Board of Town Commissioners

MINUTES BEL AIR BOARD OF COMMISSIONERS WORK SESSION MEETING August 13, 2024 The Board of Commissioners Work Session Mee�ng was held on August 13, 2024, at 5:15 pm. PRESENT: Commissioner Paula S. Etting, Chair Commissioner Mary F. Chance Commissioner James B. Rutledge, III Commissioner Jakob D. Taylor IN ATTENDANCE: David Anderson, Media & Public Relations Specialist Stephen Kline, Director of Public Works Michael Krantz, Director of HR & Administration Charles Moore, Chief of Police Angela Robertson, Director of Economic Development Kevin Small, Director of Planning Elizabeth Thompson, Town Counsel Pamela Wockenfuss, Deputy Director of Finance Jane Sudbrink, Recording Secretary ABSENT: Commissioner Steven T. Chizmar I. CALL TO ORDER Chair E�ng called the mee�ng to order at 5:15 pm and read the roll call of commissioners. II. APPROVAL OF AGENDA Commissioner Chance mo�oned to approve the agenda. Commissioner Taylor seconded the mo�on. Mr. Krantz asked for a vote. Ayes: Commissioners Rutledge, Taylor, Chance, E�ng. Nays: None. Mo�on carried 4-0. III. PRESENTATION A. Rockfield Manor Renova�on Project Update Donna Dickey, Chair, Rockfield Founda�on, gave a brief update on the construc�on of the addi�on to Rockfield Manor. She said it is scheduled to break ground on November 4 and construc�on will be completed on July 1. Ms. Dickey said she had just finished the permi�ng process with the county, no�ng that there is a final hurdle regarding the fire suppression system requirements from the town and county. Regarding funding, Ms. Dickey said the founda�on had raised $1.1 million. She said the founda�on will find out about the legacy grant of $300,000 in conjunc�on with the Downtown Alliance by mid-October. Ms. Dickey said the remaining funds will be secured through a private source such as a loan. Commissioner Chance said she serves as liaison on the Rockfield Manor board and she commended the board for doing a phenomenal job in planning this project and raising the funds. 1 IV. TOWN ADMINISTRATOR’S REPORT In the absence of Mr. Hopkins, Mr. Krantz said he had no informa�on to report. V. TENTATIVE AGENDA FOR TOWN MEETING (Monday, August 19, 2024, at 7:00 pm, Bel Air Town Hall) A. Presenta�on 1. Cer�ficate of Recogni�on for Preston’s Sta�onery Ms. Robertson reported that the cer�ficate will recognize Preston’s Sta�onery’s 98 years of business downtown. She said the Preston family will be present at the town mee�ng, as well as representa�ves from the Department of Commerce, who will also present a cer�ficate. B. New Business 1. Resolu�on 1235-24 Purchase of the Property Owned by Mt. Royal Management on S. Atwood Road Mr. Krantz provided a summary of this resolu�on. He said the town would like to purchase .38 acres located in the Wakefield Manor Apartment complex. He advised that the land will be used for the emergency access road. Mr. Krantz said that the town recognizes the importance of ensuring public safety, par�cularly as the school board constructs a new elementary school in that area. He said the crea�on of a gated emergency access road connec�ng Routes 924 and 24 has been iden�fied as a cri�cal component to ensuring the safety of staff and students at the school. The road will only be used by police, fire, and emergency personnel. Mr. Krantz noted that the town did its due diligence by ge�ng two appraisals and then nego�a�ng a price of $66,000 for the acquisi�on of the property. 2. Resolu�on 1236-24 Accep�ng the Amended Civilian Employees Pension Plan Language Revising Ar�cle I Defini�ons Sec�on 1.39 (g) and Adding Ar�cle I Defini�ons Sec�on 1.39 (h) Years of Service Determina�on for Those with Ac�ve Town Sworn Police Officer Service Who Are Hired as a Civilian Employee in the Town of Bel Air 3. Resolu�on 1237-24 Accep�ng the Amended Sworn Officers Pension Plan Language Revising Ar�cle I Defini�ons Sec�on 1.39 (g) (1) and Adding Ar�cle I Defini�ons Sec�on 1.39 (h) Years of Service Determina�on for Those with Ac�ve Town Sworn Police Officer Service Who Are Hired as a Civilian Employee in the Town of Bel Air Mr. Krantz summarized both resolu�ons. He said the boards of trustees for both pensions met on August 7, 2024 to vote to amend the plan language. He said the new language makes a provision for ac�ve police officers to transfer their monies from the sworn officers pension to the civilian employees pension. He said the provision language will be repeated in each plan, thus the need for two resolu�ons. Mr. Krantz provided further background on these resolu�ons. He said that recently a sworn police officer moved into a civilian posi�on. This person was not re�rement age. The new language helps both staff and the town organiza�on for future similar situa�ons. Mr. Krantz also reported that the boards voted to remove language regarding automa�c transfers so as to give employees a choice as to whether to transfer their monies or remain in their current pension. Mr. Krantz said these amendments are in the best interests of the plan documents. As per plan protocol, 2 he said it is required that these changes be put before the commissioners for acknowledgement and acceptance. Chair E�ng enquired as to whether an actuary calculated the numbers for the transfer and whether the plans will remain funded appropriately. Mr. Krantz explained the situa�on with the employee and said that an actuary was used to determine the best course of ac�on—in this case, to transfer the funds based on the mul�pliers in each respec�ve plan. Mr. Krantz said there will be minimal impact on the plans and such ac�on only occurs with specific situa�ons. 4. Purchase of 14 Personal Computers and 3 Laptops Mr. Krantz said the technology department proac�vely upgrades the town’s computers every five years. He said the cost for the computers and laptops will be $19,050.36 and the purchase is piggybacked on a contract with Midwestern Higher Educa�on. Commissioner Rutledge confirmed for viewership purposes that these purchases were discussed and approved during the budgetary process. Mr. Krantz noted that the technology department’s purchases from Dell have exceeded $25,000, so he suspected that more purchases will be coming before the commissioners for approval in the future. 5. Purchase of 8 Hard Drives for Technology Department Servers Mr. Krantz said the hard drives purchase is in conjunc�on with the servers purchase that was recently approved. He detailed that there is insufficient hard drive space on two of the servers; a procurement error on his part. Mr. Krantz detailed that the hard drive space is essen�al for opera�onal efficiency and effec�veness. 6. Purchase of 110 Mul�-Protocol Authen�ca�on Security Keys for Police Department Computers Mr. Krantz reported that this item has been withdrawn from the agenda. He said that the state program, Maryland Electronic Telecommunica�on Enforcement Resources (METERS), will aid in the procurement of these keys. The town will only have a minimal amount to purchase. 7. Thomas Street Revitaliza�on Phase I and II Contract Mr. Kline reported that the ECDC targeted Thomas Street for revitaliza�on several years ago. He said the plan is now on paper through architectural services and he put out a bid to do a por�on of the project. He said this project will encompass Thomas Street to Kelly Avenue. Mr. Kline said the cost is $1.1 million, with the majority of funding via ARPA. The capital reserve will fund $210,000. Mr. Kline said that Ivy Hill Land Services had the lowest bid; $450,000 lower than the next highest bidder. 8. Leaf Vacuum Truck Purchase Mr. Kline said he would like to purchase a leaf vacuum truck to replace Unit 30, a 2002 truck. He said the older model has 130,000 miles on it, the engine is wearing out, and it is leaking oil. The cost of the replacement truck is $195,000. He stressed the importance of the leaf vacuum truck for the cleanliness of the town and stormwater management. Mr. Kline said this is a blanket purchase order with the state of Maryland. He was hopeful that he will get a good price at auc�on for the re�red truck. 3 9. Reappointment to the Board of Ethics Mr. Krantz said this reappointment will be discussed in closed session. VI. STAFFING UPDATE A. Review Term Expira�on Dates of Boards, Commitees, and Commissions Mr. Krantz said that there are two posi�ons posted. The first is for a logis�cs and cer�fica�on specialist in the police department. He explained the du�es and requirements of this posi�on, including keeping track of training requirements, having experience in firearms training, and having supervisory skills. Mr. Krantz said this is a civilian posi�on, a result of restructuring in the police department so that an officer posi�on could be added. Mr. Krantz said this is a beter alloca�on of resources. He reported that the second posted posi�on is for an accounts payable accountant, which he is currently recrui�ng for and conduc�ng interviews. Commissioner Taylor asked if Mr. Kline had reached out yet to David LaBella regarding his con�nued interest in staying on the Board of Building Appeals since Mr. LaBella’s appointment expires on August 15, 2024. Mr. Kline said he had not contacted Mr. LaBella but would reach out this week. Commissioner Taylor also reported that Tucker McNulty on the ECDC would like to con�nue on the commission and had sent in his form. Commissioner Taylor requested that the appointment be put on the agenda for the August 27 work session for reappointment on September 3. VII. CALENDAR Mr. Small reported that an applicant withdrew its applica�on to the Planning Commission. Therefore, the Planning Commission mee�ngs for August and September are cancelled. He said the Board of Appeals is cancelled for this month, but will have a mee�ng in September. VIII. MISCELLANEOUS A. Complete Streets Leadership Academy (CSLA) 1. Gordon and Main/Bond Street Intersec�on Quick Build Road Safety Improvement Demonstra�on Mr. Small described this temporary demonstra�on project. He said he will meet with CSLA this week. He said the academy is doing improvements to one area or intersec�on in three towns. Mr. Small said this project involves the state highway and is run by Smart Growth America, which is providing grant money. He said the project will last three months and concerns the intersec�on of Gordon and Bond Streets. Mr. Small said the materials should be arriving tomorrow and state highway will install them at night. He assured commissioners that stakeholders have been no�fied, par�cularly Bel Air Elementary School. Mr. Small advised that the le� turn from southbound Main Street moving through east Bond Street to Gordon Street will be eliminated. He also said that temporary speed cushions will be installed at both approaches. During this �me, Mr. Small said the planning pepartment will collect data from pedestrians and remain in contact with the principal at Bel Air Elementary. He said these temporary changes could become permanent based on the data. He noted that this intersec�on was the most discussed during 4 the Safe Streets for All community input mee�ng. Mr. Small said he would like to have a future demonstra�on project at the intersec�on where Kenmore and Linwood Avenues meet Main Street. Commissioners Rutledge and Taylor commended the planning department for its work in this area. Commissioner Taylor felt that the town stands to benefit rather than lose by taking away the le�-hand turn. Chair E�ng appreciated that this project is temporary and the town can determine what works best. Mr. Small described the Franklin Street detour for this le�-hand turn and the changes that might be required. Mr. Anderson said he will put the informa�on on social media. Mr. Krantz said the CSLA informa�on is posted on the website under the planning department, and a summary will be posted on the Spotlight por�on of the homepage shortly. He said ci�zens have the op�on to comment. IX. COMMISSIONERS’ COMMENTS Chair E�ng thanked the public works department for their work on storm cleanup last week. She also thanked the public works department again, in the presence of Mr. Kline, for all its hard work during the July 4 celebra�ons. Commissioner Taylor commended Boy Scout Troop 777 for induc�ng eight new Eagle Scouts. He said he went to the presenta�on with Commissioner Chance and said having these new scouts bodes well for the community. Commissioner Chance was also very impressed. X. CLOSED SESSION Commissioner Taylor mo�oned to move the mee�ng into closed session. Commissioner Rutledge seconded the mo�on. Commissioner Taylor read the reasons for the closed session as listed below. Mr. Krantz asked for roll call: Ayes: Commissioners Rutledge, Taylor, Chance, E�ng. Nays: None. Mo�on carried 4-0. Mr. Krantz said the mee�ng would not return to open session. The mee�ng closed at 6:00 pm. A. This por�on of the mee�ng will be closed under the provisions of the Maryland Open Mee�ngs Act General Provisions Art. § 3-305(b)(1), 3-305(b)(2), and 3-305(b)(7). B. Topics of Discussion 1. To discuss the appointment of officials to the Board of Ethics. 2. To discuss the Town of Bel Air Annual Awards selec�on (Ci�zen of the Year and Business of the Year) 3. To consult with counsel to obtain legal advice regarding the Barton Bodt, et al. vs. Town of Bel Air, Maryland case C. Reason for Closed-Session Discussion of Above Topics 1. Because public discussion of candidates’ names, qualifica�ons, experience, and background could discourage people from volunteering for public service or compromise their privacy rights. 2. Because public discussion of nominees would compromise the confiden�ality of the selec�on process. 5 3. Because public discussion of confiden�al informa�on and/or legal strategies can compromise the atorney-client privilege and inhibit the ability of the public body to receive candid and uninhibited legal guidance XI. ADJOURNMENT Commissioner Taylor mo�oned to adjourn the mee�ng. Commissioner Chance seconded the mo�on. All in favor. The mee�ng adjourned at 6:36 pm. APPROVED: September 3, 2024 Signature on file _____________ Paula S. E�ng, Chair Board of Town Commissioners Signature on file_____________ Michael L. Krantz, Town Clerk 6