City Council

DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB MAYOR AND CITY COUNCIL CITY OF SEAT PLEASANT REGULAR WORK SESSION MONDAY, MARCH 4, 2024 6:00P.M. 1. OPENING 1.1 Call to Order Council Vice President Wright called the meeting to order at 6:05p.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.,(Excused) Councilmember Kizzie Scott (departed at 6:35pm and joined via Zoom at 6:55pm), Councilmember James Wright Staff: Dashaun Ball, City Clerk, Beverly Barber, Human Resources Manager, (Virtually) Michael Barber, Environmental Justice Director, Demetrious Harris, Chief of Police, Betty Logan, Chief Financial Officer, Myneca Ojo, City Manager, and Kyrthlyn Rhoda, Grants Manager, James Wiggins, Facilities Manager 1.3 Invocation and Pledge of Allegiance: Councilmember Hope Love gave the invocation. 1.4. Approval of Agenda Motion to approve the agenda. Motion by Shireka McCarthy, second by Hope Love. Final Resolution: Motion Carried Yes: Monica Higgs, Hope Love, Shireka McCarthy, James Wright Jr, Donovan K Bilbro Abstain: Kizzie Scott 2. PRESENTATIONS 2.1. None 3. REPORTS 3.1 Mayor’s Report  Mayor Porter stated that his report will be delayed until Monday, March 11, 2024. Page 1 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB 3.2 City Manager Report  Ms. Ojo stated that February has been a busy month, and the citizens and Staff participated in support of opposing HB175 that will impact Seat Pleasant from receiving State Highway User Revenue Funds. The state does have a significant role in assisting the municipalities.  Ms. Ojo stated that the environmental just re-established the street sweeper program beginning on March 1, 2024. They have replaced the signs throughout the city. The program began last summer, partly throughout the summer, and they were to get the Street Sweeper and the bigger Belgian up and running.  Ms. Ojo stated that she attended the Government Affairs committee meeting where she presented the learning organization model.  Ms. Ojo stated she met with Seat Pleasant Volunteer Fire Department and Legal Counsel about another process to acquire the building. They are moving forward with acquiring the firehouse.  Ms. Ojo stated that the city hired a new Public Engagement Manager, Rick Corrales, and Seat Pleasant Day will be held on Saturday, May 4, 2024, and it will be an all-hands-on deck. The event will be a little different. They will have a pet parade, a walk and run and festivities at Goodwin Park at the end.  Ms. Ojo stated that this is budget season, and the meeting has begun with the staff for FY25. There will be a capital improvement plan, long term strategies to gain funding to take the approach with long term planning and building acquisition.  Ms. Ojo stated that she is looking for sustainability and technology and we are a Smart City, and she will be seeking funding from the council to enhance the Information and Technology for the city.  Ms. Ojo stated that she responded to the citizens’ comments and the responses can be found in the report.  Councilmember McCarthy inquired if they could read the citizens comment but have the citizen comment printed out for the meeting.  The council agreed to have the citizen comment printed out for the meetings in the future. Finance: Ms. Logan stated that met with the Budget & Finance Committee on February 29, 2024, to provide an update on the FY21 Audit. They had a Page 2 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB meeting with the Paychex representative, and the first payroll will be on March 23, 2024. She is reviewing the contract to ensure that thirty days’ notice is sufficient to transition from ADP to Paychex. They are working on the FY24 bank reconciliation and hoping to have the preliminary report completed by the end of March to assist with the projections of the FY25 budget. They are sending the documentation for the FY22 audit, she attended the coffee and conversation with the Seat Pleasant Police Department and was impressed with meeting with the citizens. The finance Assistant will begin working tomorrow, Tuesday, March 5, 2024. The financial highlights were recited from the report. They highlighted the revenues received from the State of Maryland and recited the total expenditure as of February 29, 2024. They are being diligent with paying invoices on a timely basis. The USDA loan quarterly payment and monthly expenditures. Public Engagement:  Mr. Corrales stated he wanted to share achievements and standards for Seat Pleasant. The Social media standards have been updated, and they transformed the Linkin account to a business account from a personal account. It is important for professional networking, and they created an X (formerly Twitter) account. The community outreach began with Coffee and Conversation to understand the needs to create an outcome. The branding aspect of how we look and having the same message. The department is working on Seat Pleasant Day for May 4, 2024, there will be festival that will include a 2K run/walk. They will have a pet parade, and the registration will begin at 8:30am. The first Friday plans to highlight the city and promote the business are moving forward to enhance the public engagement efforts.  Councilmember McCarthy stated that there is a form that connects the residents to social media, and she would like it to be updated with the new social media accounts and would like to know about the persons following the previous accounts.  Mr. Corrales stated that the account had just been converted over and the followers are still there. They will need to follow the city on the new X account. We are streaming on all accounts at the same time and on YouTube as well. Page 3 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB  Councilmember Love stated that the residents in Ward II do not have social media and she would like to know how they will engage the senior residents.  Councilmember McCarthy stated that she will suggest the call-em-All and Text-Em-All to engage with the residents be re-established.  Mayor Porter stated that the engagement has been great in both English and Spanish. The bicycle path and other programs in the city with Park and Planning to take the residents to activities outside of the city.  Mayor Porter spoke with the Chief regarding 988 and the state’s attorney had put together programs to engage in the city.  Councilmember Bilbro inquired of the goal for the response time to citizens.  Mr. Corrales met with the chief last week, and they do not have a plan fully developed yet. He stated that he is a PIO with FEMA, and he will be meeting with the Chief as what the plans should be. They are only using social media and will be utilizing all the resources. Environmental Justice:  Mr. Barber stated that the Waste Management recycling and bulk numbers, DPW with the street sweeper signs in the city, all the vehicles had the preventive maintenance, they passed the backflow inspection, the Belgian street sweeper is back in services and the city has two street sweepers.  Councilmember McCarthy inquired of the plans for the understanding of the flyers for the street Sweeper.  Mr. Barber stated that the signs will be revised to state the days for street sweeping.  Councilmember McCarthy inquired if they could provide a warning notice to the residents before the vehicles are towed.  Mr. Barber stated that they had done the test run on Friday and will be doing it again next week. They are giving the residents time to adjust to the schedule.  Mayor Porter recommended making notes of the streets for disrepair.  Mr. Barber stated that the beautification has been placed on hold to work on the Street Repairs.  Councilmember Higgs stated that the trash can lids are breaking and wanted to know how residents could receive replacements.  Mr. Barber stated that each of the trashcans has barcodes, and they will be going throughout the city to replace the broken trashcans. The cans Page 4 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB have a warranty, and they will be collecting them and sending them back to the company for repairs.  Councilmember Love recommended that a sticker be placed on each of the replacement cans to inform the residents that it will be replaced.  Mr. Barber stated that they will provide the notice to the residents for the replacement of the trash cans. Public Safety:  Chief Harris stated that the department’s February Report can be found in BoardDocs.  Chief Harris thanked the department heads for their support at the Coffee and Conversation Event. They will be planning more for the year.  Chief Harris stated that the Community Walk dates will be sent out to begin in April.  Chief Harris stated that Seat Pleasant Basketball Team will be in playoffs with the coaching being led by the officers.  Chief Harris stated that they are working on the shooting and concerns on Greig Street.  Chief Harris stated that the Community engagement will continue to be enforced and they are collaborating with the community apartment managers and the enforcement will be strong on MLK corridor as the weather is beginning to break.  Chief Harris stated that NCC Budget Amendment will be considered tonight, and the positions are vacant. They need a lot of work and the city manager, and the chief are looking to make some code recommendations. He wants to ensure that the department is sustainable.  Chief Harris stated that there are two new businesses coming to Seat Pleasant, and a twenty-four-hour tobacco store has opened in Ward I, and they have cited the owner.  Chief Harris stated that they will have an authorized stationary police car near Foote St.  Chief Harris stated that Mayor Porter and Councilmember Higgs started last year to begin the Nar Cam training this year for the staff. They have an instructor on staff, and they will be setting up training for the employees.  Chief Harris stated that the the K-9 Officers guidelines will be changed to work with Charles County, and they want to ensure that they maintain the training. Page 5 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB  Chief Harris stated that they have worked on the draft budget reports for FY25, and the retention rate has been hirer this past year. They have two female officers, and training is open to everyone, they are exercising.  Councilmember Bilbro inquired of the fine for the tobacco store, do we think the fine is effective?  Chief Harris stated that he does not feel that the fine is effective, and they are working on legislation to give them a window to eradicate the concerns. There is a concern with DPIE, and they have experienced slow responses. They need legislation from the county and state and how they address the concerns with the stores. The city can produce legislation here to require certain notice before the business can open to ensure they are complying. They need the help of the legislators and others in the government to address the outdated laws.  Mayor Porter stated that they look at other municipalities’ legislation on alcohol selling hours.  Chief Harris stated that they are looking to involve the business community more to be included with CPAC.  Chief Harris stated that the new restaurant was described as a sit-down restaurant. City Clerk:  City Clerk Ball stated February has been a busy month for the department reviewing and revising the election documents for posting for the 2024 Electron to ensure they are prepared for March 18, 2024, for the website and at City Hall.  City Clerk Ball stated that the Council held nine meetings last month and the Meeting minutes will be on the agenda for approval next week, drafted legislation for the Ethics as recommended by the State Ethics Commission, and NCC Supervisor and Inspector salary increase.  City Clerk Ball stated that she responded to six PIA requests for the month of February.  City Clerk Ball stated that she prepared the condolences letter for Council Member Scott.  City Clerk Ball stated that she met with the City Manager to present the budget for the Mayor, Council and City Clerk. Human Resource: Page 6 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB  Mrs. Barber stated that the open enrollment for the city until March 31, 2024.  Mrs. Barber stated that the city has two Senior Accountant positions available.  Mrs. Barber stated that the city had terminated seven employee benefits and four employee terminations.  Mrs. Barber stated that they hired new employees for the EJD, Police Department, Public Engagement and Finance Departments.  Mrs. Barber stated that the city had responded to erroneous Unemployment claims, which save the city money. Grants:  Ms. Rhoda stated that Prince George’s County Council, Ward 7- FY 24 Project Charge Program • Project 1- Beautification resubmitted. no response as of yet • Project 2 – Transportation Program redeveloped. • Project 3- Service-on-Site Program still being redeveloped by the City Manager.  Ms. Rhoda stated that the Prince George’s County Planning Department -Planning Assistance to Municipalities and Communities (PAMC)The • Update from Mr. Klein (City’s PAMC rep): Waiting on data from mid- March completion of sector plan for Blue Line Corridor Development  Ms. Rhoda stated that the Construction for 6224 Foote St., Per the construction manager: Structural review still in progress, last review needed to obtain permit.  Ms. Rhoda stated that applied and situational history on behalf of a ward five resident who was subsequently accepted. She will receive an energy audit and is potentially eligible for other household weatherization services.  Councilmember Love inquired if the Grants Manager was working on any grants?  Ms. Rhoda stated she is overseeing the current grants but not seeking any grants for the city.  McCarthy inquired on the project charges and the resubmitting of the project. If they had spoken to any other person on the project charges.  Ms. Rhoda stated that she spoke with them off-line, and they liked the project, but Park and Planning is the concern because the submission are not in line with the mission statement.  Ms. Ojo stated the process with project charges has been very confusing. Page 7 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB  Ms. Ojo stated that Ms. Rhoda will be assuming the duties of the Staff Assistant until they can find a permanent person. She will be asking for her to stay on in that role for quite a while so she can train the new Staff Assistant.  Ms. Ojo introduced Mr. James Wiggins, the Facilities Manager who maintains the building and the park.  Councilmember Love inquired if Mr. Wiggins is working with the Fire Department building.  Mr. Wiggins stated that he has been in the building, and they need plumbing overhaul, and mold and remediation. Council Committee Reports 3.5 Finance & Budget Committee-Councilmember Hope Love  Councilmember Love stated that the committee met on February 20, 2024, and February 29, 2024, and the reports can be viewed on BoardDocs. 3.6 Governmental Affairs & Technology Committee-Councilmember Monica Higgs  Councilmember Higgs stated that they met on February 7, 2024, read the report. 4. CITIZEN COMMENTS 4.1. Reveral Yeargin, The following statements are troubling to the stability of our Cities Government. The official vote count is unofficial from the beginning of these unfortunate actions of one council member. The city attorney must give a legal statement, a review from the state of Maryland concerning these matters. My prayer is we address these from when they started and correct the voting record immediately. THE CITY OF SEAT PLEASANT MARYLAND GOVERNMENT (MAY) BE IN DEFAULT! I am writing this as a concerned citizen who has served as a council member for over 24 years. When I attended the council meeting on February 12, 2024, and witnessed the following: The council member did not take her seat at the dais. Page 8 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB Voted present for the meeting. Voted on legislation from the audience. Departed the meeting early without being excused. Is this how the City of Seat Pleasant, Md. does its business? I was perplexed by these actions and that the council is allowing this behavior. The city is governed by the charter and code. Not by the personalities of people. I am familiar with each and feel that this is a violation of the charter and code. Your charter has a forfeiture clause that needs to be reviewed and followed concerning elective officials’ conduct. Chapter 26 covers your meetings and the conduct expectancy of each member. I encourage this council to address this matter expeditiously. 5. LEGISLATION 5.1 Ordinance O-24-11 Amendment of Chapter 18-Ethics 1st Reading  Ordinance O-24-09 Amendment of Chapter 18-Ethics was introduced by the City Council and read by the City Clerk on Monday, March 4, 2024. 5.2 Ordinance O-24-12 Amendment of Fiscal Year 2023-2024 Budget for Neighborhood and Commercial Compliance Supervisor and Officer Salary Increases 1st Reading.  Ordinance O-24-12 Amendment of Fiscal Year 2023-2024 Budget for NCC Division Salary Increase was introduced by the City Council and read by the City Clerk on Monday, March 4, 2024. 6. UNFINISHED BUSINESS 6.1 None 7. NEW BUSINESS 7. 1. Recommended Revision to the Staff Assistant Position Description  Ms. Ojo stated that she wanted to take this item off the table, and she would like the Grants Manager to continue to operate in the position and she would like the person to be fully aware of the support for the elected officials.  Councilmember McCarthy inquired if the recommendation can be provided in writing. Page 9 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB  Councilmember Higgs stated that she has a meeting coming up this month, and she met with Ms. Rhoda and some information was not provided, and wanted to ensure that she has access to the computer.  Councilmember Love inquired if Mr. Corrales will be more involved with the council events?  Ms. Ojo stated that he will not be doing the event planning but attending to take the pictures.  Mayor Porter stated that the mayor should be included in the Staff Assistant responsibilities. 7.2 Seat Pleasant Travel Policy  Ms. Ojo stated that there was some concern with the travel policy and wanted to ensure that the Mayor and Council have the policy in front of them to address any inconsistency.  Councilmember McCarthy stated that she has a local conference and there is no accommodation for the room and board and the parking is $60 per day, and the per diem is $40 per day.  Ms. Ojo stated that it does not cover parking and you will be reimbursed for parking.  Ms. Ojo stated that per diem rates are different for the elected officials than the employees. It will be recommended to change for the council to follow the GSA rate. 7.3. Fiscal Year 2022 Audit Engagement Approval Request  Ms. Ojo stated that the city had engaged in a formal agreement for the FY20 and FY21 Audits. We are asking for approval to have them continue with the FY22 Audit.  Approve the continuance with Lindsey and Associates for the FY22 Audit  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 7.4 Consideration of Consent Agenda  Ms. Ojo stated that the consent agenda is an agenda to allow you to move forward to agree with items that will come before the council, minutes, employment, reports, and typical actions of the council to approve in bulk without going through the entire process. The consent agenda is a way to move the meetings forward in an orderly matter. This is helpful to move Page 10 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB forward with code, or ordinance. This is in terms of moving the flow of the council meeting.  Ms. Ojo stated that this is something for the council to consider and the City Clerk and I will come together on this matter.  Councilmember Bilbro stated that he thinks this addresses the concerns that were discussed last week with the meeting schedule.  Councilmember Bilbro stated that he would like to see a draft of the step-by- step process. If there is a concern with an item on the consent agenda, you can pull an item from the consent agenda.  Councilmember McCarthy stated that she would like to see an example in writing. She has a concern with transparency, but she would like to see an example to be open-minded.  Councilmember Love stated that how will they know what will come to them for the consent agenda, and if they have a concern about an item.  Ms. Ojo stated that there will be an opportunity to discuss it in the Work Session, and in the Public Session you will be able to move it forward, or a discussion in committee.  Councilmember Scott inquired that if they had questions regarding an item will this allow them to ask questions? They were discussing that they had questions regarding the legislation but did not have the opportunity to ask questions.  City Clerk Ball stated that the Council always have an opportunity to ask questions, as the Consent Agenda is not to eliminate the democratic process, but to streamline the meeting with the minutes and reports. If there are questions regarding a report, you can ask questions.  It was recommended to have a mock consent agenda session and an example provided to the mayor and council. 8. ANNOUNCEMENTS 8.1 Public Session, Monday, March 11, 2024, Hybrid and by Zoom Video at 7:00p.m., Meeting Line details will be on the city's website. 6301 Addison Rd., Seat Pleasant, MD 20743 8.2 Ward I Community Meeting, Saturday, March 23, 2024, Seat Pleasant Activity Center, 5720 Addison Rd., Seat Pleasant, MD 20743 from 10:00a.m.-2:00p.m. 8.3 Regular Work Session, Monday, April 1, 2024, Seat Pleasant City Hall-Council Chambers, 6301 Addison Rd., Seat Pleasant, MD at 6:00p.m. Hybrid and by Zoom Video at 6:00pm. Meeting Link details will be on the city's website. Page 11 of 12 DocuSign Envelope ID: B5CA5287-D1A9-4243-BFCA-039DA1C7D9EB 8.4 Public Session, Monday, April 8, 2024, Seat Pleasant City Hall- Council Chambers, 6301 Addison Rd., Seat Pleasant, MD 20743, Hybrid and by Zoom Video, at 7:00p.m. Meeting Link details will be on the city's website. 8.5 Proposed Budget Hearing for Fiscal Year 2024-2025, Saturday, April 13, 2024, Seat Pleasant City Hall-Council Chambers, 6301 Addison Rd., Seat Pleasant, MD 20743, Hybrid and Zoom Video, from 10:00am-11:00am, Meeting Link details will be on the city's website. 9. ADJOURN 9.1 Adjourn and Logout-The meeting adjourned at 8:15p.m. Respectfully submitted, Dashaun N. Ball, MMC City Clerk Page 12 of 12