Mayor & Common Council Meetings

AGENDA CITY OF WESTMINSTER Mayor and Common Council Meeting Monday, February 27, 2023, at 7:00 pm City Hall, 1838 Emerald Hill Lane, Westminster, MD 21157 City YouTube Channel Link 1. CALL TO ORDER 2. STATEMENT FOR THE RECORD – CLOSED MEETING OF MONDAY, February 13, 2023: In accordance with the General Provisions Article, Section 3-306(c)(2) of the Annotated Code of Maryland, and without objection it is noted that the minutes of tonight’s meeting reflect that Common Council met in a Closed Meeting on Monday, February 13, 2023, 8:14 p.m. pursuant to General Provision Art., Section 3-305)(b)(1) to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other personnel matter that affects one or more specific individuals. Motion – Chiavacci/Hoff Vote to Close Meeting: Yes No Abstain Absent Mr. Chiavacci Yes Mr. Dayhoff Yes Mr. Hoff Yes Ms. Gilbert Yes Mr. Pecoraro Mayor Becker The following staff member was in attendance: City Administrator Imhulse. The Common Council took official action during the meeting. The Closed Meeting adjourned at 8:30 p.m. 3. APPROVAL OF MINUTES A) Mayor and Common Council Meeting of February 13, 2023 B) Mayor and Common Council Closed Meeting of February 13, 2023 4. CONSENT AGENDA A) Approval of Departmental Report for January 2023 5. REPORT FROM THE MAYOR 6. REPORTS FROM STANDING COMMITTEES A) Arts Council B) Economic and Community Development Committee C) Finance Committee D) Personnel Committee E) Public Safety Committee F) Public Works Committee  G) Recreation and Parks Committee H) Technology Committee 7. COUNCIL COMMENTS AND DISCUSSION 8. ORDINANCES AND RESOLUTIONS A) Adoption of Ordinance 2023-01 Budget Amendment No. 1 for FY 23 – Director of Finance Rodgers 9. UNFINISHED BUSINESS 10. NEW BUSINESS A) Approval of Juneteenth Holiday added to the Holiday Schedule for the City of Westminster – Human Resource Director McCullough B) Approval of Sole Source Contract with Kohl Brothers to Rebuild High Service Pump # 1 – City Administrator Imhulse 11. DEPARTMENTAL REPORTS 12. CITIZEN COMMENTS 13. ADJOURNMENT  MINUTES CITY OF WESTMINSTER Mayor and Common Council Meeting February 13, 2023, at 7:00 p.m. 1838 Emerald Hill Lane, Westminster, MD 21157 YouTube Channel Link CALL TO ORDER Elected Officials Present: Mayor Becker, Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, Councilmember Hoff and Council President Pecoraro. Staff Present: City Clerk Barber, Director of Housing Services Brown, Director of Community Planning and Development Depo, Director of Recreation Gruber, City Administrator Imhulse, Chief of Police Ledwell, Director of Human Resources McCullough, Director of Finance Rodgers, and City Attorney Ruff. PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE Councilmember Dayhoff led the Pledge of Allegiance and a moment of silence. Council President Pecoraro acknowledged Carroll County Commissioner Tom Gordon III, who addressed the Mayor and Common Council and thanked Chief Ledwell on a recent case. Commissioner Gordon noted a previous discussion from a few years back regarding the annexation of the Ellsworth Cemetery. UPDATE FROM MCDANIEL COLLEGE Associate Vice President for Administration Jenni Glennon from McDaniel College provided an update on the college initiatives, events and activities taking place at the college. STATEMENT FOR THE RECORD – CLOSED MEETING OF MONDAY, JANUARY 23, 2023: In accordance with the General Provisions Article, Section 3-306(c)(2) of the Annotated Code of Maryland, and without objection it is noted that the minutes of tonight’s meeting reflect that Common Council met in a Closed Meeting on Monday, January 23, 2023, at 8:00 p.m. pursuant to General Provision Art., Section 3-305)(b)(1) to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction; or any other personnel matter that affects one or more specific individuals and;(b)(8) to consult with staff, consultants, or other individuals about pending or potential litigation. Motion – Chiavacci/Hoff Vote to Close Meeting: Yes No Abstain Absent Mr. Chiavacci Yes Mr. Dayhoff Yes Mr. Hoff Yes Ms. Gilbert Yes Mr. Pecoraro Mayor Becker 1 The following staff members were in attendance: City Administrator Imhulse, and City Attorney Levan. The Common Council took no official action during the meeting. The Closed Meeting adjourned at 8:20 p.m. APPROVAL OF MINUTES Councilmember Gilbert motioned, seconded by Councilmember Chiavacci to approve the Mayor and Common Council Meeting minutes of January 23, 2023, and the Mayor and Common Council Closed Meeting minutes of January 23, 2023. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. COMMITTEE APPOINTMENTS Robert Peeples Jr. – Board of Elections Committee Councilmember Dayhoff motioned, seconded by Councilmember Gilbert to accept the Mayor’s nomination for appointment of Mr. Robert Peeples Jr., to the City of Westminster’s Board of Elections Committee as a member for a term ending on February 14, 2024. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff NAYS: None. J. Brooks Leahy – Board of Elections Committee Councilmember Chiavacci motioned, seconded by Councilmember Hoff to accept the Mayor’s nomination for appointment of Mr. J. Brooks Leahy to the City of Westminster’s Board of Elections Committee for a term ending on February 14, 2024. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff NAYS: None. Jacquelyn Schingeck – Board of Elections Committee Councilmember Gilbert motioned, seconded by Councilmember Dayhoff to accept the Mayor’s nomination for appointment of Ms. Jacquelyn Schingeck to the City of Westminster’s Board of Elections Committee for a term ending on February 14, 2024. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff NAYS: None. Thomas Beyard – Planning and Zoning Commission Councilmember Chiavacci motioned, seconded by Councilmember Gilbert to accept the Mayor’s nomination for appointment of Mr. Thomas Beyard to the City of Westminster’s Board of Planning and Zoning Commission for a five-year term ending on February 13, 2028. 2 VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff NAYS: None. CONSENT AGENDA Councilmember Hoff motioned, seconded by Councilmember Gilbert to approve the Consent Agenda, which consisted of the following: A) Approval of Letter of Support for SB 407 (Drinking Water – Innovative Potable Reuse Pilot Program – Establishment). VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. REPORT FROM MAYOR Mayor Becker noted her attendance along with Councilmember Chiavacci and City Administrator Imhulse to a recent meeting held with McDaniel President Jasken with regards to McDaniel College strategic plan and working with the City of Westminster. Mayor Becker also noted that she attended the Hexagon Purus open house on January 26, 2023, as they expand into the City of Westminster. REPORTS FROM STANDING COMMITTEES Councilmember Dayhoff, on behalf of the Arts Council, noted the numerous programs being offered by the Arts Council. Councilmember Dayhoff encouraged everyone to visit the Carroll County Arts Center’s website for additional information and details on all the upcoming programs and events being held and scheduled at the Arts Center. Councilmember Dayhoff closed by noting that registration for the Annual PEEP show begins on February 1, 2023. Councilmember Hoff, on behalf of the Economic and Community Development Committee (ECDC), note that the committee is scheduled to meeting on Wednesday, February 23, 2023. Council President Pecoraro, on behalf of the Finance Committee, noted that the committee will be meeting in the near future as preparations for the FY 24 Budget begin. Councilmember Gilbert, on behalf of the Personnel Committee, noted the City’s current open positions and encouraged those interested to go to the City’s website for additional information on how to apply. Councilmember Chiavacci, on behalf of the Public Safety Committee, noted that the Westminster Police Department (WPD) had hired Police Recruit Jacob Everhart who will start the MPCTC Police Academy in Sykesville, Maryland, on March 6, 2023. Council Member Chiavacci closed by noting that the Westminster Police Department (WPD) had retired K-9 “Foxy” from service. Councilmember Chiavacci, on behalf of the Public Works Committee, noted that the roof replacement on 45 West Main (City Administration Building) and the Carroll Arts Center were nearly completed. Councilmember Dayhoff and Councilmember Gilbert, on behalf of the Recreation and Parks Committee, noted the committee’s recent meeting where updates on Westminster Pool and Wakefield Valley Park were given. Council President Pecoraro, on behalf of the Technology Committee, noted that the committee held their scheduled meeting on Wednesday, February 8, 2023. 3 COUNCIL COMMENTS AND DISCUSSION Councilmember Chiavacci thanked Mayor Becker and the City staff for their work in fostering a stronger relationship with McDaniel College. Councilmember Chiavacci closed by noting the busy downtown with the lights and music. Councilmember Dayhoff also noted his appreciation to Mayor Becker and the City staff on the strong relationship with McDaniel College. Councilmember Gilbert noted that on January 26, 2023, along with Mayor Becker and Councilmember Hoff she attended an open house at the Carroll County Hospital to see the new Simulation Center. Councilmember Gilbert closed by noting her attendance at the Downtown Business Association Meeting held on February 6, 2023. Councilmember Hoff noted he has been keeping a keen eye on proposed legislation coming out of Annapolis, Maryland and how it my effect the City of Westminster. NEW BUSINESS Introduction of Ordinance 2023-01 Budget Amendment No. 1 for FY 23 Councilmember Dayhoff motioned, seconded by Councilmember Hoff for introduction of Ordinance 23- 01 Budget Amendment No. 1 for FY 23, an Ordinance of the Mayor and Common Council of Westminster, Maryland amending the adopted budget for the fiscal year beginning July 1, 2022, and ending June 30, 2023 (FY 2023). Director of Finance Rodgers provided the staff report on the item. The Common Council discussed briefly and requested an additional column be added to the proposed ordinance showing what has been spent for each item. City Administrator Imhulse noted that the request would be made and that the proposed ordinance prior to adoption would have to be amended. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. Introduction of Resolution 23-02 (Annexation No. 75) Councilmember Chiavacci motioned, seconded by Councilmember Hoff to introduce Resolution 23-02 (Annexation No. 75), a resolution enlarging the corporate boundaries of the City of Westminster by annexing into the City certain property containing 75.9797 acres, contiguous and adjoining to the City’s existing corporate boundaries, consisting of the industrially zoned portion of real property located at 1131 Avondale Road, Westminster, Maryland 21157, also identified as Tax Account Number 07-028555, Map 0045, Grid 0021, Parcel 0046, and Comprising ± 74.9055 Square Feet and 1.0742 Acres of State Highway Administration Property containing a portion of MD-Route 31 (New Windsor Road). Director of Community Planning and Development Depo provided the staff report on the item. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. UNFINISHED BUSINESS There was no unfinished business to be discussed by the Mayor and Common Council. 4 NEW BUSINESS Approval of Change Order No. 4 with Kelly Brothers, Inc., for requested custom shade structure to be installed at the learning bench/lap pool, and two funbrella’s to be installed at the splash pad/spray ground in the amount of $76,414.48. Councilmember Dayhoff motioned, seconded by Councilmember Gilbert for the approval of Change Order No. 4 with Kelly Brothers, Inc., for requested custom shade structure to be installed at the learning bench/lap pool, and two funbrella’s to be installed at the splash pad/spray ground in the amount of $76,414.48. Recreation and Parks Director Gruber provide the staff report and responded to questions of clarification on the item. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. Vote to go into a Closed Meeting Councilmember Chiavacci motioned, seconded by Councilmember Hoff to have the Common Council adjourn into a Closed Meeting at the conclusion of the Mayor and Common Council Meeting of Monday, February 13, 2023, in accordance with the General Provisions Article of the Annotated Code of Maryland, §3-305 (b) (1) to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation, of appointees, employees, or officials over whom this public body has jurisdiction; any other personnel matter that affects one or more specific individuals. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. DEPARTMENTAL REPORTS Community Planning and Development Director of Community Planning and Development Depo noted that on February, 16, 2023, the Planning and Zoning Commission is scheduled to review the Site Development Plan amendment to allow a 32,000 square foot addition to the existing 64,000 square foot building for Westminster Pharmaceutical or WES Pharma at 1221 Tech Court, located at the northeast corner of the Tech Court/Old Bachmans Valley Road. Director Depo also noted that the staff was able to work with WES Pharma to finalize outstanding landscaping and development design preferences comments. Director Depo closed by welcoming Thomas Beyard to the Planning and Zoning Commission. Human Resources Director of Human Resources McCullough reported that the department is currently focusing on recruitment for open positions across all departments. Director McCullough advised that anyone interested in working for the City of Westminster should go to the City’s website for current job openings. Director McCullough closed by noting and welcoming Ms. Denise Parissi as a new member of the Department of Human Resource staff. Housing Services Director of Housing Services Brown provided an update on his departments recent work at the Bishop Garth Apartment Complex. 5 Recreation and Parks Department Director of Recreation and Parks Gruber provided highlights for the upcoming Celtic Canter days event scheduled for Saturday, March 11, 2023. Finance Director of Finance Rodgers provided a status update on staff receiving information on the proposed FY 24 Budget. Public Safety Department Chief Ledwell noted that the 2023 Westminster Police Department Annual Award Ceremony is being planned and a save the date notice for the event will be sent out soon. Westminster Fire Department Councilmember Dayhoff reported that for the month of January, there were 647 total calls; 553 EMS and 94 fire. Of those calls, 358 were inside City limits and 237 were outside, with (57%) overlapping. CITIZEN COMMENTS Council President Pecoraro advised that residents may submit any comments to the following email address: comments@westminstermd.gov. He noted that all emails received would be shared with the Mayor and Common Council. Ms. Jacquelyn Schingeck, 199 Greenvale Mews Drive, addressed the Common Council regarding improvements planned for Ellsworth Cemetery. Mr. Joe Domonic, 345 Meadow Creek Drive, addressed the Common Council regarding the comments made regarding the Ellsworth Cemetery. Carroll County Commissioner Tom Gordon III, who addressed the Mayor and Common Council regarding comments noted earlier in the meeting regarding the Ellsworth Cemetery. ADJOURNMENT Council President Pecoraro announced that the next meeting would be on February 27, 2023, and the meeting will begin at 7:00 p.m. He adjourned the meeting at 8:06 p.m. Respectfully Submitted, Douglass A. Barber, MMC City Clerk Full audio version is available on www.westminstermd.gov Adopted by the City of Westminster Common Council on ____________________. 6 CITY OF WESTMINSTER, MARYLAND STATUS & INFORMATION REPORT – JANUARY 2023 Finance TREASURY REPORTS AS OF January 2023 – UNADJUSTED AND UNAUDITED GENERAL FUND REVENUES % to Budget Actual YTD Budget Taxes $ 14,292,543 $ 12,761,671 89% Licenses and Permits 522,000 223,614 43% Intergovernmental 1,478,036 1,574,296 107% Charges for Services 779,298 659,992 85% Fines & Forfeitures 31,000 24,964 81% Miscellaneous Income 89,526 159,361 178% Transfers (3,139,358) - 0% GENERAL FUND APPROPRIATION BY ACTIVITY Community Support - - 0% Facilities 204,890 179,236 87% Finance 268,153 137,092 51% Executive & Legislative 807,503 418,106 52% Human Resources 179,959 66,411 37% Planning, Zoning & Development 309,540 103,104 33% Housing & Preservation Services 146,045 37,280 26% Public Safety Department 8,401,770 5,480,993 65% Public Works 4,336,124 2,038,613 47% Recreation & Parks 1,504,981 810,600 54% Technology 429,067 227,910 53% Total General Fund Revenues $ 14,053,045 $ 15,403,898 110% Total General Fund Appropriations $ 16,588,032 $ 9,499,345 57% CAPITAL FUND REVENUES % to Budget Actual YTD Budget Intergovernmental $ 21,107,092 $ 817,651 4% Benefit Assessments 195,000 61,440 32% Loan Proceeds 14,213,097 - 0% Other Revenue 23,000 20,325 Transfers 11,201,176 - 0% CAPITAL FUND APPROPRIATION BY ACTIVITY Planning 150,000 10,835.00 7% Facilities 9,710,739 1,128,419.98 12% Public Safety Department 482,451 210,184 44% Public Works 2,937,580 326,695 11% Sewer 26,844,963 3,136,073 Water 6,290,000 569,113 Technology 750,000 41,682.67 0% Rec & Park 411,000 218,879.50 0% Total Capital Fund Revenues $ 46,739,365 $ 875,224 2% Total Capital Fund Appropriations $ 47,576,733 $ 5,641,881 12% UTILITY FUND REVENUES % to Budget Actual YTD Budget Small Meter - City $ 4,800,000 $ 2,757,614 57% Small Meter - County 3,205,881 1,762,443 55% Large Meter - City 2,236,200 1,315,306 59% Large Meter - County 1,649,850 1,075,554 65% Reclaimed - County 25,000 45,404 182% Charges for Services 875,858 976,467 111% Benefit Assessment Fees 510,000 171,966 34% Carroll County Septage Facility 300,000 50,045 17% UTILITY FUND APPROPRIATION BY ACTIVITY Facilities 75,100 33,815 45% Finance 602,248 344,267 57% Executive & Legislative 686,767 382,399 56% Human Resources 348,129 155,442 45% Planning, Zoning & Development 329,388 126,013 38% Public Works 628,551 378,558 60% Technology 848,430 471,638 56% Utilities 1,963,476 1,046,106 53% Water 2,888,578 1,064,934 37% Wastewater 3,063,393 1,482,648 48% Total Utility Fund Revenues $ 13,602,789 $ 5,348,612 39% Total Utility Fund Appropriations $ 11,434,060 $ 5,485,820 48% 2  FIBER FUND OPERATING REVENUES % to Budget Actual YTD Budget Provider Fees - Units Passed $ 432,072 $ 256,026 59% Provider Fees - Subscriptions 396,155 264,033 0% Miscellaneous - 649 0% Loan Proceeds 61,722 - 0% General Fund Subsidy 607,144 - 0% FIBER FUND OPERATING EXPENDITURES Public Works 84,234 50,754 60% Technology 44,489 30,807 69% Fiber 1,362,772 331,960 24% Total Revenues $ 1,497,093 $ 520,708 35% Total Expenses $ 1,497,095 $ 413,997 28% Net Income (Loss) $ (2) $ 106,711 PUBLIC HOUSING FUND REVENUES % to Budget Actual YTD Budget Housing Assistance Payments $ 2,437,104 $ 1,363,542 56% HUD Administrative Fee Distribution 263,544 179,871 68% Miscellaneous Income 167,750 177,512 106% PUBLIC HOUSING FUND EXPENDITURES Salaries & Benefits $ 249,438 $ 152,328 61% Administration 218,940 158,197 72% Housing Assistance Payments 2,534,000 1,391,042 55% Facilities 45,800 (76) 0% Total PHA Fund Revenues $ 2,868,398 $ 1,720,925 60% Total PHA Fund Appropriations $ 3,048,178 $ 1,701,491 56% Disbursements between $10,000 and $25,000 from January 18, 2023, through February 21, 2023: 3 Invoice Date Vendor Name Total Amount 10/27/2022 STATE HIGHWAY ADMINISTRATION $10,440.60 1/9/2023 CARROLL COMMUNITY COLLEGE $11,000.00 1/17/2023 WASTE MANAGEMENT OF MARYLAND $21,861.29 1/19/2023 UNIVAR SOLUTIONS USA INC $14,249.66 1/20/2023 NATIONWIDE RETIREMENT SOLUTION $16,333.53 1/20/2023 COMPTROLLER OF MARYLAND $20,808.47 1/23/2023 STATE HIGHWAY ADMINISTRATION $10,440.60 1/23/2023 CONTINENTAL TECHNOLOGIES INC $14,182.00 1/24/2023 SCHNABEL ENGINEERING ASSOC INC $19,072.83 1/26/2023 OSPINSIGHT INTERNATIONAL LLC $11,623.00 1/26/2023 COMMISSIONERS OF CARROLL CNTY $11,980.96 1/27/2023 CARROLL COUNTY COMMISSIONERS $14,088.10 1/27/2023 PLAYGROUND SPECIALIST INC $10,435.16 1/27/2023 BROWN SCHULTZ SHERIDAN & FRITZ $17,820.00 1/31/2023 CONVERGINT TECHNOLOGIES LLC $17,213.47 1/31/2023 ATLANTIC TACTICAL $10,030.60 2/1/2023 WASTE MANAGEMENT OF MARYLAND $24,258.58 2/2/2023 GHD INC $11,931.50 2/3/2023 COMPTROLLER OF MARYLAND $22,101.36 2/3/2023 NATIONWIDE RETIREMENT SOLUTION $16,306.93 2/6/2023 CARROLL CABLE REG. COMMISSION $22,447.60 2/7/2023 HYPERION INC $16,363.52 2/17/2023 NATIONWIDE RETIREMENT SOLUTION $15,806.17 2/17/2023 COMPTROLLER OF MARYLAND $22,199.34 Family Center P&L Month of January 2023 Balance of % of Budget Family Center Revenues Budget Month to Date Year to Date Budget Used 100.444103 Rec & Parks: Family Center $217,548.00 $20,640.58 $218,831.74 ($1,283.74) 100.59 Balance of % of Budget Family Center Expenses Budget Month to Date Year to Date Budget Used 70.101.4111 Regular Full-Time 76,909.00 4,188.36 35,810.83 41,098.17 46.56 70.101.4113 Temporary Employees 136,000.00 17,811.53 78,755.45 57,244.55 57.91 70.101.4114 Overtime 1,000.00 0.00 411.45 588.55 41.15 70.101.4123 Opt-Out 1,696.00 171.90 1,134.55 561.45 66.90 70.101.4311 Retirement & Pension Contributions 10,702.00 0.00 8,258.43 2,443.57 77.17 70.101.4313 Deferred Compensation Matching Plan 911.00 0.00 0.00 911.00 0.00 70.101.4314 Worker's Compensation 4,049.00 359.98 3,329.74 719.26 82.24 70.101.4322 Medical Insurance 14,212.00 1,954.22 15,888.23 -1,676.23 111.79 70.101.4323 Dental Insurance 797.00 57.70 483.71 313.29 60.69 70.101.4324 Vision Insurance 154.00 9.50 84.59 69.41 54.93 70.101.4325 Employee Assistance Program 96.00 3.39 37.29 58.71 38.84 70.101.4326 Social Security Insurance 16,288.00 1,673.52 8,700.73 7,587.27 53.42 70.101.4327 Short Term Disability Insurance 460.00 19.75 287.17 172.83 62.43 70.101.4328 Long Term Disability Insurance 178.00 7.86 114.26 63.74 64.19 70.101.4329 Life Insurance 108.00 4.53 65.99 42.01 61.10 70.101.5500 Contractual Services 10,956.00 918.00 918.00 10,038.00 8.38 70.101.5630 Repairs - Machinery & Equipment 15,000.00 3,289.80 4,347.61 10,652.39 28.98 Total Family Center 289,516.00 30,470.04 158,628.03 130,887.97 54.79 Profit/Loss ($71,968.00) ($9,829.46) $60,203.71 4 Housing Services Housing Choice Voucher Program • Housing Assistance Payments (HAP) = $198,573 • Number of vouchers under lease as of the last day of the month = 274 • Wait list total active applicants = 886 • Number Ports into City = 22 • Housing inspections = 45 • Filing rate in PIC = 101.5% During the month of January 2023, the Code Enforcement Officer issued 13 code violations of which 7 were closed during the period leaving 6 open as of the end of the month. Those that remained open at the end of the month were because the time to remedy the violation was after the end of the month. Below is a depiction of the violations by type for the month of November. Type of Violation Number of Violations Percentages Rubbish & Garbage 8 62% Pest Infestation 2 15% Other 3 23% 5  CODE VIOLATIONS JANUARY 2023 23% Rubbish & Garbage 15% 62% Pest Infestation Other Technology Services • Total Helpdesk tickets = 172, broken down below by department: o Technology Services = 44 o Westminster Police = 37 o Public Works = 16 o Human Resources = 11 o Finance = 17 o Office of the City Administrator = 14 o Public = 1 o Recreation and Parks =11 o Community Planning and Development = 15 6  o Housing and Code Enforcement = 6 o Engineering = 0 o Mayor & Common Council = 0 Projects: • Admin building public meeting room setup for streaming – planning • City fiber installation in City offices – planning • WWTP Technology closet – planning • Upgrading police ticketing enforcement software – planning • Camera system for Recreation Dept – planning • Planning digital submission platform - planning • Hardware replacement cycle – in progress • Server Refresh – in progress • Additional downtown cameras – in progress • Financial system upgrade from Eden to Munis – in progress • Admin building conference room second-floor setup – in progress • Reviewing 311 platform – in progress • Westminster Square parking garage hardware retrofit – complete Community Planning & Development COMMUNITY PLANNING AND DEVELOPMENT COMMUNITY PLANNING AND DEVELOPMENT PERFORMANCE MEASURES January 2023 Building Permits approved 14 Downtown Businesses Owner inquiries 1 Downtown Businesses Visited 1 Façade Improvements Completed 1 Historic District Commission items 2 Pre-Submission conferences held 1 Sign Permits issued 1 Use and Occupancy 3 Zoning Verification letters 1 The Department of Community Planning and Development (“DCPD”) provided professional staff reports and support for the Mayor and Common Council (“M&CC”); Economic and Community Development Committee of the Mayor and Common Council (“ECDC”); Historic District Commission (“HDC”); Board of Zoning Appeals (“BZA”); Planning and Zoning Commission (“PZC”); and Tree Commission (“TC”). December is a month when Commissions typically take a break from meeting if possible. • On January 3, 2023 the BZA meeting was cancelled. The next scheduled meeting is for February 7, 2023. 7 • On January 4, 2023, the HDC met to discuss the following items: o An update on the Historic District Commission Proposed Historic Preservation Implementation Memo. o National History Day and the Westminster Historic District Facebook page o The next HDC meeting is scheduled for February 1, 2023. • On January 19, 2022, the Planning and Zoning Commission meeting was cancelled. The next scheduled meeting is for February 16, 2023. • On January 9, 2023, the Downtown Business Association (DBA) meeting was held. The next scheduled meeting is for a roundtable discussion on February 6, 2023. DCPD staff prepared a survey for members of the Downtown Business Association. • On January 13, 2023, DCPD staff walked with DPW staff to assess the crosswalk improvements needed for West Main Street. • Seventeen (17) building permits were reviewed and approved for projects within the City. Three of the approved permits was for a Final Release: two for new residential units and one for an exterior equipment storage shed on Tech Court. • One Sign/Awning Permit application was approved for Bank of America at 630 Baltimore Boulevard. • A Zoning Verification Letter was completed for 43 John Street. • On January 25, 2023, DCPD participated in the Carroll County Downtown January meeting to primarily discuss the upcoming Maryland Muncipal League Conference and advertisting ideas. This was a great networking meeting to hear about what others in the community are doing to promote their Main Street communities in Carroll County. • On January 31, 2023, Leanne Champney started her employment with the City of Westminster as a Comprehensive Planner in DCPD. We are very excited to have Leanne in our department. • On January 31, 2023, DCPD participated in a Pre-Application Meeting with Carroll County regarding the redevelopment of the old Vinces’ Seafood Restaurant at 118 W Main Street. The applicant was unsure about what whether to resubmit a previously, but now voided, site development plan or to amend the plan. The meeting was primarily an information gathering meeting. 8  • Finally, DCPD staff members continue to manage site development plans, plats, simplified site plans, and permits submitted to the City for review and compliance with adopted rules and regulations and answer hundreds of inquiries every month via email, by phone, via Zoom, and in person. DCPD continues to meet with applicants and their attorneys to discuss annexations, proposed site development plans, building permits, water and sewer allocations, zoning determinations, verifications, and certificates, and a variety of City applications and processes. Human Resources Benefits/Wellness • Wellness Program Employee Relations/ HR Customer Service • Removed 2 aged-out dependents from employee’s insurance coverage. • Assisted 2 employees with insurance changes due to qualifying life events. • Assisted finance department with obtaining workers comp payments for several employees. • Provided Chesapeake with needed documentation for ongoing workers comp claims for several employees. • Completed two employment verifications forms. • Assisted an employee with incident report for Chesapeake in person. • Contacted Eden Helpdesk several times regarding issues with ben/den, new hires, and reports. • Processed 15 Temporary employee rate changes for January 1, 2023, Minimum Wage Increase. • Processed 3 insurance changes for employees. • Prepared 3 Transfers/Differential changes. • Assisted 2 employees with obtaining Dental insurance ID cards. • Provided multiple employees with information and form for the Wellness Program • Provided information to employees regarding 457 & 401(a) Deferment plan. • Processed/responded to multiple emails/phone calls with LGIT, Benecon, Unemployment Tax Services, Carroll Occupational • Coordinated and organized the Director of IT panel members which consisted of other municipalities. 9 Employment/Recruitment • Advertisements: Internal External Internal External Applications Applications Advertisements Advertisements Processed Processed Full-time 8 8 1 26 Part-time 0 0 2 4 Temporary 0 0 0 0 Seasonal 3 3 0 0 • Processed: New Hire Employee Internal Terminations/ Documentation Orientations Transfers Promotions Retirement Full-time 6 6 0 1 3 Part-time 0 0 0 0 1 Temporary 0 0 0 0 0 Seasonal 0 0 0 0 0 • Processed and distributed applications for the following vacancies: o Comprehensive Planner I (1) o Accounts Specialist-Accounts Payable (9) o Director of Information Technology (4) o Equipment Operator, Streets (2) o Recs and Parks (6) o Human Resources Analyst (1) o Streets (1) o Utilities (2) • Processed 4 employee terminations. • Hired three new employees for the Equipment Operator I position in the Streets Department, one grant funded position for Police, one HR Analyst, and one Comprehensive Planner II. • Assisted the Finance Department with setting up 1st interviews for 9 candidates for the Accounts Payable position and 2 candidates for 2nd interviews. Also send out 4 notifications of decline to applicants. • Assisted Streets Department in setting up interviews for the Equipment Operator I position. Projects Risk Management • Insurance Claims Filed Mobile Sewer Workers’ Automobile Liability Equipment Property Back-up Compensation 1 0 0 0 0 1 • Coordinated class, food, and communication with all participants for CPR Training conducted by Chesapeake on 1/17/23 with 18 participants. • One Streets employee filed a workers compensation claims • Coordinated random drug testing for 6 employees per the City’s Drug-Free Workplace policy. Positive cases 4. • Three employees were sent to Carroll Occupational Health to renew their DOT medical certificates. 10 • Four COVID cases for the month. Maintained COVID testing spreadsheet and communication with employees and supervisors regarding employee results, quarantine, and return to work dates. • Scheduled DOT exam for employee. Training/Meetings • Daily one-on-one meetings to discuss, research, resolve HR issues - HR Director Rae McCullough and HR Analyst, Denise Parissi. • HR Director Rae McCullough participated Director of IT interviews. Police Department Time Frame Police Calls Adult Juvenile DUI Traffic Foot/Bike/T3 For Service Arrests Arrests Arrests Citations Patrol Hours January 2023 947 32 8 0 109 152 January 2022 835 29 4 9 232 295 2023 YTD Total 947 32 8 0 109 152 2022 YTD Total 835 29 4 9 232 295 Significant Cases in January: Crime: Assault – Second Degree Date: 01/01/2023 Location: Johansson’s Down Under, 4 W. Main Street Details: Officers responded to an unconscious victim inside the bar. Officers were notified the next day by a family member that the victim had been assaulted and suffered a head injury. An arrest warrant was issued, and the suspect was subsequently arrested. Status: Arrest – Dale E. Schachle (37 YOA) Crime: Assault – First Degree Date: 01/03/2023 Location: W. Main Street Details: The victim reported staying at the apartment of the suspect. The victim stated she was asleep in the bedroom when the suspect got on top of her and started to strangle her. Officers observed signs of strangulation on the victim’s neck. The suspect was arrested and transported to central booking. Status: Arrest – Marie F. Louis (37 YOA) DEPARTMENTAL INFORMATION 1. Officer Jamil Lee received the Police Officer of the Quarter award for exemplary performance during the fourth quarter of 2022. 2. Communications Specialist Sarah Billington received the Civilian Employee of the Quarter award for exemplary performance during the fourth quarter of 2022. Recreation & Parks Family Fitness Center Revenue: $25,855.25 Family Fitness Center Expense: $30,470 11 Family Fitness Center Membership Usage Membership Package % of Total Entries Family 21 709 Family with Childcare 19 615 Punch card 2 64 Individual 50 1,655 Student/Youth 8 278 Total Entries 3,321 Total Unique Members 490 Resident and Non-Resident Membership Packages Membership Package # of Members Percentage Family 88 Resident 43 59% Non-Resident 45 41% Family w/ Childcare 28 Resident 11 39% Non-Resident 17 61% Individual 277 Resident 115 42% Non-Resident 162 58% Youth/College Student 61 Resident 46 78% Non-Resident 15 22% Total # of Memberships 454 Total Resident 215 47% Total Non-Resident 239 53% Group Fitness Class Attendance: o Barre/TRX – 121 o Circuit/Interval/Strength – 815 o Cycle – 276 o Pilates/Stability Ball - 102 o Yoga - 214 o Zumba & Dance – 304 Total Attendance: 1,832 January 6: Attended the Wakefield Event Pavilion pre-bid meeting. January 9: Attended the Downtown Business Association meeting. January 10: Attended pool progress meeting with the Keller Brothers team. 12 January 11: Meet with Tom Sterner to discuss Raven Tree installation. January 13: Attended an MHAA funding workshop. January 17: Attended pool progress meeting with the Keller Brothers team. January 18: Conducted interviews for the program assistant position. January 19: Met with Carroll County Resource Management to discuss stormwater management related to phase 2 of the pool renovation project. Meet with Crossroads Church to discuss the 0.5K Conducted interviews for the program assistant position. January 21: Assisted staff with the Adaptive Rec Winter Ball. January 24: Attended pool progress meeting with the Keller Brothers team. Met with Alliance for the Chesapeake Bay Foundation staff to discuss spring tree planting at Wakefield. January 25 Met with Bond Distributing to discuss Celtic Canter Pub Crawl. Public Works Water Reclamation Facility January 2023 Total Flow 121.748 MGD Average Daily Flow 3.927 MGD Sludge (Integrated Agronomics) 410.29 wet tons Septage Sludge 86.88 wet tons • HRI has continued working on the Solids Processing Building and Reactor 5. HRI has also worked on punch list items throughout the project as well as general cleanup of the worksite. • HRI attempted to perform Startup of the Septage Screw Press but had issues with the polymer system. The Startup failed pushing the delay back another month. • Startup is still delayed for the Denitrification Facility due to issues with the Methanol system • Attended daily, weekly and monthly meeting related to the construction project. • Performed over 4,000-laboratory analysis. 13  • Transported recyclables to the County landfill. • Performed routine maintenance. • Various meetings with the Project Engineer (GHD) and the contractor (HRI) regarding the status of the project, the impact on plant operations, and upcoming events. • Performed maintenance on the BFP’s. HRI is over a year behind schedule and the project delay is affecting the reliability of the 30-year presses that are beyond their anticipated life expectancy. Utility Maintenance • Water leaks o 401 Leigh Masters Ln (0.01, service) o 401 Leigh Masters Ln (0.01, private) • Sewer blockages o 200 S Court St (private) o 81 Marhill Ct (lateral) o 152 W Main St (lateral) o 117 E Main St (private) o 3 Pine Hill Dr (private) o 8 Sullivan Ave (private) o 550 Marshall Dr (lateral) o 409 Manchester Ave (main) o 502 Cool Water Way (private) o Station 14 Easement (main) o 449 Bennett Cerf Dr (lateral) • Fiber Drop Installations o 857 Amherst Ln o 60 Sycamore St o 32 Bond St o 94 E Main St o 277 ½ E Green St o 814 Johahn Dr o 325 Janice Way o 348 Logan Dr o 295 Hahn Rd o 887 Amherst La o 314 St. Andrews Ln o 296 E Main St o 657 N Chandler Dr o 720 Uniontown Rd o 598 Friendship Rd o 40 Hillside Ct o 555 Whispering Meadows Dr o 322 E Main St o 35 Hersh Ave o 221 St Mark Way o 138 Willis St o 150 Lincoln Rd o 172 Othello Ct o 994 Eckard Ct o 190 Alymer Ct 14  o 689 N Chandler Dr o 669 N Chandler Dr o 223 Stacey Lee Dr o 756 Windsor Dr o 702 Medinah Cir o 808 Young Ct o 172 W Main St o 296 E Main St o 509 Uniontown Rd o 3 Pine Hill Dr Water Loss Water Main Flushing o 0.000 MG Water Leaks o 0.001 MG Private Leaks o o 0.001 MG Sewer Main Flushing o 0.008 MG Total Loss o 0.010 MG • Miscellaneous tasks o Completed high water bill inspections, meter investigations, meter Installations, and meter readings o Completed water, sewer, and fiber markings. o Splicing at Stonegate o Install new 2” service line at WWTP for sludge and chemical buildings o Station 8 transfer switch issues • Regular maintenance o Televise and clean sewer mains o Continued servicing fire hydrants in Furnace Hills area o Sewer pumping stations o Booster stations and water storage stations o Leak detection (40 hours) o Maintaining sewer easements Street Department • Grounds Maintenance section performed the following tasks: o Completed daily mowing of City parks, facilities, and storm water ponds o Removed Christmas trees on Main, PA ave and Belle Grove o Stump grinding on Main and Wakefield property o Cleaned and removed brush from Dutterer and Mulligan storm ponds o Planted bulbs on Center St o Landscape inspection at Windsor Dr Church • Building Maintenance section performed the following tasks o Collected parking meter money and maintained meters o Repaired and replaced high visibility signs on City Streets o Multiple repairs to the Family Center o Installed water fountains at Carroll Arts o Painted around ceiling lights at City Hall 15  o Removed and stored all Christmas decorations • Streets and Alleys section o Removed brush, metal, yard waste, and bulk trash o Transported materials to County landfill: Street Baskets o .69 tons Bulk Trash o 22.31 tons Brush o 24.44 tons Yard Waste o 5.8 tons Street Sweepings o 7.47 tons Leaf Vac o 3.23 tons Metal o 2.55 tons o Scheduled bulk trash collection o Set dumpsters for larger piles of bulk trash o Assisted with cleaning of City parking lots • Street Maintenance Section o Assisted with bulk pickups o Filled potholes throughout City streets o Concreted sidewalks at 180 and 182 Penn Ave o Storm drain inlet rebuilds at Bond St, Brook View Ct, and Rich Mar St o Installed new curb on Spring Alley o Cleaned out catch basins on Main St o Crack sealing on Tahoma Farm Rd Engineering • HRI, Inc. (the general contractor for the ENT/Biosolids Upgrade Project) continued construction and testing equipment of the Wastewater Treatment Plant Denitrification Building. Other work included blowers, electrical buildings and site electrical conduits; Solids Processing Building; work on the County Septage Facility; construction of Reactor # 4, and 5. GHD, the project engineer, continued review of submittals and RFIs. • Guyer Brothers has completed work on design and rehabilitation of the sewer lines on the I&I Project Phase IV. The Contractor awarded contract for I&I Project Phase V. • Wallace-Montgomery and the City continued work on the design of MD27 & Hahn Rd Water Main Improvements. City obtained Executed Agreements from Mid-Atlantic Railroad. Carroll County started reviewing the project design. • McCrone Engineers, Inc. completed design of W. Main Street Water Main Replacement. City received executed Agreement with Midland RailRoad for work on crossing under the Rail road. The City is working on preparing the project for Bids. • Design of water main replacement between Hahn Rd. and Tuc Rd. is awarded to WR&A Engineers. Agreement between the City and WRA is not signed. 16 • North East Contracting Corporation City preparing for installation of Roof Upgrades at 45 and 91 W. Main Street Buildings. Contractor is going to start roof installation by the end of January weather permitting. • The City signed contract for Replacement of Boilers AT 45 W. Main Street Building with Temp Air Company, the lowest bidder. Contractor ordered the boilers. • The City has signed the Agreement for Reconstruction of the Clock Tower with Concrete Protection and Restoration Company. The Contractor started ordering materials for the project. • Keller, Inc. continues reconstruction of the City Municipal Pool. Water Plant January 2023 • Cranberry Water System Sources – Raw Water to Plant in Million Gallons (MG) Raw Meter Total 47.44836 MG Recycled Water Total 4.37064 MG Recycled Water Recovered 9.211 % CIP Wash Water/Membrane Cells 0.16416 MG Total 47.28420 MG Raw Water Sources in MG Cranberry Branch 46.12620 MG Hull Creek 1.158 MG Raw Reservoir 0 MG Other 0 MG Total 47.28420 MG • Treated in MG Finished Water Flow Meter 46.48510 MG Station Water 0.073679 MG Total Treated 46.41142 MG Backwash/Recycle Filters 0.1788 MG Delivered to System 46.23262 MG • Wells in Cranberry System in MG Well 3 2.821768 MG Well 4 1.738121 MG Well 5 6.7251 MG Well 6 2.43362 MG Well 7 4.598588 MG Well 8 0 MG Wells 9 and 10 0 MG Well 11 2.537543 MG Well 12 4.557444 MG Total Delivered to System 71.644805 MG 17  Day of Maximum Usage – 21 2.67963 MG Well 5 Backwash 0.00528 MG Well 7 Backwash 0.44855 MG Well 8 Regeneration Water 0.0 MG Well 12 Backwash 0.54526 MG Daily Average 2.3111227 MG • Hours operated = 744 • Rainfall = 2.61 inches • Raw Reservoir level = 23.7 feet • Wakefield Well System Well 1 2.2936 MG Well 2 3.496417 MG Total Delivered to System 5.790017 MG Filter Backwash 0.00636 MG Daily Average 0.1867747 MG Day of Maximum Usage - 16 0.369442 MG • Other tasks included: o Performed routine maintenance at the wells and Water Treatment Plant o Collected 65 distribution compliance samples o Performed 248 process control checks at 8 Wells o Performed 372 process control checks at the Cranberry Water Treatment Plant o Completed monthly operating reports for the Cranberry and Wakefield Systems o Completed NPDES operating report for Cranberry Water Treatment Plant o Continued work with water reuse project. o Collected samples and data at Cranberry Reservoir 18 Approval to Add the Juneteenth Holiday To: Mayor and Common Council From: Eltaray McCullough, Director of Human Resources Date: February 23, 2023 Re: Approval to Add the Juneteenth Holiday Background The Juneteenth holiday was first recognized as a federal holiday in 2021. Carroll County government and the other 7 municipalities in Carroll County were closed in observance of the Juneteenth holiday in 2022. At their meeting on September 28, 2022, the personnel committee discussed and gave their consensus to present to the Common Council for their consideration and approval to add Juneteenth as a holiday for the City of Westminster. Equipment Purchase Waiver To: Mayor and Common Council From: Bret Grossnickle, Superintendent of Water Treatment Date: February 23, 2023 Re: Approval of a Sole Source Contract with Kohl Brothers to Rebuild High Service Pump #1. Background The Cranberry Water Treatment Plant utilizes four High Service Pumps (HSP) to pump potable water from the clearwell at the Plant to the distribution system. HSP #1 has failed due to bearing wear and will need to be rebuilt. We have used Kohl Brothers, Inc. in the past for these and other pump repairs and would like to have them rebuild HSP #1. They will completely refurbish all reusable pieces and use new Peerless Pump parts to complete the job. We have received good service from Peerless Pumps in the past (HSP’s 2. 3, & 4 are Peerless Pumps) and want to stay with them. There is one other Peerless Representative in the area, but they would sub the work to Kohl Brothers, with a markup. Sole Source Authorization for the use of Kohl Brothers Inc. is desired to maintain consistency with our other pumps which have been rebuilt with Peerless parts over the years. Kohl Brothers has provided us with a quote for $39,845 to rebuild HSP #1. Staff has reviewed the quote for labor and equipment items and finds both appropriate to meet the needs of maintaining the ability to provide potable water to the customers of the Cranberry Water System. Funding Funding for the replacement equipment was not planned in the FY23 budget and will require a budget amendment using Water Fund reserves. Recommendation Staff recommends that the Common Council approve a sole source contract with Kohl Brothers in the amount of $39,845.00 Attachment • Kohl Brothers Quote cc: Sara Imhulse, City Administrator  e-mail: dave@kohlbros.com Fax Message TO: CITY OF WESTMINSTER, MD DATE: 12-17-2022 ATTENTION: BRET GROSSNICKLE RE: HIGH SERVICE PUMP MESSAGE: We offer the following items to upgrade the referenced pump: One Peerless bowl assembly Model M12D-6 stage with Epoxy exterior coating and stainless steel taperlocks. One Set 1-1/2” 416 stainless steel lineshaft, couplings and VSS headshaft One Set 8”x1-1/2” bearing retainer assemblies. One Rebuild of existing discharge head with sandblasting and Epoxy coating and new packing container assembly. One Set new 8” flanged column (5’ max. length) with NSF epoxy coating on ID & OD and stainless steel bolting. One Labor, equipment and misc. materials to remove existing pump, reinstall and startup pump. Pump and Related Components = $32,845.00 Pump Removal = $3,500.00 Pump Installation = $3,500.00 TOTAL NOT TO EXCEED $39,845.00 FREIGHT INCLUDED We have NOT included any motor repairs.  Kohl Bros., Inc. Page 2 This project assumes items to be required will be similar to the pump completed in March 2022. Pricing is valid for 30 Days from the above date. After 30 Days pricing is subject for review. Please contact me with any questions. Thank You. SIGNED David J. Gettle, PE NO. OF PAGES - TWO