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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
may
be
heard
during
Comments
from
the
Public
for
a
period
of
three
(3)
minutes
or
such
time
as
may
bedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,
addressandtheAgendaitemonwhichheorshewishestospeak.
5. NEWBUSINESS
A. RequesttoApprove2015MilitaryBannerProgrampresentedbyPatRiordan,OCElksLodge
B. MD528CommunitySafetyandEnhancementProjectpresentedbyStateHighway
AdministrationDistrictEngineerDonnieDrewerandAssistantDistrictEngineerDallasBaker
C. BidAwardRecommendationfor2016ElectricSupplypresentedbyCityEngineer
D. RequesttoApproveFundTransfertoReplaceWastewaterEffluentValvespresentedbyPublic
WorksDirector
6. ADJOURN
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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
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WORK SESSION -MAYOR AND CITY COUNCILTUESDAY, 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.
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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
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TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of Council
FROM: David L. Recor, ICMA-CM, City ManagerRE: OC Elks 2015 Hometown Heroes Military Banner Program
DATE: December 1, 2014
ISSUE(S): 2015 Military Banner Program
SUMMARY: Pat Riordan of the OC Elks Lodge Veterans Committee isrequesting 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. Honoreeapplications 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 to4thStreet from Springfest to Sunfest each year.
FISCAL IMPACT: Banner design and printing costs are paid by sponsoring citizens,
fraternal organizations and area businesses. Public Workspersonnel install and remove banners and brackets.
RECOMMENDATION: Approve program for 2015.
1stClass 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
Agenda Item # 5A
Council Meeting December 9, 2014
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OCEAN CITY, MD
L iTPi
Z
I
MILITARY
BANNER
PROGRAM
T he 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 an d branch
of
the
Unites
States
Armed Forces. There will be no cost to
the
honoree for this program.
CRITERIA
T o 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
o n
an
o n -
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. T o
verify
active military status, please visit the Department of
Defense
website:
httr)s://
www.dmdc.
osd.
mil/ ar scra/
welcome.xhtmi.)and submit a copy
of
the
verification page with your application.
Applications can
be mailed to:
Ocean City Elks Lodge
2645
13708Sinepuxent Avenue
Ocean City, MD
21842
INSTALLATION
Banners will
be located along
the boardwalk from the fishing
pier to
4
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.
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TOWN OF
The White Marlin Capital of the World
TO: The Honorable Mayor, Council President and Members of Council
FROM: David L. Recor, ICMA-CM, City ManagerRE: State Highway Administration MD 528 Community Safety and Enhancement ProjectDATE: 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 Needand 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 Laneor Through/Right Turn Lane) SHA will discuss the pros and
cons of each of the options and discuss the traffic modelingthat has been completed.
Possible Median Treatments SHA will discuss several options
for median treatments, showing examples and giving pros andcons for each treatment.
Use of porous pavement for sidewalks SHA will discuss whatthe options are for Storm Water Management, and ask the
Mayor and Council if Ocean City would maintain the sidewalksif 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 willask 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.
1stClass 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.
Agenda Item # 5B
Council Meeting December 9, 2014
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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
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TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Electricity Supply Contract AwardDATE: December 2, 2014
ISSUE(S): Contract for electricity supply beginning July 1, 2016
SUMMARY: The Towns current contract for electricity supply expires in July2016. Our consultant is recommending that we go to bid nowbecause prices are extremely competitive.
The last time we purchased electricity supply, we utilized a webbased reverse auction system which was very successful. The samemethod will be used, holding the auction at 11:00 a.m. on Tuesday,December 9, 2014 with award by the Council at the work sessionimmediately thereafter. The Council is invited to witness the auctionprocess.
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
Agenda Item # 5C
Council Meeting December 9, 2014
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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
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25166 TOWN OF
T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d
TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Hal Adkins, Public Works Director
Jim Parsons, Public Works Chief Deputy DirectorRE: Transfer of Funds for Wastewater Valve ReplacementDATE: November 19, 2014
ISSUE(S): Funding to pay for replacement of two major valves on thewastewater effluent discharge pipeline.
SUMMARY: Staff recently determined that the valves controlling the flow oftreated wastewater effluent through the ocean outfall and the
emergency bypass line to the bay are inoperable and in need ofreplacement. These valves are located 4 feet underground and areapproximately 45 years old. Although the function of the valves israrely needed, they are in place to serve a potentially vital role inthe event of certain circumstances, and for this reason they areexercised annually to ensure they remain operable.
During a recent attempt to perform such an exercise, the valveswould not operate. Subsequent excavation and evaluationrevealed both valves to be in such a deteriorated condition thatthey cannot be repaired and instead must be replaced. Due to theneed to bypass the entire effluent flow of the plant while the work
is under way, this job should be performed during the offseason ata time of low treatment plant flow.
Procurement of the new replacement valves involves a 12-weeklead time from the placement of the order until delivery of theproduct. Therefore, we must move quickly in order to perform thejob this winter, or else take the risk of operating for another yearwith these failing components.
FISCAL IMPACT: Cost to complete the valve replacement is $151,339.70. This is anunplanned expense, and the Wastewater Departments FY14Operating Budget does not have the funding to pay for theproject. 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 toenable completion of valve replacement prior to the 2015 summerseason. The job would be accomplished through a change orderwith the Johnston Construction Company, as this contractor iscurrently onsite performing the wastewater disinfection upgradeproject.
Excellent Service through a High Performing Town Organization
Agenda Item # 5D
Council Meeting December 9, 2014
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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 SuperintendentDean Dashiell, Senior Project Manager
ATTACHMENT(S): 1) Overhead view of effluent piping and valve layout
2) Proposal for Outfall Line Vaults & Valves, JohnstonConstruction Company
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#
6405
3000
310
q Buildings Tax ParcelsParcel Info#Town of Ocean City, MD 200August 28, 2014ou created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com)
Existing 30" Valve
abandon in place.
Valve normally
open.
New Open Vault
with Sluice Gate
and Electric
Operator
Existing 24"
Valve abandon in
place. Valve
normally closed.
Install New 24"
Gate Valve with
new Manhole
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ohnston Construction Compan
TITLE: PCO 6 Outfall Line Vaults& Valves DATE: 10/24/2014
PROJECT: JOB:
TO: CONTRACT NO:
4331 Fox Run RoadP.O. Box 98
Dover, PA 17315
OC Disinfection System
Fax: 717-292-7569Phone: 717-292-3606
2014-18
WR/OC-187
PROPOSED CHANGE ORDE
No. 0000
Public Works Adminstration Division
204 65th Street, Building E
Ocean City, MD 21842
Town of Ocean City, MD
Attn: Dean M. Dashiell
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 underpipe invert . Set 4x4 vault ,pour bottom joint and grout ands seal 30in pipe flush with interior walls. Install 30instainless steel motorized sluice gate . Gate operator installed at top of vault , install a solid a luminum deck andfiberglass 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 4x4vault with manhole cover for ac cess to 24in gate valve. Repave and patch Asphalt . We will keep shut downtime to a minimum.
Item Tax AmountTax RateUnit PriceUnitsQuantityStock#Description Net Amount
00001 $0.000.00%$151,339.701.00050.060 30in Sluice Gate &valve
work$151,339.70
$151,339.70Unit Total:
Unit Cost: $151,339.70
Unit Tax: $0.00
TIME CHANGE (days)
Days0The Contract time will be increased by .........................................................................................
APPROVAL:
By: By:
Dean M. Dashiell J ohn Lewis