City Council Minutes
August 27, 2001
The City Council met in regular session on August 27, 2001, in City Council Chambers. A quorum being present, Mayor Cleveland L. Rippons called the meeting to order at 7:00 p.m. Those Commissioners in attendance were Commissioners Bohlen, Watkins, Weldon, Atkinson and Travers.
Ed Kinnamon led in the Lord's Prayer. Commissioner Atkinson led in the Pledge of Allegiance. Commissioner Travers made a motion to approve the minutes of the August 20, 2001 Council meeting as distributed. Commissioner Watkins seconded the motion. The motion was passed unanimously.
Open Bids for IBM Netfinity Server for Cambridge Police Department-The City received bids from:
BBS Computers, Inc. (Georgetown, DE) -- $13,422.00
IBM (Canada) -- $17,951.04
Commissioner Weldon made a motion to forward the bids to the Cambridge Police Department for their review and recommendation. Commissioner Bohlen seconded it.
Elaine Stafford to Receive Proclamation for F.D. St. Clair High School Class of 1951 50th Year Reunion-Ed Kinnamon read the proclamation. Mayor Rippons signed it and presented it to Elaine Stafford and her classmates.
Ted Bramble to Request Approval for Mobile Hot Dog Stand-Mr. Bramble spoke to Planning and Zoning and found out that the City would have to change the text of the Code so he could have a mobile hot dog stand in Cambridge. Rob Collison said that since 1988 all hot dog stands were treated as trailers. If it is the desire of Council to permit these vendors on a limited basis, the City would need a text amendment to allow them in certain zones. Commissioner Weldon made a motion to refer this request to Planning and Zoning to develop a text amendment. Commissioner Travers seconded it. The motion was passed unanimously.
Jeff Sturtevant of Stearns and Wheeler (Design Engineers for Upgrade to the Wastewater Treatment Plant)-Jeff, having been involved with the project since it began in 1996, gave a brief history of the project and the project goals. The City of Cambridge entered into a voluntary agreement with the State of Maryland to reduce nitrogen and phosphorous at the treatment plant, which was built in 1969. Several pieces of equipment are the original pieces and the typical design life is 20 years. The construction notice to proceed was issued on August 15, 2000 with a final completion date of August 15, 2002.
A contractor had removed sludge from the shellfish protection pond several years ago. This pond can create a tremendous odor in the spring and fall. As part of the upgrade they decided to run a pipe from the secondary clarifier to the disinfecting facility. Therefore, they wouldn't be collecting solids in the pond. They added funds to the contract to remove the existing sludge from the pond. Right now the water level is down to about minus one-half foot. Usually the water level is around three to four feet. They are going all the way down to minus two feet in the pond. The original contract amount was $14,284,920 with $714,250 budgeted for change orders for design-related changes. They estimated there would be 800 dry tons of sludge to be removed at an estimated price of $725 per dry ton. The bid was based on being able to do land application of the sludge. Previously there had been a zinc problem in the sludge; therefore, they couldn't use land application. His previous interpretation of the original sludge removal contract was that they had removed the majority of that sludge from the pond. Samples were taken by State approved methods and the State said the contractor could use land application. The removal was bid with land application disposal to further reduce the cost to the City. When the contractor applied to the State for the permit to use land application, the State asked for one more sample. The State found residual zinc levels that dis-allowed land application. The revised price to use the landfill is $961 per dry ton. They had to issue a change order for another $200,000. The sludge is being taken to a landfill in Virginia. They originally thought there were going to be 800 dry tons. As they have continued on, they now estimate there may be1400 dry tons in the pond. The proposed change order amounts to $765,400. The contract amount with the new change order is $15,126,818. The new completion date is now October 14, 2002.
Jeff explained that they could have spent a lot of money doing sampling to get the percent solids. They have run into areas that are 30 percent solids; in other areas it is 2 percent solids. The decision for this project to empty the shellfish protection pond and remove the sludge requires the City to remove all the sludge regardless of the amount before they can open it up to the Choptank.
Mayor Rippons said he has a problem with an estimate that is off by 75 percent. The City went ahead with the items based on the assumptions of Stearns & Wheeler. He is having trouble with the expenditure. Jeff said with regard to this part of the contract, they were only working on the design, not the sludge removal. Originally the City was going to do that themselves. Then they decided to include the sludge removal in the project. Stearns & Wheeler went ahead and added it to the contract. They were never given a change order to do the work. It's a hard calculation. Based on the impression that when they had done $600,000 worth of removal of sludge in 1995/1996, he was under the impression that the majority of the sludge had been removed. He was not associated with the sludge removal project at that time. They started the project on August 15, 2000 which only gave it 3 years to add solids back into the shellfish protection pond. When they started the project, they were told that the City ran out of money after they spent the $600,000 and the front end of the shellfish protection pond was never touched.
George Hyde said they had been relying on as-built drawings from when the pond was originally excavated and it showed a bottom level of minus two feet. Now they are feeling that there may be pockets out there where the pond is actually deeper and the pockets are filled up with sludge. This wouldn't be picked up during the survey. Until they get down to that level, they won't know what the contour of the pond is. This could contribute to the overage. Mayor Rippons' question still goes back to economics. They budgeted in 5 percent ($714,000) and already they are $80,000 over that and they are only half way through the project.
Jeff said that the sludge that is in the shellfish protection pond has been accumulating over the last 30 years. It should have been de-watered and sent to land application or landfill. Because they have used it as a reservoir for the last 30 years, they have not had to incur those costs associated with removal. Also, with the combined sewers they receive a tremendous inflow when it rains.
Request for Donation for Eastern Shore Association of Municipalities Scholarship Fund-This association gives two scholarships a year, one for a student in the northern Eastern Shore and one student in the southern Eastern Shore. Commissioner Atkinson made a motion to donate $100 to the Eastern Shore Association of Municipalities Scholarship Fund. Commissioner Weldon seconded it. The motion was passed unanimously.
Request from Dorchester County Detention Center for No Parking on Fieldcrest Road-Steve Williams, the Warden of the Detention Center, submitted a letter outlining a problem with parking on Fieldcrest Road. Commissioner Travers made a motion to refer this item to the Traffic and Safety Committee. Commissioner Weldon seconded it. The motion was passed unanimously.
Request to Re-Bid Dredging at Great Marsh Boat Ramp-The City has a $40,000 grant from the Department of Natural Resources to dredge the Great Marsh Boat Ramp. In the event that the bids do not come in at $40,000, DNR has notified the City that they can increase the grant and meet a low-bid price. Commissioner Weldon made a motion to re-bid the project. Commissioner Watkins seconded it. The motion was passed unanimously.
Request for Proposals for Design of Franklin Street Boat Ramp Facilities Improvements-This aging facility needs repair and the DNR feels re-design is appropriate at this time. The City has a $50,000 grant from DNR to do a design study of the new ramp. Commissioner Atkinson made a motion to go to bid for design proposals. Commissioner Travers seconded it. The motion was passed unanimously.
Discuss Proposed Dorchester County Pool Upgrade-The Dorchester Department of Parks and Recreation had to upgrade their backwash system for the pool. In doing this they will be installing a tank with a 6-inch gravity fed line. They are requesting permission to tie into the City sewer line. George Hyde consulted with the County engineer and found that it will not negatively impact on our system.
Approve Purchase Order 1734 (CEMS)-Commissioner Watkins made a motion to approve the purchase order. Commissioner Travers seconded it. The motion was passed unanimously.
Approve Purchase Order 1970 (CPD)-Commissioner Travers made a motion to approve the purchase order. Commissioner Bohlen seconded it. The motion was passed unanimously.
Approve Budget Amendment for Financial Administration-This item will be considered at a later time in the budget year.
Approve Financial Statement for July 2001-Commissioner Travers made a motion to approve the financial statement. Commissioner Weldon seconded it. The motion was passed unanimously.
Decision on Canceling Council Meeting on September 3rd (Labor Day)- Commissioner Atkinson made a motion to cancel the City Council Meeting on September 3, 2001. Commissioner Watkins seconded it. The motion was passed unanimously.
Three years ago, the Department of Public Works received a $15,000 grant to replace traffic signs in the City. They replaced all stop signs, do not enter signs, and one-way signs. They have received approval for the next grant round.
The Chamber of Commerce is requesting permission for the continuing tradition of naval salutes to the Schooner Sultana on Wednesday, August 29 at approximately 3:00 pm. They are asking for a continuing variance to the noise ordinance and permission to use City property or property that the City oversees (Great Marsh, Long Wharf, Sailwinds Park). Commissioner Weldon made a motion to grant a blanket variance to the noise ordinance for maritime salutes from property that the City owns or oversees. Commissioner Bohlen seconded it. The motion was passed unanimously.
Commissioner Atkinson said in the spring the City hauled 34 tons of trash during the clean-up weeks. He made a motion to have a fall clean-up starting on Saturday, September 29, 2001, and continuing for the next four Saturdays. Commissioner Travers seconded it. The motion was passed unanimously.
With no further business, Mayor Rippons adjourned this portion of the meeting at 8:20 p.m.
I hereby certify that the foregoing is a true and accurate account of the Council meeting Monday, August 27, 2001, insofar as I personally am aware.
Edwin C. Kinnamon, Clerk & Treasurer