Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS WORK SESSION – VIA TELECONFERENCE August 11, 2020 5:15 P.M. PRESENT: Commissioner Amy G. Chmielewski, Chair Commissioner Kevin M. Bianca Commissioner Erin S. Hughes Commissioner Donna L. Kahoe Commissioner Patrick T. Richards L. Jesse Bane, Town Administrator Trish Heidenreich, Director of Economic Development Stephen Kline, Director of Public Works Lisa Moody, Director of Finance Charles Moore, Chief of Police Patti Parker, Community & Public Relations Kevin Small, Director of Planning ABSENT: Michael Krantz, Director of Administration 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 For Disease Control and Prevention, and the Maryland Open Meetings Act. Meeting Etiquette/Protocol Chair Chmielewski reviewed the protocol for the meeting and reminded any speaker to identify himself/herself before speaking. Roll Call Chair Chmielewski conducted the roll call. Those present are listed above. There were three callers dialing in and only Alyssa identified herself. APPROVAL OF AGENDA: Chair Chmielewski informed of items on the Agenda and called for approval. 1 Commissioner Hughes moved and Commissioner Bianca seconded the motion to approve the Agenda as written. Ayes: Commissioners Bianca, Hughes, Kahoe, Richards and Chmielewski Nays: None The motion carried. TOWN ADMINISTRATOR’S REPORT: None. TENATIVE AGENDA FOR TOWN MEETING TELECONFERENCE (Monday, August 17, 2020) Public Hearing: Ordinance 796-20 Amending Chapter 450: Vehicles and Traffic § 450-43: Fee- in-lieu rates The Director of Planning advised this amendment revises the amount of the fee-in-lieu for providing parking on site from $2,000 to $4,000. There was one comment from a member of ECDC who was looking to provide a fee-in-lieu for expansion of his buildings but, unfortunately, they were in a zone that did not permit it. The Planning Department will be looking to expand the ability of fee-in-lieu. Commissioner Richards inquired if the Ordinance will be voted on. The Director of Planning advised after the public hearing the Commissioners will vote for approval. Commissioner Richards appreciates reaching out to ECDC and the Downtown Alliance and asked if there is a benchmark of fees that other municipalities charge. The Director of Planning will investigate. Unfinished Business: Ordinance 796-20 Amending Chapter 450: Vehicles and Traffic § 450-43: Fee- in lieu rates The Commissioners will vote on the amendment at the next Town Board Meeting. 2 New Business: Charter Resolution 128-20 Amending Article VI. Town Administrator Section 602 Duties and Responsibilities of Town Administrator and Article IX. Personnel Section 901 Departments of the Town The Town Administrator notified this is an amendment to the Charter that defines Departments in the Town of Bel Air. The Department of Economic Development was not part of the initial Charter and will be added. Commissioner Richards understands ECDC was given specific powers as part of the original Charter and inquired if powers would be transferred to the Department of Economic Development. The Town Administrator will discuss this with the ECDC Chair and the Director of Economic Development. The Director of Economic Development informed ECDC was created in 1974 as an urban agency to qualify for community block grants. The Economic Development administrator position was placed in the Planning Department in 1987 and the Department of Economic Development was created in 2008 with the adoption of a budget in 2009. Charter Resolution 129-20 Amending Article IV. General Powers Section 401 b.47 Streets: Public Ways b. Public Ways: Powers The Director of Planning advised the Commissioners have power to place traffic control signs and traffic devices in the public rights-of-way but this is not clearly stated in the Charter. The amendment is for housekeeping purposes only. Both Charter Resolutions will be introduced and voted on at another meeting. Sidewalk Easement – Lee Street The Director of Public Works informed this is an approval on an easement from 37 E. Lee Street to build a section of sidewalk. The easement will provide the Town with the ability to complete the sidewalk project. KCI Study/Contract for Municipal Separate Storm Sewer System (MS4) National Pollutant Discharge Elimination System (NPDES) Phase II Permit The Director of Public Works advised this contract is for a study on stormwater management that will piggy-back on Harford County Government Contract and not exceed more than $60,000. The study will advise of the best maximized efforts in treating stormwater to get the credits needed 3 for the Town of Bel Air. Sufficient funding is available in the budget. The proposal will be sent to the Commissioners for review. Commissioner Hughes asked if the study is being made for the Town to enter Phase II. The Director of Public Works advised Phase I is for large communities such as Harford County and Baltimore City. Phase II is for the smaller town units. Commissioner Bianca requested the timeline for the study. The Director of Public Works advised three to six months. The Town will move forward with designing the English Country Manor project and once projects are designed, the Town will apply for grants from the State of Maryland. Commissioner Bianca expressed appreciation for the efforts. STAFFING: The Director of Public Works advised being at full staff. The Chief of Police informed one recruit is attending the Police Academy, a Cadet will be scheduled for an Academy in September, and an Officer completed a compliance course. Parking Enforcement Monitor, Crossing Guard and Dispatcher positions are open with good candidates being looked at. CALENDAR: The August, September and October, 2020 calendars were sent out. Chair Chmielewski notified contacting the Administration office with additions/corrections. MISCELLANEOUS: Proposed Police Station Expansion & Town Hall Renovation Project Discussion The Director of Planning reviewed the timeline of the feasibility study and approval of Crabtree & Rohrbaugh for the schematic design. The feasibility study cost for Option #2 was outlined in the email sent to the Commissioners. There is an exclusion of 1.1 million for finishes, architectural engineering fees, and testing/permit fees. During the schematic design process, approximately 2,000 sf was removed from the new construction, however 1,300 sf was converted from minor to major renovations mostly in the Finance Department and areas next to the rotunda. 4 The total square footage for the schematic design was 28,237 sf and despite the reduction in square footage the estimate increased. Reasons for the increase; (1) going from an architect cost estimate to a professional cost estimator, (2) a year since the first estimate was completed, and (3) COVID-19 impact. The Town’s Construction Advisor reviewed the schematic design cost estimate and found the numbers provided were reasonable with some minor clarifications requested. This report was attached to the Commissioner’s email. The Director of Planning advised to get the Town back to what was originally authorized at $8.4 million would take a reduction of square footage of the overall design (3,500 to 4,000 sf) from the proposal. If done, this would need to be worked out during design development phase Commissioner Richards stated the price exercise of the schematic design is $10 million and asked if the cost has been reduced based on the square footage reduction. The Director of Planning stated it would have to be reduced and needs direction from the Commissioners. Crabtree & Rohrbaugh indicated they would not charge an extra fee to do the work but it would have to be completed during design development. The Town’s Construction Advisor could not offer much advice on how to reduce costs. Commissioner Richards stated the cost estimate does not include furniture, fixtures, equipment, and moving the data center from the Armory. Commissioner Richards asked for the square footage of the original schematic estimate before the proposed reduction. The Director of Planning stated 30,298 sf and includes everything. There is about 5,000 sf in the Administration area and because of alterations to add sprinklers and to bring the building to code, the estimated funding would be needed. Commissioner Richards is concerned with a cost estimate of well over $300 sf for the expansion and feels it will end up being be north of $11 million. There will also be inflating costs and risks with the project as construction is an imperfect science. Commissioner Richards struggles if this is the right path or should we consider other alternatives of separating a portion of the police operation to another building. Commissioner Richards noted when reaching out to citizens we heard they agreed the police department deserves a new facility but did not hear they are ready to pay $10-12 million. 5 Commissioner Bianca asked for copies of the 2006/2009 estimates for the police expansion study that was abandoned. The Director of Planning will provide and stated you will be surprised at the difference in cost. The Chief of Police respects the concern and will assist in reducing the cost and look for other structures to find the best option. Commissioner Chmielewski stated this expansion is to benefit the Town and the Police Department. It would be nice to have everything under one roof but if Economic Development remains at the Armory the cost should go down. The Director of Planning informed after going through the plans the 3,500 – 4,000 sf reduction stated provides for Economic Development staying at the Armory. The Director of Planning will send graphics that show the reduced area and stated anything more than the 4,000 sf reduction would not be worth moving the project forward. The Town Administrator feels keeping Economic Development in the Armory and striking plans purposed for improvements to Town Hall will help in reducing cost. The Town Administrator reminded with relocating a portion of the police department there will be improvements/construction cost at the alternate location. The Town Administrator is hoping to keep the expansion under $8.5 million but the final decision rests with the Commissioners. Commissioner Hughes asked for the timeline on the Commissioners’ decision. The Town Administrator stated this would be built into the budget proposal for the next fiscal year. Commissioner Kahoe inquired about the timing for a tax rate increase. The Town Administrator notified in October the Town begins working on Capital projects for the next fiscal year. The Town Administrator reminded construction may not begin until six months into the next fiscal year and recommends not considering a phasing of tax increases. The Director of Finance notified things have gotten delayed and the tax increase depends on when construction begins. The Director of Finance agrees with not phasing-in the increase. On a bank qualified perspective, the Town needs to keep the project under $10 million to be tax exempt. The Director of Finance reviewed estimated amounts to be borrowed and the amount of tax increase needed. 6 Commissioner Kahoe wanted to know how concerned we should be about staying within the numbers if looking at a year or more down the road. The Director of Finance stated the more we wait the cost will escalate. Commissioner Richards reminded the tax increase will impact the commercial real estate community more than the average citizen. Commissioner Kahoe is concerned with the possible risk of losing commercial business owners who have multiple properties. The Director of Finance notified the last time the tax rate was raised 6¢ it was across the board and did not hear anything from commercial or residential. The Director of Finance wants to make sure everyone has a clear understanding. Commissioner Richards requested to keep the proportionality in mind and how it impacts different parts of the community. The Director of Finance advised everyone was in favor of utilizing some funds from the Capital Reserve for the project. Money is set aside each fiscal year and was used for the schematic design and the Construction Advisor. The Director of Finance stated there is no operating revenues to use toward a debt service payment. Commissioner Chmielewski recommends meeting in the Armory with the proper social distancing/mask in September or October to discuss this further. Commissioner Richards stated the project has been delayed long enough and in the fairness to staff, citizens and the police department decisions need to be made. Commissioner Hughes stated this project is huge and justifies doing some type of retreat. There is a lot to take in especially for the new Commissioners. Commissioner Richards asked for the meeting to be public for people to have the opportunity to dial in. Commissioner Kahoe agrees. Commissioner Hughes stated a mixed public meeting when the public is trying to dial in does not work well because of not being able to hear. The Director of Finance requested the Commissioners be informed of any analysis or figures needed for the meeting. Chair Chmielewski recommends everyone think ahead of what needs to be discussed and have time to absorb it. Chair Chmielewski will plan the meeting and advise. 7 Johnson Controls Energy Solutions Contract Performance Update The Director of Planning stated two reports from Johnson Controls were placed in the Commissioners’ mailboxes. The Director of Planning reported the Town is saving money and exceeding the 25% on a small margin. Most of the rebates are gone and the majority of savings is from the lease of streetlights. Johnson Controls is staying within what was predicted. PUBLIC COMMENTS: None. COMMISSIONER COMMENTS: Commissioner Bianca thanked the Chief for assisting with issues in his neighborhood. The Chief advised there has been a report of truck signs missing. Commissioner Hughes attended the ribbon cutting for Club Pilates at Tollgate Plaza last week. Commissioner Hughes was involved with the BelAir Town Run and heard there were 275 people who completed the race. Commissioner Hughes thanked the Department of Public Works and Bel Air Police Department for providing assistance during the event. Chair Chmielewski received pictures of the beautiful flowers at Armory Marketplace that brightened the area. The Director of Public Works explained Alberta Spruce trees were placed in planters at the Marketplace where spider mites infected them and the trees had to be removed. The Beautification Committee decided to plant flowers there on an annual basis and during the winter holiday decorations will be displayed. Chair Chmielewski inquired about the history of Alice’s Garden across the street from the library. The Director of Public Works informed Alice is in her 90’s, a long-time member of the ABC Committee and made sure the garden was taken care of for many years. Dot’s Garden is across from the parking garage and Dot was also a long-time member of the ABC Committee. Both gardens are maintained by the ABC Committee and watered regularly by Public Works staff. Buddy Boy is the contracted garden company. The Director of Public Works notified Kathi Santora will be doing a story on the history of both gardens. Chair Chmielewski attended several Eagle Scout ceremonies and congratulated: 8  Matthew Yamagata Samuel Norton Tate Sutera Matthew Collins F. Michael Dierken Joshua Marchiano The Eagle Scouts received recognition from the Town of Bel Air and lapel pins for their uniform. The Director of Public Works informed the Director of Planning has a big hand in helping Eagle Scouts with their project. Many of the projects have been at the Rockfield playground and within the Town. ADJOURNMENT: With no further comments, the meeting was adjourned at 6:41 p.m. Approved: August 17, 2020 Signature on file___________ Amy G. Chmielewski, Chair Board of Town Commissioners Signature on file_____________ Michael L. Krantz, Town Clerk 9