Work Session

Mayor and Council Executive Session & Work Session October 12, 2021 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" The agenda and meeting packet is available at www.hagerstownmd.org/government/agenda ****************************************************************************************************** “The greatness of a community is most accurately measured by the compassionate action of its members.” – Anonymous ********************************************************************************************** EXECUTIVE SESSION 2:30 PM 1. The Mayor and Council will meet in Open Session only for the purpose of voting to close its meeting to discuss matters that the Open Meetings Act permits it to discuss in Executive/Closed Session. 4:30 PM WORK SESSION 4:30 PM 1. Proclamation: Character Counts! Week - Carolyn Brooks, Character Counts! Coalition 4:40 PM 2. Gold Leaf Award Presentation ~ Rodney Tissue, City Engineer 4:50 PM 3. Benefit Buckets -- Voluntary Trash Collection Program ~ Eric Deike, Director of Public Works and Eden Teodorovici, Member of the Hagerstown Youth Council 5:05 PM 4. FY23 Agency Contributions ~ Michelle Hepburn, Chief Financial Officer 5:25 PM 5. City Acquisition of Property ~ Michelle Hepburn, Chief Financial Officer; Jill Thompson, Director of Community & Economic Development; Doug Reaser, Business Development Specialist CITY ADMINISTRATOR'S COMMENTS MAYOR AND COUNCIL COMMENTS ADJOURN  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: The Mayor and Council will meet in Open Session only for the purpose of voting to close its meeting to discuss matters that the Open Meetings Act permits it to discuss in Executive/Closed Session. Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Proclamation: Character Counts! Week - Carolyn Brooks, Character Counts! Coalition Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Gold Leaf Award Presentation ~ Rodney Tissue, City Engineer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates:  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Benefit Buckets -- Voluntary Trash Collection Program ~ Eric Deike, Director of Public Works and Eden Teodorovici, Member of the Hagerstown Youth Council Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Benefit_Buckets_-_Voluntary_Trash_Collection_Project.pdf Benefit Buckets Program - Memo and Slides  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: FY23 Agency Contributions ~ Michelle Hepburn, Chief Financial Officer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 10.12.21_Agency_Contribution_Memo_FY23_Bud.pdf Memo - Agency Contributions  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, Chief Financial Officer Date: October 12, 2021 Subject: FY23 Preliminary Budget for General Fund Agency Contributions Per the attached General Fund Agency Contribution policy, the October 12th Work Session provides the opportunity for Mayor and Council to discuss any adjustments to be included in the FY2022/23 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 195,000.00 Mayor and Council contingency 10,000.00 $ 205,000.00 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 FY2022/23? There are no additional outstanding pledge obligations to be paid in FY2022/23. In FY2021/22, funding was reallocated to provide money to Heart of the Civil War Heritage Area. 2. Are there any changes requested in the funding levels established in the policy for FY2022/23? Staff will be present for discussion at the October 12th 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: City Acquisition of Property ~ Michelle Hepburn, Chief Financial Officer; Jill Thompson, Director of Community & Economic Development; Doug Reaser, Business Development Specialist Mayor and City Council Action Required: Discussion: At the October 12, 2021 Work Session staff will review the City’s purchase of property. The acquisition of the property is consistent with the Mayor and City Council’s goals for long-term investments to benefit the citizens of Hagerstown. Documents will be provided at the Work Session. Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description REVISED_101221_MCC_WS_Memo_Acquisition_of_Property.pdf City Acquisition of Property Ordinance and Contract - 32_N_Potomac_Street_Building_Acquisition.pdf 32 N. Potomac Street Acquisition  CITY OF HAGERSTOWN, MARYLAND Department of Community and Economic Development To: Scott Nicewarner, City Administrator From: Michelle Hepburn, Chief Financial Officer Jill Thompson, Director of Community & Economic Development Doug Reaser, Business Development Specialist Date: October 7, 2021 RE: City Acquisition of Property At the October 12, 2021 Work Session staff will review the City’s purchase of property. The acquisition of the property is consistent with the Mayor and City Council’s goals for long-term investments to benefit the citizens of Hagerstown. Documents will be provided at the Work Session. c: Jason Morton, City Attorney ______________________________________________________________________________ 14 N. Potomac Street, Suite 200A Hagerstown, MD 21740 (301) 739-8577 Ext. 111