Work Session

Mayor and Council Executive Session and Work Session October 8, 2019 Agenda "The City of Hagerstown will promote a diverse, business-friendly, and sustainable community with clean, safe, and strong neighborhoods." "The City of Hagerstown shall be the model provider of the most efficient and highest quality customer services to be known as the municipal location of choice for all" “Determine that the thing can and shall be done, and then we shall find the way.” - Abraham Lincoln 2:00 PM Site Visit at Fairgrounds Park Entrance Building with the Maryland Historical Trust EXECUTIVE SESSION 3:00 PM 1. Executive Session 4:00 PM WORK SESSION 1. Proclamation: Fire Prevention Month 4:05 PM 2. Local Government Insurance Trust (LGIT) Training Grant Award to Hagerstown Police Department – Tim Ailsworth, Executive Director 4:20 PM 3. Maryland Theatre Pre-Grand Opening Update – Benito Vattelana, President, and Jessica Green, Executive Director, Maryland Theatre 4:35 PM 4. Community Coalition Partnership - Paul Frey, CEO/Washington County Chamber of Commerce 4:45 PM 5. Fairgrounds Park Entrance Building and Gatekeeper’s House – Rodney Tissue, City Engineer 5:00 PM 6. 2019 Hagerstown Ice & Sports Complex Annual Report – Rodney Tissue, City Engineer 5:15 PM 7. FY21 Preliminary Budget for General Fund Agency Contributions – Michelle Hepburn, Director of Finance 5:30 PM 8. Code Requirements for Obstructing Public Sidewalks – Kathleen Maher, Director of Planning & Code Administration 5:40 PM 9. Discussion on Legislative Priorities for 2020 Session – Mayor and City Council CITY ADMINISTRATOR'S COMMENTS MAYOR AND COUNCIL COMMENTS ADJOURN  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Site Visit at Fairgrounds Park Entrance Building with the Maryland Historical Trust 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: Proclamation: Fire Prevention Month Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Local Government Insurance Trust (LGIT) Training Grant Award to Hagerstown Police Department – Tim Ailsworth, Executive Director Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Maryland Theatre Pre-Grand Opening Update – Benito Vattelana, President, and Jessica Green, Executive Director, Maryland Theatre Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Community Coalition Partnership - Paul Frey, CEO/Washington County Chamber of Commerce Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Community_Coalition_Partnership.pdf Memo and Request  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Fairgrounds Park Entrance Building and Gatekeeper’s House – Rodney Tissue, City Engineer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Fairgrounds_Park_Entrance_Building_and_Gatekeepers_House.pdf Fairgrounds Park Entrance Building Memo  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: 2019 Hagerstown Ice & Sports Complex Annual Report – Rodney Tissue, City Engineer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 2019 Hagerstown Ice & 2019_Hagerstown_Ice___Sports_Complex_Report.pdf Sports Complex Annual Report  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: FY21 Preliminary Budget for General Fund Agency Contributions – Michelle Hepburn, Director of Finance Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 10.8.19_Agency_Contribution_Memo_FY21_Bud.pdf Agency Contribution Memo for FY21 Bud  C I T Y OF H A G E R S T O W N, MARYLAND Finance Department 301-739-8577 X156 To: Scott Nicewarner, City Administrator From: Michelle Hepburn, Director of Finance Jennifer Peterson, Accounting & Budget Manager Date: October 8, 2019 Subject: FY21 Preliminary Budget for General Fund Agency Contributions Per the attached General Fund Agency Contribution policy, the October 8th Work Session provides the opportunity for Mayor and Council to discuss any adjustments to be included in the FY2020/21 budget for General Fund agency contributions. As outlined in the policy, any changes to total funding levels or any changes to the agencies guaranteed to receive funding from the City will be considered by Mayor and Council by the end of October. The charts below summarize the agencies that will receive funding per the current policy and the total funding amounts: 8 agencies that will receive General Fund Agency Contributions: Community Rescue Services Hagerstown Municipal Band Hagerstown Neighborhood Development Partnership (HNDP) Maryland Symphony Orchestra The Maryland Theatre Washington County Historical Society Washington County Museum of Fine Arts Washington County Free Library Total Funding for General Fund Agency Contributions: Total for 8 agencies identified 172,100 Mayor and Council Contingency ‐ Additional Obligation (Discovery Station, Maryland Theatre, Museum of Fine Arts) 112,500 $ 284,600 *Normal annual amount was $205,000 Mayor and Council direction is requested to address two questions: 1. Are there any changes to the agencies identified that will receive General Fund contributions in FY2020/21? 2. Are there any changes requested in the funding levels established in the policy for FY2020/21? Staff will be present for discussion at the October 8th Work Session.  City of Hagerstown General Fund Agency Contribution Policy Purpose: The City of Hagerstown for many years has funded grants to local community agencies using annual appropriations in the General Fund as the source of this financial support. The purpose of this policy is the following: 1) To establish the level of General Fund funding support for agency contributions. 2) To define the City’s timeline for this process. 3) To specify the City’s requirements for the information to be provided by agencies seeking funding. 4) To outline the schedule for the City’s distribution of funds to agencies receiving a grant of more than $5,000. Funding: 1) The Mayor and Council have established a funding level of $195,000 to be allocated toward 8 recipients identified by the City as core agencies. These agencies include the following: a) Washington County Free Library b) Washington County Museum of Fine Arts c) Maryland Theatre d) Maryland Symphony Orchestra e) Hagerstown Municipal Band f) Community Rescue Services g) Hagerstown Neighborhood Development Partnership h) Hagerstown Historical Society 2) The Mayor and Council have established a $10,000 contingency for General Fund Agency Contributions. 3) The Mayor and Council have established that the total funding level for General Fund Agency Contributions is $205,000. Timeline: 1) If needed, the Mayor and Council will consider changes to these funding levels for General Fund Agency Contributions in future fiscal years by the end of October. 2) The City will distribute application packets to community agencies in November. 3) Applications from agencies are due no later than the 2nd Friday of January. Submission of funding requests will not be received after this date. 4) The Mayor and Council will approve Community Agency funding from the General Fund by the end of May. 5) Agencies will be notified of the Mayor and Council’s funding decision by mid-June for contributions to be available beginning July 1. Application: The City of Hagerstown will consider a number of factors/criteria in approving funding requests. Agencies requesting more than $5,000 in funding should include the following in their applications for funding: 1) A full description of how the requested grant from the City would be used to support agency operations, services, and capital improvements. 2) A summary of other local government funding sources and amounts including any grants received from Washington County or other municipalities. 3) A copy of the agency’s most recent budget. 4) A copy of the agency’s most recent financial report or audit prepared by an independent auditing firm. 5) A description of how the agency supports the goals of the City for downtown revitalization, expansion of the arts, culture, and education, neighborhood vitality, quality of life. 6) Agency service data related specifically to providing service and assistance to residents of the City of Hagerstown. As part of the application and approval process an agency may be requested to make a presentation of their funding request and service information to Mayor and Council during a public work session. Distribution of Funds: 1) The City will distribute grant funds to the agencies on a quarterly reimbursement basis beginning on October 1 of each year for those organizations receiving a grant of more than $5,000. Other agencies can receive the full amount of their grant in July, the first month of the City’s fiscal year. Mayor and Council and City staff will review this policy at a minimum of every five years and update as necessary. Approved by Mayor and Council November 25, 2014 Revised October 20, 2015  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Code Requirements for Obstructing Public Sidewalks – Kathleen Maher, Director of Planning & Code Administration Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Code Requirements for Code_Req_for_Obstructing_Public_Sidewalks.pdf Obstructing Public Sidewalks  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Discussion on Legislative Priorities for 2020 Session – Mayor and City Council Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: