Town Commissioners Minutes — 2018-01-24

Exactly as extracted, unformatted — for checking against the original. The readable version is easier to read.

QUEENSTOWN COMMISSIONERS
January 24,2018
PRESENT: President Thomas B. Willis, Jr., Commissioner Hardee. and Town Attorney Brynja
Booth. Commissioner Holger Schuster was not present as was out oftown on business.
MEETING CALLED TO ORDER AT 7:03 P.M.
GUESTS:
lsr Sgt. Meyers - QAC Sheriff s Dept
.
Reported that the department recently conducted 13 radar details on Del Rhodes Ave. and
6 on Main St. Will continue to be a presence in town.
.
When asked about enforcing parking violations, Sg1. Meyers advised that the department
hadjust completed training in issuing electronic parking tickets. We advised him ofour
problem areas - Steamboat Ave., Old Wharf Lane, and Melvin Ave.
.
He advised that we will see some new faces, as there have been a lot of deputies just
completing the police academy.
o
He u'as informed that therc is still an issue at Royal Farms with truck parking. He
advised that they are unable to enforce the no idling and parking issues there unless
Royal Farms calls and files a complaint.
PUBLIC WORI(S - Chris Ritch
.
Been working with Tidewater on a few issues around the plant. Micro-seed pump has not
been working properly.
o
Commissioner Hardee suggested the Town hold an Open House of the new plan
sometime in the spring and give tours for anyone interested.
PLANNING -
.
Amy Moore advised that the Planning Commission held interviews with three applicants
on January 9. 2018 and have made their recommendations to the Commissioners. The
Commissioners will discuss later in the evening during Closed Session.
FINANCE COMMITTEE _
No updates
TOWN MANAGER/CLERK-TREASURER
Minutes -
President Willis motioned to accept the October 18, 2018 minutes as written. Commissioner
Schuster reviewed and gave approval prior to leaving town. Minutes will officially be adopted
when Commissioner Schuster retums.

President Willis motioned to accept the October 25,2017 minutes as written. Commissioner
Schuster reviewed and gave approval prior to leaving town. Minutes will officially be adopted
when Commissioner Schuster retums.
President Willis motioned to accept the November 15,2017 minutes with corrections. Motion
seconded by Commissioner Hardee. Vote: 2-aye, 0-nay
President Willis motioned to accept the December 20, 2017 Closed Session minutes as written.
Motion seconded by Commissioner Hardee. Vote: 2-aye, 0-nay
President Willis motioned to accept the December 20,2017 minutes with conections. Motion
seconded by Commissioner Hardee. Vote: 2-aye, 0-nay
Treasurer's Report -
checking
General Fund $223,707 .39
Water/SewerFundchecking
$231,794.32
WWTP Project checking $ 13,498.34
Correspondence/Other -
o
Made some property maintenance and zoning violation inspections w'ith Mike Bowell.
Code Enforcement Officer. Some letters have gone out. Will do follow up inspections
and those not rectified will get letters.
o
Working with Doug Connell from Miller Environmental to finalize some of the final
reports that need to be filed.
o
Shuf off water to two properties in early January. One was tumed back on that day after
payment was made.
o
There has been confusion with some residents as to when the delinquent amount is due
vs. the current bills. Office would like to make it so the delinquent amount is due at the
same time the new bill is due. We would include delinquenVshut off notice with the new
billing. Amounts on notice would match amounts on bills and should be easier to
understand. This would only allow about 6 additional days onto the time frame to pay
prior to shut off. This would save additional staff time and postage. Have run the change
to the time schedule by town attomey and she advised as it meets state statutes and
because we are adding several days, not taking away, for payment, there is no need to
change our ordinance. Commissioners were in agreement with the change in billing.
o
County tax set offmeeting with County Commissioners is March 27,2018.
o
MML summer conference is June l0-13.
NEW BUSINESS:
No new business to report
ATTORNEY UPDATES - Brynja Booth
o
Has legal advice on a contract matter that will be discussed in closed session later in the
meetlng.

PUBLIC COMMENT
.
Di Quynn-Reno - thanked Ms. Booth for her response to questions Ms. Quynn-Reno
posed to the Commissioners at the previous meeting regarding the process ofre-titling
the Town Clerk position to Town Manager/Clerk-Treasurer. She stated that usually the
job description comes before the hiring, and was wondering when the description would
be adopted. Ms. Booth advised that Perry Stutrnan, at the request ofthe Commissioners,
drafted a new employee maaual and worked on revising the job descriptions while Mike
Bowell was the Acting Town Manager. This was all in anticipation of restructuring the
Town OfIice, which has been in the works for over a year. The manual and descriptions
are approximately 9070 complete, with some tweaking required and final review needed.
Ms. Quynn-Reno advised that her expectation of a Town Manager would be taking on a
leadership role and be an advocate for this great little town. She would like to see that
requirement be in the description, if it isn't. Ms. Booth informed her she believes it is,
but that is something that would be looked at.
President Willis motioned to close the regular meeting aI7:51 p.m. to enter into Closed Session
for the purpose ofobtaining legal advice from Counsel on two contract matters and personnel
appointments. Motion seconded by Commissioner Hardee.
President Willis motioned to adjoum the Closed Session and reconvene into regular session at
8:1 1 p.m. Motion seconded by Commissioner Hardee.
President Willis motioned to appoint Perry Stutman and Loretta Hohmann to the Queenstown
Planning Commission to fill out terms of prior members. Motion seconded by Commissioner
Hardee. Vote: 2-aye, }-nay
Ms. Booth gave an update of the membrane warranty agreement. The membranes at the
wastewater plant were damaged in January 2017. While it wasn't clear as to who damaged them,
it appears that Miller Environmental likely significantly caused the issue. The cost ofthe
membranes is $ 160,000 and they have a 10 year life span. The manufacturer, Ovivo, has been
very responsive to this issue. The Commissioners authorized the negotiation of the membrane
warranty agreement in December. The warranty is effective retroactive to January 2017. Ifstop
working with the first 5 years, the membranes would be replaced at no cost to the town, except
installation. Between years 5-10, they would be replaced at the cost of $60,000, with the town
paying for installation. The Town authorized payment to the contractor, less retainage, at the last
meeting.
President Willis motioned to ratifr the adoption of the Membrane Warranty Agreement. Motion
seconded by Commissioner Hardee. Vote: 2-aye,}-nay
Ms. Moore reported that Bob Rauch, Town Engineer, submitted the USDA application for new
water tower and infrastructure. He has submitted invoices totaling $33,000 to date, for work on
the applications and the water study required by USDA. These invoices were originally intended
to be paid once financing was secured and accepted by the Town. The Commissioners are in
agreement that Mr. Rauch should be compensated for work done thus far on the project. Ms.
Booth recommends the Town pay one half now and balance at receipt of funding. She

recommends that Mr. Rauch amend his contract to reflect this. President Willis motioned to pay
Mr. Rauch $16,500 upon receipt ofthe amendment to the t€rms of the agreement Motion
seconded by Commissioner Hardee.
There being no further business at this time, President Willis motioned to adjoum the meeting at
8:24 p.m. Motion seconded by Commissioner Hardee. Vote: 2-aye, 0-nay
W
Respectfully subnitted,
Town Clerk

TOWN OF OUEENSTOWN
CLOSED MEETING/EXECUTIVE SESSION RECORD
A public body that meets in closed session may not discuss or act on any matter not
pemrifted under the Maryland Statute summalized below. The public meeting law does
not apply to executive functions, quasi judicial functions, or chance encountels or social
meetinss.
(l)
DATE AND TIME OF PROPOSED CLOSED MEETING OR EXECUTIVE
SESSION:
t l-. , 't
i Time; \ L, i,.
uate:
(2) LBGAL AUTHORITY FOR CLOSING PUBLIC MEETING OR GOING INI'O
EXECUTTVE SESSION (circle the section of the law which authorizes the closed
session):
Open Meetings Act, Maryland Code Annotated. State Govemment Article, $10-
508(a),2004 Repl. Vol.
(1)
discuss:
(i)
, the appointment, ernploynent, assigrunent, promotion, discipline,
demotion, compensation, removal, resignation, or perfolmance
evaluation ofappointees, ernployees, or officials over whom it lias
jurisdiction; or
any other persomel mattel that affects I or mole specific
individuals;
(2) protect the privacy or reputation ofindividuals with respect to a matler
that is not related to public business;
(3) consider the acquisition ofreal properly for a public purpose and matters
directly related thereto;
(4) consider a matter that concems the proposal for a business or industrial
orgarrization to locate, expand, or rcmain in the State;
(s) consider the investment ofpublic funds;
(6) consider the marketing ofpublic securities;

I (7) I consult with counsel 10 obtain legal advice;
(8) :
,: consult vr.ith staff, or other individuals about pending or potential
'.,.,....-
litigation;
(9)
conduct collective bargaining negotiations or consider matters that relate
ro rne negouauons;
(10)
discuss public security, ifthe public body determines that public
discussion would constitute a risk to the public or to the public security,
including;
(i)
the deployment of fire and police services and staff; and
(iD
the development and implementation of emergency plans;
(11)
prepare, administer, or grade a scholasdc, iicensing, or qualifying
examination;
(12)
conduct or discuss an investigative proceeding on actual or possible
criminal conduct;
(13)
comply nith a specific constitutional, statutory, orjudicially imposed
requilement that prevents public disclosures about a particular proceeding
or matterl or
(14)
belbre a contract is awarded ol bids are opened, discuss a matter directly
if
relaled to a negotiating strategy or the contents of a bid or proposal,
public discussion or disclosure would adversely impact the ability ofthe
public body to participate in the competitive bidding or proposal process.
(3)
TOWN BOARD, AGENCY, OR COMMTSSTON PROPOSING CLOSED OR
EXECUTIVE SESSION:
Q.,lame of Board, Agenc1,, Commission. or"'Comrnilree)
A\ IDENTIFY TOPIC(S) PROPOSED FOR DISCUSSION IN CLOSED SESSION:
iii',il
irtl1'r1,,'
il l,..ri.
ii'\ |..
i1i,,.1,/....., ; 1, 1,,,

(5) MEMBERS OF BOARD, AGENCY, COMMISSION, OR COMMITTEE
PRESENT AT PUBLIC MEETING AT WHICH CLOSED SESSION
REQUESTED:
Name
Vote on Closure
....,,..:. ,ir: , i. t r .. , . ' - : : (citcle gorrect vote)
ii.'.,:,r:, -: i
,.}r__lASainst
:
i: i .' t
-- For/Against
For/Against
'i For/Against
!
i
(6) TIME CLOSED SESSION CONVENED: i,i1r-
;
ri
TIME CLOSED SESSION CONCLUDED:
i;,ir;
(7) PERSONS PRESENT AT CLOSED SESSION:
l.''t
1 ,,

(8) PLACE CLOSED OR EXECUTIVE SESSION HELD:
1 I
'. :'r. !
,
(e) PURPOSE OF AND TOPICS DISCUSSED AT CLOSED SESSION:
:.:',
i i,,. I j,,,''; ;:' .,', i,l,' l tit.-'.',,
i lj- li r.j
(IO)
SUMMARY OF ACTIONS TAK-EN AT CLOSED SESSION, IF ANY:
ir:r:--iii ' tr il. : l 'l ' i.i, , , . ,'lr ,i' '
--
CERTIFICATE OF PRESIDING OFFICER
i'..;,'. . ." I r'' : , ' . ' ") i ',.,','.t,
I lrereby cerlify that I arn the presiding officer of '
pubtic board, agency, commission, committee, or other puhlic body ' o /- f 'I tb e Toun of
. Queenstown, Mqyland. I further certify that by a majority vote on the '' - day of
-..111.1,'i.{.1,;i I.1., i i-.' , the aforesaid agency, board, committee, or commission voted to
t
hold a (losed rneeting fot the purposes, and to discuss the topics, set forlh above, and that
no other topics were discussed, and that the folegoing is a true record of the closed

meeting descdbed herein. The Clerk or Secretary is directed to maintain this document
as a public record of the Town of Queenstown, and to append the same to the minutes of
the next public meeting of the aforesaid agency, board, committee, or commission.
Date
)
Plinted Name
Title