Work Session

Mayor and Council 105th Special, Work, and Executive Sessions November 15, 2016 Agenda "A diverse, business-friendly, and sustainable community with clean, safe and strong neighborhoods." "Providing the most efficient and highest-quality services as the municipal location of choice for all customers." "The willingness of America's veterans to sacrifice for our country has earned them our lasting gratitude." Jeff Miller EXECUTIVE SESSION 3:30 PM 1. Meet and Greet Reception with Frostburg President Nowaczyk 4:00 PM SPECIAL SESSION 1. Introduction of an Ordinance: License Agreement with Owner of Chic's Seafood to Install Photo Murals 2. Introduction of an Ordinance: Authorizing the Sale of Property Located at 43-53 West Washington Street 3. Introduction of an Ordinance: Amendments to the City Code, Amending Chapter 197, Rental Facilities. 4. Approval of a Resolution Authorizing an Amendment to a Grant for Marsh Run Multi-Use Trail Project 5. Approval of Amendments to Standards and Conditions for Sidewalk Business License for Temporary Use of Public Right-of-Way for Display of Merchandise 6. Approval to Increase the Spending Limit for the Public Works Operations Center and the Elizabeth Hager Center Roof Contract 4:00 PM WORK SESSION 1. President Nowaczyk, Frostburg State University - Update of Programs 4:30 PM 2. Special Recognitions: Donation for Civil War Walking Tour Map - Rose Hill Cemetary Donation for City Park Lighting - Hagerstown Heating and Cooling 4:35 3. Proclamations: America Recycles Day Municipal Government Works Month National American Indian Heritage Month Transgender Day of Recognition 4:45 PM 4. Preliminary Agenda Review 4:55 PM 5. New City Website Design and Transparency Module - Scott Nicewarner, Director of Technology and Support Services; Erin Anderson, Communications Manager 4:00 PM 6. Contracted Snow Operations - Eric Deike, Director of Public Works 5:20 PM 7. Bulk Diesel and Gasoline Bids and Bulk Salt Purchase - Eric Deike, Director of Public Works 5:30 PM 8. Update on Downtown Movement Pop-Up Shops - Amanda Whitmore, Downtown Coordinator; Lauren Metz, Community Events Coordinator 5:45 PM 9. Update on Historic City Farmers’ Market - Lauren Metz, Community Events Coordinator 6:00 PM 10. Action Report: Update on Implementation of the Community’s City Center Plan - Jill Frick, Director of Community and Economic Development; Kathleen Maher, Director of Planning and Code Administration CITY ADMINISTRATOR'S COMMENTS MAYOR AND COUNCIL COMMENTS ADJOURN  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Meet and Greet Reception with Frostburg President Nowaczyk Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Introduction of an Ordinance: License Agreement with Owner of Chic's Seafood to Install Photo Murals Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description License with Owner of license_with_chic_s_seafood.2016.pdf Chic's Seafood to Install Photo Murals  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Introduction of an Ordinance: Authorizing the Sale of Property Located at 43-53 West Washington Street Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: I hereby move for the Mayor and Council to introduce an Ordinance authorizing the sale of City- owned property located at 43-53 West Washington Street to Hager 5, LLC for the sum of $150,000. The sale will provide the opportunity for $1.5 million of private investment and redevelopment on West Washington Street. The sale will be in accordance with all terms and conditions outlined in the attached Purchase Agreement. Action Dates: DATE OF INTRODUCTION: 11/15/2016 DATE OF PASSAGE: 11/22/2016 EFFECTIVE DATE: 12/23/2016 ATTACHMENTS: File Name Description MOTION_Intro_of_Ordinance_for_43- Motion: DATE OF 53_washington_Street_Sale.pdf INTRODUCTION: 11/15/2016 Ordinance_43_53_W_Wash_111516.pdf Ordinance, Purchase Agreement, Exhibits  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Date: November 15, 2016 TOPIC: Introduction of an Ordinance: Authorizing the Sale of Property Located at 43-53 West Washington Street Charter Amendment _____ Code Amendment _____ Ordinance __X_ Resolution _____ Other _____ MOTION: I hereby move for the Mayor and Council to introduce an Ordinance authorizing the sale of City-owned property located at 43-53 West Washington Street to Hager 5, LLC for the sum of $150,000. The sale will provide the opportunity for $1.5 million of private investment and redevelopment on West Washington Street. The sale will be in accordance with all terms and conditions outlined in the attached Purchase Agreement. DATE OF INTRODUCTION: 11/15/2016 DATE OF PASSAGE: 11/22/2016 EFFECTIVE DATE: 12/23/2016  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Introduction of an Ordinance: Amendments to the City Code, Amending Chapter 197, Rental Facilities. Mayor and City Council Action Required: Introduce an ordinance to amend Chapter 197, Rental Facilities, to enhance support to our neighborhoods. Discussion: Financial Impact: Recommendation: Approval. Motion: I hereby move for the Mayor and City Council to introduce an Ordinance to amend the Code of the City of Hagerstown, Chapter 197, Rental Facilities. Specifically the amendments will: 1. Add a definition for ‘Certified Crime-free Housing Residential Operator.’ 2. Amend Section 197-3 to clarify language regarding the requirement for a rental facility license. 3. Amend Section 197-6(A)(1) to add those circumstances when the City will not accept an interior inspection by the Hagerstown Housing Authority as part of a tenant-based Section 8 inspection program in lieu of the City-required interior inspection. 4. Amend Section 197-10(B) and -12(A) to clarify that revocation of the certification as a residential operator shall be limited to the rental facility where the violation of the training requirement, written lease requirement, or crime-free provision occurred. These amendments are consistent with the City’s Vision and Commitment for Housing and Neighborhoods and the Community’s City Center Plan. Action Dates: Discussion: November 1, 2016 Introduction of Ordinance: November 15, 2016 Approval of Ordinance: November 22, 2016 ATTACHMENTS: File Name Description Introduction of an MCC_Packet_Intro_Ordinance_Amend_Chapter_197_11_15_16.pdf Ordinance: Amending Chapter 917, Rental Facilities  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Approval of a Resolution Authorizing an Amendment to a Grant for Marsh Run Multi-Use Trail Project Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Approval of a Resolution amendment.marsh_run.2016.pdf Authorizing an Amendment to a Grant for Marsh Run Multi-Use Trail Project Approval of a Resolution amendment.marsh_run.2016.pdf Authorizing an Amendment to a Grant for Marsh Run Multi-Use Trail Project  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Approval of Amendments to Standards and Conditions for Sidewalk Business License for Temporary Use of Public Right-of-Way for Display of Merchandise Mayor and City Council Action Required: Approval of amendment to Standards and Conditions for display of merchandise on the sidewalks in the City Center. Discussion: Financial Impact: Recommendation: Motion: I hereby move for Mayor and City Council to approve amendments to the Standards and Conditions for Sidewalk Business License for Temporary Use of Public Right- of-Way for Display of Merchandise. These standards are utilized to guide review and approval of Sidewalk Business Licenses issued per Chapter 216, Streets and Sidewalks, of the City Code. These provisions only apply to the City Center. The amendments provide more flexibility for such displays in response to concerns expressed by merchants with the 2015 standards and a recommendation for change from Main Street Hagerstown. Modifications have been made to reflect input received from the public and the Mayor and City Council during the review process, and those changes are highlighted in red. Action Dates: Discussion - October 18, 2016 Citizen Input - October 25, 2016 Discussion - November 1, 2016 Approval - November 15, 2016 ATTACHMENTS: File Name Description Motion_and_Standards_Document_Sidewalk_Displays_11_15_16.pdf Amendments to Standards and Conditions for Sidewalk Displays  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Approval to Increase the Spending Limit for the Public Works Operations Center and the Elizabeth Hager Center Roof Contract Mayor and City Council Action Required: I hereby move that the Mayor and Council approve an increase in the spending limit for the roof projects for the Public Works Opera ons Center and Elizabeth Hager Center from $168,300 to total not to exceed $200,000 (Two Hundred Thousand Dollars). The funding source for these projects is General Fund Future Bond Issue and Property Management Opera ng Fund. Discussion: I hereby move that the Mayor and Council approve an increase in the spending limit for the roof projects for the Public Works Opera ons Center and Elizabeth Hager Center from $168,300 to total not to exceed $200,000 (Two Hundred Thousand Dollars). The funding source for these projects is General Fund Future Bond Issue and Property Management Opera ng Fund. Financial Impact: I hereby move that the Mayor and Council approve an increase in the spending limit for the roof projects for the Public Works Opera ons Center and Elizabeth Hager Center from $168,300 to total not to exceed $200,000 (Two Hundred Thousand Dollars). The funding source for these projects is General Fund Future Bond Issue and Property Management Opera ng Fund. Recommendation: Approval of increase Motion: DATE: November 22, 2016 TOPIC: Approval to Increase the Spending Limit for the Public Works Opera ons Center and the Elizabeth Hager Center Roof Contract Charter Amendment Code Amendment Ordinance Resolu on ü Other MOTION: I hereby move that the Mayor and Council approve an increase in the spending limit for the roof projects for the Public Works Opera ons Center and Elizabeth Hager Center from $168,300 to total not to exceed $200,000 (Two Hundred Thousand Dollars). The funding source for these projects is General Fund Future Bond Issue and Property Management Opera ng Fund. Action Dates: DATE OF PASSAGE: 11/22/2016 ATTACHMENTS: File Name Description Motion_sheet_to_modify_costs_for_PW_Roof_and_EHC_Roof.pdf Motion Sheet to Increase Spending for Roof Project  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND DATE: November 22, 2016 TOPIC: Approval to Increase the Spending Limit for the Public Works Operations Center and the Elizabeth Hager Center Roof Contract Charter Amendment Code Amendment Ordinance Resolution  Other MOTION: I hereby move that the Mayor and Council approve an increase in the spending limit for the roof projects for the Public Works Operations Center and Elizabeth Hager Center from $168,300 to total not to exceed $200,000 (Two Hundred Thousand Dollars). The funding source for these projects is General Fund Future Bond Issue and Property Management Operating Fund. DATE OF PASSAGE: 11/22/2016  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: President Nowaczyk, Frostburg State University - Update of Programs Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Special Recognitions: Donation for Civil War Walking Tour Map - Rose Hill Cemetary Donation for City Park Lighting - Hagerstown Heating and Cooling Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Proclamations: America Recycles Day Municipal Government Works Month National American Indian Heritage Month Transgender Day of Recognition Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Preliminary Agenda Review Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: New City Website Design and Transparency Module - Scott Nicewarner, Director of Technology and Support Services; Erin Anderson, Communications Manager Mayor and City Council Action Required: None. Discussion: Brief presentation on the new look for the City web page, as well as a sneak peak at the transparency portal to be implemented in December. Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description M_C_Memo_-_Website_Design.doc Cover Memo  CITY OF HAGERSTOWN, MARYLAND Technology, Communications & Support Services – Scott Nicewarner, Director 301-766-4071 (Direct) 301-739-8577, Ext 161 November 8, 2016 TO: Valerie Means, City Administrator FROM: Scott Nicewarner, Director RE: New Website Design and Sneak Peek at Transparency Module Erin Wolfe and I will be present to provide Mayor and Council with a brief walkthrough of the new City website design implemented in October. We will also show a sneak peek of the new transparency module that will be going live in December pending some final design and data cleanup. Scott Nicewarner, Director  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Contracted Snow Operations - Eric Deike, Director of Public Works Mayor and City Council Action Required: Staff is seeking approval from the Mayor and Council of a contract for snow services. The contract would apply the same rates and conditions to any contractor providing snow operation services to the City of Hagerstown. Staff is not seeking to bring back each individual contractor for approval but to simply utilize this contract with each company. Discussion: Snow operations for the City of Hagerstown have generally been completed by the city’s own work force of employees and equipment. Exceptions have been the removal of snow from the downtown at a time when the city was unable to complete this work themselves. In recent history, the city work force plowed and removed snow with no assistance from contractors including the snowstorm of December 2009, the double blizzard of February 2010 and the massive storm in January of 2016. What was needed to accomplish this work was use of employees from departments other than Public Works including Parks, Water and Wastewater. Everyone did a great job and provided the necessary resources. These storms also showed us the limits on what we can provide for ourselves. The city has grown geographically over the years physically stretching the boundaries of the city. Areas such as Collegiate Acres, Hager’s Crossing, All Star Court and Greenwich Park are on the furthest edges of the city making it increasingly difficult to plow these streets in a timely manner. This proposal is to supplement the work force of the city and not replace it. Under extreme circumstances such as the January 2016 monster snowstorm, the additional help would have made a difference by allowing the city’s work force to focus on the core of the city. It would also be helpful by already contracting with vendors who know the routes and areas to address. The proposed contract language has been borrowed from Washington County Government including the pay rates. Each contractor would receive a flat rate for having the piece of equipment followed by payment for actual hours used. Attached is the contract as reviewed and modified by the city attorneys. I have spoken to the staff of Public Works and the current AFSCME Union Steward for Public Works. The steward in turn has spoken to the AFSCME president. Currently, there are no objections to this plan. Next Steps With council’s approval, staff will seek out contractors willing to provide snow operation services. The contracts would be signed and the areas of work agreed upon. For now, those areas would include the developments listed above. Additional areas and contractors could be added should the city annex other parcels of properties where new developments are built or there is a need for additional contractors. An evaluation of this program and contracts would be completed after the winter season. The contracts would be modified as necessary or possibly eliminated if the program did not provide the level of service we hope it provides. Financial Impact: Costs A retainer fee of $500 per vehicle per term is the starting point. Rates vary per vehicle after that. Let us assume a minimum of two each single axle, dump trucks are required for the areas discussed earlier in this memorandum. The initial cost is $1,000. Now let us assume ten storms at twelve hours each at a rate of $130 per hour per truck. This would equate to a cost of $31,200. Total costs would be $32,700 with the retainer. A smaller truck runs the route at a rate of $100 per hour per vehicle and the cost drop to $24,000 plus the retainer fee. Of course, this is all relative to the number of storms and length of storm. Keep in mind that a new, single axle dump truck with a salt spreader and plow will cost upwards of $150,000 and a backhoe upwards of $125,000. Recommendation: Conclusion Staff believes it is time to supplement our services with contractors. Snow operation services should only be required, on average, ten times per snow season. The city is limited in expanding its resources such as labor and equipment for such a limited operation. Supplementing the city’s work force with contractors for snow operations seems to have enough merit to try. The contracts will only be in effect for single seasonal periods. Changes can be made as necessary for the following winter season. Motion: CITY OF HAGERSTOWN, MARYLAND A RESOLUTION AUTHORIZING THE CITY OF HAGERSTOWN TO APPROVE THE FORM OF SNOW SERVICES CONTRACT WITH INDEPENDENT CONTRACTORS FOR SNOW REMOVAL AND RELATED SERVICES AND AUTHORIZING CITY PERSONNEL TO EXECUTE SUCH ON BEHALF OF THE CITY WITHOUT NEED FOR FURTHER AUTHORIZATION  RECITALS WHEREAS, the City of Hagerstown anticipates that it may need assistance beyond what its own Department of Public Works employees can provide with snow plowing, snow removal, and salting services (collectively “Snow Services”), during the upcoming winter months for this and future winters; WHEREAS, the City wants to contract in advance with independent contractors to provide Snow Services, in the event there is need for such; WHEREAS, the City anticipates having multiple qualified independent contractors to perform Snow Services, at the retainer fee of $500 per vehicle per term, in accordance with the Snow Services Contract, a copy of which is attached hereto; WHEREAS, the City would pay, in addition to the retainer fee of $500 per vehicle per term, hourly rates for services performed in accordance with the Snow Services Contract, a copy of which is attached hereto; WHEREAS, given the number of anticipated independent contractors and the projected expense of the Snow Services Contracts, there is no necessity to have each Snow Services Contract formally approved by the Mayor and City Council; and NOW THEREFORE, BE IT RESOLVED, by the Mayor and Council of the City of Hagerstown, Maryland as its duly constituted legislative body as follows: 1. That the aforegoing recitals are incorporated herein as if fully set forth. 2. That the City of Hagerstown hereby approves the form of the Snow Services Contract which is attached hereto and incorporated herein by reference. 3. That appropriate personnel of the Department of Public Works are authorized to execute said Snow Services Contract on behalf of the City of Hagerstown without need for approval from the Mayor and City Council or additional Resolution. 4. Said personnel may make appropriate, non-substantive revisions to said Snow Services Contract without the need for approval of the Mayor and City Council, should the need arise and after consultation with the City Attorney. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon its approval. WITNESS AND ATTEST MAYOR AND COUNCIL OF THE CITY AS TO CORPORATE SEAL OF HAGERSTOWN, MARYLAND ______________________________ By:__________________________ Donna K. Spickler, City Clerk David S. Gysberts, Mayor Date of Introduction: November 22, 2016 Date of Passage: November 22, 2016 Effective Date: November 22, 2016 PREPARED BY: SALVATORE & BOYER, LLC CITY ATTORNEYS Action Dates: Date of Introduction: November 22, 2016 Date of Passage: November 22, 2016 Effective Date: November 22, 2016 ATTACHMENTS: File Name Description Contracted_snow_operations.pdf Memo on Contracted Snow Operations Snow_Services_Contract_-_revised_2016.pdf Snow Operations Contract Resolution_Approving_form_of_Snow_Services_Contract.pdf Resolution for Snow Operations Conract  CITY OF HAGERSTOWN, MARYLAND Public Works Department (301)739-8577 ext. 178 November 8, 2016 To: Valerie Means, City Administrator From: Eric B. Deike, Director of Public Works Re: Contracted Snow Operations Action Requested Staff is seeking approval from the Mayor and Council of a contract for snow services. The contract would apply the same rates and conditions to any contractor providing snow operation services to the City of Hagerstown. Staff is not seeking to bring back each individual contractor for approval but to simply utilize this contract with each company. Discussion Snow operations for the City of Hagerstown have generally been completed by the city’s own work force of employees and equipment. Exceptions have been the removal of snow from the downtown at a time when the city was unable to complete this work themselves. In recent history, the city work force plowed and removed snow with no assistance from contractors including the snowstorm of December 2009, the double blizzard of February 2010 and the massive storm in January of 2016. What was needed to accomplish this work was use of employees from departments other than Public Works including Parks, Water and Wastewater. Everyone did a great job and provided the necessary resources. These storms also showed us the limits on what we can provide for ourselves. The city has grown geographically over the years physically stretching the boundaries of the city. Areas such as Collegiate Acres, Hager’s Crossing, All Star Court and Greenwich Park are on the furthest edges of the city making it increasingly difficult to plow these streets in a timely manner. This proposal is to supplement the work force of the city and not replace it. Under extreme circumstances such as the January 2016 monster snowstorm, the additional help would have made a difference by allowing the city’s work force to focus on the core of the city. It would also be helpful by already contracting with vendors who know the routes and areas to address. The proposed contract language has been borrowed from Washington County Government including the pay rates. Each contractor would receive a flat rate for having the piece of equipment followed by payment for actual hours used. Attached is the contract as reviewed and modified by the city attorneys. 51 W. Memorial Blvd. · Hagerstown, MD 21740 FAX (301)791-6761 I have spoken to the staff of Public Works and the current AFSCME Union Steward for Public Works. The steward in turn has spoken to the AFSCME president. Currently, there are no objections to this plan. Next Steps With council’s approval, staff will seek out contractors willing to provide snow operation services. The contracts would be signed and the areas of work agreed upon. For now, those areas would include the developments listed above. Additional areas and contractors could be added should the city annex other parcels of properties where new developments are built or there is a need for additional contractors. An evaluation of this program and contracts would be completed after the winter season. The contracts would be modified as necessary or possibly eliminated if the program did not provide the level of service we hope it provides. Costs A retainer fee of $500 per vehicle per term is the starting point. Rates vary per vehicle after that. Let us assume a minimum of two each single axle, dump trucks are required for the areas discussed earlier in this memorandum. The initial cost is $1,000. Now let us assume ten storms at twelve hours each at a rate of $130 per hour per truck. This would equate to a cost of $31,200. Total costs would be $32,700 with the retainer. A smaller truck runs the route at a rate of $100 per hour per vehicle and the cost drop to $24,000 plus the retainer fee. Of course, this is all relative to the number of storms and length of storm. Keep in mind that a new, single axle dump truck with a salt spreader and plow will cost upwards of $150,000 and a backhoe upwards of $125,000. Conclusion Staff believes it is time to supplement our services with contractors. Snow operation services should only be required, on average, ten times per snow season. The city is limited in expanding its resources such as labor and equipment for such a limited operation. Supplementing the city’s work force with contractors for snow operations seems to have enough merit to try. The contracts will only be in effect for single seasonal periods. Changes can be made as necessary for the following winter season. 51 W. Memorial Blvd. · Hagerstown, MD 21740 FAX (301)791-6761  SNOW SERVICES CONTRACT This Snow Removal Services Contract (“Contract”) is made this _____ day of _______________, 2016, between the City of Hagerstown, Maryland, a body corporate and politic and a political subdivision of the State of Maryland (“City”), 51 West Memorial Boulevard, Hagerstown, Maryland 21740, Contact: Mr. Eric Deike, Director of Public Works, 301/739-8577, ext. 176 and ___________________________________________________________________________________ ___________________________ (“Contractor”), with an address of ___________________________ __________________________________________________________________________________. The parties agree as follows as of the above date: 1. Contractor’s Provision of Snow Services: a. Contractor agrees to provide snow plowing, removal, and salting services (“Snow Services”) to the City on an as-needed basis in accordance with the City’s instructions as assigned. b. The City’s extent of needed Snow Services will be determined by season, the duration of which will be determined by weather conditions. c. The City makes no guarantee as to the minimum or maximum number of hours to be contracted with Contractor for Snow Services. 2. Term: The term of this Contract is from _____________________ to _______________________ (the “Term”). 3. Mandatory Meeting: Contractor shall attend a mandatory winter maintenance meeting at the Public Works Department, 51 West Memorial Boulevard, Hagerstown. The Director of the City’s Public Works Department will set the date and time of the winter maintenance meeting and will give Contractor timely notice of the meeting. 4. Pay and Pay Rates: a. Flat Rate Retainer – The City will pay Contractor a flat rate retainer fee of $500.00 per vehicle per Term after passing vehicle inspection and attending the mandatory winter maintenance meeting. b. Hourly Rates – The City will pay Contractor the following hourly rates for use of the identified vehicles: i. $130.00 per hour – single axle dump truck with owner-supplied snow plow and salt spreader; ii. $100.00 per hour – small plow truck with min. plow blade; iii. $115.00 per hour – skid loader and Bobcat. For the purposes of this Contract, skid loaders, Bobcats and similar equipment are referred to as “vehicles.” c. Compensation for Actual Operating Time Only – All quoted rates are for actual operating time. Contractor will not be compensated for time spent traveling to and from assigned snow removal routes or designated reporting locations. d. Invoicing – Within ten (10) working days after the completion of work for a specific call-out, Contractor will have hours verified by an authorized supervisor for the City’s Public Works Page 1 of 5  Department and will submit an invoice. Contractor is responsible for submitting and verifying hours worked and signing the submittal sheet. e. Taxpayer Identification Number – Contractor must ensure that all invoices submitted for payment include a taxpayer identification number (social security number or federal employer identification number). Failure to comply with this requirement may result in delay of payment. Contractor’s social security number or federal employer identification number is . 5. Vehicles: a. Vehicle Information Sheet – Contractor must complete and return the City Public Works Department Vehicle Information Sheet to Hagerstown Department of Public Works, Attn: Mr. Eric Deike, 51 West Memorial Boulevard, Hagerstown, Maryland 21740, prior to ___________________________. All vehicles which Contractor intends to make available in service to the City under this Contract must be listed on the Vehicle Information Sheet which is attached to and made a substantive part of this Contract. Failure to list all vehicles which Contractor intends to make available in service to the City may result in Contractor’s direct liability for damage and other types of claims if Contractor places a vehicle in service, but has failed to include that vehicle on the Vehicle Information Sheet. b. Vehicle Availability – All vehicles which Contractor lists on the Vehicle Information Sheet must be available for placement in service to the City seven (7) days per week, twenty-four (24) hours per day. If a vehicle becomes unavailable, Contractor agrees to give the City immediate notice of such unavailability, together with any vehicle intended to be used as a substitute. Contractor is responsible for providing the City with an updated Vehicle Information Sheet in the event that the list of available vehicles changes during the Term of this Contract, whether for substitution or other reasons. c. Vehicle Operation – The City reserves the right to place any vehicle on standby or actual operating status and to discontinue use of any vehicle at any time as field conditions require. The City has the sole and absolute discretion to decide whether any vehicle is performing satisfactorily in accordance with the City’s needs. The City is not responsible for changing or modifying bumpers on any vehicles. d. Vehicle Lighting Systems – Contractor will furnish and maintain all vehicle exterior lighting systems required by the operations and services contemplated under this Contract and as required by Maryland motor vehicle law. Vehicle headlight beams must comply with all Maryland motor vehicle laws concerning visibility to and from a vehicle with plow attached. e. Motor Carrier Safety Regulations – Contractor must abide by all federal, State, and local motor carrier safety regulations. 6. Insurance: a. Requirements for Privately Owned Vehicles – Contractor shall maintain insurance coverage on privately owned vehicles weighing up to three-quarter (3/4) ton as follows: i. Bodily Injury – Minimum $250,000 each person; and ii. Property Damage – Minimum $100,000; or iii. In lieu of i. and ii. above, $500,000 each accident for combined single limit. b. Requirements for All Other Vehicles – Contractor shall maintain insurance on all other vehicles in accordance with the City’s Policy, “Insurance Requirements for Independent Contractors,” the contents of which are incorporated in this Contract by reference. A copy of this document is attached hereto. Page 2 of 5  c. Certificate of Insurance – Contractor must provide a certificate of insurance to the City prior to the execution of this Contract. The certificate of insurance must identify “City of Hagerstown, Maryland,” as an additional insured on Contractor’s policy. Contractor’s failure to provide the City with a certificate of insurance which meets all insurance requirements of this Contract will make this Contract null and void. 7. Duty Reporting Requirements: a. Day Call-Outs – For call-outs that occur during the day, Contractor will be allowed three (3) hours after notification by the City to report to the shop or other designated work site, ready to work. b. Night Call-Outs – For call-outs that occur during the night, Contractor will be allowed two (2) hours after notification by the City to report to the shop or other designated work site, ready to work. 8. Indemnification: Contractor is responsible for all damage to persons and property caused by Contractor or Contractor’s agents, employees, or subcontractors, in connection with the services rendered under this Contract. Contractor will indemnify and save harmless the City, its officials, agents, and employees, from and against all claims, suits, judgments, expenses, actions, damages, and costs of every name and description arising out of or resulting from the Contractor’s performance of services under this Contract. 9. Contract Changes: a. Work – The City may, at any time by written change order provided to Contractor, make any change in the work within the general scope of this Contract. As a result of any written change order issued by the City, equitable adjustments, if needed, will be made to this Contract and reduced to a writing signed by the parties. b. Other – Changes to this Contract regarding provisions that are not work-related must be mutually agreed to by the City and Contractor and must be reduced to a signed writing in order to be effective and legally binding. 10. Termination: The City may, at any time, terminate this Contract, in whole or in part, by giving notice to the Contractor, without the necessity of showing cause for termination. Upon termination, the City will be responsible for paying Contractor only those amounts due and owing for services already performed according to the terms of this Contract. Contractor will not be compensated for any amounts not earned as of the date of termination. 11. Failure to Perform: If Contractor fails to properly and timely fulfill the obligations under this Contract, or if Contractor otherwise violates any term or provision of this Contract, the City may terminate this Contract by written notice to the Contractor. The notice will specify the failure to perform relied on as the basis for termination. The City will pay Contractor amounts due for satisfactory work performed prior to the date of termination, less amounts of damages caused by Contractor’s breach. If damages are more than amounts due to Contractor, Contractor will be liable to the City for the difference. Contractor agrees that the City can take all necessary action to collect the excess of damages over compensation due to Contractor. Page 3 of 5  12. Governing Law: This Contract is governed by and interpreted under the laws of the State of Maryland. 13. Contractor’s Assurances: a. Good Standing – If Contractor is an entity whose name is required to be listed in the records of the Maryland State Department of Assessments and Taxation, Contractor certifies that Contractor’s name is so listed as having been organized, registered, or qualified to do business in Maryland, and that Contractor is in good standing and shall remain so throughout the term of this Contract. 14. Notice: A party may give any notice required under this Contract by mail to the recipient party’s address first stated in this Contract. The parties are responsible for giving timely notice of address changes. CONTRACTOR _____________________________ Date Contractor’s Signature Contractor’s Printed Name Contractor’s Title Approved for Execution: _____________________________ Date Director, Public Works Department Approved as to form and legal sufficiency: _____________________________ SALVATORE & BOYER, LLC City Attorney Page 4 of 5  CITY OF HAGERSTOWN PUBLIC WORKS DEPARTMENT VEHICLE INFORMATION SHEET Contractor’s Name Date Contactor’s Address Business Phone Contact Name Day Phone Night Phone Contractor’s Insurance Carrier, Address, Business Phone, and Agent Name Insurance Policy Number Public Liability Amount Property Damage Amount Vehicle(s) (list quantity, type, size/capacity, and whether plow and/or spreader are attached): Remarks or Other Information: Page 5 of 5  CITY OF HAGERSTOWN, MARYLAND A RESOLUTION AUTHORIZING THE CITY OF HAGERSTOWN TO APPROVE THE FORM OF SNOW SERVICES CONTRACT WITH INDEPENDENT CONTRACTORS FOR SNOW REMOVAL AND RELATED SERVICES AND AUTHORIZING CITY PERSONNEL TO EXECUTE SUCH ON BEHALF OF THE CITY WITHOUT NEED FOR FURTHER AUTHORIZATION RECITALS WHEREAS, the City of Hagerstown anticipates that it may need assistance beyond what its own Department of Public Works employees can provide with snow plowing, snow removal, and salting services (collectively “Snow Services”), during the upcoming winter months for this and future winters; WHEREAS, the City wants to contract in advance with independent contractors to provide Snow Services, in the event there is need for such; WHEREAS, the City anticipates having multiple qualified independent contractors to perform Snow Services, at the retainer fee of $500 per vehicle per term, in accordance with the Snow Services Contract, a copy of which is attached hereto; WHEREAS, the City would pay, in addition to the retainer fee of $500 per vehicle per term, hourly rates for services performed in accordance with the Snow Services Contract, a copy of which is attached hereto; WHEREAS, given the number of anticipated independent contractors and the projected expense of the Snow Services Contracts, there is no necessity to have each Snow Services Contract formally approved by the Mayor and City Council; and NOW THEREFORE, BE IT RESOLVED, by the Mayor and Council of the City of Hagerstown, Maryland as its duly constituted legislative body as follows: 1. That the aforegoing recitals are incorporated herein as if fully set forth. 2. That the City of Hagerstown hereby approves the form of the Snow Services Contract which is attached hereto and incorporated herein by reference. 3. That appropriate personnel of the Department of Public Works are authorized to execute said Snow Services Contract on behalf of the City of Hagerstown without need for approval from the Mayor and City Council or additional Resolution. 4. Said personnel may make appropriate, non-substantive revisions to said Snow Services Contract without the need for approval of the Mayor and City Council, should the need arise and after consultation with the City Attorney. 1  BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon its approval. WITNESS AND ATTEST MAYOR AND COUNCIL OF THE CITY AS TO CORPORATE SEAL OF HAGERSTOWN, MARYLAND ______________________________ By:__________________________ Donna K. Spickler, City Clerk David S. Gysberts, Mayor Date of Introduction: November 22, 2016 Date of Passage: November 22, 2016 Effective Date: November 22, 2016 PREPARED BY: SALVATORE & BOYER, LLC CITY ATTORNEYS 2  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Bulk Diesel and Gasoline Bids and Bulk Salt Purchase - Eric Deike, Director of Public Works Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Motion_-_Bulk_Diesel__Gas___Salt.pdf Motion  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Update on Downtown Movement Pop-Up Shops - Amanda Whitmore, Downtown Coordinator; Lauren Metz, Community Events Coordinator Mayor and City Council Action Required: Discussion: At the November 15, 2016 Mayor and City Council meeting, staff and volunteers will provide an informational update on the Downtown Movement’s Holiday Pop-up Shop Event. Rori Daughtridge will attend. Rori has served as chair of the Main Street Promotions Work Group and is a co-founder of the Downtown Movement. Pop-Up Shop Event The Downtown Movement will be hosting the Holiday Pop-Up Shop Event at the Farmer’s Market and City Center on November 18th, 19th and 26th. Below are the dates, times and locations of this event series: Farmers Market Throughout Downtown Fri, Nov 18 4 pm - 8 pm Sat, Nov 19 8 am - 3 pm 11 am - 6 pm Sat, Nov 26 8 am - 3 pm 11 am - 6pm In City Center In City Center, eight vacant storefronts will be filled with local shops. Vacant storefronts along West Franklin Street, North and South Potomac Streets, and West Washington Street will be cleaned, decorated and filled with favorite shops from past Pop-Up shops. These shops will be open November 18th during the tree lighting from 4p.m. to 8 p.m. and both Saturdays from 11a.m. to 6p.m. In the Farmers’ Market Local artists, farmers and entrepreneurs will fill the City’s Farmers Market both Saturdays from 8a.m. to 3p.m. The Downtown Movement has been busy sprucing up the booths, painting a mural, and creating signage. Additional Background The Downtown Movement has successfully produced several Pop-up Shop events since 2014. These Pop-Up shops occurred in city center during Blues Fest weekend and over the holidays. Four Pop-Up vendors turned into permanent businesses in downtown Hagerstown as a result of these events. Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description MCC_Memo_PopUp_Shops.pdf Update on Downtown Movement Pop-Up Shops  CITY OF HAGERSTOWN, MARYLAND Department of Community & Economic Development TO: Valerie Means, City Administrator FROM: Amanda Whitmore, Downtown Coordinator Lauren Metz, Community Event Coordinator DATE: November 8, 2016 SUBJECT: Update on Downtown Movement Pop-Up Shops __________________________________________________________________________________ At the November 15, 2016 Mayor and City Council meeting, staff and volunteers will provide an informational update on the Downtown Movement’s Holiday Pop-up Shop Event. Rori Daughtridge will attend. Rori has served as chair of the Main Street Promotions Work Group and is a co-founder of the Downtown Movement. Pop-Up Shop Event The Downtown Movement will be hosting the Holiday Pop-Up Shop Event at the Farmer’s Market and City Center on November 18th, 19th and 26th. Below are the dates, times and locations of this event series In City Center In City Center, eight vacant storefronts will be filled with local shops. Vacant storefronts along West Franklin Street, North and South Potomac Streets, and West Washington Street will be cleaned, decorated and filled with favorite shops from past Pop-Up shops. These shops will be open November 18th during the tree lighting from 4p.m. to 8 p.m. and both Saturdays from 11a.m. to 6p.m. In the Farmers’ Market Local artists, farmers and entrepreneurs will fill the City’s Farmers Market both Saturdays from 8a.m. to 3p.m. The Downtown Movement has been busy sprucing up the booths, painting a mural, and creating signage. Additional Background The Downtown Movement has successfully produced several Pop-up Shop events since 2014. These Pop- Up shops occurred in city center during Blues Fest weekend and over the holidays. Four Pop-Up vendors turned into permanent businesses in downtown Hagerstown as a result of these events. c: Jill Frick, Director of Community & Economic Development Rori Daughtridge ______________________________________________________________________________ 14 N. Potomac Street, Suite 200A Hagerstown, MD 21740  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Update on Historic City Farmers’ Market - Lauren Metz, Community Events Coordinator Mayor and City Council Action Required: Discussion: At the November 15, 2016 Mayor and City Council meeting, staff will provide an informational update on the progress of the Historic City Farmers’ Market in support of Catalyst Project #7: Expanded Operations of the City Farmers’ Market. Background: Identified as one of ten catalyst projects by the ten-year Community’s City Center Plan, the goal of Catalyst Project #7 is to expand the hours of operation of the Historic City Farmers’ Market, increase the number of vendors at the market, and rebrand the market to capture a portion of the estimated thirteen million dollars of unmet demand for specialty foods in our retail market. Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 11152016_MCC_Update.pdf Update on Historic City Farmers’ Market  CITY OF HAGERSTOWN, MARYLAND Department of Community & Economic Development TO: Valerie Means, City Administrator FROM: Lauren Metz, Community Events Coordinator DATE: November 7, 2016 SUBJECT: Update on Historic City Farmers’ Market __________________________________________________________________________________ At the November 15, 2016 Mayor and City Council meeting, staff will provide an informational update on the progress of the Historic City Farmers’ Market in support of Catalyst Project #7: Expanded Operations of the City Farmers’ Market. Background: Identified as one of ten catalyst projects by the ten-year Community’s City Center Plan, the goal of Catalyst Project #7 is to expand the hours of operation of the Historic City Farmers’ Market, increase the number of vendors at the market, and rebrand the market to capture a portion of the estimated thirteen million dollars of unmet demand for specialty foods in our retail market. Actions Taken to Date: Following the August 2, 2016 Work Session discussion of the Farmers’ Market, staff has taken a number of additional actions to further Catalyst Project #7 including:  Increasing Number of Vendors o From September 1, 2016 to November 1, 2016 six additional vendors have begun selling their products at the Historic City Farmers’ Market. This increases the overall occupancy of the Farmers’ Market to approximately 60% with a grand total of seventeen vendors. There is enough space remaining in the market to comfortably accommodate an additional twelve vendors.  Rebranding the Market o New this year, a part of the Main Street Hagerstown and Downtown Movement’s Holiday Pop-Up Shop Event will take place in the City Farmers’ Market. Below are the dates, times, and locations of this event series: Attached is additional marketing information. Throughout and following the event, staff will work with Pop-Up shop owners on their interest in vendor space in the market. ______________________________________________________________________________ 14 N. Potomac Street, Suite 200A Hagerstown, MD 21740  o The partnership with the Downtown Movement has also lead to many physical improvements to the Farmers Market. All booths located within the market have been painted one uniform color and will be adorned with a stained wood trim. A mural has been painted in the back room of the market and many new signs will soon be hung throughout the space. These improvements have created a more cohesive look to the Farmers’ Market and will allow vendors’ products to shine against a “neutral” backdrop. Photographs of improvements have been attached to this memo.  Improved Lines of Communication with Current and Prospective Vendors o Staff has implemented monthly vendor meetings and an anonymous vendor suggestion box to increase two-way communication between Farmers’ Market vendors and city staff. Through the creation of an open-door policy, overall attitudes of Farmers’ Market vendors have improved and many vendors are now referring business associates to sell in the market. o Staff has visited several regional Farmers’ Markets (including Boonsboro Farmers’ Market, Washington County Farmers’ Market, Knob Hall Farmers Market, and Meritus Medical Center Farmers’ Market) to engage prospective market vendors.  Hours of Operations o Feedback from both current and prospective vendors prompted city staff to review the effectiveness of the current hours of operations for the Historic City Farmers’ Market. Staff conducted a seven week analysis of market customers and the table below provides the average number of customers for each operational hour of the market. TIME AVERAGE # OF CUSTOMERS 5:00 AM – 6:00 AM 41 6:00 AM – 7:00 AM 43 7:00 AM – 8:00 AM 65 8:00 AM – 9:00 AM 76 9:00 AM – 10:00 AM 82 10:00 AM – 11:00 AM 61 11:00 AM – 12:00 PM 36 Opportunities and Future Action Items: In addition to the actions listed above, staff has identified several key opportunities to advance the overall goal of Catalyst Project #7:  Leveraging Local SNAP, WIC, and SFMNP Buying Power to Catalyze Local Foods o According to a recent State of the Downtown Report, 43% of occupied units in the core downtown area are subsidized for low-income residents. These properties are mostly occupied by seniors, residents with disabilities, and other low-income families. Most, if not all, of these individuals qualify for or currently use SNAP (Supplemental Nutrition Assistance Program), WIC (Women, Infants, and Children), or SFMNP (Senior Farmers’ Market Nutrition Program) benefits. Yet participation by these residents at the market remains low. Staff have identified two opportunities to increase the usage of the market by these residents:  Increased Acceptance Among Market Vendors: Currently only two vendors accept any of the above listed programs, however, there are at least four other vendors that could also provide these services. Staff is  currently working to create an incentive program for market vendors if they offer any or all of these programs as well as coordinating an optional informational training course covering all three of these programs.  Increased Educational Programs to Targeted Populations: Staff is working to identify effective educational marketing campaigns that would entice this new audience to the Farmers’ Market. Potential programs could include Facebook advertising, a City-produced video series, and printed materials.  Establishing lines of communication between downtown residents and city staff to better align market offerings and events with local community needs and preferences. This could be achieved through means such as engageHagerstown surveys, focus groups, and collaboration with downtown Neighborhood 1st groups.  Refining Market Offerings, Advertising, and Signage o Market Offerings: Based on feedback provided from downtown residents city staff will create both varied programs and recruit specific vendors to address perceived problems with the existing market. This directed programming (to potentially include musical performances, kids activities, and cooking demonstrations) should help to create a sense of neighborhood pride in the market by downtown residents. o Advertising: Historical advertising for the Farmers’ Market relied heavily on television advertising and back-page newspaper articles. Moving forward staff has identified a variety of effective marketing options that can not only reach a larger population but also save money in the long term. o Signage: Staff is working to identify the existing signage advertising the Farmers’ Market across the City. Currently there are various forms of signage that depict an inconsistent message regarding market hours of operation. Over the next several months staff anticipates being able to identify all the existing signs and will seek to create a uniform message regarding hours of operation across the City. c: Jill Frick, Director of Community & Economic Development Appendix A: Photographs of Market Improvements Before Downtown Movement Improvements After Downtown Movement Improvements New Mural in Children’s Area Appendix B: Photograph of Current Market Signage Sign indicating incorrect market hours on N. Potomac Street Appendix C: Downtown Movement Advertising  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Action Report: Update on Implementation of the Community’s City Center Plan - Jill Frick, Director of Community and Economic Development; Kathleen Maher, Director of Planning and Code Administration Mayor and City Council Action Required: Discussion: At the November 15th Mayor and City Council Work Session, staff will provide an update on the progress of implementing the Community’s City Center Plan. Background The Community’s City Center Plan was released in July of 2014. The plan is a 10-year roadmap for eight catalyst projects that will spur development in City Center. The Community’s City Center Plan is the result of broad community input, with the consultants spending more than 130 hours collecting feedback from the community. The plan includes detailed steps for making the project concepts a reality, bringing an anticipated $125 million in new investment to downtown over 10 years. This is a public-private partnership, where 75% of the investment will come from the private sector, and the balance from all levels of public resources. Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Action Report: 111516_REVISED_MCC_Packet_Community_City_Center_Plan_Update.pdf Update on Implementation of the Community’s City Center Plan  CITY OF HAGERSTOWN, MARYLAND Department of Community & Economic Development MEMORANDUM TO: Valerie Means, City Administrator FROM: Jill Frick, Director of Community and Economic Development Kathleen A. Maher, Director of Planning and Code Administration DATE: November 9, 2016 SUBJECT: Action Report: Update on Implementation of the Community’s City Center Plan At the November 15th Mayor and City Council Work Session, staff will provide an update on the progress of implementing the Community’s City Center Plan. Two major partnership efforts support multiple catalyst projects: • 1 Gigabit Downtown – The City and Antietam Cable are working in public-private partnership to create a 1 Gigabit Downtown which will support business retention, expansion and attraction. This initiative is supportive of several of the Catalyst Projects. • The Urban Improvement Project – The City is working in partnership with Washington County, the Board of Education/Barbara Ingram School for the Arts, the Maryland Theatre, the University System of Maryland at Hagerstown (USMH), other community partners and private developers on the $30-$37 million Downtown Improvement Project. This initiative is supportive of several of the Catalyst Projects. Work has been progressing on most of the catalyst projects identified in the Community’s City Center Plan: • Office Development and Recruitment (Catalyst #1): The City and Bowman Development are in the exploratory phase on the Class A Office Building project. On July 15th, the City applied for a $750,000 grant from the Maryland Strategic Demolition Fund program to assist with pre-development activities for this project. No word yet on awards. • Expansion of Attendance/Programming at Maryland Theatre (Catalyst #2): The Theatre’s State bond award of $175,000 was matched with local Hotel Tax funding. Stage safety upgrades were undertaken in July. The dressing room remodeling is complete. Updated stage lighting is complete. Many electrical improvements completed throughout the facility. Two new water heaters were installed. Several safety updates to backstage rigging are completed. More rigging work will occur in January. The fire curtain was replaced. A new fire alarm system is in the process of being installed and expected to be completed in January. The Theatre Board contracted with Grimm & Parker Architects to develop concepts and programming for the facility expansion project. The Theatre Board completed the ______________________________________________________________________________ 14 N. Potomac Street, Suite 200A Hagerstown, MD 21740  programming phase and initial cost estimating for the expansion. The Theatre Board is working towards a design contract for a multi-phase expansion at the time of this presentation. Phases may include all sides of the existing theatre property. The City of Hagerstown and Washington County Board of Commissioners each contributed $500,000 towards the architectural services for the expansion. • Expansion of USMH (Catalyst #3): USMH is continuing work on development of three new programs: Hospitality Management, Nurse Practitioners, and Physician’s Assistant. The B.S. in Hospitality Management and Tourism through UMES is scheduled to begin at USMH with the Fall 2017 semester. The interior demolition at 59 W. Washington Street is complete and agreements are being finalized for renovation of the BB&T Building for the future Hospitality Management space. The intended new program offerings at USMH are outlined in the following chart: Intended New Program Offerings at USMH • Student Housing (Catalyst #3): The first Student Housing project at Patterson Hall is fully leased with eight USMH students. On July 15th, the City applied for a $200,000 Community Legacy grant to assist with development of a second Student Housing project. No word yet on awards. • Hagerstown Cultural Trail (Catalyst #5): o Trail: The City has substantially completed Phase I construction of the trail. The project was completed within budget, including the addition of irrigation in Herald Mail park and the Housing Authority park. Lights have been energized. The decorative crosswalks and pedestrian detection/beacon systems are installed. The security cameras are being installed and will be operational this month. Trash cans, a couple of benches, and dog mitt stations are ordered. Utilizing a grant from the Maryland Heritage Area Authority, entrance signs will be installed this month, and the wayfinding signs will be installed this winter. Ordered granite insets for installation in early sprng. This winter/spring, the City will fabricate shade structures and install interactive history displays, etc. Staff is suggesting a ribbon cutting on Saturday, June 10, 2017. o Public Art: Base painting for Mural of Unusual Size is completed. The contract was awarded to the muralist, Hense, and his design work is underway. The mural will be painted in the spring. The City prepared a $5,000 public art grant application to assist with the mural and the Washington County Arts Council submitted it for the project to the Maryland State Arts Council. The Mayor and City Council will hopefully approve a license agreement with Chic’s restaurant for the photo murals project along the wall on Lee Street. Obtained Maryland State Arts Council grant to assist with wind screens and shade screens. Art Selection Committee has held monthly meetings to discuss artistic screens, photo-murals and other possible art items.  • Expanded Downtown Events Programming (Catalyst #6): The five work groups of Main Street Hagerstown are planning new events and projects. o Events: The Second Saturday series kicked off on August 13th in conjunction with the Washington County Free Library’s Comic Con event. Subsequent themes included End of Summer Fest in September, Fall Festival in October, and Veterans Celebration in November with businesses offering specials and discounts during the day. Future themed Second Saturdays include a December Holiday theme, January New Year, and Frozen in February. Additional Pop Up Shop events are scheduled to occur November 19th and 26th both in the City Center and at the City Farmers’ Market. o Main Street Projects: Main Street work groups are also working on web site design, developing fundraising and marketing plans, more window scrims for vacant storefronts, and ways to beautify and clean up city blocks all in an effort to attract and retain businesses, investors, and property owners to Main Street. o Façade Grant Program: On July 15th, the City applied for a $25,000 Community Legacy grant to replenish the Façade Grant Program for Commercial and Mixed-use Buildings in the Main Street area. No word yet on awards. • Private Management of the Farmers’ Market (Catalyst #7): A part-time market assistant was hired in July. There have been 6 new vendors since August bringing the count of vendors from 11 to 17 (20% increase). There will be Pop Up Shop events in the market on November 19th and 26th. In prep for the Pop Up Shop events, the Downtown Movement is painting the booths, adding signage, and preparing promotions. Staff are engaged in collaborative meetings with the County to discuss multi-organization assistance with the market. Staff are continuing to work on drafting a modified RFP and re-posting the RFP for private management of the Farmers’ Market with modification based on Mayor and City Council feedback. Modifying the RFP to receive proposals on a rolling basis until a viable private operator is identified is one possible option. • Protection of our Neighborhoods and Support for Home-ownership (Catalyst #8): o Vacant Structures Program: City staff updated Mayor and City Council on first year of program on June 14th. 1,034 vacant structures had been identified and 474 had active licenses in the program and 173 were pending. 387 identified structures were inactive either because were sold, had active building permit, registered in the Rental Licensing program, or were semi-occupied. Proposed code amendments to enhance the program were approved on October 25th. Inspections of licensed vacant structures are ongoing to ensure protection of our neighborhoods and first responders from exterior blight and unsafe interior conditions. o Home-Ownership Program: One of the two proposals submitted under the Competitive Negotiated Sales process for acquisition of 278 S. Prospect Street for home-ownership was selected and the property has been resold and is now owner-occupied. Architectural work is underway for creation of two condo units for home-ownership at 261 S. Prospect Street; rehabilitation expected to start in first quarter of 2017. Renovations at 64 E. Franklin Street are now complete and the property will be positioned for sale for home-ownership. o Down Payment Assistance Program: On July 15th, the City applied for a $125,000 Community Legacy grant to replenish the Down Payment Assistance program. No word yet on awards. Staff will be assembling a 2016 Year End Report of actions completed. Attached for reference is the 2014/2015 Year End Report of actions completed. Action Reports are distributed to businesses and community stakeholders through email and are also available on the City’s website at www.HagerstownMD.org/CityCenterPlan. Background The Community’s City Center Plan was released in July of 2014. The plan is a 10-year roadmap for eight catalyst projects that will spur development in City Center. The Community’s City Center Plan is the result of broad community input, with the consultants spending more than 130 hours collecting feedback from the community. The plan includes detailed steps for making the project concepts a reality, bringing an anticipated $125 million in new investment to downtown over 10 years. This is a public-private partnership, where 75% of the investment will come from the private sector, and the balance from all levels of public resources. ATTACHMENTS Action Report – 2014/2015 Year End Report c: DCED Team PCAD Leadership Team Erin Wolfe, Communications Manager Department Managers Dave Cotton, Maryland Department of Planning Kevin Baynes, Maryland Department of Housing & Community Development Community’s City Center Plan 2014-2015 – Year End Report ACTIONS COMPLETED: Catalyst Project #1 – Office Development and Recruitment: GOALS: To position downtown to compete for new office development using portions of Central Parking Lot to build 154,000 sf across three buildings. 1. Developed concept renderings. (Bushey Feight Morin Architects) 2. M&T Bank Support - received concept support. 3. Search for Developer/Partner - RFQ posted in December 2014 with March 2, 2015 submittal deadline. (City) a. Staff met with submitters of response in Mid-March and April. (City) b. Update Mayor and City Council in May. (City) 4. City very pleased to receive submission from Bowman Development 5. Next steps are part of an Exploratory Phase, and include: • Site Analysis – City to explore the ability to provide a level of site analysis to determine that the site is suitable for construction. This may include Phase 1 and 2 Environmental Impact Studies; sub-surface investigations to determine soil bearing capacity of the site; and an ALTA survey to determine easement or right of way restrictions on the property. • Identification of Incentives – Bowman Development and the City will identify and review City, County and State incentive programs that may support the project. o Staff have drafted modeling of the use of the Partners in Economic Progress Incentive based on an assumed leasing timeline. Staff are meeting with the developer to review the assumptions and further refine the modeling. Staff are also working to model the City Revitalization Improvement Zone (CRIZ) program to determine impact of this proposed new financing incentive. • Cost Outline of the Project – Bowman Development to develop a cost outline of the project to include the effect of incentives and the estimated rental rates. This pro forma analysis will confirm that the building can be leased at rates that will attract tenants. The pro forma provided by Urban Partners will be used as a guide, and it will be tested and adjusted as needed. The two goals of this phase of the project are to determine that: • the site is suitable for the construction of the proposed building; and • the projected cost outline and incentive impact analysis supports that the building can be leased at rates that will attract tenants. After these determinations, Bowman Development, in partnership with the City, would be willing to move forward with a series of additional Pre-Development Phase next steps. 1 Catalyst Project #2 – Maryland Theatre Expansion Project: GOALS: Expand and improve the facility, and grow from 150 to 225 performance days per year, increasing the audience by 60,000 annually. 1. New Seating Project complete – included refinishing floors and new carpeting, aisle lights, and hearing loop system. Ribbon cutting on February 12, 2015. (Maryland Theatre) 2. New HVAC units installed – final inspection complete. (Maryland Theatre) 3. Back-of-house facility improvements – completed dressing rooms remodeling (50% complete); updated stage lighting; and modification to artist entry. Theatre was awarded $175,000 in State Bond Bill funding, which will go towards improvements on rigging, completing the dressing room remodel, fire curtain replacement, etc. Theatre is looking for the necessary match for the bond funds. (Maryland Theatre) 4. Ticketing – availability through TicketMaster is fully functioning and a big improvement. (Maryland Theatre) 5. Programming – hired a new staff member in October 2015 with a background in advertising, sponsorship, and promotion in order to improve this area of operations at the theater. (Maryland Theatre) Catalyst Project #3 – USMH Expansion Support: GOALS: Support USMH growth from 500 to 750 students through the addition of new program offerings, and capture student housing opportunities with three (3) upper-floor renovation projects. The three (3) upper-floor renovation projects are planned to be implemented separately, in sequence to each other and throughout the 10 year plan. 1. Phase I Student Housing Project a. USMH Partnership – received support from USMH. b. City Funding – reserved $250,000 from the City’s First Third Grant Program and $100,000 from other City funds. (City Council) c. Developer Partner – invited proposals from property owners near USMH; selected developer partner; development/rental agreement signed by City, USMH, and developer in April. d. Construction Completed on August 12, 2015 – 4 two-bedroom, two-bathroom apartments. Catalyst Project #4 – Hotel/Conference Center and Heritage Center/Commemorative Park: GOALS: Construct 200-room “Upper Upscale” hotel (ie: Sheraton, Wyndham, Hilton). Programmed with adjacent 20,000 square-foot conference center. Establish Civil War Heritage Center and Commemorative Park. 2  1. Exploratory conversations to date. 2. Project is much more long-term in nature. Catalyst Project #5 – Linking City Park/The Washington County Museum of Fine Arts and A&E District with Trail and New Housing: GOALS: Construct multi-use trail linking City Park/WCMFA with the Arts & Entertainment District, and add 31 new townhomes along trail and rehab buildings to create 85 loft apartments (in 10 years). Hagerstown Cultural Trail 1. Funding – plan approved by City Council. 2. Public input – charrette in October 2014. 3. Design – field surveys and design is complete. 4. Property acquisition – negotiations with property owners complete; plats being processed through Planning and acquiring signatures from owners. Catalyst Project #6 – Expanded Downtown Arts/Events Programming: GOALS: Leverage resources to produce more frequent events and build upon atmosphere created by popular downtown events. 1. New Pop-Up Shop Events – Two events took place in 2014: Augustoberfest weekend, and the City Tree Lighting/Black Friday/Small Business Saturday weekend. Two events took place in 2015: Blues Fest Weekend and Holiday/November weekend. 2. Sounds of the Square Program – entertainment in Public Square every Friday night for 8 weeks in Fall 2014. 3. Wind Down Fridays – revamped in 2015 to coordinate with larger events with added features and wrist band system for entire event area. 4. St. Patrick’s Day Run – expanded in 2015 to half marathon in addition to the 5K run and 1K walk. 5. Main Street Hagerstown Designation – Designation obtained in Fall of 2014 and program launched in Spring of 2015. Currently more than 50 volunteers are supporting Main Street Hagerstown through five (5) Work Groups. Sample projects in 2015 included: a. Organization Work Group: Fundraising efforts and volunteer management. b. Promotions Work Group: Created new MSH logo and established Second Saturday event series. c. Design Work Group: To highlight downtown architecture, hosted a Main Street Area Smartphone Photography Tour last fall. d. Business Relations Work Group: Creating follow-up business retention and expansion survey. Established Ambassador group to welcome new Main Street businesses during grand opening events. e. Clean, Safe and Green Work Group: Worked with City Engineering Division to offer recycling containers around the Main Street area. 3  6. Second Saturday Series began October 10, 2015. This is a monthly series of themed events focused on Main Street area for family-friendly afternoons and evening activities for adults. In late 2015, Main Street Hagerstown applied for a $10,000 grant from the State of Maryland to support the Second Saturday Series. 7. Engine Room Art Space opened Summer 2015. Currently open Thursday through Sunday with fresh exhibits opening regularly. Continues to grow and flourish with new and alternative exhibits. Gallery Coordinator is creating momentum through the use of exhibit space and creating opportunities for the community to interact with the art themselves. 8. Downtown Summer Slide Festival held on August 29, 2015. A private event with City support that drew hundreds of patrons to the downtown area. 9. The annual New Year’s Eve Donut Drop experienced increase attendance in 2015 and was expanded to include Fireworks and additional event activities. Catalyst Project #7 – Expanded Operations of the City Farmers’ Market: GOALS: Expand operations from 7 to 35 hours per week. Implement private management approach. Make necessary capital improvements. Re-brand. Recruit additional tenants. 1. Update existing vendors – briefed on the Community’s City Center Plan. 2. Capital Improvements – initial adjustments being made to the space and vendor locations to allow for inclusion of new vendors. 3. Update Mayor and City Council on development of RFP for private management – June 16, 2015. 4. Public input meeting on August 8, 2015. 5. Mayor and City Council review of final draft of RFP for Private Management on October 20, 2015 6. RFP distributed on November 30, 2015. Catalyst Project #8 – Expanded and Targeted Home-Ownership Support: GOALS: Market home ownership incentives and support Neighborhood 1st programs. Establish annual rental licensing inspections, and continue excessive nuisance enforcement programs. 1. Rental Registration Program – adopted amendments – annual exterior inspections to provide additional support to protect neighborhoods. 2. Vacant Structures Program – adopted amendments – program overhauled to provide additional support to protect neighborhoods. 3. Increase Code Enforcement Staffing – authorized addition of 5 full-time staff to help improve the quality of life in our neighborhoods. Hiring and training complete for initial five. 4. Property Acquisition Analysis – underway – assess conditions and acquisition opportunities within the three target neighborhoods. 5. Home-Ownership Program – awarded $100,000 Community Legacy grant in FY 2015. (State) 4 6. Property Acquisition for Home-Ownership Program – The City acquired two properties in the S. Prospect Street historic district for the Home-ownership Program. The property at 261 S. Prospect Street will be renovated to create two condominium units to be sold for home-ownership. Architectural work is underway for this property. The property at 278 S. Prospect Street will be sold through the City’s Competitive Negotiated Sales process for a single-family home-ownership opportunity. Proposals to purchase this property are currently under review. 7. City acquired 64 E. Franklin Street in August 2014 with the goal of renovating and positioning the property for home-ownership. Renovations began and continued through 2015. 8. City Center Residency Initiative – seven homes purchased with down payment assistance and 18 residents renting with rental payment assistance between December 2013 and December 2015. 5