Work Session

Mayor and Council Work Session December 4, 2018 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." “December, being the last month of the year, cannot help but make us think of what is to come.” - Fennel Hudson 1:20 PM Washington County Legislative Day Hager Hall Conference and Event Center, 901 Dual Highway, Hagerstown, Maryland 1:50 PM Break EXECUTIVE SESSION 3:15 PM 1. EXECUTIVE SESSION 4:00 PM WORK SESSION 4:00 PM 1. FY18 Comprehensive Annual Financial Report - Michelle Hepburn, Director of Finance, and Chris Lehman, S.B. & Company 4:30 PM 2. Hagerstown Municipal Band Presentation – Chris Stockslager, President, and Dawn Raynor, Treasurer 4:45 PM 3. Proposed Hagerstown Youth Advisory Council – Councilmember Shelley McIntire and Jill Thompson, Director of Community and Economic Development 5:00 PM 4. PICCR Update - Improvements to be More Business Friendly – Kathleen Maher, Director of Planning and Code Administration SPECIAL SESSION 5:30 PM 1. Introduction of Ordinance: Land Management Code Amendment CITY ADMINISTRATOR'S COMMENTS MAYOR AND COUNCIL COMMENTS ADJOURN  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Washington County Legislative Day Hager Hall Conference and Event Center, 901 Dual Highway, Hagerstown, Maryland Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Break Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: EXECUTIVE SESSION Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: FY18 Comprehensive Annual Financial Report - Michelle Hepburn, Director of Finance, and Chris Lehman, S.B. & Company Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 12.4.18_Memo_for_FY_18_CAFR_Presentation.docx.pdf FY18 CAFR Memo 12.4.18_FY18_Comprehensive_Annual_Financial_Report.pdf FY18 CAFR Presentation  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Hagerstown Municipal Band Presentation – Chris Stockslager, President, and Dawn Raynor, Treasurer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 11.27.18_Memo_Hagerstown_Municipal_Band.pdf Hagerstown Municipal Band Memo  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Proposed Hagerstown Youth Advisory Council – Councilmember Shelley McIntire and Jill Thompson, Director of Community and Economic Development Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Proposed Hagerstown Proposed_Hagerstown_Youth_Advisory_Council_(HYAC).pdf Youth Advisory Council (HYAC)  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: PICCR Update - Improvements to be More Business Friendly – Kathleen Maher, Director of Planning and Code Administration Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: 12/4/18 - discussion ATTACHMENTS: File Name Description PICCR Update - M_CC_PICCR_Update_12_4_18.pdf Improvements to be More Business Friendly  CITY OF HAGERSTOWN, MARYLAND Planning and Code Administration Department MEMORANDUM TO: Valerie Means, City Administrator FROM: Kathleen A. Maher, Director of Planning & Code Administration DATE: November 29, 2018 SUBJECT: PICCR Update – Improvements to be More Business friendly Staff will be present at the December 4 Mayor and City Council work session to provide an update on what improvements have been made for the Planning and Code Administration Department’s (PCAD) processes to be more business friendly and to gain clarification from the Mayor and City Council on code changes that are desired to the permitting requirements. A powerpoint will be presented at the meeting to provide more detail on what is outlined below. Being More Business Friendly PCAD has been assessing and tweaking our plan review, permitting and inspections processes over the past several years in an effort to make our processes more business friendly while maintaining our department’s core responsibility to ensure the safety and quality of life of people living, working, and visiting in our city. These changes resulted from our observations, from input from our customers, and interaction with stakeholder groups. In 2017, the Mayor and City Council- appointed PICCR Committee worked with staff on further assessments and recommended enhancements. A Survey Monkey survey system has been developed which we promote to all of our customers so they can share their experiences and to help us see how we are doing and making customer service enhancements as necessary. As a result of these efforts, a large number of enhancements have been made to reduce what may be viewed as “unnecessary bureaucracy” by our customers and to improve public perceptions of the business friendliness of the City. It is clear from comments made by elected officials and within the community that public awareness of these changes is not where we would like it to be. It would appear that old experiences are being repeated, since specific issues are rarely brought to me or my staff so that we can address them. We have begun discussions with the younger members of our staff to brainstorm social media ideas for sharing and promoting. It is in our work plan to work with the Communication’s Manager on development of a Positive Messaging Campaign for our department to help overcome negativity that circulates about our operations. If an elected official or City staff person hears of a concern about our operations, please forward that person to us so we can learn what the issue was and address it. We need specific input from our customers if we are going to make enhancements to address their concerns and be more business friendly One East Franklin Street | Room 300 | Hagerstown, Maryland 21740-4987 301.739.8577, Ext. 138 or 103 codecompliance@hagerstownmd.org | planning@hagerstownmd.org PICCR Update – Improvements to be More Business Friendly Page 2 November 29, 2018 Procedural Changes Made at PCAD’s Initiation 1. To be more customer-friendly – a. created eight ‘how to’ brochures for simple home improvement permit projects. b. created door-hangers on 14 simple yard violations (rather than starting with an official notice of violation). c. sending emails in conjunction with written notices of violation, so property managers learn of issues quickly (requested change). d. updated PCAD web page based on how web statistics showed what features were of most interest. e. sending out letters a few days in advance of expiration of permits to alert applicant of the need to seek an extension if project is still in process. f. modified administrative policy on expiring building permits to allow up to three extensions (instead of only one). If City is in a new code cycle, permit can still be extended provided all trades permits are active and current. g. Modified FOIA policy to shorten time required for providing requested information if it just requires quick response on outstanding fines, code violations, etc. and does not require extensive research or copies. 2. To educate public on code requirements and to help with consistency between inspectors – a. created a more detailed checklist for Property Maintenance Code inspections. 3. To help applicants and interested citizens follow permitted work or enforcement actions – a. created on-line tool to track status of permits and inspections. 4. To save time and allow applicants to be more prepared – a. developed permit application forms so applicants can have all needed information prior to visit to office; writeable on-line. Staffing Enhancements to Better Support Construction Activity 1. To create better communication and remove surprises in the field – a. requiring inclusion of City staff in kick-off meeting with contractors on large projects and encouraging inclusion of City staff in project progress meetings to ensure contractors are aware of permit comments and to allow face-to-face interaction on field complications and plan changes. 2. To facilitate the Maryland Theatre expansion project – a. assigned a PCAD Construction Liaison at the project - daily inspections by building inspector, attendance at progress meetings by multiple staff, engagement in problem solving sessions with associated building and trade experts on staff. 3. To cover growing construction activity and to allow more time for on-site interaction with contractors – b. shifted staffing responsibilities this fall to have two positions dedicated to building inspections. Procedural Changes Made by Staff As a Result of PICCR Input 1. To be more customer-friendly – a. accepting copies of owner’s affidavit and digital signatures (rather than only an original). b. allowing payment of most utility fees when meter is set (rather than all up front with permit). c. accepting building permit applications from permit-runner (rather than only from applicant). PICCR Update – Improvements to be More Business Friendly Page 3 November 29, 2018 d. posted a manual on how to make on-line payments on PCAD web page, so packets can be ready when come to pick up permit. Promoted by email to all licensed contractors. 2. To facilitate architect review of permit comments – a. Identified project-specific permit comments with an asterisk to make a clear distinction from the boilerplate comments. 3. To help home-owners find contractors – a. added page to City web site which identifies licensed contractors and provides link to HBA and ABC web sites. Promoted on the front page of the City web site and on the City’s cable channel. 4. To help keep permit reviews and inspections moving – a. sending weekly emails to internal and external reviewers indicating which plan reviews are pending. b. inspectors will conduct requested inspection even though it cannot pass until other work is completed and has passed inspection. 5. To help permit applicants track issues holding up issuance of permit – a. modified on-line plan review status check feature to let applicants know what review agencies have not completed their review. Permitting and Inspection Changes Directed by Mayor and City Council (PICCR input) 1. Issue building permit without associated trades permits, except for pools, electric signs, and solar panels – a. Implementation – code change required 2. Inspectors should focus on ‘health and safety issues’ during permit inspection and let other issues observed go – a. Need clarification from M&CC - what is meant by ‘health and safety issues,’ since all provisions of the code were developed for health and safety reasons. 3. Issue U&O permit even if unpermitted work is observed at property – a. Staff solution – issue temporary U&O if unpermitted work is associated with permit; if unpermitted work is unassociated with permit (e.g., permit is for addition and unpermitted work is observed elsewhere in the house), issue final U&O for permitted work and issue notice of permit required (unless it is more than a year old and meets minimums of PMC). 4. When field changes observed, finish inspection and provide punch list of corrections; require architect input on change – a. Staff solution – implemented a ‘proceed at your own risk’ process when inspectors find work does not match permit plans and allow construction to continue with understanding sealed plan revisions or as-built plans must be submitted before final inspection. 5. Issue demolition permits even if do not have MDE review and sign-off – a. Implementation – develop policy for City Administrator’s signature 6. Waive permit application fee for water heater replacement a. Implementation - can be done by administrative order 7. Exempting certain work from permit requirements to allow handyman to undertake the work on a residential projects, including apartments, rather than a licensed tradesperson (implementation requires Code amendment) – a. replacement of single fixture (right?) for sink/lavatory, faucet, shower head, toilet, and dishwasher b. replacement of ceiling light with ceiling fan (right?) PICCR Update – Improvements to be More Business Friendly Page 4 November 29, 2018 c. replacement of electrical outlets, same for same only, unless arc fault protection is required (right?) 8. Work NOT to be exempted from permits – a. replacement of water heater b. replacement of furnaces, HVAC, and heat pumps Next Steps Once clarification is provided from Mayor and City Council on issues questioned above in red, staff propose including any necessary amendments to the Building Code in the local amendments made during the 2019 Code Update. We will also prepare the policy document and administrative order for staff to implement the demo permit policy change and the water heater fee change. Staff will continue brainstorming on positive messaging ideas to address public perceptions about the business friendliness of our operations and work with the Communications Manager on implementation planning. C: Blaine Mowen, Chief Code Official Paul Fulk, Neighborhood Services Manager Jill Thompson, Director, DCED Scott Nicewarner, Director, Info Tech & Support Services Wes Decker, Communications Manager Mike Spiker, Utilities Director Steve Lohr, Fire Chief Doug Dehaven, Fire Marshal Jenn Keefer, City Attorney  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Introduction of Ordinance: Land Management Code Amendment Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: November 27 - public hearing on Planning Commission's recommended 2018 package of LMC amendments December 4 - introduction of ordinance to add hair, nail and skin care stores in IR December 11 - approval of ordinance to add hair, nail and skin care stores in IR; discussion of Planning Commission's recommended 2018 package of LMC amendments and other input from the hearing ATTACHMENTS: File Name Description Intro Ordinance: LMC Amendment Motion_and_ordinance_intro_ordinance_to_amend_LMC_for_barber_shops_in_IR_12_4_18.pdf to add Hair, Nail and Skin Care Stores to IR