory Commission to order at 6:04 p.m. at the Public Works Annex Building, 16232 Elliott Parkway, Williamsport, Maryland.

ATTENDANCE

A quorum was present including: Chairperson Scheer, Vice-Chairperson Diehl, Secretary Armel, Commissioners Crabb, Fishack, Parks, and Renn, Greg Murray, Director of Water & Sewer Operations, and Vicky L. Malott, Office Associate IV.

Other Attendees - Cindy Glessner, Facilities Manager, and Clint Wiley, candidate for County Commissioner.

READING, CORRECTION, AND APPROVAL OF MINUTES

Regular Session Minutes of May 28, 1998

Motion made by Secretary Armel, seconded by Commissioner Parks, to approve the Regular Session minutes as edited.

Page 3, 7th paragraph, rewrite as follows:

It was suggested that the Advisory Commission schedule a workshop with the Board of County Commissioners to discuss the pros and cons. No action was taken.

Unanimously approved.

CITIZEN PARTICIPATION

Clint Wiley commented on the Water & Sewer Department’s Web Page.

ADVISORY COMMISSIONER COMMENTS

Commissioner Crabb asked about the possibility of the Advisory Commission writing a letter to the Maryland Department of the Environment regarding the status on the cooperative servicing of areas between the City of Hagerstown and Washington County. Discussion followed.

CONVENE IN CLOSED SESSION

Motion made by Commissioner Parks, seconded by Commissioner Fishack, to convene in Closed Session at 6:12 p.m.

Unanimously approved.

RECONVENE IN REGULAR SESSION

Motion made by Commissioner Crabb, seconded by Vice Chairperson Diehl, to reconvene in

Regular Session at 6:37 p.m.

Unanimously approved.

In Closed Session one issue regarding contract negotiations was discussed.

ADVISORY COMMISSIONER COMMENTS - CONTINUED

Commissioner Crabb commented on the June 9, 1998 Project Status Report. Cindy Glessner clarified that the new report will show project budget, actual cost, estimate at completion, and if the project is over or under budget at completion.

Commissioner Crabb asked about the status of the antenna installation on the water tower in Sharpsburg. Director Murray reported that County Attorney Douglas is reviewing the contract. He also reported that staff is continuing efforts to obtain a separate easement to the site for construction of the building. Discussion followed.

The Advisory Commission concurred to request the Board of County Commissioners to:

1. Urgently pursue executing the legal contract for allowing the antenna installation at the Sharpsburg Water Tower site.

2. Provide an update on the zoning issues with the Planning Commission concerning the antenna installation.

 Secretary Armel asked about the bid for the Sharpsburg Intake Improvements contract. Director Murray advised that the contract was presented to the Board of County Commissioners, Tuesday, July 7, 1998. He reported they received one bid for $120,000. Since the bid came in sufficiently lower than the estimated price ($400,000), the contractor was contacted to verify that they understood the scope of work. Director Murray gave a brief description of the project. Discussion followed.

Chairperson Scheer noted the following items that they may include in future discussions with the City of Hagerstown:

1. An upcoming (1999) EPA requirement stipulates that if a discharge into a waterway elevates any bacterial level or in any way hampers the water, they will require that the entity responsible notify every customer involved in writing. 2. EPA is pursuing every effort to begin by 1999 the elimination of the use of chlorine in treated water. It was noted that other treatment processes are very costly. These types of requirements are forcing municipalities into partnerships and privatization. Chairperson Scheer suggested that the Advisory Commission meet once a month until October (July, August, September) due to vacation schedules and nominal items on the agendas. He stated that he has discussed this with Director Murray and they concurred that if additional meetings are necessary they can promptly address them. Discussion followed.

Motion made by Commissioner Crabb, seconded by Vice-Chairperson Diehl, to meet the second Thursday of the month for the months of July, August, and September, and to resume meeting twice a month (second and fourth Thursdays) in October.

Unanimously approved.

DIRECTOR COMMENTS

Director Murray reported the preliminary reports show that the FY98 budget regarding water and sewer funds are under budget and projected revenues are over budget.

Director Murray reminded the Advisory Commission that Greg Larsen, CIPF Marketing, has coordinated hosting the quarterly meeting of the Wastewater Environmental Contractors Association, Saturday, July 11, 1998 at the Conococheague Industrial Pretreatment Facility. He invited the Advisory Commission members to attend. Discussion followed. The Advisory Commissioners suggested inviting the media to attend this function. Director Murray provided a brief update on the new pretreatment client Spirit Services.

UNFINISHED BUSINESS

Grant Applications - Director Murray presented the report titled "Grants Contact Report" dated July 2, 1998, that includes the Maryland Department of the Environment Draft Intended Use Plan for the Water Quality Revolving Loan Fund and the Drinking Water Revolving Loan Fund. (ATTACHMENT #1). Director Murray explained the information contained in the documents. Discussion followed.

Motion made by Commissioner Renn, seconded by Commissioner Fishack, to recommend to the Board of County Commissioners to pursue the proposed MDE funding based upon final review and analysis by the Budget and Finance Department on the best financial alternative (MDE loan dollars versus bond funding) for the following projects:

1. Winebrenner WWTP Upgrade - Grant $200,000 - Loan $122,000                     Bond money currently budgeted at $322,000 2. Conococheague WWTP BNR Upgrade - Grant $1,000,000 - Loan $2,343,900                    With balance of the grant in subsequent years 3. Halfway I&I Rehab - Grant $400,000 - Loan $800,000                    Bond money currently budgeted at $1.2 million

Unanimously approved.

Project Status Report - Director Murray gave the Advisory Commission the Project Summary Report, dated July 9, 1998, Capital Project Status Report, dated July 2, 1998, 98/99 Proposed Schedules, dated July 8, 1998, Time Line Reports, dated July 7, 1998, CIP and Capital Outlay Projects, dated July 9, 1998. (ATTACHMENT #2). He reviewed these reports and described the changes that staff has made to the reports. Discussion followed.

GFG Report - Chairperson Scheer opened the discussion on the final report from the Government Finance Group. Upon conclusion the Advisory Commission concurred to forward the final report to the County Commissioners including Rod Shoop and Gary Rohrer. They agreed to discuss the report at the August 13th meeting, with intention to finalize their recommendation to the Board of County Commissioners.

NEW BUSINESS

Surcharge - Commissioner Renn asked if there were any thoughts from County staff regarding the idea of imposing a surcharge for industrial users. Director Murray said that there had been some discussion on surcharges to recoup infrastructure costs. Discussion followed.

Motion made by Secretary Armel, seconded by Vice-Chairperson Diehl, to advise the Board of County Commissioners that the Water & Sewer Advisory Commission is supportive in concept of an appropriate "Ready to Use Charge," to recover existing infrastructure costs, and requests the support of County staff for a similar recommendation within sixty days.

Unanimously approved.

Ft. Ritchie - Commissioner Fishack asked about the status of the water and sewer utilities at Fort Ritchie. Director Murray stated that he attended a meeting with the engineers who are working with the Army and Pen Mar Development Corporation as part of the County DPW staff. He made it clear at the meeting what deficiencies exist within the systems and advised that the County needed the cost estimate for needed improvements before the County can assume ownership. Discussion followed.

Motion made by Secretary Armel, seconded by Commissioner Crabb, to recommend to the Board of County Commissioners to request Pen Mar Development Corporation for copies of any meeting minutes, memorandums of understanding, etc., as it relates to water and sewer issues

during the transfer to the County. It is the unanimous opinion of the Advisory Commission that the on-going engineering study should be expedited and that the County should not accept the systems until appropriate insurances are in place.

Unanimously approved.

ANNOUNCEMENTS

The Advisory Commission will hold their next Regular Session Meeting, Thursday, August, 13, 1998 at 6:00 p.m.

ADJOURNMENT

Motion made by Commissioner Crabb, seconded by Commissioner Parks, to adjourn at 9:05 p.m.

Unanimously approved.
 
 

Respectfully submitted by:
 
 

_________________________________ Date: July 17,1998______________

Vicky L. McKenzie,

Office Associate IV
 
 

Reviewed by: Approved by:
 
 

_________________________________ _____________________________

Gregory B. Murray, Michael V. Armel,

Director of Water and Sewer Operations Advisory Commission Secretary

Date: July 17, 1998_________________ Date: August 13, 1998___________