Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS BUDGET WORK SESSION July 12, 2022 4:00 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 Kevin Small, Director of Planning OTHERS: Joan Suitt, Recording Secretary APPROVAL OF AGENDA: Commissioner Chance moved and Commissioner Kahoe seconded the motion to approve the agenda as written. The motion carried. The Director of Finance introduced Pam Wockenfuss, who recently began employment as Deputy Director of Finance. TOWN ADMINISTRATOR’S REPORT: The Town Administrator gave a shout-out to the Department of Public Works for receiving a Merit Award when participating in the July 4th Parade. The Town Administrator acknowledge the Bel Air Police Department for their outstanding work during the 4th of July Parade. TENATIVE AGENDA FOR TOWN MEETING (July 18, 2022 at 7:30 p.m.) Public Hearing: Resolution 1189-22 Fiscal Year 2022 Budget Amendment The Director of Administration notified the public hearing on Resolution 1189-22 will be held. 1 Unfinished Business: Resolution 1189-22 Fiscal Year 2022 Budget Amendment The Commissioners will vote to approve Resolution 1189-22. The Director of Finance advised nothing has changed since introducing the Resolution but may have to revisit some legal fees. New Business: Resolution 1190-22 Historic Property Designation 24 E. Pennsylvania Avenue The Director of Planning distributed a picture of the property that contains the oldest structure in the Town of Bel Air. The owners submitted for the historic designation and the Resolution will be sent to the Commissioners for review. Purchase Patrol Vehicle The Chief of Police advised three patrol vehicles will be purchased for $107,202. Purchase Patrol Vehicle Accessory Package The Chief of Police notified the vehicle accessory packages will be purchased for $45,552. Purchase of Forestry Body Chipper Truck The Director of Public Works notified it is time to replace the chipper truck. Budgeted was $121,000 but the cost now is $132,000. The Director of Finance will utilize funds to make up the difference. Commissioner Hughes asked the age of the current chipper. The Director of Public Works stated 2010; and then further stated Town has been receiving more value for old equipment at auction. Contract of Parking Study The Director of Planning reported the contract for the Parking Study was sent out for bid. The Town received three proposals from Planners who specialize in parking/traffic study and the proposals were reviewed by Town staff. The Director of Planning advised the parking study is used for Development Regulations. STAFFING UPDATE: The Director of Administration reported: 2  • Police Officer – lateral position posted. • Laborer – received applications and interviews to be set. • Laborers and Equipment Operators – positions open. • Town Administrator – position posted and open for the next few weeks. CALENDAR: Contact Ruth Seitler with additions or corrections to the July/August/September calendar. MISCELLANEOUS: Appeal Request Regarding Bel Air Board of Election Judges Decision on May 25, 2022 Mr. Keenan, Town Counsel, notified a letter was received from Michael McCann requesting an appeal to the Bel Air Board of Election Judges decision of May 25, 2022. Mr. Keenan stated the signature pages submitted did not constitute a Petition of Referendum because the Town Charter, Section 504b, requires the pages be listed Petition for Referendum and include an Ordinance number. Mr. Keenan advised Mr. McCann’s letter does not mention what individuals are being represented for the appeal and that will be requested. The date for the appeal needs to be established and Mr. Keenan recommended September 19, 2022 to allow time for preparation. Commissioner Hughes inquired about the format for the appeal. Mr. Keenan stated the Town Commissioners took the position that the signature pages were not a Petition for Referendum and this appeal is only about the Board of Election Judges’ decision. The Town Commissioners will have to reach a decision to accept or deny what Mr. McCann is saying. Mr. Keenan notified this can be appealed to the Circuit Court. Discussion continued on dates for appeal and agreed on: • Briefs submitted by September 13, 2022 • Appeal date September 19, 2022 Amendment Request to the Memorandum of Understanding (MOU) with 23 N. Main Street, LLC regarding parking for 28 North Hickory, LLC The Town Administrator advised a letter has been received from Brad Stover who represents 23 N. Main Street, LLC requesting a change to the Memorandum of Understanding (MOU) with the Town. The Town Administrator notified 23 N. Main Street, LLC wants to allocate 15 shared parking spaces for use by the development located at 28 North Hickory Avenue. 3 The Director of Planning informed the MOU provides parking spaces to accommodate events at the Armory and many others. The Town has constructed a pedestrian access across 23 N. Main Street and addressed stormwater management with storm drains and sewer improvements. There are 80 parking spaces at 23 N. Main Street and the MOU provides for the Town’s use of these spaces. The Town Administrator stated the Commissioners will have to make the decision on this request. Commissioner Hughes advised at the Board of Appeals review the developer was looking for 30+ spaces in the garage. The Director of Planning stated the developer was looking for more than half of the required spaces off site. The developer has downsized the number of units from 101 to 91 and this increases the number of parking spaces on-site. Chair Bianca asked for the parking study timeline. The Director of Planning expects the study to be complete by the end of the year. This study will also look at occupancy and determine how spaces are used in Town. The Director of Planning advised due to COVID parking spaces are not being utilized because employees are working from home. The decision was made to discuss the MOU further during the next Work Session. Development Regulations, Part II The Director of Planning reviewed the recommended changes to the Development Regulations for: • Performance Standards • Industrial – no change • Institutional • Natural Resources – no change • Residential • Retail • Service • Temporary Use • Special Provisions • Permits and Procedures • Appeals, Variances, Special Exceptions and Special Developments • Definitions • Parking and Loading 4 The Director of Planning notified Part III, Signage, will be reviewed in August. 2022 Market Study The Director of Economic Development distributed the 2016 Market Study and asked the Commissioners to review. This model was used for decision making for 10-15 years. The Director of Economic Development informed the prepared Market Study will be completed around the same time as the Parking Study. The Director of Economic Development explained the following pages in the 2016 market study: • Page 3 – recommendations moving forward – increase of the Arts & Entertainment District, looking at downtown plus touching all aspects of Town. • Page 5 – Town’s vision for adequate parking in the future and zoning regulations. • Page 7 – properties identified as development opportunities. • Page 8 – 14 – Maps that identify all development parcels. • Page 15 – 5 build-out concepts identified. • Page 57 – Gap analysis for shopping. • Page 88 – Lodging market, 2015 no demand. Analysis completed 2019 which justified the need for a small hotel. The Director of Economic Development requested feedback from the Commissioners. Citizen of the Year Award Discussion The Director of Economic Development advised the Town relies heavily on volunteers to help and there are plans to add a Bel Air Citizen of the Year award. Chair Bianca would like to honor people in Town who serve and to include those living outside of Town who go above and beyond. Commissioner Chance stated it is important to focus on Town residents but also those living outside of Town. The Director of Economic Development asked for the Commissioners’ vision on an application submitted or other thoughts on the process. Chair Bianca asked if other awards given by the Town use an application process. The Director of Economic Development stated a very simple nomination form is used 5 Commissioner Chance recommends notifying about the new award for citizens and those in the surrounding community. Commissioner Chance suggested a letter of recommendation and a nomination form not be used. The Director of Economic Development will work on a press release and develop easy instructions for nominating. Board of Building Appeals Discussion The Director of Public Works sent emails to the Commissioners recommending the development of a Board of Building Appeals. Mr. Keenan stated this is needed and required in the Town Code. The Director of Public Works advised members on this Board would serve: • 1 member - 4 years • 1 member - 3 years • 1 member - 2 years • 1 member - an alternate The Director of Public Works will reach out to candidates and send applications. Chesapeake Sensory Plaza Water Flow The Director of Public Works has received complaints regarding the amount of water flow at the Sensory Plaza. The past five years was researched and found it increased each year but last year was substantial. The Plaza is used during the hottest part of the year, opening Mother’s Day to October 1st. The Director of Public Works will work on the flow solution. The Director of Public Works notified there have been complaints about trash over the weekends but DPW staff pick up first thing Monday mornings. Construction Project Status Report for Town Hall/Police Station The Director of Public Works reported everything appears to be on schedule and Phase I should be completed in October. BGE has been dragging its feet on electrical supply to the facility. The Town has allowed workers into Phase II area ahead of schedule. The Director of Public Works stated the end date for the entire project is May 23, 2023. Commissioner Etting commented being on time and on budget is impressive given we had COVID and supply issues. Commissioners Report 6 The Director of Finance will email a copy of the report to the Commissioners. COMMISSIONERS’ COMMENTS: Commissioner Hughes informed Historic Preservation Commission is working on historic properties and the Board of Appeals reviewed the Homestead/Wakefield decision. Chair Bianca advised the Tree Committee did not meet. Commissioner Etting notified the Planning Commission looked at the request from Rockfield Foundation to construct a building where the patio exists and would fund it. More work is needed on fine points and how the architect will coordinate with the existing building. Commissioner Etting stated the Commissioners need to be aware before final approval. Mr. Keenan stated the Town owns the property and will end up maintaining the addition. Mr. Keenan suggested keeping watch on the concept. Commissioner Etting acknowledged the work of the Police Department during the 4th of July activities and stated the Public Works trucks were very popular. ADJOURNMENT: With no further comments, the meeting was adjourned at 5:45 p.m. APPROVED: August 15, 2022 Signature on file___________ Kevin M. Bianca, Chair Board of Town Commissioners Signature on file_____________ Michael L. Krantz, Town Clerk 7