Town Commissioners Minutes — 2025-08-04

QUEENSTOWI\ COMMISSIONBRS

WORKSESSION

August 41 2025 PRESENT: President Al Hardee, Commissioners Tom Willis & Bryon Callahan, Town Manager Amy Moore, Town Clerk Aaron Horney, Town Attorney Lyndsey Ryan The purpose of the work session was to meet with engineering consultants regarding bids received for the Water Infrastructure Project, to discuss revisions to the existing Bulk and Brush Collection Regulations, and to meet in Closed Session to discuss a personnel matter.

WORK SESSION CALLED TO ORDER AT 4PM

Bob Rauch & James Cook, Rauch Inc. - Review of bids received for Water Infrastructure Project and discussion on additional funding required.

Rauch stated priorities of the project being addressing the town's fireflow needs and expandin g capacity in relation to the Wheatlands development project. Discussed expected increased costs of the project- with the water tower portion being a major factor in the increases- prior increases resulted in changing plans from a new water tower to an in-ground tank/pump system. Costs have continued to increase as reflected by the bid numbers recently

submitted to the town for the project. Lowest bid submitted by Lindstrom Excavating was $8,290,530, which is significantly higher than latest engineer estimated cost of $5,902,435.

Restoration of existing Wall St. tower also high contributing factor as original estimates were at $135.000- now at $800,000 due to remediation required for lead paint found. Project expenses broken down as 53,297,590 improvements supporting old town exclusively, $3,899,700 supporting Wheatlands exclusively, $371,000 supporting both. Suggests Wheatlands developers take over portions of project improvements that support Wheatlands

exclusively and their half of the shared improvements. Town would need to discuss with USDA idea of reducing the scope of the project to only include the portions of improvements supporting the old town- determine if would be allowable and still receive funding approved for project. Barry Waterman and Wheatland developer stated they would be willing to work on gathering cost estimates for their portion of the project. If USDA ultimately does not

allow scope reduction, reduced scope project could be resubmitted in future as a new project for funding however Commissioners believe project should be done ASAP as dirty water/pressure issues need resolution and costs continue to increase. Ms. Ryan and Mr. Cook will begin talks with USDA to determine if plan to reduce project scope will be allowable.

Further decisions will be made following USDA's decision.

Review current bulk and brush collection regulations and discuss possible changes.

Comm. Willis stated he prefers Ridgely and Denton's guidelines on their bulk collectioncould work into our guidelines. Comm. Callahan suggested allowing an outside entity to collect any scrap metal items placed for bulk as the town does not generate a significant amount of income from recycling these items- would alleviate some of the burden for town staff by reducing amount of bulk to pick up. Believes collection would go better if his

suggested method of collection would be used. Also wants town to strictly enforce existing rules and not collect items that don't follow rules. Pres. Hardee suggested using Comm.

Callahan's method of collection of a month- see if any improvement prior to changing current regulations. Also agrees with strictly enforcing existing regulations. All commissioners agree.

Hardee motion to leave the Work Session and enter a Closed Session at 5:04pm. Willis second.

VOTE:3aW-0nalt. n ctosED sEssIoN The Commissioners entered a Closed Session for the purpose of discussing a personnel issue with the Town Attorney.

Hardee motion to end the Closed Session and return to the Work Session at 5:45pm. Callahan YOTE:3ave-0nav.

Hardee motion to adjourn the Work Session at 5:45pm. Callahan second. VOTE: 3 alte - 0 nay.

n n TOWN OF OUEENSTOWhI

CLOSED MEETINGIEXECUTIYE SESSION RECORI)

A public body that meets in closed sessigp may not discuss or act on any matter not penrritted under the Maryland Statute summarized below. The public meeting law does not apply to executive functions, quasi judicial firnctions, or chance encounters or social meetings.

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DATE AND TIME OF PROPOSED CLOSED MEETING OR EXECUTIVE

SESSTON:

Date: 8A - rime: 5to4 Pm (2) LEGAL AUTHOzuTY FOR CLOSING PUBLIC MEETING OR GOING INTO EXECUTIVE SESSION (circle the section of the law which authorizes the closed session):

Open Meetings Act, Maryland Code Annotated, State Government Article, 10- $ 508(a), 2044 Repl. Vol.

\/J,1Tdiscuss:

(i) theappointment,employment,assignment,promotion,discipline, demotion, compensation, removal, resi gnation, or performance evaluation of appointees, employees, or officials over whom it has jurisdiction; or (ii) any other personnel matter that affects 1 or more specific individuals;

(2) protect the privacy or reputation of individuals with respect to a matter that is not related to public business;

(3) consider the acquisition of real property for a public purpose and matters directly related thereto;

(4) consider a matter that concerns the proposal for a business or industrial orgartization to locate, expand, or remain in the State;

(5) consider the investment of public funds;

(6) consider the marketing of public securities;

(7) consult with counsel to obtain legal advice;

(8) consult with staff, or other individuals about pending or potential

litigation;

(9) conduct collective bargaining negotiations or consider matters that relate

to the negotiations;

( 1 0) discuss public security, if the 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 (ii) the development and implementation of emergency plans;

(1 t) prepare, administer, or grade a scholastic, licensing, or qualiffing 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

if related to a negotiating strategy or the contents of a bid or proposal, pubtic discussion or disclosure would adversely impact the abilify of the public body to participate in the competitive bidding or proposal process.

(3) TOWN BOARD, AGENCY, OR COMMISSION PROPOSING CLOSED OR

EXECUTIVE SESSION:

fName of Board, Agency, Commission, or Committee)

(4) IDENTIFv TOprC(S) eROPOSED r,OR DISCUSSION IN CLOSED SESSION:

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PRESENT AT PUBLIC MEETING AT WHICH CLOSED SESSION

REQUESTED:

Name Vote on Closure (circle,pegect vote) (@iagainst t'J'\\\S Tb^ @against 6rt o ,\ Qo\\ nhq.\ @.gainst For/Against

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F'or/Against 5ro"lf A

(6) TIME CLOSED SESSION CONVENED:

TIME CLOSED SESSION CONCLUDED: 5'^'15 "n

(7) FERSONS PRESENT AT CLOSED SESSION:

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(8) PLACE CLOSED OR EXECUTIVE SESSION HELD:

(9)

PURPOSE OF AND TOPICS DISCUSSED AT CLOSED SESSION:

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(10) SUMMARY OF'ACTIONS TAKEN AT CLOSED SESSION, [F ANY:

CERTIFICATE OF PRESIDING OFFICER

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I hereby certify that I am the presiding officer of , public board, agency, commission, committee, or other public body of the Town of Vfiyfand. I further certify that by a majority vote on the q {'h day of Queenstown, j\uags} lOaS , the aforesaid agency, board, committee, or commission voted to r holdCclosed meeting for the purposes, and to discuss the topics, set forth above, and that no other topics were discussed, and that the foregoing is a true record of the closed

rneeting described 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 Signature

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