Boonsboro council approves FY2024 audit, amends bidding rules and awards reservoir engineering contract

The Boonsboro Mayor and Council on Nov. 12 approved the town's Fiscal Year 2024 audit, moved to update procurement thresholds in its bidding procedures and awarded a $352,000 engineering services contract for construction management of the Reservoir Replacement Project.

Jason Knode, CPA with Albright, Crumbacker, Moul & Itell, presented the audit for the year ending June 30, 2024 and reported that town assets exceeded liabilities with a net position of $15,701,613 and an unrestricted net position of $5,713,725. Knode said there were no material weaknesses in internal controls and that the Uniform Financial Report will be submitted to the State after the Mayor and Town Treasurer sign the document. Assistant Mayor Tony Nally asked about a long-standing $2,808,309 Sewer Fund debt to the General Fund; Knode recommended the council place the matter on a future agenda to consider options for addressing that debt.

The council also considered an update to its bidding procedures (Resolution 2024-06) proposed by Town Manager Rachel Souders. The revision raises the competitive-quote threshold from $20,000 to $50,000, requires three competitive quotes for purchases between $1,000 and $50,000, and adds provisions for sole-source procurement, minimum solicitation time, and emergency purchases. Council Member Ray Hanson moved to remove Article VII, the proposed Green Purchasing Policy; the council voted to strike that article and then approved Resolution 2024-06 as amended.

On the Reservoir Replacement Project, Town Planner Drew Bowen told the council all contracts for the project have been signed and the work is moving forward. The council reviewed two bids for engineering services during construction and construction management for Contract NO. R-2: Whitman, Requardt & Associates ($506,813) and ARRO Consulting, Inc. ($352,000). Following a recommendation from the Boonsboro Municipal Utilities Commission, which cited project continuity, field-office location and cost considerations, the council awarded the contract to ARRO Consulting, Inc. for $352,000. Boonsboro Municipal Utilities Commission Chairman Colin Shanaberger said hiring an outside firm was important so Town staff would not be overburdened by construction management duties.

Other formal actions taken included approval of prior meeting minutes and the October 2024 Treasurer's Report, a proclamation declaring November 2024 as Municipal Government Works Month, approval of multiple Personnel Manual revisions (including added floating holidays for police and a $200 footwear allowance for Public Works), and the promotion of Public Works employee Curtis Wyand to Municipal Service Worker II after Wyand passed the Water Distribution Certification.

Votes at a glance: • Approval of Oct. 14 and Oct. 28 minutes: motion carried (tally not specified). • Approval of October 2024 Treasurer's Report: motion carried (tally not specified). • Approval of FY2024 Financial Audit: motion carried (tally not specified). Evidence presented by Jason Knode reported no material weaknesses. • Proclamation: November 2024 as Municipal Government Works Month: motion carried. • Personnel Manual revisions (as corrected): motion carried. • Strike Article VII (Green Purchasing Policy) from proposed Resolution 2024-06 and approve Resolution 2024-06 as amended: motions carried. • Promotion of Public Works employee Curtis Wyand to Municipal Service Worker II: motion carried. • Award Engineering Services Contract NO. R-2 to ARRO Consulting, Inc. for $352,000: motion carried.

The council directed that the long-standing Sewer Fund debt to the General Fund (about $2.8 million) be scheduled for future consideration; no decision was made at the meeting. Several agenda items (including a contract of sale) were tabled pending further information from the Town Attorney. The meeting adjourned at 9:30 p.m.