City Council

DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617 MAYOR AND CITY COUNCIL CITY OF SEAT PLEASANT PUBLIC SESSION MONDAY, NOVEMBER 13, 2023 7:00P.M. 1. OPENING 1.1.1 Call to Order Council Vice President Wright called the meeting to order at 7:08p.m. 1.2. Roll Call Present: Councilmember Donovan Bilbro, Councilmember Monica Higgs, Councilmember Hope Love, Councilmember Shireka McCarthy, Mayor Kelly Porter, Council President Gerald Raynor, Sr. (Absent), Councilmember Kizzie Scott, and Council Vice President James Wright, Jr. Staff: LaShaya Johnson, Staff Assistant, Dashaun Lanham, City Clerk, Kyrthlyn Rhoda, Grants Manager, and Myneca Ojo, City Manager. 1.3. Invocation and Pledge of Allegiance- The invocation was given by Mayor Porter. 1.4 Approval of Agenda Motion by Hope Love, second by Monica Higgs. Final Resolution: Motion Carried Yes: Monica Higgs, Hope Love, Kizzie Scott, Shireka McCarthy, James Wright Jr, Donovan K Bilbro 2. PRESENTATION 2.1. Connor Klein, Planner II, Neighborhood Revitalization Section Community Planning Division  Mr. Klein stated that he knows that his colleagues visited and discussed the Blue/silver Line Corridor a few weeks ago.  Mr. Klein stated that the M-NCPPC manages physical growth, leisure and provides, plan community, cultural, leisure and recreation programs and steward resources.  Mr. Klein stated that PAMC stands for Planning Assistances to Municipalities and Communities grants for short-term plans and studies with achievable outcomes by providing technical assistance, mobility. Seat Pleasant had the sidewalk and streetscape study in 2018, Environment for stormwater management, Economic Prosperity Page 1 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617 by funding market and feasibility studies, Revitalization can include neighborhood and business district plans for façade improvements. Healthy communities to help corner stores provide healthy food items. Mapping to provide GIS and map-based questions. Heritage/Culture provide a pattern book and inhabitants. Community Outreach can be provided to any category for public meetings. Housing/Neighborhoods to strengthen housing. You can submit an application for the project and grant.  Mr. Klein stated that he discussed with Ms. Ojo and Ms. Rhoda doing a community study feasibility study for the firehouse and MLK Gateway. The next step is to have a formal motion by the City Council for an application to be submitted for the project.  Council Vice President requested for Mr. Klein to return to allow the Mayor and Council to review the project for approval.  Ms. Rhoda stated that the goal of the study is to analyze and study the economic condition and growth of the area and make a recommendation.  Ms. Rhoda stated that it was requested to include a transportation study beyond the city limits to see what kind of traffic and if they are doing business in Seat Pleasant and if not why. This will be tracked through the visa and master card.  Ms. Rhoda asked if there are any other ideas from the presentation, and maybe the mapping for EJD.  Council Vice President Wright requested for a formal vote to be taken at the December Regular Work Session.  Ms. Rhoda stated that the last study was conducted over ten years ago by Kumasi. 3. LEGISLATION 3.1. Ordinance O-24-05 Mayor and City Council Salaries Increase 2nd Reading. Motion to Approve Ordinance O-24-05 Mayor and City Council Salary Increase. Motion by Shireka McCarthy, second by Donovan K Bilbro. Final Resolution: Motion Carried Yes: Monica Higgs, Hope Love, Kizzie Scott, Shireka McCarthy, James Wright Jr, Donovan K Bilbro Page 2 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617 Motion to increase the salary for the Mayor and Council to $15,000 on October 7, 2024 Motion by Hope Love, second by Donovan K Bilbro. Final Resolution: Motion Carried Yes: Monica Higgs, Hope Love, Kizzie Scott, Shireka McCarthy, James Wright Jr, Donovan K Bilbro 4. REPORTS 4.1 Kelly Porter, Mayor Report:  Mayor Porter stated the monthly report as presented on Monday, November 6, 2023, and can be viewed in BoardDocs. 4.2 Council President Report- Council President Gerald Raynor, Sr.  Council President Raynor was absent from the Public Session on Monday, November 13, 2023. The report was skipped to allow the Council President to present his monthly report. 4.3 Myneca Ojo, City Manager  Ms. Ojo stated that the departmental reports can be viewed in BoardDocs.  Ms. Ojo stated that they are preparing for the fall with leaf pick-up, and preparing for the snow season and vehicles and equipment are being prepared. EJD will be replacing the signs throughout the community for street sweeping.  Ms. Ojo stated that she wanted to congratulate the Police department on the successful event of the Trunk or Treat.  Ms. Ojo stated that Ms. Johnson has done a fantastic job with First Friday for the Turnip Tour to promote healthy food choices. The report discusses the number of calls for services by Constituent Services.  Ms. Ojo stated that they had two constituent services responses for the month.  Ms. Ojo stated that the city is required to conduct a performance audit for Fiscal Years 2019-2023 and the RFP has been posted. We are hoping to have someone start on November 20, 2023, to review the policies and procedures and fill in the gap.  Councilmember Love inquired about the status of the daily duties of Mr. O’Connor. Page 3 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617  Ms. Ojo stated that she will forward to the council the contracts of Mr. O’Connor.  Mayor Porter stated that some of the equipment has been working inadequately and wanted the information to be shared regarding the distribution of the food for Thanksgiving.  Ms. Ojo stated that the mayor had partnered with Hoops for Peace to have a food drive on November 21, 2023, at Goodwin Park to allow the citizens to pick-up a turkey, and the partnership with Wegmans Food conducted by Ms. Johnson. 5. CITIZEN COMMENTS  We had one citizen in attendance and no citizen comments for Monday, November 13, 2023. 6. UNFINISHED BUSINESS 6.1. None 7. NEW BUSINESS 7.1. Human Resources Department Restructure  Ms. Ojo stated that this is not technically a restructuring of the department but revamping some of the process in the Human Resources department to identify a contractor to implement a couple of things.  Ms. Ojo stated that she wanted to re-imagine the city as a learning opportunity. We are continuing training, and learning to do our job and the information has not been captured by the Human Resources department. To propose an additional component, enhance the workforce training efforts.  Ms. Ojo stated that she wanted to implement a training program that will be with onboarding, promotion with training, diversity and inclusion, dignity, and respect, creating a recruitment plan for hiring and retaining employees. To assist with competitive edge with recruitment and having a consistent practice with how we onboard in the city.  Ms. Ojo stated that she wanted to have this centralized in a certain way and every department would have training for their department. The police department will focus on the training they give community policing, de-escalation techniques, crisis, and prevention. The EJD will have safety training from OSHA and training modules on the Page 4 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617 equipment they are working. This assists the city litigious to ensure they have been trained in the equipment. The mandatory training in safety and specific guidelines. The administration will look at management and supervisor training, performance management, documentation and skill set development. The learning management will be tracking the training and reviewing the benefits to make sure they are competitive and seeking to allow the employees to have options regarding the benefits and proposing to go into the state system.  Ms. Ojo stated that she is looking for the council to approval a consultant not to exceed $50,000.  Councilmember McCarthy inquired if this will be in addition to the Human Resources Manager.  Ms. Ojo stated that this is for them to make a recommendation for a learning management system. The Human Resources Manager sees the employment actions of over sixty employees. Payroll has been moved to the Finance department. They will look at the personnel manual to identify gaps.  Councilmember McCarthy inquired who will be the person facilitation the recommendation.  Mayor Porter inquired if any other cities in like size have performed such a study.  Ms. Ojo stated that she would think that most cities had conducted this study. The city has grown substantially over the past few years. When she came to the organization, she realized that there was not a lot of specific training in place that did not protect the city, and actions that had been taken place could have been stopped if the training took place. This could have stope some of the lawsuits against the city.  Ms. Ojo stated that there is no way to track the training or standard practices in place, and we want to have them in place.  Council Vice President Wright inquired if the city still had the tuition reimbursement program.  Ms. Ojo stated that she has not seen the tuition reimbursement program in the Personnel Manual.  Council Vice President Wright recommended that the council review the report and take action in the Regular Work Session in December. 7.2 Defining Council Committees Page 5 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617  Ms. Ojo stated that she wanted to make a recommendation to the Council that a review of Chapter 14-Departments and Committees.  Ms. Ojo stated that we work together, and she will be happy to work with the City Clerk and this will help when the decision is made.  Councilmember Higgs inquired if this will be for the Council Committee or the departments.  It was requested for this item to be placed in Governmental Affairs.  Councilmember McCarthy requested to ensure that the revised code is in BoardDocs.  Councilmember Bilbro asked if the Governmental Affairs Committee will be overseeing and can this be sent to Governmental Affairs before the discussion. So that everyone can weigh in on the discussion.  Councilmember Higgs stated that they have been trying to go through the code and charter for a while.  Councilmember McCarthy stated that she feels that every committee should meet and give their recommendation to Governmental Affairs regarding their committee. 7.3 Public Safety: Street Parking Accommodations for Physically Disabled  Ms. Ojo stated that the Ordinance does not address reserving space for Physically Handicapped in the city’s limits and the administration struggles to move forward with making the recommendation. There should be an ordinance addressing physically disabled parking.  It has been a practice that we placed stamps on the city street with guidelines from MD Vehicle Administration so that it would be forceable and if the city should incur the cost or the citizens.  Ms. Ojo stated that the city has done this in the past and it was dually noted that the elderly person did not have a driveway and needed a space in front of her home. The resident is no longer residing at the residence, but the handicap space is still there.  Mayor Porter stated that a study should be conducted for hourly parking like the District of Columbia for a sticker arrangement.  Councilmember McCarthy stated that we have multiple homes with several vehicles and the stickers may have worked in the past but what will be the cut-off when they own their homes.  Council Vice President Wright stated that he would meet with the City Clerk and place it in the Public Safety committee. Page 6 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617 7.4 LISC Grant for Architectural Services  Ms. Ojo stated that the local non-profit organization assists the community with Economic Development, and they have offered the city a grant for the Fire Department for Architectural Services, Museums, Farmers Market, event planning space, office incubator, office space.  Ms. Ojo stated that it is a contingency to accept the $30,000 Grant and the brotherhood of the Fire Department fully recommit to give the city the firehouse. This is very similar with what the city had done with the Brown Field  Ms. Ojo stated that they are working with the Seat Pleasant Volunteer Fire Department, and they have not been responsive.  Ms. Ojo stated that wanted to bring the grant forward for the council to accept.  Councilmember McCarthy inquired if there is an attachment with this to provide the city with the grant information, and the deadline.  Ms. Ojo stated that the deadline has passed but it has been extended.  Councilmember McCarthy has requested a copy of the award letter for the Grant. As typically the city votes to amend the budget for the award.  Council Vice President Wright requested for the item to be placed on the agenda for Regular Work Session Agenda in December.  Ms. Ojo stated that she thinks December will be too late.  Councilmember Bilbro inquired of the date of extension for the grant.  Ms. Ojo stated that it is a private organization, and the grant was awarded to the city. She will be sending an email to the council regarding the grant. 7.5 Recommendation for Salary Increase for Accounting Manager Position and EJD Supervisor.  Ms. Ojo stated that when the position was put in place the position was being paid $74,480 and the senior accountant positions were being paid $75,000, and the Accounting Manager should be making more money than the Senior Accountant positions. The Chief Financial Officer has requested $80,000 for the Accounting Manager.  Ms. Ojo stated that there was a blanket increase for all EJD employees and at the time the city made some movement, and all the positions were changed apart from the EJD Supervisor. The current salary is $46,000 and it should be $47,500. Page 7 of 8 DocuSign Envelope ID: A22AB684-83B6-41D7-A90C-05ACCF015617  Councilmember McCarthy inquired of where the funds will be deducted from for the increases.  Ms. Ojo stated that the increase will come from the Administration for Finance.  Ms. Ojo stated that she does not believe the city will be required to make a budget amendment for EJD.  Councilmember McCarthy stated that it is coming from a different cost center. 8. ANNOUNCEMENTS 8.1. Care for Seniors: Nurturing for Elderly Community by Councilmember Hope Love, Saturday, December 2, 2023, from 10:00am-2:30p.m., Seat Pleasant City Hall-6301 Addison Rd., Seat Pleasant, MD 20743 8.2 Regular Work Session, Monday, December 4, 2023, Hybrid and by Zoom Video at 6:00pm. Meeting Link details will be on the city's website. 6301 Addison Rd., Seat Pleasant, MD 8.3 Public Session, Monday, December 11, 2023, Hybrid and by Zoom Video, at 7:00p.m. Meeting Link details will be on the city's website. 6301 Addison Rd., Seat Pleasant, MD 20743 8.4 City of Seat Pleasant Open House, Wednesday, December 13, 2023, Seat Pleasant City Hall-6301 Addison Rd., Seat Pleasant, MD 20743 1:00p.m.-6:00p.m. 9. ADJOURN: 9.1 The meeting adjourned at 8:49pm Submitted by, Dashaun N. Lanham, MMC City Clerk Page 8 of 8