Board of Town Commissioners

MINUTES BOARD OF COMMISSIONERS BUDGET WORK SESSION April 25, 2023 The Board of Commissioners Budget Work Session was held on April 25, 2023, at 4:00 p.m. COMMISSIONERS PRESENT: Kevin Bianca Mary Chance Paula Etting Erin Hughes ABSENT: Donna Kahoe IN ATTENDANCE: David Anderson, Public Information Officer Rowan Glidden, Senior Planner Eddie Hopkins, Town Administrator Charles Keenan, Town Counsel Steve Kline, Director of Public Works Michael Krantz, Director of HR & Administration Lisa Moody, Director of Finance Charles Moore, Chief of Police Angela Robertson, Economic Development Elizabeth Thompson, Legal Counsel Jane Sudbrink, Recording Secretary I. CALL TO ORDER Mr. Bianca called the meeting to order at 4:00 p.m. II. APPROVAL OF AGENDA Mr. Bianca asked for a motion to approve the agenda. Ms. Etting moved to approve the agenda and Ms. Hughes seconded. All in favor. Motion carried. III. TOWN ADMINISTRATOR’S REPORT IV. TENTATIVE AGENDA FOR TOWN MEETING (MAY 1, 2023, AT 5:30 PM, MCFAUL ACTIVITIES CENTER) A. New Business 1. Ordinance 812-23 Amendments to Town Code Chapter 37 Elections Adding Campaign Finance Reporting Requirements Mr. Krantz discussed the draft amendments, noting that further review could be conducted at the May 1 meeting when Ms. Kahoe, a proponent of the amendments, would be present. Mr. Bianca asked about filing deadlines, suggesting that May 30 to the end of September would be easier than 45 days or no earlier than 225 days. He was also concerned with overextending the administration during budget 1 season. Mr. Krantz confirmed that the time limit was sufficient to get the ballot vetted and the candidate processed. Mr. Bianca asked about the late hour of 7:00 p.m. to file as a candidate. Mr. Krantz said that it is a nod to what it is in the town code and not an issue. Mr. Krantz and the commissioners discussed the necessity of naming a treasurer. The time limit of 90 days, 60 days, 7 days was discussed as was the limitation of campaign funds to $1,000. Mr. Bianca suggested narrowing down to just 30 days. Mr. Krantz noted that he pulled some of this information from the town of Aberdeen, including a bullet list of permissible expenditures. Ms. Hughes suggested there be clarification as to where the public can obtain a copy of expenditures. Commissioners agreed that they wanted to hear feedback from Ms. Kahoe. Consequently, Mr. Bianca asked, with agreement from the others, that this item be pulled from the agenda because of Ms. Kahoe’s absence. Ms. Etting noted that these amendments are not urgent and will not affect the current election. She asked for a definition of treasurer and was opposed to having a treasurer because it would add another layer of complication. She felt that campaign finance reporting adds a hurdle that is not needed in small town elections. Monetary limits would prevent a candidate from self-funding. Ms. Chance disagreed stating that transparency is important right now. The posting of campaign reports was also considered. The board also discussed the use of extra monetary donations left over after a campaign, which segued into state laws governing elections versus how municipalities conduct elections. Mr. Bianca said that there is more work for the board to do in this area toward a compromise between keeping the town elections as-is and adopting state measures. 2. Homestead Park Improvement Contract Mr. Kline said that the planning department will be seeking approval for this contract. The following improvements will be made to the park: replacing the basketball court with two pickleball courts, provision of off-street parking, handicapped access, relocation of the existing playground equipment, and stormwater management. Site Services, LLC. was the lowest bidder. The budget total is $442,000. The Department of Natural Resources will provide $115,000, $35,000 will come from the town, and ARPA will provide the remaining funds. In answer to Mr. Bianca, the project is $175,000 over-budget because of stormwater management. Mr. Small will have more details at the May 1 meeting. Construction will begin after approval with the park closed for two to three months. 3. Street Resurfacing Contract Mr. Kline discussed the annual street resurfacing project that will include Shamrock Rd., Roland Ave., E. Broadway, and Dora Pl. at a cost of $335,000. Handicapped ramps will also be installed at a cost of $50,000, the funds for which will be used from FY2023. Four stormwater inlets will be reconstructed with Goode Design as the contractor. Ms. Moody confirmed for Ms. Etting that the highway funds will cover these expenses. 4. Public Works and Planning Facility Fire Alarm System and Security Improvements Contract Mr. Kline said that last year, the budget included installation of a new fire alarm system at the public works and planning department building. The current fire alarm system is obsolete and does not cover the shop, locker room, break room, and restrooms. The cost will be $83,791. A security system will be installed at the public works and planning department at a cost of $35,000. Mr. Kline described the system and the need for having one installed. 2 5. Public Works Vehicle and Equipment Storage Facility Fire Alarm System Improvements Contract Mr. Kline detailed the fire alarm system that will be installed in the facility shed. He estimated that $4 million dollars’ worth of equipment is housed in the shed. Harford Alarm will install the system at a cost of $29,505. Because of the smoky diesel engines, the system will use heat sensors. Funding for the project is through expenditure savings in the FY2023 budget. V. STAFFING UPDATE Mr. Krantz reported that the only job currently posted is for a parking enforcement monitor, which is scheduled to expire on April 25, 2023. He received many applications. The economic development director position is in final interviews. VI. CALENDAR A. Board of Commissioners Summer Meeting Schedule Mr. Krantz stated that in previous years, town board meetings have not been held the first Monday of the month in July and August. Work session meetings remain on the calendar. Commissioners had no objections to keeping the summer calendar set-up, and Mr. Krantz said he would schedule the calendar on the website. Additional meetings can always be added. VII. MISCELLANEOUS A. Harford County Tourism Grant Update County procedures have changed regarding how non-profits obtain grant money from the county. Ms. Robertson explained for the commissioners the new changes to a tourism grant. The grant is funded through a 6% hotel tax. In order to boost overnight stays in the county, the county divided the grant into the Partnership Fund, which contains $550,000, and the Harford Strides Fund for $220,000 that has a short expiration of two years. Nonprofits are now obliged to form a partnership with another nonprofit that is doing an event in the same time frame in order to receive the grant money. Those nonprofits that are struggling with this new process may apply for the money in the two-year fund. Ms. Robertson reported that many nonprofits are having difficulty adjusting to these new regulations and the application period, which ends May 12, 2023. Ms. Robertson replied to Ms. Chance that the nonprofits in town could partner with any nonprofit in the county. Ms. Chance stated that she is concerned about how these new regulations will help nonprofits, particularly during sports seasons when hotels are usually booked. Ms. Robertson noted that nonprofits that have done events in the town in the past may be affected by these changes, and the town may receive more requests for funding. B. McCormick and Webster Streets Storm Water Management Project Update Mr. Kline reported on this project, which is intended to slow stormwater flow in this section of town. The project will include lining the storm pipes at a cost of $323,429. Mr. Kline described the substandard corrugated piping in this area and how lining the pipes will improve the system. He met with KCI Technologies to discuss completion of the project, with total costs reaching close to $1 million dollars. Stormwater management funds from the county will fund the project. In answer to Ms. Hughes, Mr. Kline has been in contact with the residents of the area. 3  Presentations from the nonprofits were moved forward in the agenda. A. Presentations 1. Bel Air Recreation Committee (5:00 PM) Dave Carretti gave an overview of the 45 activities in Bel Air Recreation. He discussed the upcoming summer music in the park series and a new co-ed flag football program. Eight thousand participants registered last year, with 80% of the programs being youth-oriented. This year the recreation program asked for less funding, $96,710, due to a slight surplus. Thanks to town funds, registration costs have continued to remain low. 2. Harford County NAACP (5:15 PM) Vicki Jones introduced the committee to the mission and purpose of the NAACP in Harford County. She noted that the organization has grown stronger in Harford County and she would like to see a presence in Bel Air. She discussed the membership (300), its initiatives, and its activities. Ms. Jones was requesting $5,000 from the town for a meet and greet at the Armory on September 12, 2023. The money would cover food expenses, promotional materials, and décor. Mr. Bianca asked if the NAACP has received funding from other municipalities in the county. Ms. Jones said, that although the organization receives money from the county, no other municipality has yet contributed. C. Discussion on Chapter 165. Comprehensive Plan and Development Regulations, Part 3. Signs, Article XV. Sign Regulations Mr. Glidden stood in for Mr. Small. Mr. Small had emailed the commissioners regarding this issue. Principal DeLeva has requested an LED sign outside of Bel Air High School, which is not permitted in the town. Commissioners discussed the use of LED signs. Ms. Chance said language in the town code could be changed to permit only schools to have LED signs. Mr. Glidden said this permission could open the door to other organizations requesting these signs. Mr. Keenan said citizens do not normally pick up on sign violations. Ms. Thompson said this type of rule could be construed as content-based restrictions on freedom of speech. Other entities have asked for this type of signage. Ms. Etting and Mr. Bianca were opposed. Ms. Thompson assured Ms. Etting that she reviewed the sign ordinance to be sure it passed constitutional muster but would review the ordinance again regarding digital signs. D. Discussion on Chapter 165. Comprehensive Plan and Development Regulations, Part 4. Subdivision of Land, Article XVI. Subdivision and Site Development No discussion. VIII. COMMISSIONER’S COMMENTS AND LIAISON REPORTS Ms. Hughes did not attend the Board of Appeals meeting, so Ms. Thompson reported that the board approved an application for an assisted living facility. Ms. Etting said that the planning commission approved an application from a financial institution for a taller building on Maitland Ave. It was approved but the applicant assumes all risks. Ms Etting said the Elderly and Needy Committee met with numerous representatives from various entities. Town demographics were discussed as was the 4 development of a new mission for the committee. This would include a name change. The committee will continue to meet. IV. FISCAL YEAR 2024 BUDGET DISCUSSION A. Presentations (see above) B. Continued Detailed Review of General Fund Expenditures 1. Benefits/Miscellaneous/Debt Service a. Benefits Ms. Moody discussed benefits expenses, which cover medical insurance and worker’s compensation. Ms. Etting asked how many people are covered under the MACO OPEB Trust. Ms. Moody said less than ten people. Ms. Moody described for Ms. Etting the use of MACO OPEB. b. Miscellaneous Ms. Moody stated that there was a 12% increase in general insurance. The family crab feast was put back in the budget. The wellness program is budgeted at $4,000 to include lunch-and-learn workshops. Under Other, $466,469 was budgeted to fund COLA and licenses. Commissioners then discussed town donations to nonprofits. Mr. Bianca suggested that, because the Harford County Education Fund had not presented in four years, the money should be given to Bel Air Recreation. Ms. Etting agreed, stating the education fund is not directly tied to the town. Ms. Chance said the education fund receives money from businesses in the county. Ms. Etting said she did not want to give taxpayer money to the NAACP because it is a 501(c)(4) (lobbying group) as opposed to a 501(c)(3). Ms. Hughes was in compliance with the others but said they should have a meeting to discuss policies. Ms. Hughes said that rather than give money to the NAACP, the town could provide them with in-kind services. Ms. Moody said this could be done and she would put the NAACP on the outstanding/wait list. c. Debt Service No new debt was incurred because vehicles were purchased with cash and funding was received from ARPA. The requested budget amount was $404,779. C. Enterprise Funds Ms. Moody said the sewer service charge will increase by 8% effective July 1, 2023. Ms. Moody described sewer service charges and rates with the county. In answer to Ms. Etting, if there is surplus money, it goes to retained earnings. She also described the sewer fund in detail, including processing fees, debt service payments, and amortization expenses. Mr. Kline detailed the operation of town sanitation, with sewage upgrades and pump stations repairs and replacements being funded via ARPA. Mr. Kline noted that Maryland American Water will not be moving its facility to impoundment, rather it will use its present facility. Mr. Kline updated Mr. Bianca on the pump station engineering. Ms. Moody reported that the parking fund is not in good shape, due in part to the pandemic. Currently, there is not enough revenue to cover expenses, so money had to be transferred from retained expenses, which is not a long-term fix. The parking fund committee has discussed increasing 5 the town’s comparatively low fines and penalties for the first time since 2017. Ms. Moody said this topic can be discussed in May and would require a public hearing. Such an increase could bring in at least $15,000 per year. Mr. Kline also talked about the two capital repair projects to the parking garage. The Pennsylvania Ave. stairway will be enclosed at a cost of $62,000. The roof area and floors will also be painted at a cost of $17,000. The county will reimburse the town 67.2% of the cost. Ms. Moody referred to her handout, item 5, stating that the timeline for the Ma & Pa comfort station will begin in FY2024. Ms. Etting said the condominium residents should be informed of the construction. Ms. Etting also asked about locking the comfort station. Ms. Hughes said it will be a coded lock system. D. Discussion by Commissioners on Budget Issues Mr. Bianca asked that the Harford County Education Association and the NAACP be placed on the outstanding/wait list. X. CLOSED SESSION Ms. Chance motioned and Ms. Hughes seconded the motion to go into a closed session to discuss personnel issues. All in favor. Motion carried. The meeting closed at 6:50 p.m. A. This portion of the meeting will be closed under the provisions of the Maryland Open Meetings Act General Provisions Art. § 3-305(b)(1) to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; any other personnel matter that affects one or more specific individuals. B. Topics of Discussion 1. Town Attorney; and 2. Employee Resignation C. Reason for Closed-Session Discussion of Topic 1. Because public discussion of names, plans, concerns, or issues could violate an individual’s rights or protections regarding due process or confidentiality. Ms. Etting motioned to reopen the meeting at 8:00 p.m. and Ms. Chance seconded. All in favor. Motion carried. XI. ADJOURNMENT The meeting adjourned at 8:01 p.m. The Town of Bel Air FY2024 budget is published in full on the Town of Bel Air website. APPROVED: May 15, 2023 6  Signature on file________________ Kevin M. Bianca, Chair Board of Town Commissioners Signature on file_______________ Michael L. Krantz, Town Clerk 7