Denton, Maryland

The regularly scheduled meeting of the County Commissioners of Caroline County, Maryland, convened at 9:30 AM in the Hearing Room, Courthouse, Denton.

Margaret R. Myers, President

John S. LeGates, Vice President

John W. Cole, Member

Charles C. Cawley, County Administrator

On motion by Mr. Cole, the minutes of October 13, 1998 were approved. On motion by Mr. Cole, the previously deferred minutes of September 1, 1998 were approved. Vouchers #43019 – #43136 were approved for payment. The biweekly direct payroll was approved for release.

The Commissioners signed State Assessment Change Reports #1212 and #1213.

On individual motions by Mr. LeGates, the following purchase orders were approved and unanimously signed:

Marvin MacDonald, purchasing officer, and Bryan Ebling, director of emergency management, met with the Commissioners regarding bid recommendation on project #CC-TS-101398, telephone/voice mail system for the Health and Public Services Building. Mr. MacDonald and Mr. Ebling advised that County staff, an independent consultant, Telesource, Inc., and the deputy County attorney have reviewed all bids received and recommend Lucent Technologies as the successful bidder. According to bid specifications, there was an option for the re-use of some existing phone sets to reduce the overall cost of the system. Lucent Techologies provided the opportunity to use some of the existing equipment in their bid, which reduced their bid to $45,828; $1,500 under the lowest bid. Lucent Technologies also has the largest system capacity, a large voice mail capacity, and the lowest price of the three bids considered after making the adjustments for use of existing equipment. One bidder, Home Telephone Company, Inc., was not evaluated beyond the preliminary evaluation as they did not meet the minimum specifications requested. Mr. Ebling advised the Commissioners that Lucent provides a one-year maintenance in their warranty. It is recommended, however, to solicit bids for the maintenance in a separate package at a later date in order to receive better pricing and to extend the opportunity to other vendors. A representative from Startech Communications questioned if Lucent’s warranty covers the existing equipment or just the system. Mr. Ebling advised that he would look into the specifics of the warranty. Following discussion, the Commissioners, on motion by Mr. Cole, unanimously accepted the low bid of Lucent Technologies in the amount of $45,828 and signed purchase order #13711, contingent upon the current telephone equipment being covered under the warranty provided by Lucent. On motion by Mr. Cole, the Commissioners unanimously authorized President Myers to sign the contract documents once all areas of controversy have been resolved.

Marvin MacDonald and Sue Simmons, director of recreation and parks, met with the Commissioners regarding the gas tank replacement project at Choptank Marina. They advised that the Department of Public Works and the Department of Recreation and Parks has met extensively with the low bidder, American Combustion Industries, to finalize plans for this project. At the time the bid was awarded to the low bidder, it was advised that change order would follow due to the flexibility in executing the project in order to meet MDE requirements. The change order associated with the Choptank phase of the project is the most significant of the two change orders. The changes are necessary to make environmental, dispenser and tank monitoring improvements to the initial project design. The total project cost, including the proposed change order, is still less than the next low bid. The change order for this project totals $25,146.95, making the final project price $51,946.95; however 50% of this cost will be recovered by a grant through the Waterway Improvement Fund and the balance has been allocated in the FY 1999 capital budget for the recreation and parks department. The change order includes the labor, equipment, material and costs necessary to do the following:

1. Installation of flexible, double wall piping under the center pier dock from the dispensers to the tank;
2. Incorporation sump protection for the tank and transition piping at the dispensers and underground piping entrance serving the tank;
3. Installation of an automated tank monitoring system and secure printer equipment in the existing pump/storage station;
4. Modification of dispensing system to enhance public use and safety through the use of hose retractors, breakaway, and tank overfill alarms and probes.

Following discussion, the Commissioners, on motion by Mr. LeGates, unanimously approved Change Order #1 for project #CC-TI-52698, underground storage tank replacement project at Choptank Marina, in the amount of $25,146.95 and signed purchase order #13710.

By individual motions indicated, the Commissioners unanimously authorized advertised solicitation of bids for the following:

1. Annual aluminized steel pipe for the public works department ; (LeGates)
2. Annual lubricants for the public works department; (LeGates)
3. Two replacement 1999 automobiles for the sheriff’s department; (Cole)
4. Two new Motorola two-way radio/repeater systems for the sheriff’s department. (Cole)

On motion by Mr. Cole, the Commissioners unanimously accepted the proposal of Startech Communications, Salisbury, in the amount of $6,990 to install a MX 5000 Matrix UPS System for the Health and Public Services Building and signed purchase order 13726 and voided the previously submitted purchase order #13475. The system to be installed will prevent damage to the telephone and computer system in case of electrical outages.

On motion by Mr. Cole, the Commissioners unanimously officially formed the Caroline County Pension Committee appointed the following persons to serve as members of that committee: Joseph Weaver, chairman; John Everngam; James Kenton; Jeffrey Heflebower; Milton Nagel; Iris Rieck. Mr. Cawley advised that the Caroline County Defined Pension Plan states that a pension committee should monitor the plan administrator.

On motion by Mr. Cole, the Commissioners unanimously approved and signed the following resolution:

The Caroline County Personnel Review Board proposed the following amendment to the Caroline County Personnel Rules and Regulations, which updates and replaces the current wording of the Caroline County Job/Class Specifications, payscale assignment and pay plan for the position listed below; and at its meeting of September 8, 1998, approved this amendment and recommended its adoption by the County Commissioners.

THEREFORE, THE COUNTY COMMISSIONERS OF CAROLINE COUNTY, MARYLAND, Do hereby officially adopt the following amendment to the Caroline County Personnel Rules and Regulations:

The Project Coordinator position in the Caroline County Department of Public Works is created in the Caroline County Personnel Rules and Regulations job/class specifications, replacing Project Manager, and is assigned to Grade 9 on the County payscale. (See attached job/class specification, which is a part of this resolution.)

ADOPTED/ COUNTY COMMISSIONERS OF

EFFECTIVE: OCTOBER 20, 1998 CAROLINE COUNTY, MARYLAND

Janice Davison, deputy County attorney, updated the Commissioners on the Burial Sites Advisory Committee. She advised that ordinances have been obtained from other counties to be used as a model and a draft ordinance is being prepared for Caroline County. Once the draft has been refined it will be submitted to the committee at their next meeting for review and then a final ordinance will be presented to the County Commissioners.

Mr. Cawley reported the following:

1. Robert Schoonover, director of Advanced Life Support Services, has been accepted into the Maryland Fire Academy. This is an honor and Mr. Schoonover has worked hard to achieve. The Commissioners commended Mr. Schoonover on this achievement.
2. Mr. Cawley will be out of town from Wednesday afternoon, October 21, until Saturday, October 24, 1998 to attend the Maryland Association of Counties County Administrator’s and County Attorney’s Fall Conference to be held at Rocky Gap Resort in Allegany County.

Chuck Ireland, Ireland and Everngam, submitted to the County Commissioners a draft of the FY 1997-98 Caroline County Financial Statement for their review and comment. The only changes anticipated in the final would be the amounts encumbered due to allocation of fund balances. The format is similar to last year’s statement, it is a longer report, however, due to the footnotes being more extensive to meet requirements. Mr. Ireland briefly reviewed basic areas in the report which show detail of budgeted amounts and actual expenditures. Mr. Ireland reminded the Commissioners that the financial statement is in draft form and he is available to answer any questions as they review. He will be able to present the final audit to the Commissioners next week and still meet the filing deadline of October 31^st. The federal funds audit, which is a separate portion, will be available for review by the Commissioners in November.

At 11:15 AM, and as authorized by 1995 Maryland Code, State Government 10-508(a)(7) and (a)(1), respectively, the Commissioners, on motion by Mr. Cole, unanimously adjourned into closed session to meet with Karen Jensen, attorney, and Janice Davison, deputy County attorney, regarding the county administrator’s contract.

The meeting reconvened in open session at 11:50 AM. On motion by Mr. Cole and seconded by Mr. LeGates, the Commissioners directed the deputy County attorney to prepare a contract with the stipulations discussed in Ms. Jensen’s memorandum and to prepare a draft standardized contract for the other at-will employees. President Myers abstained.

There being no further business, the meeting was adjourned by unanimous consent.

Vivian L. Anders

Acting Executive Assistant