MAYORANDCITYCOUNCIL

WORKSESSION
Tuesday,December9,20141:00P.M.

AClosedSessionisscheduledfrom12:001:00P.M.todiscusslegalmatters.

AGENDA

1.

CALLTOORDER

2.

REPORTONCLOSEDSESSIONTuesday,December9,201412:001:00p.m.

3.

ACKNOWLEDGEMENTSANDRECOGNITIONS

4.

COMMENTSFROMTHEPUBLIC
AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda
maybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmay
bedeemedappropriatebytheCouncilPresident.Anyonewishingtobeheardshallstatetheirname,
addressandtheAgendaitemonwhichheorshewishestospeak.

5.

NEWBUSINESS

A. RequesttoApprove2015MilitaryBannerProgrampresentedbyPatRiordan,OCElksLodge

B.

MD528CommunitySafetyandEnhancementProject presentedbyStateHighway
AdministrationDistrictEngineerDonnieDrewerandAssistantDistrictEngineerDallasBaker

C.

BidAwardRecommendationfor2016ElectricSupplypresentedbyCityEngineer

D. RequesttoApproveFundTransfertoReplaceWastewaterEffluentValvespresentedbyPublic
WorksDirector

6.

ADJOURN

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014
2. Report on Closed Session December 9, 2014 12:00 p.m.
1:00 p.m. Legal Matters

NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY

DATE AND TIME:
PLACE:
SUBJECT:
VOTE:

Tuesday, December 9, 2014

12:00 p.m.
City Hall
Legal Matters
UNANIMOUS
OTHER:
FOR:
AGAINST:
ABSTAIN:
ABSENT:

AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland

PURPOSES:
1. To discuss:
(i) the appointment, employment, assignment, promotion, discipline, demotion,
compensation, removal, resignation or performance evaluation of
appointees, employees or officials over whom it has jurisdiction; or
(ii) any other personnel matter that affects one or more specific individuals;
2. To protect the privacy or reputation of individuals with respect to a matter that is
not related to public business
3. To consider the acquisition of real property for the public purpose and matters
directly related thereto;
4. Consider a matter that concerns the proposal for a business or industrial
organization to locate, expand or locate in the state;
5. Consider the investment of public funds;
6. Consider the marketing of public securities;
X
7. Consult with counsel to obtain legal advice;
8. Consult with staff, consultants or other individuals about pending or potential
litigations;
9. Conduct collective bargaining negotiations or consider matters that relate to the
negotiations;
10. Discuss public security if the public body determines that public discussion
would constitute a risk to the public or public security, including;
a) the deployment of fire and police services and staff; and
b) the development and implementation of emergency plans
11. Prepare, administer or grade a scholastic, licensing or qualifying examination;
12. Conduct or discuss an investigative proceeding on actual or possible criminal
conduct;
13. Comply with a specific constitutional, statutory or judicially imposed
requirement that prevents public disclosures about a particular proceeding or
matter; or
14. Before a contract is awarded or bids are opened, discuss a matter directly related
to a negotiation strategy or the contents of a bid or proposal, if public discussion
or disclosure would adversely impact the ability of the public body to participate
in the competitive bidding or proposal process

REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY
Prior to this open session of the Mayor and City Council being held on Tuesday,
December 9, 2014, a closed session was held on Tuesday, December 9, 2014 at
12:00 p.m. The following is a report of the closed session.
1. A statement of the time, place, and purpose of the closed session is attached.
2. A record of the vote of each member as to closing the session is attached.
3. A citation of the authority under the law for closing the session is attached.
4. (a) Topics of Discussion: Legal Matters
(b) Persons present:
Mayor Richard Meehan
Council President Lloyd Martin
Council Secretary Mary Knight
Council Members Doug Cymek; Dennis Dare; Wayne Hartman; Matt James;
and Tony DeLuca
City Solicitor Guy Ayres
City Clerk Kelly Allmond

Action(s) taken:

Motion to close meeting:

Time:

H:\Wpdoc\closedsess.wpd

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014
4. COMMENTS FROM THE PUBLIC
Any person who may wish to speak on a matter scheduled for discussion on the Work
Session Agenda may be heard during Comments from the Public for a period of three
(3) minutes or such time as may be deemed appropriate by the Council President.
Anyone wishing to be heard shall state their name, address and the subject on which
he or she wishes to speak.

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014
5. NEW BUSINESS
A. Request to Approve 2015 Military Banner Program presented
by Pat Riordan, OC Elks Lodge

TOWN OF

The White Marlin Capital of the World

TO:
FROM:
RE:
DATE:

Agenda Item #

5A

Council Meeting

December 9, 2014

The Honorable Mayor, Council President and Members of Council

David L. Recor, ICMA-CM, City Manager
OC Elks 2015 Hometown Heroes Military Banner Program
December 1, 2014

ISSUE(S):

2015 Military Banner Program

SUMMARY:

Pat Riordan of the OC Elks Lodge Veterans Committee is

requesting permission to continue the Ocean City Elks Hometown
Heroes Military Banner Program in 2015. The program honors
active duty personnel who reside in Worcester County. Honoree
applications are accepted and reviewed by Ocean City Elks Lodge
#2645.
Banners are placed at 20 light pole locations on the concrete
boardwalk easterly bump outs from Ripleys Believe It or Not to
4th Street from Springfest to Sunfest each year.

FISCAL IMPACT:

Banner design and printing costs are paid by sponsoring citizens,

fraternal organizations and area businesses. Public Works
personnel install and remove banners and brackets.

RECOMMENDATION:

Approve program for 2015.

1st Class Resort & Tourist Destination

ALTERNATIVES:

Not applicable

RESPONSIBLE STAFF:

Not applicable

COORDINATED WITH:

Hal Adkins, Public Works Director

John Van Fossen, Public Works Deputy Director

ATTACHMENT(S):

1) Program detail
2) Banner Presentation Ceremony photos

OCEAN CITY, MD
L

iTP i:T Z I

MILITARY BANNER PROGRAM

The Military Banner Program was created for the community of Ocean City to honor and
recognize active duty military personnel that reside in Worcester County, MD. Banners will
display the official military photo of the service person, as well as their name, rank and branch
of the Unites States Armed Forces. There will be no cost to the honoree for this program.
CRITERIA

To qualify for the Military Banner Program, the following criteria must be met:
The honoree is an active duty member of the United States Armed Forces
The honoree must be a current resident of Worcester County, MD ( priority is given to

active duty military members currently residing in Ocean City)

PROCESS

Applications will be accepted on an on -going basis. Banners will be raised in the order that the

application was received. Priority will be given to active duty military members that reside in
Ocean City, MD.

Applications must include an official military photo of the honoree, verification of military
status, and proof of residency. To verify active military status, please visit the Department of
Defense website: ( httr)s://

www. dmdc. osd. mil/ ar)r) i/ scra/ welcome.xhtmi.) and submit a copy of

the verification page with your application. Applications can be mailed to:

Ocean City Elks Lodge # 2645

13708 Sinepuxent Avenue

Ocean City, M D 21842

INSTALLATION
4t"

Banners will be located along the boardwalk from the fishing pier to

Street. The banners

will be placed on light poles closest to the beach on the concrete bump outs along the beach.
Banners will be installed periodically throughout the spring and summer months and displayed
from April ( SPRINGFEST) until October ( SUNFEST). After this period, the banners will be
presented to the honoree at a dinner to honor them.

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014
5. NEW BUSINESS
B. MD 528 Community Safety and Enhancement Project
presented by State Highway Administration District
Engineer Donnie Drewer and Assistant District Engineer
Dallas Baker

TOWN OF

The White Marlin Capital of the World

Agenda Item #
Council Meeting

TO:
FROM:
RE:
DATE:

5B
December 9, 2014

The Honorable Mayor, Council President and Members of Council

David L. Recor, ICMA-CM, City Manager
State Highway Administration MD 528 Community Safety and Enhancement Project
December 2, 2014

ISSUE(S):

Review of SHA MD 528 Project

SUMMARY:

The SHA presentation will begin with a discussion of the project

limits and existing conditions followed by the Purpose and Need
and proposed typical section. SHA will then introduce specific
items that SHA would like to get feedback on from the Mayor and
Council. These items include:
Designation of the MD 528 outside lane (Bus/Right Turn Lane
or Through/Right Turn Lane) SHA will discuss the pros and
cons of each of the options and discuss the traffic modeling
that has been completed.
Possible Median Treatments SHA will discuss several options
for median treatments, showing examples and giving pros and
cons for each treatment.
Use of porous pavement for sidewalks SHA will discuss what
the options are for Storm Water Management, and ask the
Mayor and Council if Ocean City would maintain the sidewalks
if they were constructed of porous pavement.
SHA will then brief the Mayor and Council on some of the design
challenges associated with the MD 528 project (Storm Drains,
Utilities and Maintenance of Traffic during construction). SHA will
ask the Mayor and Council for help in setting up a task force to
help obtain feedback on the project. The presentation will then
end with a discussion of the next steps and project schedule.

FISCAL IMPACT:

Not applicable

RECOMMENDATION:

Review items for discussion.

1st Class Resort and Tourist Destination

ALTERNATIVES:

Not applicable

RESPONSIBLE STAFF:

Hal Adkins, Public Works Director

Terence McGean, City Engineer

COORDINATED WITH:

Donnie Drewer, SHA District Engineer

Dallas Baker, SHA Assistant District Engineer

ATTACHMENT(S):

PowerPoint slide show will be presented at the meeting.

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014
5. NEW BUSINESS
C. Bid Award Recommendation for 2016 Electric Supply
presented by City Engineer

TOWN OF

The White Marlin Capital of the World

TO:
THRU:
FROM:
RE:
DATE:

Agenda Item #

5C

Council Meeting

December 9, 2014

The Honorable Mayor, Council President and Members of Council

David L. Recor, ICMA-CM, City Manager
Terence J. McGean, PE, City Engineer
Electricity Supply Contract Award
December 2, 2014

ISSUE(S):

Contract for electricity supply beginning July 1, 2016

SUMMARY:

The Towns current contract for electricity supply expires in July

2016. Our consultant is recommending that we go to bid now
because prices are extremely competitive.
The last time we purchased electricity supply, we utilized a web
based reverse auction system which was very successful. The same
method will be used, holding the auction at 11:00 a.m. on Tuesday,
December 9, 2014 with award by the Council at the work session
immediately thereafter. The Council is invited to witness the auction
process.

FISCAL IMPACT:

We currently pay $0.07267/kwh. Future pricing is around

$0.075/kwh. A penny fluctuation in this rate equates to roughly
$200,000 per year for the Town

RECOMMENDATION:

Conduct the reverse auction and award based on auction results.

Financially Sound Town Government

ALTERNATIVES:

Procure energy supply at a later date.

RESPONSIBLE STAFF:

Terence McGean, City Engineer

COORDINATED WITH:

APPI Energy, Energy procurement consultant

ATTACHMENT(S):

None

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 9, 2014
5. NEW BUSINESS
D. Request to Approve Fund Transfer to Replace Wastewater
Effluent Valves presented by Public Works Director

TOWN OF

25166

The White Marlin Capital of the World

TO:
THRU:
FROM:
RE:
DATE:

Agenda Item #

5D

Council Meeting

December 9, 2014

The Honorable Mayor, Council President and Members of Council

David L. Recor, ICMA-CM, City Manager
Hal Adkins, Public Works Director
Jim Parsons, Public Works Chief Deputy Director
Transfer of Funds for Wastewater Valve Replacement
November 19, 2014

ISSUE(S):

Funding to pay for replacement of two major valves on the

wastewater effluent discharge pipeline.

SUMMARY:

Staff recently determined that the valves controlling the flow of

treated wastewater effluent through the ocean outfall and the
emergency bypass line to the bay are inoperable and in need of
replacement. These valves are located 4 feet underground and are
approximately 45 years old. Although the function of the valves is
rarely needed, they are in place to serve a potentially vital role in
the event of certain circumstances, and for this reason they are
exercised annually to ensure they remain operable.
During a recent attempt to perform such an exercise, the valves
would not operate. Subsequent excavation and evaluation
revealed both valves to be in such a deteriorated condition that
they cannot be repaired and instead must be replaced. Due to the
need to bypass the entire effluent flow of the plant while the work
is under way, this job should be performed during the offseason at
a time of low treatment plant flow.
Procurement of the new replacement valves involves a 12-week
lead time from the placement of the order until delivery of the
product. Therefore, we must move quickly in order to perform the
job this winter, or else take the risk of operating for another year
with these failing components.

FISCAL IMPACT:

Cost to complete the valve replacement is $151,339.70. This is an

unplanned expense, and the Wastewater Departments FY14
Operating Budget does not have the funding to pay for the
project. However, there is sufficient money in the WW fund
balance to allow a transfer for this unexpected repair.

RECOMMENDATION:

Authorize transfer of $151,339.70 from WW fund balance to

enable completion of valve replacement prior to the 2015 summer
season. The job would be accomplished through a change order
with the Johnston Construction Company, as this contractor is
currently onsite performing the wastewater disinfection upgrade
project.
Excellent Service through a High Performing Town Organization

ALTERNATIVES:

Delay the repair until next winter.

RESPONSIBLE STAFF:

Hal Adkins, Public Works Director

Jim Parsons, Public Works Chief Deputy Director

COORDINATED WITH:

Charlie Felin, Wastewater Superintendent

Dean Dashiell, Senior Project Manager

ATTACHMENT(S):

1) Overhead view of effluent piping and valve layout

2) Proposal for Outfall Line Vaults & Valves, Johnston
Construction Company

31 00

Existing 24"
Valve abandon in
place. Valve
normally closed.

Install New 24"

Gate Valve with
new Manhole

02 0 0

New Open Vault

with Sluice Gate
and Electric
Operator

30 00

Existing 30" Valve

abandon in place.
Valve normally
open.

6405

Town of Ocean City, MD

August 28, 2014

Parcel Info

200
Buildings

You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com)

Tax Parcels
Feet

Johnston Construction Company

P.O. Box 98
4331 Fox Run Road
Dover, PA 17315

TITLE:

PROPOSED CHANGE ORDER

No. 00006

Phone: 717-292-3606
Fax: 717-292-7569

PCO 6 Outfall Line Vaults & Valves

DATE: 10/24/2014

PROJECT: OC Disinfection System

JOB: 2014-18

TO:

CONTRACT NO: WR/OC-187

Attn: Dean M. Dashiell

Town of Ocean City, MD
Public Works Adminstration Division
204 65th Street, Building E
Ocean City, MD 21842
Phone: 410 520-5428

DESCRIPTION OF PROPOSAL
Excavate ,use manhole boxes ,cut 30in outfall line ,install temporay pass thru pipe and pour a base slab under
pipe invert . Set 4x4 vault ,pour bottom joint and grout ands seal 30in pipe flush with interior walls. Install 30in
stainless steel motorized sluice gate . Gate operator installed at top of vault , install a solid aluminum deck and
fiberglass ladder. Excavate,use manhole boxes to remove existing 30in valve. Install 1 -30 in solid sleeves and
pipe. Excavate ,use manhole boxes to remove and install new 24in gate vlave on out fall line.Install new 4x4
vault with manhole cover for access to 24in gate valve. Repave and patch Asphalt . We will keep shut down
time to a minimum.
TIME CHANGE (days)
The Contract time will be increased by .........................................................................................
Item

Description

00001

50.060 30in Sluice Gate &valve

work

Stock#

Quantity Units
1.000

Unit Price

0 Days

Tax Rate Tax Amount Net Amount

$151,339.70

0.00%

$0.00

Unit Cost:
Unit Tax:

$151,339.70
$0.00

Unit Total:

$151,339.70

APPROVAL:
By:

By:
Dean M. Dashiell

Date:
Expedition

John Lewis
Date:

$151,339.70

10/24/2014