Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS WORK SESSION – VIA TELECONFERENCE October 27, 2020 5:15 P.M. PRESENT: Commissioner Amy G. Chmielewski, Chair Commissioner Kevin M. Bianca Commissioner Erin S. Hughes Commissioner Donna L. Kahoe 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–arrived 5:33 p.m. Kevin Small, Director of Planning ABSENT: Commissioner Patrick T. Richards 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. Chair Chmielewski notified of agenda items for the meeting. Meeting Etiquette/Protocol Chair Chmielewski reviewed the protocol for the meeting and reminded speakers to identify themselves before speaking. Roll Call Chair Chmielewski conducted the roll call. Those present are listed above. No other callers joined the teleconference. APPROVAL OF AGENDA: Chair Chmielewski called for approval of the Agenda. Commissioner Bianca moved and Commissioner Kahoe seconded the motion to approve the Agenda as written. 20201027.MIN.WorkSession.Teleconference Page 1 of 9 Ayes: Commissioners Bianca, Hughes, Kahoe, and Chmielewski Nays: None Absent: Commissioner Richards The motion carried. TOWN ADMINISTRATOR’S REPORT: Pre-Session Legislative Meeting planned by the Harford County Delegation The Town Administrator informed each year the Harford County Delegation meets with municipalities, County government, non-profits, and other government entities to address at concerns on matters that would require legislation passed in Annapolis. This year’s meeting is scheduled for Wednesday, November 18, at the County Council chambers. The Town Administrator and Mayor have attended the meetings in the past and the Town Administrator may be unable to attend due to a conflict. The Town Administrator will put together legislative issues/concerns from the Maryland Municipal League (MML) and the Town. Concerns from MML have not been received and the Town has been in-step with MML Legislative priorities in the past. The Town Administrator requested the Commissioners and Department Heads to notify of concerns they have that would require new legislation. The Town Administrator reported Commissioner Richards has had conversations with Delegate Teresa Reilly regarding one of the business owners on Main street who is looking for changes in her license to allow serving alcohol. This does require legislation passed in Annapolis. The Town Administrator stated the Law Enforcement Bill of Rights will be an issue in Annapolis this next legislative session. Contact the Town Administrator or Chair Chmielewski with any legislative concerns. Chair Chmielewski recommends having a backup to attend the meeting. The Town Administrator suggested another Commissioner and Department Head. Commissioner Bianca and the Chief of Police volunteered their help. 20201027.MIN.WorkSession.Teleconference Page 2 of 9 TENATIVE AGENDA FOR TOWN MEETING TELECONFERENCE (Monday, November 2, 2020) Public Hearing: Resolution 1156-20 Amendments to Designation of No Through Truck Routes The Director of Planning advised the public hearing will be held on Resolution 1156-20 that was introduced to the Commissioners on October 19th. The streets being added or deleted on the Resolution will be posted on-line. The Director of Administration advised the legislation has been posted on the website and advertised in the Aegis. The Agenda for the November 2nd meeting will also be posted. Unfinished Business: Resolution 1156-20 Amendments to Designation of No Through Truck Routes The Commissioners will vote on the Resolution for approval. New Business: Resolution 1157-20 – Intent to Reimburse Funds The Director of Finance advised a hold was placed on all capital purchases because of the impact of COVID. The Town is now moving forward with vehicle/equipment purchases in the FY21 budget. The Director of Finance informed some vehicles may be delivered before financing is in place and the IRS requires this Resolution. The Resolution will state we intend to reimburse ourselves with tax exempt financing. The Director of Finance stated this meets IRS code and without it the Town could not use the bank financing to reimburse. The Director of Finance informed the Town knows vehicle costs except for the hybrid vehicle. The Resolution will be worded not to exceed a certain amount and not the actual dollar figure. Purchase Three (3) Police Cars The Chief of Police informed this is to purchase 3 Ford Interceptor SUV Police vehicles totaling approximately $106,000. There is a cost savings from what was originally budgeted. 20201027.MIN.WorkSession.Teleconference Page 3 of 9 Purchase Accessory Package for Three (3) Police Cars The Chief of Police stated this accessory package is for the three police vehicles and will be installed by Global Public Safety. The cost is $42,000 and is lower than what was budgeted. Purchase Compact Multipurpose Utility Tractor The Director of Public Works informed this will replace a utility tractor purchased in 2008. The tractor is used regularly to mow lawns, mow leaves, and remove snow in the Town. The cost is $28,689 and budgeted at $30,000. The tractor has a stump grinder attachment. Purchase International 7400 Dump Truck The Director of Public Works advised this purchase will replace a large dump truck purchased in 2007. It is used for snow plowing, hauling asphalt and other things. This contract will piggyback on a Howard County Government contract in the amount of $161,595 and $175,000 was budgeted. Purchase International Leaf Vacuum Truck The Director of Public Works notified this purchase is for a leaf vacuum truck used from the beginning of October through December 31st plus two months in April of each year. The cost is $150,726 which is $726 more than budgeted. The Director of Public Works stated because of the savings of the other two DPW vehicles, we will be about $13,000 under budget. Reappointment to the Cultural Arts Commission The Director of Economic Development advised Sandra Schlehr has accepted another term on the Cultural Arts Commission. Ms. Schlehr has served since 2014 and is a great contributor to the Commission. Appointment to the Cultural Arts Commission The Director of Economic Development is recommending Jessica Valis for an appointment to the Cultural Arts Commission. She will be a wonderful contributor to the Commission and is filling the vacancy left by Cheryl Mann. Ms. Mann has been on the Cultural Arts Commission since 2003 and prior to that was a member of ECDC. 20201027.MIN.WorkSession.Teleconference Page 4 of 9 Commissioner Kahoe knows Ms. Valis and stated she has a lot of energy and will be fantastic. Commissioner Kahoe advised Jessica has been looking to get involved with the Town. STAFFING UPDATE: The Director of Administration reported: • Part-time Traffic Support Technician – accepting applications • DPW Equipment Operator –accepting applications (requires CDL license) • Grant Coordinator – getting close in making a hiring decision • Dispatcher – making hiring decision • Crossing Guard – making hiring decision The Director of Administration advised the current part-time event staffer has restricted hours/availability and he may be advertising for additional help. The Director Public Works offered staff to assist during events. CALENDAR: Chair Chmielewski stated the calendar for October, November and December, 2020 was sent and additions/corrections should be sent to the Administration office. MISCELLANEOUS: Discuss GoToMeeting Functionality The Director of Administration informed the GoToMeeting function has been successful and reviewed several options that can be used for the public hearing on November 16th. The Director of Administration informed of a new webpage under Meetings/Agendas for the public to register in advance for speaking during an upcoming public hearing or input session. The Director of Administration offered assistance at Town Hall for those who may have problems with attending a public teleconference on the computer or telephone. Chair Chmielewski inquired who will facilitate the list of those wanting to comment during the meeting. The Director of Administration suspects people will sign-up before or during the first part of the meeting and he is willing to help facilitate. 20201027.MIN.WorkSession.Teleconference Page 5 of 9 Chair Chmielewski acknowledged how smooth the GoToMeetings have been and appreciated everyone’s collaboration. Discuss Temporary Building Permits for Tents Use and Occupancy/Fire Code The Director of Public Works reported emails were sent to establishments in Town that have existing permits and now want to add sides, lights, and heating to their tents. The deadline to apply for a new permit is Friday, October 30th and the Fire Marshal will look at each request. The Director of Public Works advised there is only one establishment that has not responded, and that business will be contacted. Town of Bel Air COVID-19 Revenue Update The Director of Finance stated the Town has completed one quarter of the FY21 budget and is pleased with the small amount of losses so far. The Director of Finance reviewed the following revenue accounts: • Real Property Taxes – this is the first year of the three-year tri- annual phase and she sees an increase of $25,000 - $30,000 over budget. The Town is waiting on the Assessment Office to provide any appeals. Some appeals were received from the supplemental billing completed in September. • Income Taxes – too early to give any accounting. The first large distribution does not come until the end of November. • Admission/Amusement Tax – received the first quarter distribution and the Town may be approximately $35,000 under budget. • State Highway User – letter received, and the Town will be receiving about $52,000 less. • False Alarms – down approximately $12,000 due to businesses being shut down with fewer alarm violations. • Bel Air Armory Fees – based on the first quarter of FY21 this account may be on target at $55,000. • Red Light Camera – on target based on the first quarter. • Interest on Investments – budget was reduced significantly to $55,000 based on the federal rate coming down and she believes the budget will be met. The Director of Finance does not anticipate COVID to impact personal property tax because assessments were based on January 1, 2020. Some may go out of business before the bill is sent but she does not see any significant revenue loss. 20201027.MIN.WorkSession.Teleconference Page 6 of 9 The Director of Finance informed of being comfortable with the revenue perspective and the Town has moved forward with: • Purchasing vehicles/equipment. • Completing the curb, gutter, and handicap ramp work. • Purchasing 8 patrol toughbooks. • Purchase of a server. The Director of Finance notified there are other capital improvements in the budget, but she has asked Department Heads to hold up. The Director of Finance stated this same review will be completed at the end of December. The Director of Finance informed of savings in the expenditure accounts because of vacancies and less travel/training. The Town Administrator mentioned receiving the payment from the CARES Act. The Director of Finance explained a reimbursement request was submitted to Harford County for March – June and the Town received approximately $37,000 that is FY20 related. The July – September numbers are being compiled. The Director of Finance informed July and August figures will be sent to the County by the end of this week. The September amount has not been processed because we are waiting on checks to clear. The Director of Finance recognized Patti Sterling, Rachel Deaner and Department Heads for keeping track of COVID expenses. The Director of Public Works asked if there is anything that can be done to claim more. The Director of Finance does not know anything more the Town could do to enhance the claim but asked everyone when things are done or purchased for COVID reasons to use the tracking ID. The Director of Public Works informed of an increase to clean classrooms in the Armory because students have returned. The Town Administrator informed some improvements are moving forward at the parking garage. The Director of Public Works advised the stairwells in the garage were rusting and recently painted to address this. Other projects for Commissioner approval in November will be sidewalk cutting where trip hazards are repaired for $45,000; and the sewer root control. Commissioner Bianca commented the stairwells look 20 years younger and appreciates the painting. 20201027.MIN.WorkSession.Teleconference Page 7 of 9 Chair Chmielewski thanked DPW for the wonderful landscaping completed recently. PUBLIC COMMENTS: None. COMMISSIONER’S COMMENTS: Chair Chmielewski informed Trick or Treating attendance on Main Street was more than in past years and acknowledged the Downtown Alliance for bringing people into Town. Masks were being worn and for the most part people were respecting social distancing. Chair Chmielewski appreciates the Police Department for its presence during Trick or Treating plus the ability of Officers to mingle with the crowd and keep people safe. It was noticed by several people. Chair Chmielewski commented it was nice to see people enjoying themselves. Commissioner Hughes participated as a guide during the Haunts & History Tour that was well attended and thanked the Chief of Police for the crosswalk assistance at Gordon Street. Commissioner Hughes stated it was fantastic that we were able to do some activities in a safe manor and she knows people appreciate it. Commissioner Hughes and Patti Parker attended an Eagle Scout Ceremony for Troop 777 where four scouts were inducted as Eagles. The Town is proud of the work the Scouts have done on behalf of the Town. The Director of Public Works recognized the Director of Planning for the Eagle Scout project on Lee Street where landscaping was planted near the parking lot. The Director of Planning informed Eagle Scout Jason Draper did a great job. 20201027.MIN.WorkSession.Teleconference Page 8 of 9 ADJOURNMENT: With no further comments, the meeting was adjourned at 6:15 p.m. Approved: November 2, 2020 Signature on file___________ Amy G. Chmielewski, Chair Board of Town Commissioners Signature on file_______________ Michael L. Krantz, Town Clerk 20201027.MIN.WorkSession.Teleconference Page 9 of 9