Board of Town Commissioners

MINUTES BEL AIR BOARD OF COMMISSIONERS WORK SESSION MEETING August 27, 2024 The Board of Commissioners Work Session Mee�ng was held on August 27, 2024, at 5:15 pm. PRESENT: Commissioner Paula S. Etting, Chair Commissioner Steven T. Chizmar Commissioner James B. Rutledge, III Commissioner Jakob D. Taylor IN ATTENDANCE: David Anderson, Media & Public Relations Specialist Edward Hopkins, Town Administrator Stephen Kline, Director of Public Works Michael Krantz, Director of HR & Administration Lisa Moody, Director of Finance Charles Moore, Chief of Police Angela Robertson, Director of Economic Development Kevin Small, Director of Planning Jane Sudbrink, Recording Secretary ABSENT: Commissioner Mary F. Chance 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 Chizmar mo�oned to approve the agenda. Commissioner Rutledge seconded the mo�on. Mr. Krantz asked for a vote. Ayes: Commissioners Rutledge, Chizmar, Taylor, E�ng. Nays: None. Mo�on carried 4-0. III. TOWN ADMINISTRATOR’S REPORT Mr. Hopkins said he had no items to report. IV. TENTATIVE AGENDA FOR TOWN MEETING (Tuesday, September 3, 2024, at 7:00 pm, Bel Air Town Hall) A. Presenta�on 1. Daughters of the American Revolu�on/Lafayete’s Birthday Mr. Hopkins said Sandy Wallace and Carol Johnson will present a cake to the commissioners in honor of Lafayete’s birthday on September 6. He said they will also present on upcoming events �ed to the birthday celebra�on. Mr. Hopkins said these events include a revolu�onary reenactment at Hayes House 1 on September 8. He noted that the reenactment will include talks and demonstra�ons highligh�ng what life was like for ci�zenry during the war. He said there will also be a mili�a group prac�cing with muskets. 2. Proclama�on for Arts Across Harford Ms. Robertson reported on Arts Across Harford taking place from September 13 to September 30. Ms. Robertson described how Bel Air has been a part of this event since its incep�on in 2022. She said the event showcases fi�y fes�vals and events throughout the county that promote and support the arts. Ms. Robertson listed events that will take place in Bel Air, such as the Bel Air Fes�val for the Arts, Maryland Center for the Arts Plein Aire Fes�val Exhibit, Dunnigan’s Premiere Speakeasy, and Harford Ar�st Family Fun Fes�val. B. New Business 1. Resolu�on 1238-24 Board of Ethics 2023 Annual Report Mr. Krantz said that town counsel advised him that the Board of Ethics should produce an annual report. Mr. Krantz said the Board of Ethics met twice this past year on September 13 and December 20. He said the September 13 mee�ng was for cer�fica�on and annual disclosure forms. On December 20, the board passed rules of procedures, created a request form, and established a webpage that listed general informa�on on the board. Mr. Krantz said the report will be before the commissioners for review and acceptance. He confirmed for Chair E�ng that the board only meets when it has business to conduct. He said the recently adopted ethics ordinances will be in the 2024 report. 2. Firearms Purchase for Bel Air Police Department Chief Moore said he is reques�ng a purchase of new Glock Model 45 MOS pistols for a cost of $52,129. Chief Moore said this type of firearm is used by hundreds of law enforcement agencies, including Harford County. He said the current service pistols, Sig Sauer, were purchased in 2010. Chief Moore said there is a 10-year service window for firearms and he explained the parameters for determining this lifespan. Chief Moore said the accessory package for the new firearms will include a streamlight flashlight, Leupold red dot si�ng system, and new holsters. Chief Moore said the flashlight and red dot si�ng system will improve officers’ ability to perceive threats and aim accurately. He also said the Glocks are lighter and have less recoil—all will help to improve officers’ scores. Chief Moore said the firearms are being purchased from Atlan�c Tac�cal in North Carolina. Commissioner Chizmar asked about training devices. Chief Moore said a simulator was purchased in FY24 and it will be used during training scenarios. He confirmed for Commissioner Chizmar that the department has a training weapon that mimics the Glocks. Chair E�ng asked about the le�over Sig Sauers. Chief Moore said that public safety code specifies that the firearms can only be sold to re�red or ac�ve police officers or manufacturers of firearms. 3. Contract for Plumtree Park Improvements Mr. Small said the town received a grant from the Community Parks and Playground Program for $100,000. The town matched this amount by $50,000. These funds will be used to purchase new swings, make fence repairs, pave the exis�ng gravel parking lot, install engineered wood fiber play surface, and 2 resurface the basketball court. In addi�on, Mr. Small said the funds will be used to purchase AEDs—two for Rockfield Park, one for Homestead Park, and one for Shamrock Park. He explained for Chair E�ng that these AEDs are available to the public, but 911 must be called to access the AED. Mr. Hopkins said the public will be no�fied as to the AED loca�ons once they are installed. 4. Contract for Homestead Park Improvements Mr. Small said the commissioners had approved improvements to this park with extra monies from FY24. Mr. Small said the improvements will include installa�on of a spongy play surface and installa�on of equipment, along with new swings. Mr. Small confirmed for Commissioner Chizmar that this contract will complete the work on Homestead Park. He said the town is now ge�ng requests for a portable toilet at the park. 5. Contract for Shamrock Pump Sta�on Upgrades Mr. Kline provided history on this project. He said KCI Technologies designed the upgrades and provided an es�mate for the cost of the project. Mr. Kline said he bid the contract out and received three bids. The lowest bid was Conewago Enterprises at a cost of $936,688, lower than the $954,000 es�mate from KCI. In answer to Commissioner Chizmar, Mr. Kline has not used Conewago Enterprises before but KCI strongly recommended this company. 6. Purchase of Two 2025 Ford F-350 Pick-Up Trucks Mr. Kline said he is reques�ng to replace vehicles 6 and 9, purchased in 2011. He said this purchase will piggyback on a Bal�more County contract. Mr. Kline had budgeted $144,000, but the cost has come in lower at $124,400. He said both trucks are used by the street sec�on of the department for asphalt, sidewalks, and signs. He said the trucks are fited with 8-foot Boss snowplows for �ght streets. He confirmed for Chair E�ng that he will sell the older trucks. 7. Purchase of One 2025 Ford F-350 Extended Cab Pick-Up Truck with Crane Mr. Kline requested to move this purchase to a later mee�ng in September. He is con�nuing to work on the crane op�on. 8. Reappointment to the Economic and Community Development Commission Chair E�ng said this reappointment will be discussed in the closed session. V. STAFFING UPDATE A. Review Term Expira�on Dates of Boards, Commitees, and Commissions Mr. Krantz said he posted a posi�on for a part-�me events staff person. This posi�on would provide coverage at the armory on evenings and weekends during events. He said the accounts payable posi�on is s�ll posted. Mr. Krantz said a laborer posi�on is also posted for someone to work in the sanita�on sec�on or the streets/sidewalks sec�on. 3  Commissioner Rutledge said that he spoke with Vaughn Lewis, and Mr. Lewis said that he will not be resubmi�ng his applica�on to be on the HPC. Commissioner Rutledge noted that four posi�ons on the HPC must be town residents and Mr. Lewis was one of those four. VI. CALENDAR Chair E�ng said that September is Na�onal Recovery Month and the theme this year is Arc of Recovery. She said that a recovery event will be held this Saturday in Aberdeen Fes�val Park. Chief Moore confirmed that members of the police department will be there to aid in the discussion of substance use disorders and mental health issues. VII. MISCELLANEOUS A. Discuss Audit Requirement for Non-Profits with whom the Town Provides Financial Support Mr. Hopkins said that it is town policy to require an audit from every non-profit that receives a contribu�on from the town. He said that the Army Alliance, which received $2,500 from the town, will have to pay $600 to do an audit. He said the Army Alliance does not have to do an audit with other agencies. Mr. Hopkins ques�oned whether to remain with this current town policy or increase the threshold requirement for an audit. Ms. Moody read the audit policy listed under the finance department, adopted in 1987 with the authority of the charter. Ms. Moody explained her procedures for the audit, no�ng that the organiza�ons are on different fiscal years, which complicates the process, as well as the March 31 deadline for the audit. She described in detail the three different types of audit reports. The compila�on report is the simplest with no assurance or opinion. The review report is intermediary and has an opinion. The audit is the most comprehensive. Ms. Moody said the organiza�ons each send her one of these types of reports. She suspects that she receives the audit report from some of the organiza�ons like the fire company and LASOS, Inc. because they receive grants. Ms. Moody said she contacted the town’s three counterparts. She learned that Havre de Grace requires a report during the budget process. Their finance department determines the type of report based on the financial size of the donee. She said simple reports are required for smaller organiza�ons and there is nothing in wri�ng to describe this process. Ms. Moody said that Aberdeen also has no writen policies for audited financial statements. Aberdeen requires internal reports from the organiza�ons such as an internal balance statement. Annual reports are required for organiza�ons that are part of the city code. Ms. Moody said Harford County also has no writen policy. She said that any organiza�on that signs an MOU for grant and aid monies is required to do an outside audit. Ms. Moody concluded that there are no set rules. She said the compila�on report is the least costly but she does not want to add another cost to a nonprofit. She suggested that she could dra� policies that would be more discre�onary. For example, the $1,000 dona�on to the Harford County Educa�on Founda�on should not require an outside audit, while a larger dona�on to an organiza�on like the fire company should require an outside independent report. Ms. Moody and Mr. Hopkins determined for Chair E�ng that the past dona�ons to the Army Alliance were sponsorship dona�ons, which do not require an audit and do not come before the commissioners for budget approval. 4  Chair E�ng said she did not oppose requiring less of an audit process for the smaller dollar dona�ons. She supported having Ms. Moody dra� policies that would differen�ate the audit requirements depending on the dollar dona�on. Ms. Moody advised against looking at tax returns because they do not provide enough informa�on. She said the three reports provide more meaningful informa�on. She said she also preferred basing the policies on the contribu�on amount rather than the size of the organiza�on. Commissioner Taylor asked if Ms. Moody had a recommenda�on for the threshold for the size of the contribu�on. Ms. Moody replied that she had not yet had an opportunity to formulate an exact determina�on. She said with the commissioners’ agreement, she will dra� a policy that is simple, uses a range, and will apply what has already been done. She said March 31 is a difficult deadline. Commissioner Rutledge said he agreed with the size of the contribu�on rather than the size of the organiza�on. He felt that increasing the regulatory environment on these organiza�ons is counterproduc�ve to how the town is trying to support them. He said he supported ge�ng a dollar amount policy from Ms. Moody and said she could change the date to what makes sense. Mr. Hopkins confirmed that he is holding the contribu�on to the Army Alliance un�l the policy is formulated. B. Discuss Short-Term Rentals Chair E�ng said she did not support having short-term rentals in residen�al districts because it would change the essen�al nature of the neighborhoods. She supported having short-term rentals in business or commercial districts because these are areas where people come and go frequently. Mr. Small provided his perspec�ve and experience. He said he collected data on this topic previously. He has spoken to his counterpart in Havre de Grace and is wai�ng on Aberdeen, which has relied on bed and breakfast regula�ons. He said Havre de Grace has between 30 to 40 short-term rentals in the summer and 20 in the winter and has had various issues. The town has passed new code, which may be modified. He said Harford County does not have any regula�ons for short-term rentals but has experienced complica�ons with Swimply, the private pool rental app. Mr. Small said the Bel Air town code prohibits short-term rentals but he is aware of two in town. He told Commissioner Taylor that he will determine from Havre de Grace how many of its rentals are accommoda�ons that are permanently on the market as opposed to shorter rentals where residents rent out their places only briefly. Commissioner Taylor said the short-term rentals for these uses are different. Commissioner Rutledge said this situa�on is an opportunity for the commissioners to research and evaluate. He cited important discussion points such as ren�ng a room versus the en�re property and whether the defini�on of short-term rentals being under thirty days is applicable. Commissioner Rutledge said he does understand that there is a demand for this type of rental but he cau�oned that the commissioners should not rush to a decision. He said they should look at the regula�ons and get an overall view. He agreed with Chair E�ng that short-term rentals should not be in residen�al zones, but are acceptable in commercial and business zones, par�cularly mixed-use se�ngs. Commissioner Rutledge also supported clear municipal infrac�ons if the regula�ons are not followed. 5  Commissioner Chizmar agreed with keeping short-term rentals out of residen�al zones and invited more discussion of such rentals in business districts. He said he supported the bed and breakfast op�on because there would be a supervisor present on the property. Mr. Small described his limited ability to enforce possible rental infrac�ons on private property. He said the more that is writen in the code, the beter the enforcement. He also listed the typical reasons for a short-term rental in Bel Air—weddings, hospital trainings/hospice, and sports tourism. Mr. Small also clarified that ren�ng out a bedroom in town is allowable as long as a kitchen is not constructed in the bedroom. Chair E�ng said the topic requires further discussion. VIII. COMMISSIONERS’ COMMENTS Chair E�ng reported that Na�onal Night Out is taking place right now un�l 8:30 pm at the Equestrian Center. X. CLOSED SESSION Commissioner Taylor mo�oned to move the mee�ng into closed session. Commissioner Chizmar 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, Chizmar, Taylor, 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 6:33 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). B. Topics of Discussion 1. To discuss the appointment of officials to the Economic and Community Development Commission. C. Reason for Closed-Session Discussion of Above Topic 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. XI. ADJOURNMENT Commissioner Rutledge mo�oned to adjourn the mee�ng. Commissioner Taylor seconded the mo�on. All in favor. The mee�ng adjourned at 6:38 pm. APPROVED: September 16, 2024 Signature on file _____________ Paula S. E�ng, Chair Board of Town Commissioners 6 Signature on file_____________ Michael L. Krantz, Town Clerk 7