Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS WORK SESSION – VIA TELECONFERENCE July 14, 2020 5:15 P.M. PRESENT: Commissioner Amy G. Chmielewski, Chair Commissioner Kevin M. Bianca Commissioner Erin S. Hughes Commissioner Patrick T. Richards L. Jesse Bane, Town Administrator Trish Heidenreich, Director of Economic Development Stephen Kline, Director of Public Works Michael Krantz, Director of Administration Lisa Moody, Director of Finance Charles Moore, Chief of Police Patti Parker, Community & Public Relations Kevin Small, Director of Planning ABSENT: Commissioner Donna L. Kahoe OTHERS: Joan Suitt, Recording Secretary CALL TO ORDER: Chair Chmielewski advised the objective of the teleconference is to conduct normal business of the Town of Bel Air during the COVID-19 pandemic we all are experiencing. A teleconference allows us to comply with social distancing as recommended by the Centers of Disease Control and the Maryland Open Meeting Act. Meeting Etiquette/Protocol Chair Chmielewski reviewed the protocol for the meeting and reminded to identify yourself before speaking. Roll Call Chair Chmielewski conducted the roll call. Those present are listed above. Joining the teleconference from Crabtree & Rohrbaugh Associates are Joseph Crabtree, Project Manager, Richard LeBlanc, Director of Design and Todd Vukmanic, Senior Project Manager. There were no other callers who identified themselves. APPROVAL OF AGENDA: Chair Chmielewski called for approval of the Agenda. 20200714.MIN.WorkSession.Teleconference Page 1 of 10 Commissioner Hughes moved and Commissioner Bianca seconded the motion to approve the Agenda as written. Ayes: Commissioners Bianca, Hughes, Richards and Chmielewski Nays: None Absent: Commissioner Kahoe The motion carried. PRESENTATION: Proposed Police Station Expansion & Town Hall Renovation Project Presentation Mr. Vukmanic advised Crabtree & Rohrbaugh has been busy working with Town staff developing the floor plan for the schematic design that ties into the existing building. A PowerPoint was presented on the proposed Police Station expansion and Town Hall renovation. Mr. Vukmanic reviewed the location of the project, pictures of the addition and additional parking. Mr. LeBlanc worked with staff to develop the program document used for the floor plan. The space now shows all furnishings needed to operate. Mr. LeBlanc advised the existing building is 12,318 sf and the total gross area of the building will be 28,500 sf. Mr. Crabtree was involved in defining the plans and developing the exterior imagery. The highlights reviewed: First Floor -  Economic Development and IT Department – has entrance for the public and separated from the secure area  Sally Port, Processing and Holding area  Mechanical spaces  Criminal Investigation Division  Shift Supervisor office  Report writing area  Breakroom and bathroom  Conference room 20200714.MIN.WorkSession.Teleconference Page 2 of 10   Locker room and Wellness Center  Training/Roll Call area  Detective office  Evidence area Second Floor -  Administration and HR Department staying the same  Small modification to handicapped ramp  Finance Department – Public Relations office added, bathrooms modified  Public lobby to enter Police Department  Community Room – gathering space used by the community utilized through the public lobby but can be entered on the police side  Administrative area for Police Department  Community Police, Traffic Enforcement, Auxiliary Police area  Chief’s and Deputy Chief’s offices  Lieutenant and Sergeant offices  Secretarial offices  Conference Room  Communication/Dispatch area – ability to supervise lobby and corridor that connects to the Rotunda  Breakroom and bathroom An independent estimator was hired as part of the team who was conservative with the first estimate and trimmed down the second estimate. The barebones estimate is $7,956,520 million with an additional 3% phasing premium, 5% GC Fee/Overhead, 1.5% P&P Bond Insurance, 10% design contingency plus 4% inflation estimate for a total of $9,977,896 million. The current schematic design is about 1 million higher than the original but can come within striking distance once the building is fine-tuned. Mr. Crabtree reviewed the two front entrances of the building and the entrance to Economic Development. There is also a side entrance for accessibility to egress out of the building and allows stairs to connect the two floors of the Police Department. Mr. Crabtree advised the memorial will be relocated to become a focal point at the front of the building. The Director of Planning informed the two public entrances face Hickory Avenue and will isolate parallel spaces to allow for equal and protected parking along Hickory with a few spaces on Lee. There are approximately 60 parking spaces being developed in the back. The public will interact with 20200714.MIN.WorkSession.Teleconference Page 3 of 10 Administration, Finance and Police Department through the entrances off Hickory Avenue. Crabtree & Rohrbaugh Associates appreciates the hard work from everyone and looks forward to hearing from the Commissioners. The Director of Public Works asked would this be considered a Cadillac or Volkswagen design. Mr. Vukmanic stated it is not a Cadillac but a very efficient design using 90-degree angles and maximizing the existing walls. The Director of Public Works further wanted an opinion on if a taxpayer/citizen in the Town of Bel Air would feel the Town was being ostentatious with the design. Mr. Vukmanic stated the Town of Bel Air is a beautiful and close-knit community and he does not think anyone in the Town would stand for anything that was ostentatious. Mr. Vukmanic feels that is why Crabtree & Rohrbaugh was hired, and from day one they were told to keep their pencil sharp (no unnecessary expenses). Mr. Vukmanic said he is pleased with the result. Mr. LeBlanc advised both Crabtree & Rohrbaugh and the Town’s committee challenged each other to make the building as efficient as possible. The Director of Planning notified no decisions need to be made tonight and to contact him with any questions. The Town is under contract with a construction advisor to review the layout, cost estimate and provide comments to the Town. The Director of Planning advised more discussion with the Commissioners will continue in August. Chair Chmielewski requested the PowerPoint be shared with the Commissioners. The Director of Planning will also provide programing and more detailed cost estimating. TOWN ADMINISTRATOR’S REPORT: The Town Administrator advised Governor Hogan has concern with restaurants and bars becoming lax in enforcing social distancing and wearing of masks. Governor Hogan expects the Police Department and Health Department to enforce the public health guidelines. The Town Administrator notified the Wine Festival in September has been cancelled. 20200714.MIN.WorkSession.Teleconference Page 4 of 10 TENATIVE AGENDA FOR TOWN MEETING TELECONFERENCE (Monday, July 20, 2020) New Business: Ordinance 796-20 Amending Chapter 450: Vehicles and Traffic § 450-43: Fee- in-lieu Rates The Director of Planning advised this Ordinance is a revision to the fee- in-lieu rate for parking in the Town of Bel Air and will be received by the Commissioners for review at the Town Hall Meeting on 7/20/2020. Since 2002, the fee-in-lieu rate has been $2,000 and this proposed amendment will increase the amount to $4,000. Commissioner Richards requested Downtown Alliance and ECDC be informed of the amendment. Annexation of Catherine Street Parcel with Liriod LCC The Director of Planning advised the annexation process is initiated by a petition from 25% of property owners or registered voters within the area being annexed. The Commissioners will vote to accept the petition once it is determined the signatures are valid. The Director of Planning and Mr. Keenan will complete this process. The plan will be forwarded to Harford County, Maryland Department of Planning, Baltimore/Metropolitan Council, and the Planning Commission. The Planning Commission will hold a public hearing and make recommendations to the Commissioners on the annexation. The property is located at the end of Gordon Street and touches Catherine Street. The property is abutting the Town of Bel Air and in the municipal growth area of the Comprehensive Plan. Currently the petition brings in the property as R-1 and there is an ability to condition the annexation. Waiver and Termination of Deed Restriction Agreement and Memorandum of Understanding with 23 North Main LLC The Director of Planning informed the staff is looking for a vote tonight on this item. In November, 2016 the Town entered into a Memorandum of Understanding (MOU) with 23 North Main, LLC in which the Town provides access through the alley located behind the Armory garage to Lee Street and provides storm water drainage enhancements as part of overall improvements associated with the Pennsylvania Avenue parking lot to the 23 North Main 20200714.MIN.WorkSession.Teleconference Page 5 of 10 Street property. In turn, 23 North Main, LLC provides the Town a pedestrian access across the property and non-exclusive use of its parking lot after 5 p.m. weekday evenings and weekends for persons attending Bel Air Armory events. In September of the following year, easements related to access and storm drainage were executed to allow for the encumbrances to be recorded with the land. Primary Issues: The 23 North Main property is now in the process of being sold and several inconsistencies have been identified by both the Town and the buyer in the Drainage/Access Easements and the MOU as identified below: • The LLC is incorrectly identified as 23 N. Main St, LLC (Easement) and 23 N. Main, LLC (MOU) when the proper name is 23 North Main, LLC • The address of the Armory is identified as 41 North Main Street on the MOU when the Town, emergency services and the post office have been identifying it for several years as 37 North Main Street. • The addition of ‘its successors and assigns’ is needed after the LLC name to assure the provision of non-exclusive parking for the Bel Air Armory will be provided regardless of the owner of the 23 North Main Street property. • Additional clarity to the exhibit associated with the MOU is required to clearly identify the parking area and number of spaces in question. In addition, a deed restriction was discovered that impacts the ability of the 23 North Main, LLC to construct a structure near the Bel Air Armory. This restriction was placed on the property in February 1940 when the Armory was still under the control of the National Guard and security was a concern. The waiver would release the owners of 23 North Main Street from the building restriction which has no benefit to the Town considering its current use. The Director of Planning advised the exhibits attached will correct the LLC name on the easement, clarify the terms of the MOU and terminate the building restriction on the 23 North Main Street property. Commissioner Bianca asked for clarification of the deed restrictions. The Director of Planning stated the buyers identified this as part of their title research. The restriction is no building be constructed near or close to the property line of the Armory and has been there since 1940. 20200714.MIN.WorkSession.Teleconference Page 6 of 10 Commissioner Hughes moved and Commissioner Bianca seconded the motion that the Termination of Deed Restriction Agreement and Memorandum of Understanding with 23 North Main, LLC (including the Confirmatory Easement Agreement and Confirmatory Access Easement Restriction between the Town of Bel Air and 23 North Main, LLC) be approved by the Bel Air Board of Town Commissioners. Ayes: Commissioners Bianca, Hughes, Richards and Chmielewski Nays: None Absent: Commissioner Kahoe The motion carried. The Town Administrator inquired if the settlement is tomorrow. Mr. Craig Ward advised tomorrow at 10:30 a.m. The Town Administrator will see the proper documents are delivered. Mr. Ward thanked the Town for the approval and stated this will create an incredible economic development opportunity for the Town. Policy II.F.3 Classified Positions & Personnel Table Amendments The Director of Administration advised the policy amendment is to update some changes to the classified positions table. • Police Department – Sergeants allocated at 3 and elevated to 4; Officer in Training allocated to 1 • Department of Public Works – Inspector I at GP 13 to Environmental Engineering Technician GP 17 The Director of Public Works advised the Environmental Engineering Technician works on environmental projects and is responsible for administering the Town’s stormwater management programs and compliance. Chair Chmielewski inquired if the State might pull back on the stormwater management restrictions because of COVID-19. The Director of Public Works does not foresee that happening and thinks they will become more strenuous. 20200714.MIN.WorkSession.Teleconference Page 7 of 10 Policy II.B.1a-g Working Conditions Working Hours Exempt Employee Amendments The Director of Administration informed this goes along with Policy II.F.3 and the Environmental Engineering Technician will be classified as an exempt position. Lease Agreement Amendment with Main Street Tower Restaurant and Lounge, LLC The Director of Administration advised Main Street Tower Restaurant leases the parcel of land (patio), from the Town, on the side of its building near the parking lot. The restaurant has requested to put an awning over the patio. This amendment will incorporate the approval of the awning into the current lease agreement. Chair Chmielewski wanted clarification on the awning. The Director of Administration advised it is attached to the building and covers only a small portion of the patio. Commissioner Richards questioned if this changes the lease. The Director of Administration advised there is no change to the terms, or the lease, and it remains a three-year lease that ends on February 28, 2022. Office Supplies Contract The Director of Finance reported the current office supply contract is with Staples. The Staples contract expires August 1, 2020. The Director of Finance found that WB Mason is cheaper and is asking the Commissioner’s for approval of a contract with a public purchasing consortium through Baltimore County. The Director of Finance advised WB Mason will be the primary contract for office supplies. However, the consortium contract with Staples will renew and be used as a secondary. 20200714.MIN.WorkSession.Teleconference Page 8 of 10 STAFFING UPDATE: The Director of Administration reported there are no current positions open or advertised. • Laborer – recently hired • Traffic Support Technician, Parking Enforcement Monitor, Police Dispatcher, and part-time Crossing Guard – interviewing/background checks being made The Chief of Police advised there are candidates that are being considered. CALENDAR: Deletion: Wine Festival September 26, 2020 - cancelled. MISCELLANEOUS: Weekender Newspaper Delivery Method and Related Concerns Chair Chmielewski reported there has been some resolution regarding the Weekender Newspaper delivery. It was learned that citizens have the option to discontinue service by contacting the paper by phone or email at 1-888-539-1280 or SUNplusservice@baltsun.com. Chair Chmielewski advised that if service is discontinued and the paper continues to be delivered, the delivery service provider may be fined as much as $25.00. Chair Chmielewski discontinued the Weekender but still received the newspaper. After a second call and confirmation it was discontinued; Chair Chmielewski was told that the light “throw weight” of the newspaper may have resulted in the paper being blown onto the wrong property because of the low number of advertisements resulting in less weight since the COVID-19 pandemic. PUBLIC COMMENTS: None. 20200714.MIN.WorkSession.Teleconference Page 9 of 10 COMMISSIONER COMMENTS: Commissioner Hughes reported the Historic Preservation Commission approved an above-ground pool at a designated property on Gordon Street. The Planning Commission also approved the request from the Tower Restaurant to use the back roof-top area for dinning. The Director of Planning advised the Planning Commission did not permit on this portion of the roof-top any amplified music, PA system or live entertainment. Commissioner Hughes informed a special use permit would have to be issued for any outdoor games or music. Commissioner Hughes notified the Planning Commission approved the Upper Chesapeake Medical Center’s expansion along Tollgate Road. The Director of Planning explained the hospital is expanding its cafeteria and support services area adjacent to the hospital. The hospital will also be adding another floor to the already approved ambulatory surgical area at Tollgate and MacPhail. Chair Chmielewski informed Rockfield Board members made the decision to celebrate the 15th year of the Wine Festival next year on September 25, 2021. Rockfield will celebrate 100 years in June 2021. ADJOURNMENT: With no further comments, the meeting was adjourned at 6:42 p.m. Approved: July 20, 2020 Signature on file___________ Amy G. Chmielewski, Chair Board of Town Commissioners Signature on file______________ Michael L. Krantz, Town Clerk 20200714.MIN.WorkSession.Teleconference Page 10 of 10