Board of Town Commissioners

MINUTES BOARD OF TOWN COMMISSIONERS Work/Budget Session May 9, 2017, 4:30 P.M. PRESENT: Commissioner Susan U. Burdette, Chair Commissioner Philip L. Einhorn Commissioner Brendan Hopkins, via telephone Commissioner Robert M. Preston Commissioner Patrick T. Richards, via telephone L. Jesse Bane, Town Administrator Trish Heidenreich, Director Department of Economic Development Steve Kline, Director of Public Works Michael Krantz, Director of Human Resources and Administration Lisa Moody, Director of Finance Charles Moore, Police Chief OTHERS: Nancy Mahoney, Development Director, Boys & Girls Clubs of Harford County Joe McGovern, Executive Director, Boys & Girls Clubs of Harford County Mike Kutcher, Town resident Kathi Santora, Recording Secretary CALL TO ORDER Jesse Bane called the meeting to order at 4:32 p.m. APPROVAL OF AGENDA Mr. Bane presented the agenda. Ms. Burdette asked to add a few announcements to the miscellaneous items. Since the Boys & Girls Clubs representatives had arrived, Mr. Bane suggested moving them to the beginning of the agenda. Mr. Preston moved for approval. Mr. Einhorn seconded the motion. All in favor. FY2018 Budget Item Boys & Girls Clubs of Harford County: Mr. McGovern opened the discussion by talking about a recent success story of the Clubs. She was a survivor of abuse and was traumatized. Within two years of coming to the Clubs, she had regained enough self-confidence to tell her story in public to over 700 people at a recent event. He explained that the Clubs are a buffer between school and home. Specifically, they serve 115 students at the Bel Air location during the school year and 130 during the summer. Their teen population, a hard-to-reach group, has expanded from 35 to 50. 1 Mr. McGovern and Ms. Mahoney presented five-minute slide show that highlighted other outcomes of the Boys & Girls Clubs of Harford County during the last fiscal year. They emphasized that they are doing their own fundraising. Budget is $2.1 million across four Harford County clubs. Mr. McGovern noted that transportation to the clubs, especially in Bel Air, remains a challenge. They are working on options. They try to keep their costs down while trying to give the students “everything they deserve.” 2. TOWN ADMINISTRATOR a. Mr. Bane stated that he recently spoke with Mary Chance, Community Liaison, Jones Junction, who wanted to pass on compliments to Bel Air and the Department of Public Works for the noticeable improvements in sidewalks and streets around Bel Air. Mr. Bane asked about Commissioner attendance at the upcoming Military Appreciation Lunch on May 18. He has two seats available. Mr. Bane shared Delegate Susan McComas’ letter summarizing legislative session 2017. The Town of Bel Air will receive the 2017 Local Preservation Award from Harford County Government’s Historic Preservation Commission. Ceremony on May 18 at 9:00 a.m. at Liriodendron. This is a new category to recognize local government historic preservation efforts. This award is for the adaptive reuse of the Armory and the Armory Marketplace. The Bel Air Library received a national recognition for its high-tech services. b. Mr. Bane reported that he spoke with Barry Suits, President, Maryland American Water for an update on the reservoir. Details are not ready to be released to media. They are close to breaking ground. The Town is two EDUs to the good. The County had previously agreed to sell 25,000 gallons of water per day to Maryland American when we were running out of EDUs. If we need EDUs to move forward on projects in Town, Maryland American and Harford County will sign that agreement. Maryland Department of the environment stated that as soon as the shovels go into the ground, EDUs will no longer be an issue. Construction expected soon. Mr. Hopkins asked if the agreement could be signed in case the EDUs are needed. Mr. Bane stated that there is a consensus that this won’t be done unless absolutely needed. He has assurances that EDUs will be available if needed.  AGENDA FOR TOWN MEETING (May 15, 2017 at 7:30 p.m.) 2  Presentations: To be given to Student Achievement Award: St. Margaret’s School. Name unknown at this time and Historic Preservation Committee Poster Contest winners from 4th grade students from Harford Day School and Homestead Wakefield. Mr. Hopkins requested that he give the HPC Awards. Public Hearings Public Hearing for Resolution 1086-17 Fiscal Year Tentative Budget: Ms. Moody stated that the Public Hearing at the upcoming Town Hall Meeting will cover the two Enterprise Funds and the Special Revenue Fund. Old Business: The Public Hearing will be closed and it will become new business as the final budget. New Business: Resolution 1088-17 is for the financing of the $400,000 sewer work via a General Obligation Bond. Charter requires bringing this before the Commissioners for a resolution. However, the resolution must be advertised in its entirety in the newspaper from 10 -30 days. A draft of the Bond document will be attached to the resolution. It is currently under final review. Expected settlement is June 5, 2017. Resolution 1089-17 is for the Planning Commission Annual Report. Mr. Small stated that this report summarizes the previous year’s activities. This year it summarizes all 2016 zoning. Economy is improved and the report reflects this. This will be the last report of the previous Comprehensive Plan of 2010. He asked for a review and questions if any before the Town Meeting. Mr. Kline reported on the two DPW items. A pipe-bursting contract is proposed for work to take place on George Street between Reed and Atwood. This is an 8-inch, 300-feet-long pipe that has collapsed or pinched. This contract allows pushing a new line through existing line rather than digging up the street. Cost is $47,000. There is no water service interruption with this method. The second contract is a camera inspection of manholes and pipes, which is an ongoing project. These will be in Howard Park, Main Street and Hickory Village. This contract piggybacks on a Howard County bid for cost-effectiveness. Amount does not exceed $70,000. When damage is noted, repair plans will be set. The Town currently doesn’t have the effective technology to do this inspection. Ms. Moody also added that the agenda item from last Town Hall Meeting about the parking garage cameras was pulled due to need for a few additional details from the vendor. They expect these tomorrow; the work must be done by June 30, 2017. 3 STAFFING UPDATE: Mr. Krantz stated that the efforts to fill the DPW laborer, Procurement Officer, Parking Meter Enforcer and dispatcher are moving along. An offer will be made shortly for the procurement officer. CALENDAR: Mr. Krantz continues to set up the e-mail system that the Commissioners requested to manage events. Several of the Commissioners had questions, since they are concerned about how to know if the other commissioners are attending an event. MISCELLANEOUS: Mr. Krantz also stated that there is now information on the Town Website that provides instructions about filing for election. Mr. Bane asked the commissioners for feedback on an orientation he would like to have for new and/or prospective commissioners. Ms. Burdette agrees that a forum prior to the election would be helpful. All commissioners agreed. Mr. Hopkins and Mr. Richardson also suggest more details on the Webpage about these issues. LIAISON: Mr. Einhorn reported for the Planning Commission and noted the upcoming miniature golf course that will be opening near the former Kunkel Auto Parts building on Baltimore Pike. It is near the Bel Air High School. There are extensive security plans in place for children. 1) A Chick-Fil-A has applied to locate on Baltimore Pike. 2) Magerks has applied for changes to its outdoor patio. Mr. Richardson asked if the mini golf business will generate amusement taxes. This was confirmed. Mr. Preston stated that he had a meeting at Rockfield Manor this morning and the topic of discussion was the temporary tent. It kills the grass. They are considering making it permanent next year. Mr. Kline added that the longest it could stay up is 180 days (temporary structure.) There is possibility of generating an additional $25,000 with this tent. Mr. Bane reminded Mr. Preston that the Rockfield staff must submit plans to Commissioners prior to any capital improvements. Mr. Bane also added that they need to send information about landscaping plans. Mr. Hopkins stated that the Historic Preservation Committee sent a letter to the homeowner of the older house in Majors Choice, but there has been no response. Homewoner had indicated in a phone call that she is not interested in this designation. Appearance and Beautification will plant flowers after Mother’s Day with particular attention paid to Bradford Park. 4 Ms. Burdette stated that Albert P. Close Foundation is partnering with Upper Chesapeake and they have requested a proclamation. She will also attend the installation of the new Harford Community College president. Finally, Ms. Burdette had a suggestion about the salary study and, specifically, the Commissioners’ salary. She asked that the Town contact only the 15 municipalities that have the Council Management structure of government, similar to Bel Air’s. FY18 BUDGET Mr. Hopkins left the meeting at approximately 5:55 p.m. Enterprise Funds: Ms. Moody reported that there are two enterprise funds: the sewer fund and the parking fund. The sewer fund’s main revenue are the sewer service fees. The proposal is an increase of .08 in the sewer rate. This is by ordinance in reference to the consumer price index. Rate increase from $5.91 to $5.99. This yields $2.4 million in revenues total. Mr. Richardson asked for clarification on the increase. Ms. Moody stated that the sanitary sewer fund needs revenue to match future needs. She also budgets with assumption the County will increase their rate. The plan is to avoid having to borrow money for the future from the capital reserve fund. Ms. Moody and Mr. Bane noted that there are many jurisdictions who have not set aside funds for infrastructure. Bel Air is doing this as well as planning ahead. To Mr. Richardson’s request, Ms. Moody will supply the current balance in the fund. In reference to debt service items, Ms. Moody stated that these payments only include expenses and interest. Enterprise funds are like a business, debts go on balance sheet as a liability, similar to a mortgage. Bel Air is not looking to incur new debt in FY 2018. Mr. Kline reports that the sewer system is about 40 miles of pipes. There are 1,041 manholes, 13 pumping stations and it handles about 1 million gallons of sewage a day. There are two employees and it operates 365 days. Expenses include salaries, utilities, energy, supplies, root control and emergency repairs. Ms. Moody moved onto the parking fund. The three main revenue sources are meters, fines and parking leases. Meter collections are about $178,000, based on history. Fines expected are $110,446. Lease fee: $65,640. The latter covers all lots in town. This item 5 has still been impacted by recession. The parking committee is looking at ideas to enhance leasing. The “Blue House” lot may generate more revenue. There is a new capital reserve fund in the parking fund, mandated by agreement between County and Town. This money is used for capital projects. There are electrical conduit projects in the garage, signage needs and the JCI energy contract expenses. No more than 50% of the capital reserve will be used. The county suggested using $55,000 for these projects from this fund. Reserve is now about $113,000. County contributes 2/3 of operating and capital costs and this is reflected in the budget. Expenses include depreciation, personnel costs from various departments, capital repairs and lighting. County does audit since they pay 2/3 of expenses to parking garage. Mr. Kline reported that the parking garage has 1,010 spaces, two elevators and requires regular inspections and maintenance. Day-to-day operating is $35,000 per annum. Elevators are cleaned daily during the week and the garage is swept and vacuumed 26 times per year. The biggest projects in coming year are the electrical conduit project and a sealer project. The conduit project is urgent. All signage will be replaced. Many are 25+ years old. Ms. Moody reports that FY2018 will be the last year of debt service for the parking garage. Ms. Moody summarized the outstanding list, although she stated that nothing on the list impacts the current budget.  The CIP vision list has been sent to the board.  The commissioners’ salary question will not be on the ballot in 2017.  Town staff will be working on analyzing Armory rental rates in light of long-term vision, expenses and capital plans  Mr. Small e-mailed the Board with an explanation of the art amenity fee-in-lieu fee  There has not yet been a response from the Bel Air Volunteer Fire Department in reference to questions about estimated percentage of increase in capital and operating budget and the in-kind contributions from the Town. Ms. Moody asked for additional comments since this was the last budget meeting. Mr. Richardson expressed concern that the budget is very tight and there will be issues to review if revenue continues to stay flat in the coming years. Mr. Richardson complimented the staff, especially Ms. Moody for the budget work. The meeting was adjourned at 6:53 p.m. Kathi Santora Recording Secretary Signature on File ______________________________ Susan U. Burdette, Chair Signature on File Board of Commissioners _________________________ Michael L. Krantz, 6 Town Clerk