Mayor & Common Council Meetings

CITY OF WESTMINSTER, MARYLAND MAYOR AND COMMON COUNCIL MEETING MARCH 24, 2014 QUORUM A meeting of the Mayor and Common Council was held in the Council Chambers at City Hall, 1838 Emerald Hill Lane, Westminster, Maryland on the evening of March 24, 2014, at 7:00 P.M. Council President Wack; Council Members Albert, Chiavacci, Frazier and Whitson; City Administrator and Acting City Clerk Wolf, Acting Chief of Police Stevens, City Treasurer Palmer, Director of Recreation and Parks Gruber, Director of Public Works Glass, Director of Community Planning and Development Horn, and City Attorney Levan were present. Mayor Utz and Chief of Police Spaulding were excused from attending the meeting. CALL TO ORDER Katherine Penn, Executive Director of the Community Preservation and Stewardship Corporation (CPSC), informed the Mayor and Council of the New Business Incubator Program. She explained that the goal of the program is to attract a variety of businesses that will enhance the shopping and dining experience throughout the Downtown Main Street district. Missie Wilcox added that this program will provide businesses with mentoring, financial assistance and managerial assistance. The program begins with an application process and three businesses are currently ready to apply. Ms. Wilcox also shared that John Weetman and his team have businesses that potentially qualify for their loan program. Ms. Albert questioned if the Incubator Program was optional for the businesses. Ms. Penn replied yes; it is an application process to review businesses that best match the program. Mr. Chiavacci questioned how the program is being funded. Ms. Penn replied that this program is being funded by grant money through a local business owner and is at no cost to the City. Mr. Whitson questioned if all of the funding is coming from one business. Ms. Penn replied yes, but would like to receive more funding as the program progresses. Mr. Frazier inquired about the businesses incubation process and the timeline. Ms. Penn replied that a formula will be developed that is best for that business based on its current stage; the timeline would then depend on the business. She further explained that would like to have the business incubate in one place until they expand and require a larger space. Ms. Wolf noted that the idea of the incubator program came from the Business Roundtable meetings between business owners and the Mayor. Missie Wilcox shared that 2014 marks the 250th Anniversary of the City’s founding and announced to the Celebration event schedule, including an outdoor VIP event at City Hall in September. Other highlights of the Sestercentennial Celebration, include a 250th anniversary parade float, walking tours, and coordinated events with City organizations. . MINUTES Upon motion of Mr. Chiavacci, seconded by Mr. Frazier and unanimously passed, the minutes of the Council meeting of March 10, 2014 were approved unanimously. CONSENT CALENDAR Upon motion of Mr. Frazier and seconded by Mr. Chiavacci, the Consent Calendar, consisting of February Departmental Operating Reports, was approved unanimously. REPORTS FROM STANDING COMMITTEE Mr. Chiavacci commented on a letter that had been written to the editor of the Carroll County Times newspaper regarding the Celtic Canter event. He explained that someone was denied access to the Dove House. Mr. Chiavacci shared that the information in the article was incorrect in the fact that it was not a City employee who denied access to the family. After investigation by Chief Spaulding, this was an employee of another organization and the organization has taken their own steps in resolving this situation. COUNCIL COMMENTS AND DISCUSSION Mr. Chiavacci referred to an article in the Carroll County Times regarding Manchester passing a synthetic drug ordinance. He noted that the County is investigating in what they may or may not be able to do. He suggested that the City pay more attention to this and look into developing an ordinance regarding this issue. Dr. Wack agreed with Mr. Chiavacci, adding that the key part of the article was a forensic scientist’s comments regarding the challenges specifically identifying substances in a way that will hold up in court. Dr. Wack inquired if the City had the resources to materially increment City’s law enforcement ability to enforce those kinds of laws. Mr. Frazier suggested to Mr. Glass that a list of businesses be made for those that could use the same water connection that the City did for Performance Food Group. He stated that by planning ahead, when construction is being done to the road for other reasons, this would be the time that the City could run the pipes that are needed for the connection on a potential businesses. Mr. Frazier noted that this would be a good way to save water in the City and the County. Dr. Wack agreed and suggested making a list of potential users. BIDS Ms. Gruber informed the Mayor and Council that the FY14 budget contains funding for replacement of strength equipment identified as a Priority 1 in the Capital Improvement Plan. Replacement of strength equipment is in direct response to the aging condition of the existing strength equipment. After careful consideration and research, Fitness Resource was identified as an industry leader in providing, high-quality, durable and user friendly strength equipment. Furthermore, this company holds a contract with Fairfax, VA allowing the city to purchase from a competitively bid contract ultimately ensuring the lowest possible price for the highest quality equipment. Ms. Gruber recommended approval of the Fitness Resource contract for a total expenditure of $43,890 to replace all of the strength equipment in the Family Fitness Center. Ms. Gruber also added that she would like to expand into where the child care is currently located. Mr. Frazier questioned what the Family Center is planning to do with the old equipment and suggested donating it to local schools. Ms. Gruber replied that it was to be determined and discussed further as they begin the process. Mr. Frazier commented that the Westminster Family Center is very comfortable in comparison to going to other gyms. Upon motion of Mr. Frazier, seconded by Mr. Chiavacci, approval of Purchase of Strength Equipment for Family Center was approved unanimously. Mr. Glass then informed Council that FY13-14 General Budget contains funds for facilities maintenance identified specifically for the re-roofing of the Street Department equipment sheds and the Utility Maintenance building. The apparent lowest price was from Donald B. Smith Roofing, Inc. (DBS, Inc) in the amount of $95,945.00. The contractor was also required to supply references and a schedule of project experience which have all exceed expectations. DBS Inc. has completed numerous roofing projects for the City that have all performed satisfactorily. Mr. Glass recommended that Council accepted the proposal of the DBS, Inc. in the amount of $95,945.00 to install new roofing at the Street Department ($78,395.00) and Utility Maintenance Department ($17,550.00) as indicated in the scope of work and bid documents. Upon motion of Mr. Chiavacci, seconded by Mr. Whitson, approval of Bid for Street Department and Utility Maintenance Roof Replacements was approved unanimously. UNFINISHED BUSINESS Mr. Glass summarized that during the Mayor and Common Council meeting on July 8, 2013, a letter of support for the project was requested and unanimously approved to expand the Bennett Cerf Park Trail. He explained that the next step was drafting an easement necessary for crossing City property and legal review of the same. Upon such time that the survey work for construction is complete, an exhibit outlining meets and bounds of the actual alignment will be prepared for as built conditions and together with the easement will form a file-able document. Mr. Glass requested approval of the Council for the Mayor’s signature so the project can move forward, with the understanding the filing date will occur at future time. Mr. Whitson questioned the type of trail and the length of the trail. Mr. Glass replied that it will be paved. Ms. Gruber added that the trail is expected to be a mile long. Mr. Chiavacci questioned who will maintain the trail. Ms. Gruber replied that the County will maintain the trail. Upon motion of Ms. Albert, seconded by Mr. Frazier, approval of Easement for Bennett Cerf Park Tail was approved unanimously. NEW BUSINESS Mr. Frazier motioned, pursuant to Section 10-508-A-7 of the State Government Article of the Annotated Code of Maryland, to conduct an executive session at the conclusion of the current meeting. Mr. Chiavacci seconded, and the motion passed unanimously. Mr. Glass summarized that the Septage Facility is funded entirely by Carroll County for disposal of septic wastes generated in the County and leachate disposal from County landfills which creates separate waste load to the Wastewater Treatment Plant (WWTP). Carroll County recognized the need for improvements to the Septage Facility and wishes to continue to utilize the City’s engineer with the full understanding that all costs associated with said improvements are the responsibility of the County. Amendment 5 was a study phase requested by the County which has since been completed. ENR Contract Amendment 6 is for engineering design that follows the results of the study and will be administered identically as amendment 5. An existing agreement between the City and County stipulates the financial arrangement which originates from the initial construction of the facility. The NTE cost for the engineering design is $303,093.87. In addition, ENR Contract Amendment 6 falls outside of any potential Grant funding and is not subject to MDE’s approval. Mr. Glass recommended that Council approve ENR Contract Amendment 6, pending completion of legal review. Upon motion of Mr. Chiavacci, seconded by Mr. Frazier, approval of ENR Contract Amendment 6 was approved unanimously, pending legal review and approval. DEPARTMENTAL REPORTS Ms. Gruber reported that over 700 runners attended the Celtic Canter 5K run on March 15, including the children who participated in the Leprechaun Chase. Ms. Gruber then reported that the deconstruction of the skate park has begun and new construction will begin on April 28. Ms. Gruber then shared that the City has received a small grant from the cigarette restitution fund. She explained that her intent is to identify certain areas of the City’s parks as active play zones for children and request that there is no smoking around these play zones. Ms. Gruber would like to enforce no smoking around the playground structures and ball fields in effort to encourage no smoking near children. Mr. Chiavacci stated that it is standard procedure for Carroll County facilities and agrees with Ms. Gruber. Dr. Wack agreed as well with Ms. Gruber and Mr. Chiavacci, adding that he also participated in the Celtic Canter and remarked on the beautiful day. He felt it was an opportunity for the City to build upon the event and thanked Ms. Gruber. Mr. Chiavacci remarked that it was an economic boom for the City and complimented Ms. Gruber on a job well done. Ms. Palmer reported the schedule of the budget meeting and what will be presented to Council in the future. Major Stevens reminded the Mayor and Council that the Police Department Awards Ceremony will be on April 2nd. During the ceremony will be announcing Police Officer of the Year, Civilian Employee of the Year, and the promotions of Sergeant Scott Peters to Lieutenant and Corporals Jeff Schuster and Radcliffe Darby to Sergeant. Mr. Horn attended a meeting of the State’s Planning Director’s in Crownsville. This is an annual meeting that typically involves a review of legislation introduced that is pertinent to local government planning activities. The only items of note involved emerging opportunities for protective urban easements that may be similar to the kinds of protective easements typically used in more rural areas of Maryland. Ms. Wolf stated that the April 14th Council meeting will begin at 6:30 pm to include a memorial tree planting ceremony in honor of former Councilwoman Rebecca Orenstein. She also reported that the Biennial House Tour will be scheduled on the first weekend in December and include the Willis Street Area as part of the continued celebration of 250th Anniversary Celebration. She also shared that the City will have a magnificent entry to the Carroll County Arts Council PEEPshow and reminded the Mayor and Council that restaurant week is April 4 – 12. ADJOURNMENT President Wack adjourned the meeting at 7:56 PM. Respectfully Submitted, Shannon Visocsky