Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS WORK SESSION November 30, 2021 5:15 P.M. PRESENT: Commissioner Kevin M. Bianca, Chair Commissioner Mary F. Chance Commissioner Paula S. Etting 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 Manager Kevin Small, Director of Planning OTHERS: Joan Suitt, Recording Secretary APPROVAL OF AGENDA: The Town Administrator called for additions/corrections to the Agenda. The Director of Planning requested to remove the Fee Schedule discussion under Miscellaneous because of no additional information. The Director of Finance requested adding the discussion on the Final Financing of the Bond under Miscellaneous. The Commissioners approved the Agenda with the above revisions. TOWN ADMINISTRATOR’S REPORT: Town Hall/Police Department Expansion Update The Director of Planning informed Whiting-Turner will place construction equipment for the project on the Town Hall parking lot December 6th. Parking will be available at the garage and streets around Town Hall. Information will be sent out to those using the Town Hall parking lot. 20211130.MIN.WorkSession Page 1 of 10 The Town Administrator stated the project is not short term and will be an inconvenience for everyone. The Town will organize things the best they can. The Director of Planning notified some work begins December 14th and the heavy work starts in January. Staff will keep everyone up to date. American Rescue Plan Act (ARPA) Planning The Director of Finance distributed a document on the COVID-19 American Rescue Plan Act (ARPA) and reviewed: • Background • Allocation for the Town of Bel Air • Funding Objectives • Eligible Uses • Restrictions on Funds • Expenditure Categories • Use of Funds already identified • Potential Projects The Director of Finance requested the Commissioners provide other projects to be considered by December 27th American Rescue Plan Act (ARPA) Essential Employee Compensation The Town Administrator advised ARPA allows compensating essential employees of the Police Department and Department of Public Works. The Town Administrator stated all of our employees are important and during the State of Emergency staff reported to work. The Town Administrator reviewed the following proposal to compensate all employees equally. Presently employed and working at least 6 months during the emergency. 20211130.MIN.WorkSession Page 2 of 10  • Full-time – $1,000 (hired before 1/1/2021) Full-time - $500 (hired 1/1/2021 and after) • Part-time - $500 (hired before 1/1/2021) Part-time - $250 (hired 1/1/2021 and after) • Employees hired after July 1, 2021 are not included in the compensation. • Funds to be provided from ARPA and Town budget. The Town Administrator notified the compensation will be awarded December 10th. Chair Bianca stated the Town will be asking staff to deal with many changes during the expansion and suggested the following for consideration: • Full-time - $2,000 • Part-time – $1,000 • Part-time (hired after 1/1/2021) - $500 Discussion continued on compensation from other jurisdictions and the amount of taxes to be paid. Commissioner Kahoe is in favor of the recommendation because of the anticipated expansion changes and have already asked a lot from employees this past year and a half. Commissioner Hughes asked for an estimate of monies available after projects are met. The Director of Finance stated the only project earmarked is the Police/Town Hall. The Town will also be looking at the sewer system. Commissioner Etting inquired if funds from the Town budget would cause any hardship. The Director of Finance advised there is no concern and feels this is reasonable. Commissioner Etting stated staff worked hard during COVID and didn’t miss a beat. The compensation recommendation from Chair Bianca was approved by the Commissioners. 20211130.MIN.WorkSession Page 3 of 10 Commissioner Chance left the meeting at 5:45 p.m. Dale Carnegie Leadership Training The Town Administrator informed staff development is critical and is recommending leadership training for management. The Town Administrator advised Dale Carnegie training is the gold standard and requested approval of $27,000 for 15 slots. There are 2 slots available for the Commissioners to use. Funds for the training are in the budget because of existing vacancies. The Town Administrator feels this training will make a significant difference in moving the Town forward. Chair Bianca inquired about the start date. The Town Administrator advised early 2022. This request will come before the Commissioners during the December 6th meeting. Commissioner Hughes recommends the better use of the extra 2 slots is giving them to other leadership depth in the larger departments. The Town Administrator informed if more than 15, there is a per person cost. Bel Air Board of Town Commissioners Annual Retreat Meeting The Town Administrator notified the available dates for the Commissioners Retreat are January 15th, January 29th and February 12th at the Armory. The Commissioners were requested to get back with their open dates. After further discussion, January 15th is the tentative date. TENATIVE AGENDA FOR TOWN MEETING (December 6, 2021 at 7:30 p.m.) Presentations: Recognition of Jessica Carpenter, Bel Air Police Department The Director of Administration informed Dispatcher Jessica Carpenter will be recognized. 20211130.MIN.WorkSession Page 4 of 10 New Business: Policy II.B.1a-g Working Hours Exempt Employee List Amendment The Director of Administration informed the Lead Executive Coordinator position in the Police Department is an exempt position and not hourly paid. The job title will be added to the policy. Lexipol Contract Public Safety Policy and Training Solutions The Director of Administration advised this contract is a partnership with Lexipol for public safety policy and training solutions. This originated with the Police Department but also has a solution for local government. The Chief of Police advised Lexipol is an on-line platform for managing and update of policies and procedures for the Police Department and Town. The Bel Air Police Department has been creating and updating policies but now finds it difficult to handle. The Chief of Police stated this is a strategic plan to advise, create and keep policies updated especially with the Police Accountability Act in force. Lexipol provides services to 5,000 agencies nationwide that includes Aberdeen and Havre de Grace. The Director of Administration stated the Town has a Procedures and Policy Manual and keeping them up-to date with Legislation and Human Resource changes are beyond the chore of a 2.5 person department. The Director of Administration advised: • Implementation Fee for the local government/administration is $10,600 with an Annual Recurring fee to be a part of the Lexipol Support Team is $4,600. • Implementation Fee for the Police Department is $15,000 and the Annual Recurring fee is $11,700. The Director of Administration stated with looking at new policies that have to be implemented regarding COVID mandates and training on safety in the workplace, this may be ARPA eligible. 20211130.MIN.WorkSession Page 5 of 10 The Director of Administration advised the Recurring fee for the Town and Police is $16,500 annually and the Town could not hire a person at that rate to keep us compliant 100%. Chair Bianca asked if this alleviates the need for legal counsel. The Director of Administration stated Lexipol would be the legal counsel on policies for the Town and Police Department. Chair Bianca also inquired about the training package. The Chief of Police stated there would be training for the new policy procedure and the training module would have to be completed first. Chair Bianca asked if this would count for in-service credit. The Chief would have to check that. The Director of Administration stated it would require each employee to see the policy and keep everyone informed. Commissioner Etting asked the length of time Aberdeen/Havre de Grace have been using Lexipol and are they happy with it. The Chief of Police does not know the length, but they are pleased. Reappointment to the Elderly and Needy Citizens Committee The Town Administrator recommends the reappointment of Debbie Hanley to the Elderly and Needy Citizens Committee. Ms. Hanley works with seniors and has been a valuable asset to the Committee. Reappointment to the Tree Committee Chair Bianca advised Michael Simini is the Chair of the Tree Committee and would like to serve another term. Chair Bianca advised Mr. Simini is knowledgeable and willing to help. Chair Bianca recommends the reappointment. Commissioner Kahoe left the meeting at 6:10 p.m. STAFFING UPDATE: The Director of Administration reported: • DPW candidate – pending, 2 began employment this week. • Computer Support Specialist – possible offer this week. • File Clerk – candidate pending. 20211130.MIN.WorkSession Page 6 of 10  • DPW – Labor, Construction Worker, Equipment Operator – outstanding. • Police Officer – retirement in January, position to be posted. • Accounting Clerk – position posted again this week. CALENDAR: The December, January and February, 2022 calendar were distributed. Contact Ruth Seitler with additions or corrections. MISCELLANEOUS: Comprehensive Plan Update The Director of Planning sent an email to the Commissioners with a tentative schedule for the Comprehensive Plan. The process goes before the Planning Commission in January, 2022 and their recommendations sent to the Commissioners by the end of January or early February, 2022. Discuss Resolution 1171-21 Resolution Extending the Use of Temporary Tents and Outdoor Dining, due to COVID-19, in the Town of Bel Air, Through January 15, 2022. The Town Administrator notified it is time for the Commissioners to decide on the tents and what will be permitted. The current Resolution expires January 15, 2022. Commissioner Hughes recommends keeping the tent policy and is in favor of discussing another extension. Commissioner Etting believes Harford County is extending to the end of 2022. The Community and Public Relations Manager advised it has been approved and recommends piggybacking on Harford County. Commissioner Etting agrees and stated the Town would have the same benefit as the County. The Director of Economic Development advised it is important to see activity on the streets and the tents will be a good entity for the community. 20211130.MIN.WorkSession Page 7 of 10 Chair Bianca notified if extending tents there is the issue of noise complaints. Chair Bianca understands about the tents but asked how do we separate the noise issue? The Director of Planning advised you will be extending both Temporary Use Permits and Tent Permits. The Town normally applies the outdoor dining regulations to the Temporary Use Permit but it does not have to be done. The Director of Planning stated it depends on the application and could have the extension on tents and temporary use with no outdoor entertainment or recreation/games. The Commissioners need to make that decision. Chair Bianca suggested tabling this discussion until the December 14th Work Session to receive input from Commissioner Chance and Commissioner Kahoe. Chair Bianca wants to satisfy businesses/restaurants with space needed but also be respectful to the community. Commissioner Etting commented the noise issue is separate and needs to be addressed. The Director of Administration reviewed the previous Resolution passed and advised noise or outdoor entertainment was not part of this. The Director of Planning stated it needs to be clarified in the Comprehensive Plan. The Town Administrator recommends getting a copy of the Harford County Resolution. Discussion Regarding Noise Concerns within Town of Bel Air Limits The Town Administrator advised this is not restricted to any one business or any area but the Town has taken the backseat in the past. Providing warnings for violation is not working and the noise ordinance needs revision and amended. The Town Administrator stated the Town needs to be issuing citations for those who do not comply. The staff will be addressing the issue and businesses and residents will receive citations. Commissioner Etting stated it is a good idea to revisit the whole concept. 20211130.MIN.WorkSession Page 8 of 10 Final Financing of the Bond The Director of Finance reported the Town received the Bond interest rate of 2.673%. The Bond sold at premium and Bond owners paid more for the Bond. The Director of Finance advised the savings were redistributed to the borrowers (6 participants). This was substantial enough that the Town’s loan to pay back is 7.4 million. The Director of Finance notified the Town will receive 8 million to draw on and because of the premium, it reduces the amount to pay back. The Director of Finance notified this will be about $60,000 savings per year. The Bond documents were signed last week. Ugly Sweater Contest The Town Administrator informed of the Ugly Sweater Contest tradition in Town. The Commissioners and staff are encouraged to wear their sweaters at the meeting on December 6th. A trophy will be presented to the winner. COMMISSIONER COMMENTS: Commissioner Hughes attended the Board of Appeals meeting on November 23rd regarding the Cell Tower at St. Matthews Lutheran Church property that was approved. • Section of the solar panels in the floodway be removed - completed. • Waiting on contractor to remove fence. • Screening along Moores Mill Road – Board of Appeals felt this was not necessary because this portion along Moores Mill was not included in a non-disturbance/protected forest area. • Across Moores Mill Road in the Amyclae neighborhood, a portion of their entrance is wooded and belongs to and under control of Amyclae Homeowners Association. If trees come down, it is on the Homeowners Association. • The Board of Appeals did not feel the 35’ non-disturbance area on St. Matthew’s property needed to be a contingency of approving the structure. 20211130.MIN.WorkSession Page 9 of 10 Currently there are three carriers and room for another. Chair Bianca asked will this come before the Town Board. The Director of Planning stated no further approval is needed. Commissioner Etting attended the November 23rd meeting of the Elderly and Needy Citizen Committee and advised the biggest challenge is identifying and reaching out to the elderly. The next meeting is February 1st, 8:30 a.m. at the Bel Air United Methodist Church. Chair Bianca informed the December meeting of the Tree Committee is cancelled. During the November meeting, the Champion Tree list was discussed and the Committee will be updating. ADJOURNMENT: With no further comments, the meeting was adjourned at 6:36 p.m. Approved: December 6, 2021 Signature on file_______ Kevin M. Bianca, Chair Board of Town Commissioners Signature on file_______________ Michael L. Krantz, Town Clerk 20211130.MIN.WorkSession Page 10 of 10