Board of Town Commissioners

BOARD OF TOWN COMMISSIONERS WORK SESSION November 14, 2023 5:15 P.M. PRESENT: Commissioner Kevin M. Bianca, Chair Commissioner Mary F. Chance Commissioner Paula S. Etting Steven T. Chizmar, Commissioner Elect James B. Rutledge III, Commissioner Elect Jakob D. Taylor, Commissioner Elect Edward Hopkins, Town Administrator Stephen Kline, Director of Public Works Michael Krantz, Director of Administration Lisa Moody, Director of Finance Angela Robertson, Director of Economic Development Kevin Small, Director of Planning David Anderson, Media & Public Relations Specialist Elizabeth Thompson, Town Attorney ABSENT: Commissioner Eris S. Hughes Commissioner Donna L. Kahoe Charles Moore, Chief of Police OTHERS: Joan Suitt, Recording Secretary APPROVAL OF AGENDA: Chair Bianca called for approval of the agenda. Commissioner Chance moved and Commissioner Etting seconded the motion to approve the agenda as written. The agenda was approved by the Commissioners. TOWN ADMINISTRATOR’S REPORT: The Town Administrator welcomed the Commissioners Elect to the meeting. The Town Administrator will discuss items under Miscellaneous. TENTATIVE AGENDA FOR TOWN MEETING (Monday, November 20, 2023, at 6:00 p.m. Bel Air Town Hall) The Town Administrator advised the Town Board meeting will be a transition night. 1 Outgoing Commissioners Parting Addresses The outgoing Commissioners will have the opportunity to address the public. Swearing-In Ceremony of Commissioners Elect The Commissioners Elect will be sworn into office. Election of Chair and Vice Chair The election of Chair and Vice Chair will take place. New Business: Police I.E.6 Signing of Checks Amendment Director of Finance informed the Check Signing Policy requires two signatures and in the event the Director of Finance or the Town Administrator are absent, other signatures are needed. The new Commissioners will sign signature cards. Dump Truck Purchase The Director of Public Works notified the contract is to purchase a 2025 Freightliner dump truck and will replace a 2009 International dump truck. The age and condition of the International dump truck is deteriorating. The cost of the Freightliner is $246,000 and the contract will piggyback on Source Well. The 2025 dump truck comes with a new plow, salt spreader and hydraulic system. The Director of Planning believes the old dump truck should bring between $20,000 - $30,000 on the National auction. Armory Window Purchase Contract The Director of Public Works advised the window project at the Armory has been on-going for many years. A fair estimate was received from a local company to replace the windows with vinyl. The Director of Economic Development informed the Maryland Historical Trust (MHT) prevents any work on the Armory if not historic in nature. The Town submitted applications to MHT for several years and the third application was approved July, 2023 to replace the windows with aluminum to preserve the historic integrity. The Director of Public Works stated the cost to replace 73 windows is $310,500.00. The Director of Finance reported the Town does not have revenues to pay for the project. The Town received a Community Development Block Grant of $57,000 and the rest will need to be funded by the Capital Reserve and/or 2 ARPA funds. The Director of Finance does not know amounts needed from each fund and it will be discussed during another Work Session. The Director of Economic Development advised the Community Development Block Grant can only be spent in certain areas and the Armory qualifies. The grant has a deadline of six months. Commissioner Etting inquired about the Capital Reserve balance. The Director of Finance advised the balance is difficult to determine because the Town utilized it during FY24. The Director of Finance feels the balance is between 3 and 3.3 million. Commissioner Etting asked for the amount of ARPA funds not committed. The Director of Finance will explore. Commissioner’s Welcome and Farewell Reception A reception will take place after the Town Board meeting. STAFFING UPDATE: The Director of Administration reported: • Laborer – recently hired. • Laborer – 1 vacancy, position to be posted. • Part-time Procurement position – recruiting. • Police Dispatcher – posted and applications received. Commissioner Etting asked for the number of Police Tech support positions. The Director of Administration advised the budget says 7 fulltime plus 2 part-time. CALENDAR: The November/December/January, 2024 calendars were distributed. Contact Ruth Seitler with additions or corrections. The Town Administrator notified December 9th will be busy in the Town with multiple markets, Winter Wonderland and Main Street shut down for the carriage rides. MISCELLANEOUS: 3 Update on Repealing and Replacing Bel Air Town Code Chapter 43 Code of Ethics The Director of Administration advised the State Ethics Code was revised and the Town is required to adopt those rules. The changes have been customized to fit the Town’s Code and Ethics rules. The Director of Administration is currently working on the Financial Disclosures and is hopeful this will come before the Commissioners before the end of the year. Christmas Parade The Town Administrator notified Mike Blum is asking the Commissioners to walk in the parade on December 3rd. Holiday Luncheon The holiday employee luncheon is December 7th from 12:00 noon – 2:00 p.m. at the Armory. The Commissioners were invited to attend. Maryland Secretary of Commerce Visit The Town Administrator informed Kevin Anderson, Maryland Secretary of Commerce will visit Harford County on December 11th. The Town will highlight a specific project during the visit. More information will be sent to the Commissioners. Streaming of Town Meetings The Town Administrator stated the Town’s first attempt at YouTube was the Planning Commission meeting and we are learning as we go. Some details are being worked out and any concern should be sent to the Town Administrator. Open Meetings Act/Public Information Act The Director of Administration notified the Open Meetings Act has training online and the Public Information Act does not. Commissioner Etting advised the Open Meetings Act has a manual. Ms. Thompson notified there recently were some updates. New Commissioners Orientation and Training Schedule The Town Administrator advised new Commissioners participate in an orientation and wants to maximize the value of information and minimize impact of time. The Town Administrator gave the option of a scheduled group session with Department Heads or one-on-one. Commissioner Elect Chizmar wants to minimize the impact on staff time. The Town Administrator will work on a solution and get back with a decision. 4 COMMISSIONER’S COMMENTS: Chair Bianca inquired about the Homestead Park project. The Director of Planning advised there was a change order made to prevent cracking of the asphalt and expects completion mid-December. Chair Bianca stated this is my last Work Session and it has been a pleasure working with all. Commissioner Etting acknowledged the Director of Administration for his work on getting YouTube going and working on the Ethics Code. The Director of Administration notified Josh Forth needs to get the credit for YouTube. The Director of Administration advised Election Day went well and the Election Judges were very busy. ADJOURNMENT: With no further comments, the meeting was adjourned at 6:10 p.m. APPROVED: December 4, 2023 Signature on file________________ Paula S. Etting, Chair Board of Town Commissioners Signature on file_______________ Michael L. Krantz, Town Clerk 5