Work Session

Mayor and Council Work Session October 17, 2023 Agenda "The City of Hagerstown will inspire an inclusive, business-friendly, and sustainable community with clean, safe, and vibrant neighborhoods." "The City of Hagerstown shall be a community focused municipality" The agenda and meeting packet is available at www.hagerstownmd.org/government/agenda “The struggle you’re in today is developing the strength you need tomorrow.” Robert Tew 4:00 PM WORK SESSION 4:00 PM 1. Economic Development Week Proclamation – Jill Thompson, Director, Christopher Siemerling, Economic Development Specialist and Emily Conrad, Economic Development Coordinator 4:05 PM 2. Preliminary Agenda Review 4:25 PM 3. Request to Purchase CDBG Property: 261 S. Prospect Street – Margi Joe, Community Development Manager and Amanda Gregg, Business/Community Development Finance Specialist 4:30 PM 4. Naming of Renaissance Way as "Charlie's Way" – Jim Bender, City Engineer 4:45 PM 5. Hagerstown Field House - Award of Construction Contract - Jim Bender, City Engineer 5:05 PM 6. Wholesale Power Services Agreement - Nancy Hausrath, Director of Utilities and Nathan Fridinger, Deputy Director of Electric 5:20 PM 7. Municipal Utility Cybersecurity Program - Nathan Fridinger, Deputy Director of Electric and Jason Bachtell, Electric Engineering Manager 5:30 PM 8. Approval to Enter into a Contract with the Maryland Department of Health – Chief Paul ‘Joey’ Kifer and Mark Chaney, Support Services Administrator 5:35 PM 9. Contractual Part-Time Police Officers – Chief Paul ‘Joey’ Kifer CITY ADMINISTRATOR'S COMMENTS MAYOR AND COUNCIL COMMENTS ADJOURN  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Economic Development Week Proclamation – Jill Thompson, Director, Christopher Siemerling, Economic Development Specialist and Emily Conrad, Economic Development Coordinator 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: ATTACHMENTS: File Name Description October_24__2023_Preliminary_Agenda.pdf Preliminary Agenda  MAYOR AND CITY COUNCIL REGULAR SESSION (78TH VOTING SESSION) OCTOBER 24, 2023 AGENDA Vision Statement: The City of Hagerstown will inspire an inclusive, business-friendly, and sustainable community with clean, safe and vibrant neighborhoods.” Mission Statement: “The City of Hagerstown shall be a community focused municipality.” PRELIMINARY AGENDA The agenda and meeting packet is available at www.hagerstownmd.org/government/agenda ***************************************************************************************************** 7:00 p.m. REGULAR SESSION – Council Chamber, 2nd floor, City Hall I. CALL TO ORDER - Mayor Tekesha Martinez II. INVOCATION III. PLEDGE TO THE FLAG IV. ANNOUNCEMENTS A. Rules of Procedure – Effective December 15, 2020 B. Use of cell phones during meetings is restricted. C. All correspondence for distribution to Elected Officials should be provided to the City Clerk and should include a copy for the City Clerk for inclusion in the official record. D. Meeting Schedule: 1. Tuesday, November 7, 2023 – Work Session at 4:00 p.m. 2. Tuesday, November 14, 2023 - Work Session at 4:00 p.m. 3. Tuesday, November 21, 2023 - Regular Session at 7:00 p.m. 4. Tuesday, November 28, 2023 – No Meeting Scheduled V. GUESTS Chalk the Walk Poster Contest Winners VI. CITIZEN COMMENTS Citizens are welcome to provide comments in person or by sending an email to councilcomments@hagerstownmd.org no later than 5:00 p.m. on Tuesday, October 24, 2023. Include your full name, home street address, and topic of your comments. You may attach a letter to the email, or write your comments in the body of the message. The City Clerk will read your name, address, and provide a summary of the comments. The full copy of the comments will be provided for public viewing as part of the minutes. ** Please note all times are approximate and subject to change. Meetings are televised and recorded. ** City Hall • Council Chamber • 1 East Franklin Street • Hagerstown, MD 21740 • 301.766.4183 • TDD 301.797.6617 Work Session and Regular Session Agenda (78th Voting Session) October 24, 2023 Mayor & City Council Page 2 VII. MINUTES September 12, 2023, September 19, 2023, and September 26, 2023 VIII. CONSENT AGENDA A. Engineering: 1. Greens at Hamilton Run Stream Restoration – Resource Restoration Group, LLC (Tracys Landing, MD) $ 622,923.00 2. Hagerstown Hub City Garage – Additional Allocation for Project Management – Newcomer Associates (Chambersburg, PA) $ 60,000.00 3. Pavement Markings – Transfer Unspent Funds from FY23 to New Vendor – Alpha Space Control, LLC (Chambersburg, PA) $ 29,693.12 B. Fire: 1. Hagerstown Fire Training Center Burn Building – Jahnke & Sons Construction, Inc. (Grandview, MO) $ 1,052,651.00 C. Information Technology: 1. Barracuda Essentials Compliance Edition – One Year Renewal Subscription – System Source (Hunt Valley, MD) $ 40,085.55 2. Intellitime Touch Time III Time Clocks – Intellitime Systems Corporation (Santa Ana, CA) $ 59,000.00 3. Arctic Wolf Endpoint Security Licenses and Services - Winslow Technology Group (Waltham, MA) $ 98,026.68 D. Police: 1. AVCC Annual Subscription Fee – Lexis Nexis (Chicago, IL) $ 19,910.00 2. Two 2023 Chevrolet Tahoe’s – Hertrich Fleet Services (Milford, DE) $ 89,372.00 3. Thirty Glock Model 47 MOS 7 – Atlantic Tactical (New Cumberland, PA) $ 27,861.60 4. FY23 Reimbursement for Community Based Prosecutor – Board of County Commissioners (Hagerstown, MD) $ 64,397.00 E. Public Works: 1. Removal of Existing Boiler and Install New Boiler at Central Equipment Building – Beaver Mechanical Contractors, Inc. (Hagerstown, MD) $ 69,280.00 2. Janitorial Services for Elizabeth Hager Center, Fire Administration, and Fire Training Center – Ragland Cleaning Services (Hagerstown, MD) $ 26,850.00 3. Bulk Road Salt – Per Ton Price Delivered $ 79.41– Morton Salt, LLC (Chicago, IL) $ 160,000.00 F. Utilities: 1. Light: Cost of Service Analysis and Rate Design Study – GDS Associates, Inc. (Marietta, GA) $ 80,000.00 2. Water: Water Plant Residual Contract – Synagro (Baltimore, MD) $ 175,416.00 3. Water: Two 2024 Ford Broncos to Replace Vehicle 225 and 238 – Keystone Ford (Baltimore, MD) $ 62,400.00 4. Water: Annual Generator Service Contract – Fidelity Power Systems (Sparks, MD) $ 10,249.00 5. Water and Wastewater: W&WW Administration Building Renovations – Buchart Horn (York PA) $ 157,000.00 6. Wastewater: Engineering Services Solids Processing Change Order #3 – Black and Veatch Corporation (Gaithersburg, MD) $ 56,440.00 7. Wastewater: Ferric Chloride – PVS Technologies, Inc. (Detroit, MI) $ 17,805.00 8. Wastewater: Pump Station 33 Pipe and Fittings – Core and Main LP (Martinsburg, WV) $ 272,791.41 ** Please note all times are approximate and subject to change. Meetings are televised and recorded. ** City Hall • Council Chamber • 1 East Franklin Street • Hagerstown, MD 21740 • 301.766.4183 • TDD 301.797.6617 Work Session and Regular Session Agenda (78th Voting Session) October 24, 2023 Mayor & City Council Page 3 IX. UNFINISHED BUSINESS  A. Approval of an Ordinance: Quit Claim – Alley #2-82A X. NEW BUSINESS  A. Introduction of an Ordinance: Amending Chapter 64 of the City Code - Building Amendments  B. Introduction of an Ordinance: Amending Chapter 64 of the City Code – Property Maintenance Updates  C. Introduction of an Ordinance: Amending Chapter 64 of the City Code – Electrical Amendments  D. Introduction of an Ordinance: Amending Chapter 64 of the City Code – Plumbing Amendments  E. Introduction of an Ordinance: Amending Chapter 64 of the City Code – Mechanical Amendments  F. Introduction of an Ordinance: 2023 Land Management Code Text Amendments  G. Introduction of an Ordinance: Local Conversion District Overlay Amendment – 4 Cypress Street  H. Approval of a Resolution: Annexation of 13-17 Western Maryland Parkway I . Approval of a Resolution: Salt Utilization Agreement with Maryland State Highway Administration  J. Approval of a Resolution: Authorizing the Sale of Property Located at 261 S. Prospect Street  K. Approval of a Resolution: Rename Renaissance Way to Charlie’s Way  L. Approval of a Resolution: Subrecipient Agreement with Brothers United Who Care  M. Approval of a Resolution: Subrecipient Agreement between Hagerstown Police Department and Washington County Health Department N. Approval of a Resolution: Memorandum of Understanding with Child Advocacy Center (CAC) O. Approval of a Resolution: Memorandum of Understanding with Department of Alcohol, Tobacco, and Firearms (ATF) P. Approval of After School Program at the Parkside Community Center Q. Approval of the Addition of Contractual Part-Time Police Officers  R. Approval of Field House Contract S. Approval of Holiday Parking T. Approval of Funding for a Community Coalition Lobbyist  U. Approval of FY2024 Invest Hagerstown and Partners in Economic Progress (PEP) Program Guideline Changes XI. CITY ADMINISTRATOR COMMENTS XII. MAYOR & COUNCIL COMMENTS XII. ADJOURN  Items that have been discussed and reviewed previously or are of a routine nature and, therefore, additional information may not be attached to this agenda. ** Please note all times are approximate and subject to change. Meetings are televised and recorded. ** City Hall • Council Chamber • 1 East Franklin Street • Hagerstown, MD 21740 • 301.766.4183 • TDD 301.797.6617  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Request to Purchase CDBG Property: 261 S. Prospect Street – Margi Joe, Community Development Manager and Amanda Gregg, Business/Community Development Finance Specialist Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Request to Purchase 101723_WS_261_S_Prospect_rv.pdf CDBG Property: 261 S. Prospect Street  CITY OF HAGERSTOWN, MARYLAND Department of Community & Economic Development 14 N. Potomac Street • Suite 200A • Hagerstown, MD 21740 Email: DCED@Hagerstownmd.org Telephone: 301.739.8577, Ext. 111 • Website: www.hagerstownmd.org/DCED To: Scott Nicewarner, City Administrator From: Margi Joe, Community Development Manager Amanda Gregg, Business/Community Development Finance Specialist Date: October 13, 2023 RE: Request to Purchase CDBG Property: 261 S. Prospect Street Staff will attend the October 17, 2023 Work Session to review a proposal from Miranda Barkdoll to purchase property at 261 S. Prospect Street as part of the City’s CDBG Homeownership Program. The following is a summary of the request: Proposal: • Eligible application packet and contract offer received on September 19, 2023 from Miranda Barkdoll to purchase 261 S. Prospect Street through the CDBG Homeownership Program. • Proposed purchase price is $170,000, matching both asking price and appraisal that was completed on May 11, 2023. • Commission to be paid to buyer’s agent (2.5%): $4,250.00 Background: The vacant home at 261-263 S. Prospect Street was purchased in April 2015 with CDBG funding for the purpose of rehabilitating the property and offering the renovated units to eligible homebuyers through the CDBG Homeownership Program. The original single family dwelling had previously been converted into four (4) substandard rental dwellings and due to the poor condition and inferior layouts of the existing units, reoccupying the structure as a four unit rental property would be a strain on the South Prospect Street neighborhood and surrounding property values would continue to be negatively impacted. Renovations to the structure transformed the four substandard apartments into two duplex units with high end finishes. Because the project was financially sourced by CDBG funding, the sale of at least one of the two units is restricted to CDBG income-qualified households. The current applicant has been determined to be qualified under current HUD income guidelines. Under the City’s CDBG Homeownership Program guidelines, Ms. Barkdoll will be required to occupy the property as her principal residence for five (5) years after the purchase. Staff recommends moving forward with the sale of 261 S. Prospect Street to Ms. Barkdoll with the terms outlined above. These terms are reflected in the sales contract (attached). Attached: Sales Contract 261 S. Prospect Street Ordinance – City Purchase of 261 S. Prospect Street Resolution – Sale of 261 S. Prospect Street Draft Motion c. Jill Thompson, Director of Community and Economic Development Michelle Hepburn, Chief Financial Officer Eric Deike, Director of Public Works Sue Kyler, Project & Program Coordinator  CITY OF HAGERSTOWN, MARYLAND A RESOLUTION TO APPROVE THE SALE OF REAL PROPERTY LOCATED AT 261 SOUTH PROSPECT STREET, HAGERSTOWN, MARYLAND TO MIRANDA BARKDOLL RECITALS WHEREAS, the City of Hagerstown, Maryland (the “City”) operates a Homeownership Program, utilizing Community Development Block Grant funds to purchase, rehabilitate and sell residential properties within the City of Hagerstown; and WHEREAS, On March 24, 2015 the Mayor and Council approved by Ordinance (the “Ordinance”) the acquisition, rehabilitation and sale of real property located at 261-263 South Prospect Street in Hagerstown, Maryland (hereinafter the “Property”); and WHEREAS, at the time of the City’s acquisition of the Property, it consisted of substandard rental dwellings, had been vacant for a period of time and had become a blighting influence on the South Prospect Street neighborhood; and WHEREAS, the City subsequently subdivided the Property into two parcels: 261 South Prospect Street and 263 South Prospect Street; and WHEREAS, pursuant to the Ordinance, City staff has coordinated the rehabilitation of the Property and offered both parcels for sale through the City’s CDBG Homeownership Program; and WHEREAS, City staff has reviewed applications for the purchase of the Property pursuant to established City guidelines and recommended that 261 South Prospect Street be sold to Miranda Barkdoll; and WHEREAS, the Mayor and Council believe that the acquisition, rehabilitation and sale of the Property through the CDBG Homeownership Program is consistent with the community’s City Center Plan Catalyst Project No. 8, as well as the goals and priorities of the Mayor and Council; and WHEREAS, in the Ordinance, the Mayor and Council have previously expressly determined that both parcels of the Property are not needed for a public purpose; and WHEREAS the Mayor and Council believe it to be in the best interest of the citizens of the City of Hagerstown to sell 261 South Prospect Street to Miranda Barkdoll; NOW THERFORE, BE IT RESOLVED by the Mayor and Council of the City of Hagerstown, Maryland, as its duly constituted legislative body, as follows: 1  1. That the aforegoing Recitals be and are hereby incorporated herein as if set forth verbatim. 2. That the sale of 261 South Prospect Street through the CDBG Homeownership Program to Miranda Barkdoll be and is hereby approved. 3. That the Mayor be and is hereby authorized to execute and deliver the Contract of Sale for 261 South Prospect Street, a copy of which is attached hereto and incorporated herein by reference. 4. That City Staff be and are hereby authorized to execute and deliver any additional documentation and take any additional steps necessary to effectuate the purpose of this ordinance and satisfy the terms of the aforesaid contract of sale. BE IT FURTHER RESOLVED THAT this resolution shall become effective immediately upon its approval. WITNESS AND ATTEST MAYOR AND COUNCIL OF THE AS TO CORPORATE SEAL CITY OF HAGERSTOWN, MARYLAND ________________________________ ___________________________________ Donna K. Spickler, Tekesha Martinez, Mayor City Clerk Date of Introduction: October 24, 2023 PREPARED BY: Date of Passage: October 24, 2023 SALVATORE & MORTON, LLC Effective Date: October 24, 2023 CITY ATTORNEY 2  REQUIRED MOTION MAYOR & CITY COUNCIL HAGERSTOWN, MARYLAND October 24, 2023 TOPIC: Approval of a Resolution Authorizing the Sale of Property Located at 261 S. Prospect Street, Hagerstown, Maryland Charter Amendment Code Amendment Ordinance Resolution X Other MOTION: I hereby move for the Mayor and City Council to approve the attached resolution authorizing the sale of property at 261 S. Prospect Street, Hagerstown, MD, to Miranda Barkdoll for a purchase price of $170,000. The sale will be in accordance with all of the terms and conditions outlined in the attached Contract of Sale. DATE OF INTRODUCTION: 10/24/2023 DATE OF PASSAGE: 10/24/2023 EFFECTIVE DATE: 10/24/2023  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Naming of Renaissance Way as "Charlie's Way" – Jim Bender, City Engineer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 20231013104216643.pdf Memo: Naming of Renaissance Way  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Hagerstown Field House - Award of Construction Contract - Jim Bender, City Engineer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Hagerstown Field House - Field_House_Contract_Award.pdf Award of Construction Contract  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Wholesale Power Services Agreement - Nancy Hausrath, Director of Utilities and Nathan Fridinger, Deputy Director of Electric Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 20231017_Wholesale_Purchase_Power_Update_-_Memo.pdf Memo  CITY OF HAGERSTOWN, MARYLAND Hagerstown Light Department 425 E Baltimore St • Hagerstown, MD 21740 Telephone: 301-790-2600 Website: www.hagerstownlight.org Date: October 11, 2023 To: Scott Nicewarner, City Administrator From: Nancy Hausrath, Director of Utilities Nathan Fridinger, Deputy Director of Electric Operations Re: Wholesale Power Services Agreement Action: October 17, 2023 - Work Session Update The current amendment to the full requirements Power Services Agreement with Energy Harbor will expire on May 31, 2024. This contract includes a fixed rate of $42.42 per MWh for energy, capacity, satisfying the renewable energy requirements of the State, and other ancillary charges/credits with direct passthrough charges for distribution, transmission enhancement, and network integrated transmission service (NITS). A request for proposal was developed, has been advertised and, with our legal and consulting firms, staff has been working toward ratifying a new contract or amending the existing contract. One hundred percent of our energy needs are purchased on the market. As the pricing trends have stabilized (see Figure 1) and we approach the budget season, staff will lock in a new rate for a period of at least 19 months. Figure 1 Page 1 of 2 Based on assumed values for capacity, energy, and NITS, the wholesale power rate is projected to increase by approximately 45%. An increase such as this will impact the monthly purchase power cost adjustment by approximately $0.02 per kWh on average, resulting in a projected kWh monthly bill of $0.09 per kWh for residential customers. A bill for 1,000 kWh of use is projected to be approximately $90.00 up from approximately $70.00 today. In comparison, customers in the Potomac Edison service territory would expect a bill of approximately $110.00. Figure 2 represents the historic and assumed fixed MWh rate from 2006 through 2026. Figure 2 Page 2 of 2  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Municipal Utility Cybersecurity Program - Nathan Fridinger, Deputy Director of Electric and Jason Bachtell, Electric Engineering Manager Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description 20231017_Utility_Cybersecurity_Program_-_Memo.pdf Memorandum  CITY OF HAGERSTOWN, MARYLAND Hagerstown Light Department 425 E Baltimore St • Hagerstown, MD 21740 Telephone: 301-790-2600 Website: www.hagerstownlight.org Date: October 11, 2023 To: Scott Nicewarner, City Administrator Nancy Hausrath, Director of Utilities From: Nathan Fridinger, Deputy Director of Electric Operations Jason Bachtell, Electrical Engineering Manager Subject: US Department of Energy – Municipal Utility Cybersecurity Program Hagerstown Light Department staff has been attending web meetings with the Department of Energy’s Cybersecurity, Energy Security, and Emergency Response Team (CESER) to poll rural electric cooperatives and municipal electric utilities in determining needs relating to cybersecurity. Using the information provided from all utilities and consulting entities, the CESER team formed a “contest” for all rural and municipal electric utilities to compete for funds to enhance and improve cybersecurity measures on various systems and processes. The process was developed as a contest to alleviate reporting, stipulations, and funding match/cost sharing that is required for typical grant programs. The total program allocation is $8.96M with up to a $200k prize for each successful electric utility to use toward Cyber Security improvements & training distributed in 3 phases. • Commitment Phase 1 - by November 29, 2023, submit a description of resources, need for improving cybersecurity posture, and commit to participating in the program. The requirements to qualify have been met by staff’s participation to date. • Planning Phase 2 - work with technical assistance providers to complete assessments of the system, identify areas where training would improve staff skills and abilities, gain a better understanding of potential risks and solutions, identify solutions to address prioritized risks, and draft a roadmap for implementation. • Implementation Phase 3 - make substantial progress toward completing the roadmap. Additional information can be found here: https://www.energy.gov/ceser/rural-and-municipal-utility-advanced-cybersecurity-grant-and-technical- assistance-rmuc Page 1 of 1  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Approval to Enter into a Contract with the Maryland Department of Health – Chief Paul ‘Joey’ Kifer and Mark Chaney, Support Services Administrator Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description Memo - Contract with HPD_-_Contract_with_the_Maryland_Department_of_Health.pdf Washington County Health Dept.  REQUIRED MOTION MAYOR AND CITY COUNCIL HAGERSTOWN, MARYLAND Topic: Contractual Part-Time Police Officers – Chief Paul ‘Joey’ Kifer Mayor and City Council Action Required: Discussion: Financial Impact: Recommendation: Motion: Action Dates: ATTACHMENTS: File Name Description HPD_-_Part_Time_Contractual_Positions.pdf Memo - Part Time Contractual Police Officers