Mayor & Common Council Meetings

AGENDA CITY OF WESTMINSTER Mayor and Common Council Meeting Monday, March 13, 2023, at 7:00 pm City Hall, 1838 Emerald Hill Lane, Westminster, MD 21157 City YouTube Channel Link 1. CALL TO ORDER 2. PRESENTATION A) MAGIC Quarterly Update – Mr. Graham Dodge 3. APPROVAL OF MINUTES A) Mayor and Common Council Meeting of February 27, 2023 4. REPORT FROM THE MAYOR 5. 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 6. COUNCIL COMMENTS AND DISCUSSION 7. UNFINISHED BUSINESS 8. BID A) Award of Contract to Wickersham Construction & Engineering, Inc., for Wakefield Valley Park Event Pavilion and Community Building – Department of Public Works Deputy Director Dick 9. NEW BUSINESS A) Vote to go into a Closed Meeting Motion: I move that the Common Council adjourn into a Closed Meeting at the conclusion of the Mayor and Common Council Meeting of Monday, March 13, 2023, in accordance with the General Provisions Article of the Annotated Code of Maryland, §3-305 (b) (7) to consult with counsel to obtain legal advice. – Councilmember Chiavacci 10. DEPARTMENTAL REPORTS 11. CITIZEN COMMENTS 12. ADJOURNMENT TO CLOSED MEETING  MINUTES CITY OF WESTMINSTER Mayor and Common Council Meeting February 27, 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, Chief of Police Ledwell, Director of Human Resources McCullough, Director of Finance Rodgers and City Attorney Ruff. PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE Council President Pecoraro led the Pledge of Allegiance and a moment of silence. STATEMENT FOR THE RECORD – CLOSED MEETING OF MONDAY, February 13, 2023: Council President Pecoraro read into the record: 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, at 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. APPROVAL OF MINUTES Councilmember Chiavacci motioned, seconded by Councilmember Gilbert to approve the Mayor and Common Council Meeting minutes of February 13, 2023, and the Mayor and Common Council Closed Meeting minutes of February 13, 2023. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. 1 CONSENT AGENDA Councilmember Dayhoff motioned, seconded by Councilmember Hoff to approve the Consent Agenda, which consisted of the following: Approval of Departmental Report for January 2023. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. REPORT FROM MAYOR Mayor Becker reported that she along with a few of her Common Council colleagues, as well as City Administrator Imhulse went to Annapolis, Maryland before the Maryland Senate. Mayor Becker noted that she and Council President Pecoraro provided testimony to the Maryland Senate in support of the proposed legislation regarding indirect Water Re-Use. Mayor Becker thanked Senator Reedy and Delegate Rose for their work and support for the Water Re-Use Program that is so important to 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 the great job that Executive Director Griffith is doing at the Carroll Arts Center. Council President Pecoraro, on behalf of the Finance Committee, noted that the committee will be meeting soon as preparations for the FY 24 Budget begin. Councilmember Chiavacci, on behalf of the Public Safety Committee, noted that on February 14, 2023, that Chief Ledwell and Captain Schuster attended a training hosted by the Maryland Police and Correctional Training Commission regarding the new Statewide Police Disciplinary Matrix and Trial Board Processes. Councilmember Chiavacci closed by noting that the Westminster Police Department Annual Awards Ceremony has been scheduled for Wednesday, April 19, 2023, at 9:00 a.m. at the Westminster Best Western Conference Center. Councilmember Chiavacci, on behalf of the Public Works Committee, noted the work being done by the Streets Department at Veteran Memorial Park. Councilmember Dayhoff, on behalf of the Recreation and Parks Committee, noted the upcoming Celtic Canter Races and Irish Festival scheduled for Saturday, March 11, 2023. COUNCIL COMMENTS AND DISCUSSION Councilmember Chiavacci thanked the Common Council and Mayor Becker for their great work in Annapolis in front of the State Legislator regarding the Water Re-Use Legislation. Councilmember Dayhoff echoed the sentiments given by Councilmember Chiavacci and thanked Mayor Becker and the members of Common Council who traveled to Annapolis, Maryland on behalf of the Water Re-Use Legislation. Councilmember Dayhoff closed by noting his attendance at the 2023 Carroll County History Day. Councilmember Gilbert also echoed the sentiments given by Councilmember Chiavacci and Councilmember Dayhoff and thanked Mayor Becker and the members of Common Council who traveled 2 to Annapolis, Maryland on behalf of the Water Re-Use Legislation. Councilmember Gilbert closed by noting her attendance at the 2023 Carroll County History Day. Councilmember Hoff echoed the sentiments given by the Common Council and he thanked City Administrator Imhulse for her work on the Water Re-Use project, as her work was instrumental for the project. Council President Pecoraro appreciated all the kind sentiments given by his colleagues. Council President Pecoraro moved to create an Ad hoc Committee to deal with state affairs co-chaired by Council President Pecoraro and Councilmember Hoff for the remainder of this legislative session that coincides with the Common Council term. Council President Pecoraro seeing no objection approved the Ad hoc Committee. UPDATE FROM MCDANIEL COLLEGE Associate Provost for Equity & Belonging Dr. Richard Smith from McDaniel College provided an update on the college initiatives, events and activities taking place at the college. ORDINANCES AND RESOLUTIONS Amendment of Ordinance 2023-01 Budget Amendment No. 1 for FY 23 Councilmember Hoff motioned, seconded by Councilmember Gilbert to amend 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) to include the requested additional column be added to the proposed ordinance showing what has been spent for each item. Director of Finance Rodgers provided the staff report on the item. There was no discussion on the item. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. Adoption of Ordinance 2023-01 Budget Amendment No. 1 for FY 23 as amended. Council President Pecoraro seeing no object declared the motion passed as amended. UNFINISHED BUSINESS There was no unfinished business to be discussed by the Mayor and Common Council. NEW BUSINESS Approval of Juneteenth Holiday added to the Holiday Schedule for the City of Westminster Councilmember Gilbert motioned, seconded by Councilmember Dayhoff for the approval to add Juneteenth to the Holiday Schedule for the City of Westminster. Human Resources Director McCullough provided the staff report on the item. There was no discussion on the item. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. 3 Approval of Sole Source Contract with Kohl Brothers to Rebuild High Service Pump # 1 Councilmember Gilbert motioned, seconded by Councilmember Chiavacci to authorize the approval of a Sole Source Contract with Kohl Brother to Rebuild High Service Pump # 1. Community Planning and Development Director Depo provided the staff report on the item. There was no discussion. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert and Councilmember Hoff. NAYS: None. DEPARTMENTAL REPORTS Westminster Fire Department Councilmember Dayhoff provided a brief update on having paid Fire Personnel at the Firehouses verse Volunteer Personnel, and that is being handled individually Fire Station to Fire Station in the County. Public Safety Department Chief Ledwell provided an update on activities taking place in the Westminster Police Department. Chief Ledwell responded to questions from Common Council regarding the Police Department Generator with Chief Ledwell advising the Department of Public Works were in the process of rebidding the project. Housing Services Director of Housing Services Brown provided an update on his departments recent work at the Bishop Garth Apartment Complex. 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. 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. Community Planning and Development Director of Community Planning and Development Depo noted that on February 16, 2023, the Planning and Zoning Commission approved the Site Development Plan amendment to allow a 32,000 square foot addition to the existing 32,000 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 on March 1, 2023, the Historic District Commission is scheduled to provide a cursory review and Tax Credit information for a proposed two-story 2,177 sq.ft. (24’ x 44’) rear addition to the existing single-family dwelling at 30 Webster Street and proposed demolition and façade renovation concept plans for 285-287 East Green Street. 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. There was no one from the public wishing to address the Common Council. 4 ADJOURNMENT Council President Pecoraro announced that the next meeting would be on March 13, 2023, and the meeting will begin at 7:00 p.m. He adjourned the meeting at 7:44 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 ____________________. 5 Bid – Design/Build Wakefield Valley Park Event Pavilion and Community Building To: Mayor and Common Council From: John Dick, Deputy Public Works Director Date: March 8, 2023 Re: Approval – Contract for Design/Build of the Wakefield Valley Park Event Pavilion and Community Building Background Completed in 2021, the Wakefield Valley Park master plan envisioned a large event pavilion with corresponding indoor event space, storage, and restrooms located at the site of the former driving range. It was determined that locating a pavilion at this site was not feasible because there was no access to water, sewer, and electricity. Other locations were assessed, including the clubhouse/banquet facility site. After an evaluation, it was determined that the clubhouse/banquet facility could be repurposed as a large event pavilion, and portions of the existing structure could be maintained and renovated to serve the pavilion with restroom facilities, storage, and indoor event space. Project Funding To assist with advancing the goals of the Wakefield Valley Park master plan, the City received $1 million from the state in its FY23 capital budget. Additionally, $200,000 of Program Open Space funding was allocated to the City for this project. ARPA funds are being requested to cover the remaining project balance. A budget amendment will be needed to allocate those ARPA funds. Bid Results This project was placed out for bid as a design-build opportunity on December 15, 2022. A mandatory pre-bid meeting and a site visit were held on January 6, 2023. The opportunity for follow-up site visits and additional interior access was provided on January 12, 2023. All bid submissions were due by 2 PM on February 10, 2023. The City received six submissions. The bid results are reflected in the table to follow. After carefully reviewing all six bid respondents, City staff invited three companies back to present their concept for repurposing the clubhouse/banquet facility into an event pavilion and community building. One of those three companies was the leader in experience, design capabilities, and project understanding. This company demonstrated a thorough understanding of the goals of this project and the opportunities and constraints that exist with this type of facility retrofit. Wickersham Construction and Engineering, Inc. presented a thoughtful and dynamic conceptual design that captured the primary focus of the project as well as the highest and best use of the space. Recommendation Staff recommends that the Mayor and Common Council accept the bid from Wickersham Construction and Engineering, Inc. for $2,771,52 for the Design-Build of the Wakefield Valley Park Event Pavilion and Community Building as further described in the bid documents and authorize the Mayor’s execution of the associated contract.