Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS WORK SESSION September 25, 2018 – 5:15 P.M. PRESENT: Commissioner Susan U. Burdette, Chair Commissioner Philip L. Einhorn Commissioner Brendan P. Hopkins – via telephone Commissioner Patrick T. Richards – via telephone Trish Heidenreich, Director of Economic Development Steve Kline, Director of Public Works Michael L. Krantz, Director of Administration Jeff LaPorta, Procurement Officer Lisa M. Moody, Director of Finance Charles Moore, Chief of Police Kevin L. Small, Director of Planning ABSENT: Commissioner Amy G. Chmielewski L. Jesse Bane, Town Administrator OTHERS: Joan Suitt, Recording Secretary ABSENT: Aegis Representative APPROVAL OF AGENDA Commissioner Richards moved and Commissioner Hopkins seconded the motion to approve the agenda. The motion carried. PRESENTATION: DART – Drug Abatement and Response Team Chair Burdette reported attending the Family and Children’s Services Board meeting where members praised the DART team. The Chief of Police advised the DART program started the end of 2017 after seeing the havoc of overdoses and crime increase. Mr. Ryan, Harford County Drug Control, informed the Chief of recovery coaches not being used. The Chief, Town Administrator and Commissioner Burdette attended the Opioid Summit sponsored by the US Army receiving many ideas. When attending the convention in Ocean City, the Chief was informed of the DART program in Cumberland, Md. With the help of Cpl. Gullion’s research, the 2018.09.25.MIN.WorkSession Page 1 of 7 Cumberland group and Commissioner Burdette’s recommendation to get Family and Children’s Services involved, DART began. During 2018, the Chief reported 17 overdoses and in 2017 there were 24; a 30% reduction. Cpl. Gullion stated trauma informed policing helps law enforcement in many ways. Research reports 75% of women and men in substance abuse treatment report trauma in their past. Cpl. Gullion advised Martinsburg, West Virginia has a similar approach that is now expanded statewide. Maryland is currently looking into Handle with Care Programs. Cpl. Gullion advised Bel Air Police is working on enforcement and treatment. Parole and Probation now requires clients who overdose receive 28 day in-patient treatment as part of their probation. Bel Air Police will continue to be advised by the Harford County Joint Narcotic Task Force and investigate citizen complaints. Cpl. Gullion informed the partnership with addiction resources and Children’s and Family Services is the hub of getting results needed. Harford County Health Department helps with the educational aspect and Bel Air Police will continue utilizing all services available. Phase II begins October 1st with a goal to add in other in-town resources to speed up treatment and offer the program to all who overdose in the Town of Bel Air. Cpl. Gullion stated there have been no repeat overdoses or calls for service and the previous year overdose victims were contacted and services offered. Cpl. Gullion informed the measure of success will be between 3-5 years. Harford County and other municipalities are interested in the program. AGENDA FOR TOWN MEETING (Monday, October 1, 2018) Approval of Procurement Policy Amendments The Director of Finance advised the revisions to the Procurement Policy were a long time coming and Mr. LaPorta, Procurement Officer, spearheaded the amendments. The policy will come before the Commissioners for approval. Mr. LaPorta advised the Town wanted to stay competitive and become efficient at the same time. Mr. LaPorta reviewed the following highlights of the policy: 2018.09.25.MIN.WorkSession Page 2 of 7   Structure threshold purchase level-currently competing at one threshold of $7,500. Revised to $5,000 for informal and formal increased to $25,000.  Continue using piggyback or cooperative contracts – amount increased to $25,000. Commissioner Einhorn wanted to know if this will affect the outsource surplus equipment. The Director of Finance advised it will not change since the Town is not securing goods from that service.  Advertising – want to generate additional interest and will use website, email announcements, notifications through text, E-market that is statewide and continue using the newspaper.  Policy for Change Orders – making sure to follow the procedures established.  Emergency Situations – language for the Town Administrator to be able to procure goods in an emergency situation.  Definition section added. Commissioner Einhorn inquired how many signatures are used at the expensive end. The Director of Finance advised at the $25,000 range four signatures are required. Mr. LaPorta advised Commissioner Richards asked about aggregate spending and language is being added to make it clearer. The Director of Finance stated the purchasing levels are now comparable to Aberdeen, Havre de Grace and Harford County. These provide more efficiency and streamline the process. Approval of Rockfield Manor Lease Agreement Amendments The Director of Finance advised the Rockfield Manor lease agreement amendments will come before the Commissioners for approval. Changes:  Cottage House is now incorporated into the lease agreement.  Banner Policy added as an exhibit for reference.  Under the Financial and Insurance requirement – added that monthly Rockfield Manor Board meeting minutes should be submitted to the Director of Finance within 10 days of final Board approval.  Paragraph added - any property crimes must be reported to the Bel Air Police Department as soon as discovered.  Tenant shall use the premises for only commercial purposes and no unlawful or immoral practices are permitted. Should comply with 2018.09.25.MIN.WorkSession Page 3 of 7  applicable laws from the Town, County, State of Maryland and the United States.  Alterations – Town provided modifications to the parking lot and was taken out of the lease agreement. The Town would provide some furnishings for the manor but must be deemed necessary by the landlord.  Updated Exhibit A - aerial view of the property.  Updated Legion – adding the Cottage House and parking lot. Commissioner Einhorn inquired about the new pavilion at Rockfield. The Director of Finance advised the pavilion is not part of the lease agreement with Rockfield. The Director of Administration stated it currently falls under special events permit and depends on the type of use. The Director of Planning informed of a plan for a future MOA with Rockfield Foundation. Resolution No. 1116-18 – University of Maryland-Upper Chesapeake Medical Center Public Road Realignment Introduction The Director of Planning distributed the plat for the area and informed: 1. Green – the existing right-of-way 2. Blue – also the existing right-of-way but to be removed 3. Yellow – the proposed right-of-way Upper Chesapeake Medical Center will exchange/swap the land that is currently blue for the land that is yellow and will realign the public road for the campus. There is an existing agreement that provides for Upper Chesapeake’s maintenance and liability of the road. The Director of Planning advised the right-of-way is owned by the Town and two deeds will be prepared. The Commissioners will be provided with all the information and the Resolution will be introduced with a Public Hearing scheduled for October 15, 2018. Commissioner Hopkins wanted to make sure there will be no cost to the Town. The Director of Planning advised there will be none. Commissioner Hopkins inquired is anything being built. The Director of Planning stated the realignment will create an efficient layout for parking and provides 80 additional spaces. One concern was the speed of cars and the Town required speed humps. 2018.09.25.MIN.WorkSession Page 4 of 7 Contract for Rockfield Manor Parking Lot Chip Seal Treatment The Director of Public Works advised the parking lot below Rockfield Manor was recently chip sealed. Harford County Highways gave an estimate of $7,371 which was under threshold. The work was completed and came in over the $7,500.00 threshold at $7,865 and needs Commissioner approval for the amount. The Director of Public Works advised Rockfield Foundation will pay 50%. Contract for Sidewalk Trip Hazard Removal The Director of Public Works informed this is the annual contract for sidewalk trip hazard cutting. The bid from Precision Concrete is $40,370 which is within budget. After approval of the contract, the work will begin this fall. STAFFING UPDATE: The Director of Administration reported the following:  Police Officer – second round of interviews are scheduled.  Parking Enforcement Monitor – interviews are pending.  Part-time Dispatcher – interviews are pending.  Full-time Dispatcher – candidate going through hiring process.  Crew Chief, Laborer and Part-time Laborer – interviews are pending.  Part-time Procurement Officer – interviews are scheduled.  Crossing Guard – position being posted. CALENDAR: The Director of Administration distributed the October calendar and asked for additions/corrections. The Director of Planning informed of a Green Infrastructure Summit at Harford Community College on September 27th at 5:30 p.m. MISCELLANEOUS: Referral of Requested Text Amendment to Communication Towers The Director of Planning reminded about a motion for a text amendment on communication towers that died during a past Work Session and needs a resolution. Commission Einhorn moved and Commissioner Hopkins seconded the motion to not refer Communication Towers to the Planning Commission. 2018.09.25.MIN.WorkSession Page 5 of 7 Ayes: Commissioners Einhorn, Hopkins, Richards Nays: Commissioner Burdette Absent: Commissioner Chmielewski The motion carried. Review of Town Code of Ethics Proposed Amendments The Director of Administration distributed and reviewed the proposed amendments to the Town’s Code of Ethics under the following: 1. Definitions 2. Conflicts of Interest 3. Financial disclosure elected officials (incumbents) and candidates to be elected officials 4. Financial disclosure employees and appointed officials 5. Lobbying 6. Disclosure Form Summary of Changes The Director of Administration requested other changes from the Commissioners. There were none. The Director of Administration will submit the proposed amendments to the State Ethics Commission who will review and upon completion an approval will be issued by their Board. When the approval is received, the proposed amendment will come before the Town Commissioners for adoption into the Town Code. Commissioners Report The Director of Finance distributed and reviewed the Commissioners Report. There were no further questions by the Commissioners. LIAISON REPORTS: Commissioner Einhorn informed Wayne Merkel, a member of the Tree Committee, will be retiring from the Maryland State Forest Service with 40 years of service in October. Mr. Merkel has been instrumental on the committee and Commissioner Einhorn would like to recognize his service to the Town. Commissioner Einhorn advised the Cultural Arts Commission is requesting to improve the lighting at The Door sculpture similar to the one at Queen Anne’s Lace. The Director of Economic Development advised the light 2018.09.25.MIN.WorkSession Page 6 of 7 installed several years ago at The Door sculpture is soft lighting and not providing proper light. Funding will be discussed. The Director of Planning informed the Planning Commission will not meet in October. Commissioner Hopkins will be attending the MML meeting in Annapolis and requested items the Commissioner’s would want to share. Chair Burdette attended the White House Mayor’s Summit that was phenomenal and the mayors appreciated going from small town to the White House. Commissioner Einhorn stated the Pavilion ribbon cutting ceremony at Rockfield was amazing and heard several wonderful comments. ADJOURNENT: With no further comments, the meeting was adjourned at 6:40 p.m. Approved: October 1, 2018 Signature on file ________________________ Susan U. Burdette, Chair Board of Town Commissioners Signature on file _____________________________ Michael L. Krantz, Town Clerk 2018.09.25.MIN.WorkSession Page 7 of 7