Mayor & Common Council Meetings

AGENDA CITY OF WESTMINSTER Mayor and Common Council Meeting Monday, March 24, 2025, at 7:00 pm Carroll Arts Center, 91 West Main Street, Westminster, MD 21157 1. CALL TO ORDER 2. PRESENTATIONS A) Announcement of Candidates for Mayor and Common Council 2025 Election – Clerk Barber B) Arbor Day Proclamation 3. APPROVAL OF MINUTES A) Mayor and Common Council Meeting of March 10, 2025 B) Mayor and Common Council Closed Meeting of March 10, 2025 4. CONSENT CALENDAR A) Departmental Operating Reports – February 2025 B) Approval of Change Order No. 1 to Frederick Ward Associates for the Additional Design and Engineering Services Required to Retrofit the Pond at Wakefield Vally Park into a Stormwater Management Facility for the Trail System Project in the Amount of $49,000.00. C) Approval of Change Order No. 1 to Guyer Brothers, Inc., for Additional Labor and Materials for the Airport Drive and Long Valley Road Stormwater Pipelining Project in the Amount of $96,200.00. 5. REPORT FROM THE MAYOR 6. REPORTS FROM 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. ORDINANCE AND RESOLUTIONS 9. UNFINISHED BUSINESS 10. NEW BUSINESS 11. DEPARTMENTAL REPORTS 12. CITIZEN COMMENTS 13. ADJOURNMENT 2025 Arbor Week (April 21-27) To: Mayor and Common Council From: Mark Depo, Director of Community Planning and Development Date: March 14, 2025 Re: 2025 Arbor Week (April 21, 2025 – April 27, 2025) Background Each year, the Mayor of the City of Westminster recognizes Arbor Week by Mayoral Proclamation. The week of April 21, 2025, is to be recognized as Arbor Week in the City of Westminster and all citizens are encouraged to celebrate Arbor Day on Friday, April 25, 2025, and support efforts to protect our plants, trees, and forests. The City of Westminster will be scheduling a Tree Planting in recognition of Arbor Day. Attachment Mayoral Proclamation – 2025 Arbor Week cc: Sara Imhulse, City Administrator  Arbor Week April 21–27, 2025 Whereas, In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and Whereas, this holiday, called Arbor Day, is observed in Westminster every year with a celebration organized by the Tree Commission; and Whereas, trees can reduce the erosion of our precious topsoil from wind and water, clean the air, produce oxygen, increase ground water, clean surface water and provide habitat for wildlife; and Whereas, properly placed trees cut heating and cooling costs by moderating the temperature, reducing the urban heat island effect; and Whereas, trees increase property values, and enhance the economic vitality of business areas; and Whereas, trees inject natural beauty into the City for residents and visitors alike to enjoy; and Now, Therefore, I, Dr. Mona Becker, Mayor of the City of Westminster, do hereby proclaim the week of April 21, 2025 as Arbor Week in the City of Westminster, and I urge all citizens to celebrate Arbor Day on April 25, 2025 and to support efforts to protect our plants trees and forests; and, Further, I urge all citizens to plant trees to which will further increase the sustainability of the City of Westminster, Carroll County, the State of Maryland and the entire planet. Adopted this 24th day of March, 2025 ___________________________________ Dr. Mona Becker Mayor  MINUTES CITY OF WESTMINSTER Mayor and Common Council Meeting Monday, March 10, 2025, at 7:00 p.m. Carroll Arts Center, 91 West Main Street, Westminster, MD 21157 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, City Administrator Imhulse, Chief of Police Ledwell, City Attorney Levan, Director of Technology Services Moore, and Director of Finance Rodgers. 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 24, 2025: 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 24, 2025, at 8:24 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; any other personnel matter that affects one or more specific individuals. Motion – Councilmember Chiavacci/Councilmember Hoff Vote to Close Meeting: Yes No Abstain Absent Mr. Chiavacci Yes Mr. Dayhoff Yes Ms. Gilbert Yes Mr. Hoff Yes Mr. Pecoraro Mayor Becker There were no staff members in attendance at the meeting. The Common Council took no official action during the meeting. The Closed Meeting adjourned at 9:12 p.m. PRESENTATION Bird City – Maggie Kunz Ms. Maggie Kunz, Carroll County Bird Club presented the Bird City Westminster presentation to the Mayor and Common Council. MCDANIEL COLLEGE UPDATE Heidi Reigel, Associate Vice President of Constituent Engagement with McDaniel College provided an update on programs and activities that are underway at McDaniel College. Ms. Reigel closed her report by noting the upcoming Tournament of Champions event scheduled for Friday, April 11, 2025. 1 APPROVAL OF MINUTES A motion was made by Councilmember Gilbert and seconded by Councilmember Dayhoff to approve the Mayor and Common Council Meeting Minutes of February 24, 2025, and the Mayor and Common Council Closed Meeting minutes of February 24, 2025. There was no discussion. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff. NAYS: None. CONSENT CALENDAR A motion was made by Councilmember Chiavacci and seconded by Councilmember Dayhoff to approve the Consent Calendar, which consisted of the following: Approval to Waive the Competitive Procurement for Good Cause, under the City of Westminster Code Chapter 36 “Procurement and Contracts” Subsection 36-4 Specific Regulations to purchase a Ford F-600 with a service crane from Apple Ford in the amount of $204,517.80 under Baltimore County Contract #0004504. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff. NAYS: None. REPORT FROM THE MAYOR Mayor Becker opened her report by thanking the Carroll Arts Center for the use of their facility for the City of Westminster’s Mayor and Common Council Meeting. Mayor Becker thanked City Administrator Imhulse and the City Staff for being team players and working together to continue to provide services to the residents of the City. Mayor Becker closed her report noting several meetings and events, as well as the Celtic Canter event, that was very well attended. REPORTS FROM COMMITTEES Councilmember Dayhoff, on behalf of the Arts Council, noted the wonderful programs being offered at the Carroll Arts Center and to check the Arts Council’s website for all the details. Councilmember Hoff, on behalf of the Economic Community Development Committee, noted the large attendance at the 2025 Celtic Canter Event. Council President Pecoraro, on behalf of the Finance Committee, reported that the committee is preparing for the FY26 Budget and coinciding meetings. Councilmember Chiavacci, on behalf of the Public Safety Committee, reported that on March 3, 2025, Chief Ledwell attended the quarterly Police Accountability Board Meeting where he presented the board with information from the preceding quarter. Councilmember Chiavacci closed his report by noting that on Tuesday, March 11, 2025, Chief Ledwell along with other members of the Westminster Police Department will assist in the Carroll County Chamber of Commerce Leadership Carroll “Justice and Law Day”. Councilmember Gilbert, on behalf of the Public Works Committee, noted the many projects and events where the Department of Public Works employees provide their assistance. Councilmember Gilbert, on behalf of the Recreation and Parks Committee, provided the highlights to the Celtic Canter event held on Saturday, March 8, 2025. Councilmember Gilbert closed by noting the 2 upcoming events and highlighted that the Recreation and Parks Department have openings for seasonal employment. Councilmember Dayhoff, on behalf of the Technology Committee, thanked the Technology Department (IT) for their continued work and assistance to their co-workers with the temporary move to City Hall due to the water leak at the City Administration Building (45 West Main Street). COUNCIL COMMENTS AND DISCUSSION Council President Pecoraro and Councilmember Chiavacci expressed they appreciated all those involved in making the 2025 Celtic Canter event such a great success. Councilmember Dayhoff noted how excited he was that the City would become a Bird City. Councilmembers Dayhoff and Gilbert noted how excited they were that the City would become a Bird City. Councilmember Hoff noted and thanked all those involved in making the 2025 Celtic Canter such a great event. Councilmember Hoff also noted his excitement at the City becoming a Bird City. ORDINANCE AND RESOLUTIONS Adoption of Resolution No. 25-04 Designating the City of Westminster as a Bird City A motion was made by Councilmember Chiavacci and seconded by Councilmember Hoff to adopt Resolution No. 25-04, a resolution of the City of Westminster Designating the City of Westminster as a Bird City. City Administrator Imhulse provided the staff report on the item. There was no discussion. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff. NAYS: None Introduction of Ordinance No. 2025-04, an Ordinance of the Mayor and Common Council of Westminster, Approving Local Map Amendment LMA 25-02 Designating Certain Real Property Located in the City of Westminster’s I-R Restricted Industrial Zone and Floating Cannabis Overlay Zone for the Establishment of a Cannabis Processor A motion was made by Councilmember Gilbert and seconded by Councilmember Hoff to introduce Ordinance No. 2025-04, an Ordinance of the Mayor and Common Council of Westminster, Approving Local Map Amendment LMA 25-02 Designating Certain Real Property Located in the City of Westminster’s I-R Restricted Industrial Zone and Floating Cannabis Overlay Zone for the Establishment of a Cannabis Processor. Director of Community Planning and Development 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 UNFINISHED BUSINESS There was no unfinished business to be discussed by the Mayor and Common Council. 3 NEW BUSINESS Vote to Go into a Closed Meeting A motion was made by Councilmember Chiavacci and seconded by Councilmember Hoff to adjourn into a Closed Meeting on Monday, March 10, 2025, at the conclusion of the regular meeting 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. Council President Pecoraro noted that the Common Council would not return to open session after the Closed Meeting. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff. NAYS: None DEPARTMENTAL REPORTS Administration City Administrator Imhulse thanked the Carroll Arts Center staff and the Carroll Media Center staff for providing their support to the City to hold and film the City of Westminster Common Council Meeting at the Carroll Arts Center. City Administrator Imhulse also thanked the City of Westminster Streets Department for all their work in keeping the City moving all the while dealing with winter weather events and mobilizing the staff from the City Administration Building (45 West Main) to City Hall due to the water leak at the City Administration Building. Department of Public Works City Administrator Imhulse reported that the Department of Public Works are preparing for the start of a Pavement Management Project that will begin next week. Department of Recreation and Parks City Administrator Imhulse on behalf of Director of Recreation and Parks Gruber noted the 2025 Celtic Canter Race was the largest to date for the event. Housing Services Director of Housing Services Brown noted his attendance at a recent Carroll County Landlord Association meeting where he spoke about the programs offered by the City of Westminster. Finance Director of Finance Rodgers thanked the Finance Department staff and all the other departments for working together and making a seamless transition during the relocation to City Hall from the City Administration Building due to the water leak. Community Planning and Development Director of Community Planning and Development Department reported the following: The Board of Zoning Appeals (BZA) did not meet on March 4, 2025, as there were no applications before the BZA. On March 5, 2025, the Historic District Commission (HDC) approved Façade Improvement Application FI-25-02 and the Certificate of Eligibility for a Historic Tax Credit for 205 East Main Street. The HDC also discussed the Nations’s 250th Anniversary celebration and Historic District entrance signage. 4 On March 20, 2025, the Planning and Zoning Commission are scheduled to meet, however at this time there are no items that are ready for the Commissions review. Westminster Police Department (WPD) Chief Ledwell reported that the Westminster Police Department Annual Awards Banquet is scheduled for Wednesday, April 16, 2025, and that the Carroll County Chamber of Commerce Public Safety Awards is scheduled for May 22, 2025. Technology Services Director Moore noted that the department has been very busy the last few weeks. 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. Lyndi McNulty, 195 West Main Street, addressed the Common Council introducing local muralist Mr. Domonic Jones. Mr. Dominic Jones, local muralist, addressed the Common Council regarding the City’s permitting for allowing Murals. Ms. Sue Yingling, 70 Ridge Road, addressed the Common Council regarding the City becoming a Bird City. ADJOURNMENT Council President Pecoraro announced that the next meeting of the Mayor and Common Council would be on Monday, March 24, 2025, and the meeting will begin at 7:00 p.m. He adjourned the meeting at 8:01 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 CITY OF WESTMINSTER, MARYLAND STATUS & INFORMATION REPORT – FEBRUARY 2025 Finance TREASURY REPORTS AS OF February 2025 – UNADJUSTED AND UNAUDITED GENERAL FUND REVENUES % to Budget Actual YTD Budget Taxes $ 16,417,671 $ 15,020,173 91% Licenses and Permits 544,500 242,764 45% Intergovernmental 1,809,272 1,701,089 94% Charges for Services 1,158,035 997,077 86% Fines & Forfeitures 29,000 22,903 79% Miscellaneous Income 313,542 432,106 138% Transfers (4,273,287) 4,660.00 0% GENERAL FUND APPROPRIATION BY ACTIVITY Community Support - - 0% Facilities 452,141 181,958 40% Finance 369,109 234,518 64% Executive & Legislative 927,730 531,274 57% Human Resources 229,201 78,882 34% Planning, Zoning & Development 538,137 168,981 31% Housing & Preservation Services 101,649 77,841 77% Public Safety Department 9,570,924 6,294,995 66% Public Works 4,577,219 2,685,565 59% Recreation & Parks 2,189,036 1,314,726 60% Technology 490,429 279,605 57% Total General Fund Revenues $ 15,998,733 $ 18,420,771 115% Total General Fund Appropriations $ 19,445,574 $ 11,848,343 61% CAPITAL FUND REVENUES % to Budget Actual YTD Budget Intergovernmental $ 11,785,304 $ 2,717,812 23% Benefit Assessments 97,146 - 0% Loan Proceeds 1,942,709 - 0% Other Revenue 102,606 60,776 59% Transfers 21,021,749 (4,660) 0% CAPITAL FUND APPROPRIATION BY ACTIVITY Planning 180,000 (13,922.24) -8% Facilities 4,251,430 1,554,296.33 37% Public Safety Department 748,453 514,447 69% Public Works 6,124,851 465,231 8% Sewer 6,917,348 2,057,203 30% Water 18,871,356 1,158,496 6% Technology 383,000 9,950.00 3% Rec & Park 990,783 400,500.50 40% Total Capital Fund Revenues $ 34,949,514 $ 2,773,928 8% Total Capital Fund Appropriations $ 38,467,221 $ 6,146,202 16% UTILITY FUND REVENUES % to Budget Actual YTD Budget Small Meter - City $ 5,905,849 $ 3,922,586 66% Small Meter - County 3,875,287 2,358,290 61% Large Meter - City 2,608,217 1,916,251 73% Large Meter - County 2,006,888 1,357,119 68% Reclaimed - County 40,000 21,004 53% Charges for Services 1,134,502 921,919 81% Benefit Assessment Fees 500,000 - 0% Carroll County Septage Facility 265,000 213,605 81% UTILITY FUND APPROPRIATION BY ACTIVITY Facilities 96,012 37,667 39% Finance 772,678 603,270 78% Executive & Legislative 715,641 501,419 70% Human Resources 451,301 178,997 40% Planning, Zoning & Development 462,944 200,165 43% Public Works 624,309 323,663 52% Technology 954,756 625,268 65% Utilities 2,404,810 1,251,545 52% Water 3,556,998 1,373,714 39% Wastewater 4,903,713 1,934,349 39% Total Utility Fund Revenues $ 16,335,743 $ 9,362,513 57% Total Utility Fund Appropriations $ 14,943,161 $ 7,030,056 47% 2  FIBER FUND OPERATING REVENUES % to Budget Actual YTD Budget Provider Fees - Units Passed $ 438,000 $ 255,402 58% Provider Fees - Subscriptions 450,000 303,838 68% Miscellaneous - 25,997 0% Loan Proceeds - - 0% General Fund Subsidy 1,000,000 73,508 7% FIBER FUND OPERATING EXPENDITURES Public Works 59,276 7,650 13% Technology 44,500 8,406 19% Fiber 1,426,299 352,268 25% Total Revenues $ 1,888,000 $ 658,745 35% Total Expenses $ 1,534,255 $ 372,460 24% Net Income (Loss) $ 353,745 $ 286,285 PUBLIC HOUSING FUND REVENUES % to Budget Actual YTD Budget Housing Assistance Payments $ 2,863,506 $ 2,046,689 71% HUD Administrative Fee Distribution 289,270 229,069 79% Miscellaneous Income 242,900 124,136 51% PUBLIC HOUSING FUND EXPENDITURES Salaries & Benefits $ 288,675 $ 149,117 52% Administration 323,409 148,259 46% Housing Assistance Payments 2,779,992 2,051,829 74% Facilities 3,600 2,354 65% Total PHA Fund Revenues $ 3,395,676 $ 2,399,894 71% Total PHA Fund Appropriations $ 3,395,676 $ 2,351,559 69% Disbursements between $10,000 and $25,000 from February 11, 2025, through March 10, 2025: Invoice Date Vendor Name Total Amount 11/5/2024 CHOICE PLANTINGS, INC. $18,009.75 11/22/2024 HRI INC. $10,573.49 1/15/2025 FIDELITY POW ER SYSTEMS $13,584.00 2/3/2025 CARROLL COUNTY COMMISSIONERS $16,536.83 2/3/2025 SOUTHERN STATES COOP INC $19,467.83 2/10/2025 BUILDING CONCEPTS, LLC $12,500.00 2/13/2025 CARROLL CABLE REG. COMMISSION $19,102.79 2/14/2025 NATIONW IDE RETIREMENT SOLUTION $17,714.95 2/14/2025 COMPTROLLER OF MARYLAND $24,797.28 2/17/2025 W ASTE MANAGEMENT DISPOSAL SERV, OF PENNSYLVANIA, INC. $24,722.57 2/20/2025 THE LINCOLN NATIONAL LIFE, INSURANCE COMPANY $11,074.12 2/28/2025 NATIONW IDE RETIREMENT SOLUTION $17,126.48 2/28/2025 COMPTROLLER OF MARYLAND $23,772.55 3/6/2025 OTIS ELEVATOR COMPANY $18,205.00 3 Housing Services Housing Choice Voucher Program • Housing Assistance Payments (HAP) = $259,743 • Number of vouchers under lease as of the last day of the month = 279 • Wait list total active applicants =301 • Number Ports into City =13 • Housing inspections = 19 • Filing rate in PIC = 100% • Waiting List Status: Open Code Enforcement During the month of February 2025, the Code Enforcement Officer issued 17 code violations of which 12 were closed during the period leaving 5 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 February 2025. Type of Violation Number of Violations Percentages General Requirements 8 47% Rental Housing License 2 12% Rubbish 2 12% All Other Violations 5 29% CODE VIOLATIONS February 2025 29% 47% General Requirements Rental Housing License 12% Rubbish All Other Violations 12% 4 Technology Service Helpdesk Tickets There were a total of 238 tickets received in the month of February. Broken down by department (by total): Police Department - 62 Technology Services - 38 Office of the City Administrator - 32 Finance - 28 Public Works - 25 Planning - 19 Human Resources - 16 Recreation and Parks - 11 Housing - 3 Public - 3 Mayor and Common Council - 1 Projects: • Upgrade Police Ticketing Enforcement Software – In progress. Finalizing Terms & Moving Forward. • Planning digital submission platform – Planning for FY26. • Financial system upgrade to replace Eden – Now in early planning phase/scheduling of work. • Reviewing 311 platform – In progress. • Overhaul City Website - Engaging vendor to begin cleanup and update of City Website. • Connect IT and GIS to other Departments - Engaging departments as needs arise. • Mobile App for the City & Notification System - Need to review/approve and plan. • Cybersecurity: o Most policies are updated now. o Continuing to update software as needed. o New Security Awareness training is launching soon o New Data Loss Prevention initiative and email/file classification coming soon o With the cuts to Federal spending, reviewing tools/memberships to continue the conversation with other agencies to share information. • Windows 11 Transition - Ongoing transition to Windows 11 occurring across departments. Good progress being made (48 machines now on Windows 11) o New PCs have been ordered, waiting delivery. 5 Community Planning & Development COMMUNITY PLANNING AND DEVELOPMENT PERFORMANCE MEASURES February 2025 Board of Zoning Appeals 2 Historic District Commission 5 Planning and Zoning Commission Items 5 Building Permits Approved 27 Business Owner Inquiries 8 Downtown Businesses Visited 4 Use and Occupancy 2 Sign Approval 2 COMMUNITY PLANNING AND DEVELOPMENT 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”); Water and Sewer Allocation Committee of the Mayor and Common Council (“WSAC”); Historic District Commission (“HDC”); Board of Zoning Appeals (“BZA”); and Planning and Zoning Commission (“PZC”). • On February 4, 2025, at the BZA meeting DCPD staff presented the following items: o BZA CASE NO: 24-08, Appeal of the Zoning Administrator Notice of Violation, an appeal of the Zoning Administrator’s Notice of Violation dated September 27, 2024 for the unapproved operation of a retail sales establishment, the installation of an unproved sign, and the illegal use of City sidewalk for the property at 279 East Main Street in the City of Westminster (SDAT #07-070217). This case was withdrawn because the Mayor and Common Council are working to adopt the Tobacconist and vape show text amendment. o BZA CASE NO: 25-01, Special Exemption, an application by Dustin Donadio, the property owner, requesting to amend the Special Exception Multiple-Family Dwelling use at 301 E Main Street, Westminster, MD (SDAT #07-053096) to allow 32 square feet building mounted sign, pursuant to Zoning Ordinance Section 164-121 D. The BZA approved the request to allow a 32-sf sign at 301 E. Main Street for the Multiple-Family Dwelling use. • On February 5, 2025, at the HDC meeting DCPD staff presented the following items: o Façade Improvement Application FI-25-01 and Pre-Construction Application for Historic Rehabilitation Property Tax Credits TC-25-01 for 31 W. Main Street (ARIC Building) were approved to replace side and rear windows. HDC approved FI-25-01 and TC-25-01. o Facade Improvement Application FI-25-02 for 4 W. Main Street to repair and paint brick front and side facades. HDC approved FI-25-02. 6  o Historic District Commission Implementation Plan. o The Nation's 250th Anniversary: Ongoing: Historic District Street Signs, Historic District Entrance Signs, Downtown Preparations, 250th Commemoration Plaques for Revolutionary Era Homes, 250th Commemoration Sign in Belle Grove Square, 250th Proclamation for May Preservation Month, Liberty Tree Plaque, Event Programming, 250th Meeting Updates • On February 10, 2025, at the M&CC meeting, the M&CC discussed the following items: o Adoption of Ordinance No. 2024-09, Tobacconist and Vape Shop Text Amendment, an Ordinance of the Mayor and Common Council of Westminster, amending Chapter 164, “Zoning and Subdivision of Land”, of the City Code, to amend Article I, “General Provisions”, to add definitions of “Specialty Shop”, “Tobacconist”, and “Vape Shop”; to amend Article VIIA, “Mixed Use Infill Zone”; Article VIII, “B Business Zone”; Article VIIIB, “D-B Downtown Business Zone”; Article IX, “C-B Central Business Zone”; and Article XII, “P-I Planned Industrial Zone” to add Tobacconists and Vape Shops as permitted uses; to amend Article XIA, “N-C Neighborhood Commercial Zone” to add Vape Shops as a permitted use; to amend Article XX, “Special provisions”, to impose certain restrictions on the location of Vape Shops; and to renumber without substantive change the lists of permitted uses in certain of those zones. The M&CC closed the public hearing and subsequently approved Ordinance No. 2024-09. • On February 20, 2025, staff met with the ECDC. • On February 20, 2025, at the PZC meeting, the PZC discussed the following items: o Public Hearing Ordinance No. 2025-03, Cannabis Overlay District Amendment, an Ordinance of the Mayor and Common Council of Westminster, adopting a sectional map amendment SMA 25-01 to amend the boundaries of the Cannabis Overlay District, for the purpose of establishing the appropriate locations for the designation of cannabis overlay floating zones permitting the operation of cannabis businesses in the City. The PZC closed the public hearing and forwarded a favorable recommendation to the M&CC. o 2024 City of Westminster Planning Annual Reporting Information Approval. The PZC authorized the Chair to sign a certification letter for the Annual Report to send to the County. 7 o Site Development Plan S-18-0037, My K-9 Buddy. The PZC conditionally approved S-18- 0037. Staff will work with the applicant to address the Commission’s concerns regarding the architecture. o Sign Permit 1983 to allow for a 2nd 125 square feet sign for Northeastern Supply , 40 Magna Way. PZA approved the request for an additional sign. o Work Session on Zonal Map Amendment ZMA 24-01, Request: A Zonal Map Amendment which reclassifies certain real property from the R-7,500 Residential Zone to the Planned Development-9 Zone. The subject properties are identified by the State Department of Assessments and Taxation (SDAT) as #07-020430, #07-114443, #07-033338, #07- 011490, #07-011482, #07-032471, #07-032455, and #07-044429 and located off and east 8  of Pennsylvania Avenue and north of Sullivan Avenue. The applicant is proposing to construct 20 two-over-two dwellings for a total of 40 dwelling units. • On February 24, 2025, at the M&CC meeting, the M&CC discussed the following items: o Public Hearing Ordinance No. 2025-02, Local Map Amendment LMA 24-02, an Ordinance of the Mayor and Common Council of Westminster, adopting LMA 24-02, amending the Zoning Map for certain real property located at 222 E. Green Street, Westminster, MD 21157 to superimpose the Compatible Neighborhood Overlay Zone (CN Zone) over the existing R-7,500 Residential Zone (R-7,500 Zone) to develop Multiple-Family Dwelling Units. The M&CC closed the public hearing. o Public Hearing Public Hearing Ordinance No. 2025-03, Cannabis Overlay District Amendment, an Ordinance of the Mayor and Common Council of Westminster, adopting a sectional map amendment to amend the boundaries of the Cannabis Overlay District, for the purpose of establishing the appropriate locations for the designation of cannabis overlay floating zones permitting the operation of cannabis businesses in the City. The M&CC closed the public hearing. o Adoption of Ordinance No. 2025-02, Local Map Amendment LMA 24-02, an Ordinance of the Mayor and Common Council of Westminster, adopting LMA 24-02, amending the Zoning Map for certain real property located at 222 E. Green Street, Westminster, MD 21157 to superimpose the Compatible Neighborhood Overlay Zone (CN Zone) over the existing R-7,500 Residential Zone (R-7,500 Zone) to develop Multiple-Family Dwelling Units. The M&CC adopted Ordinance No. 2025-02. o Adoption of Ordinance No. 2025-03, Cannabis Overlay District Amendment, an Ordinance of the Mayor and Common Council of Westminster, adopting a sectional map amendment to amend the boundaries of the Cannabis Overlay District, for the purpose of establishing the appropriate locations for the designation of cannabis overlay floating zones permitting the operation of cannabis businesses in the City. The M&CC adopted Ordinance No. 2025-032. Other Activities Completed by DCPD: • On February 3, 2025, staff met with representatives for the proposed Barnes and Noble at 400 Englar Road regarding Water and Sewer Allocation. • On February 3, 2025, staff managed the Downtown Business Association meeting at Exploration Commons. The DBA Leadership Board Chair and Vice Chair led the meeting. Topics included establishing the Westminster Wednesday Sub-Committee, discussed the upcoming spring events, and pain points that members are having. • On February 4, 2025, staff met with Abby Gruber, Recreation and Parks Director, to discuss possible Nation's 250th Anniversary City activities. 9 • On February 4, 2025, staff attended two site visits for possible demolition of portions of sheds or structures with Chair McMasters of the Historic District Commission. The sites are located at 174 East Main Street, 171 Pennsylvania Ave, and 175 Pennsylvania Avenue. • On February 6, 2025, staff attended Carroll County’s Master Plan update session at Carroll County Community College. • On February 6, 2025, staff lead a meeting with Carroll County Downtowns virtually. • On February 7, 2025, staff completed the Final Inspection for 135 E Main Street for Umbrella Wellness. • On February 10, 2025, staff met with representatives from 404 Malcolm Drive to review changes to their plans. • On February 10, 2025, staff met with representatives from Northeastern Supply at 40 Magna Way to discuss what revisions may be necessary to take to this plan back to Planning and Zoning Commission to discuss the omissions of the awnings during construction. • On February 10, 2025, staff met with City Clerk and the Director of Information Technology to discuss the Street Index for the upcoming election. • On February 10, 2025, staff met with the Director of Information Technology to discuss options for coordination for Planning and Public Works folders on the server. • On February 11, 2025, staff met with representatives from the new proposed Sheetz to discuss next steps. • On February 11, 2025, staff attended the February Annapolis Carroll County Chamber Class of 2025. 10 • On February 19, 2025, staff rode to Maryland Department of Housing and Community Development Offices in Baltimore City to attend a Board Member training session with Maryland Non-Profits. • On February 21, 2025, staff attended a Pre-Submittal meeting with the County for the Wakefield Trails Project. • On February 21, 2025 staff submitted a Main Street Impact Report for the progress of the Westminster Main Street Program – which is managed through the City of Westminster with the assistance of the Downtown Business Association leaders and community members. • On February 25, 2025, staff attended a Pre-Submittal meeting with the County for the Amended Preliminary Subdivision Plan for Wakefield Valley Lot F-1 off of Bell Road. • On February 25, 2025, staff attended the Carroll Voices 250 Sub Committee meeting to continue to coordinate initiatives between the City and County groups. • On February 26, 2025, staff attended a virtual power hour with the MD Dept. of Housing and Community Development. • On February 27, 2025, staff attended a meeting at the County Permits Office to discuss Temporary Use and Occupancy. • On February 28, 2025, staff attended the Monthly Chick-fil-a/Market Street meeting. • Twenty-seven (27) building permits were reviewed and approved for projects within the City. Two of the approved permits were for a Final Release, two were for new homes, seven were for new 11  commercial businesses or commercial renovations and sixteen were for residential decks and miscellaneous projects. The following highlights a few of these permits: a. Two Final U&O released for the Municipal Pool o New Commercial Solar Project at Runway Self Storage at 1030 Buckshot Road o Expansion of Therapy Offices at 7 Schoolhouse Avenue • 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 HR Customer Service (Employee Relations, Benefits/Wellness) • Assisted employees with HR related questions – walk-in's and emails. • Processed 11 Accounts Payable invoices. • Worked with employees and dependents on multiple benefits questions – walk-in's and emails. • Working on one retirement applications to be effective June 2025 Employment/Recruitment • Advertisements: Internal External Internal External Applications Applications Advertisements Advertisements Processed Processed Full-time 0 6 0 12 Part-time 0 0 0 0 Temporary 0 0 0 Seasonal 0 0 0 0 • Processed: Employee Internal Terminations/ New Hires Orientations Transfer Promotion Retirement Full-time 3 3 0 0 0 Part-time 0 0 0 0 0 Temporary 1 1 0 0 0 Seasonal 0 0 0 0 0 12  • Advertised for the temporary Family Fitness Center Attendant position, Senior Housing Specialist, Human Resources Analyst, and Equipment Operator – Utilities, City Engineer- Public Works, Superintendent-Water Dept., and Summer- Season positions Pool & Camp. Advertised with: Indeed, Chamber of Commerce, Careers in Government, CCWD, MWE, APWA, ICMA, Carroll County workforce exchange, and the Maryland Workforce Exchange. • Processed and distributed applications to the hiring manager for the following vacancies: o Equipment Operator, Utilities (2) o Fitness Center Attendant (1) o Senior Housing Specialist (1) o Superintendent Water (1) o Human Resources Analyst (2) o Water Plant Operator I (3) o City Engineer (2) o Summer (32) • HR hired the following employees: Equipment Operator I Utilities Department (2) Police (Sworn) Police Officer (1) Risk Management • Insurance Claims Filed Mobile Sewer Workers’ Automobile Liability Equipment Property Back-up Compensation 1 0 0 1 0 0 • Set up 1 DOT recertifications with Carroll Occupational Health for our CDL employees. • Conducted random drug testing per City’s Drug-Free Workplace Policy. • Multiple correspondence with LGIT, Chesapeake, and employees on workers compensation and insurance claims. • Removed Insurance coverage for 1 vehicle that was sold. • Conducted “Toolbox Talk” training sessions with public works on eye protection. • Liaised with LGIT, ServPro, and City officials to help coordinate efforts related to the burst pipe at 45 W Main St. Training/Meetings • Weekly one-on-one/team meetings to discuss, research, and resolve HR issues. • State Retirement Webinar – Retirement Coordinator Town Hall Meeting/Retirement Coordinator Meeting • LGIT Health Meeting – Zoom call 13  • Connect Care Meeting • Met with Worker’s Comp carrier to discuss status of account and plan upcoming trainings. Police Department Time Frame Police Calls Adult Juvenile DUI Traffic Foot & Bike For Service Arrests Arrests Arrests Citations Patrol Hours February 2025 828 37 7 5 270 113 February 2024 790 23 2 3 187 87 2025 YTD 1660 72 19 7 617 159 Total 2024 YTD 1692 52 6 50 2154 3738 Total Significant Cases in February: Crime: Burglary – Third Degree Date: 02/13/2025 Location: Pennsylvania Avenue Details: Maintenance personnel discovered that the front door had been pulled from the hinges and observed that the apartment had been ransacked. The lessee had been hospitalized since January 20th and no one else had permission to be in the apartment. Suspects were identified and arrested. Status: Arrest – Nathaniel Eckard (25 YOA) Brianna Hundertmark (33 YOA) Crime: Armed Robbert Date: 02/13/2025 Location: CVS (Baltimore Boulevard) Details: The pharmacist reported that a male suspect handed him a note, stating he had a gun and demanded narcotic medication. The suspect received the medication and fled on foot. The suspect was located, and officers recovered the stolen medication, no gun was found. Status: Arrest – Tony Smith (65 YOA) Crime: Attempted Burglary – Fourth Degree Date: 02/13/2025 Location: Pennsylvania Avenue Details: The victim reported that an unidentified female attempted to enter their apartment through a window. The victim confronted the female, and she fled. Status: Arrest – Brianna Hundertmark (33 YOA) Crime: Armed Robbery Date: 02/14/2025 Location: Penny Mart (E. Main Street) Details: The victim reported that a male suspect entered the store and walked behind the counter. The suspect ordered the victim to give him everything he had. The 14  victim confronted the suspect, and they engaged in an altercation. The suspect fled. WPD detectives were able to identify the suspect through video surveillance. Status: Arrest – Nathaniel Eckard (25 YOA) Crime: Assault – First Degree Date: 02/15/2025 Location: Liquid Library (E. Main Street) Details: The victim reported that he and his brother had gotten into a verbal argument. The brother pulled out a pocketknife and stabbed the victim in his back and elbow. Status: Arrest – Keyon Nesbit (30 YOA) Crime: Attempted Burglary – Second Degree Date: 02/22/2025 Location: Victory One (E. Green Street) Details: Officers discovered the front window of the establishment had been broken. The owner reviewed the surveillance video, and no entry was made. A description of the two suspects were relayed to officers and one juvenile suspect was apprehended. Status: Arrest – Juvenile Recreation & Parks Family Fitness Center Revenue: $32,328 Family Fitness Center Expense: $29,342 Family Fitness Center Membership Usage Membership Package Percentage Entries Family 25% 801 Family with Childcare 11% 352 Punch card .50% 17 Individual 56.25% 1,805 Student/Youth 7.25% 233 Total Entries 3,208 Total Unique Members 489 Resident and Non-Resident Membership Packages Membership Package # of Members Percentage Family 102 Resident 58 57% Non-Resident 44 43% Family w/ Childcare 24 Resident 10 42% Non-Resident 14 58% Individual 313 Resident 142 45% 15  Non-Resident 171 55% Youth/College Student 66 Resident 48 73% Non-Resident 18 27% Class Pass 3 Total # of Memberships 505 Total Resident 258 51% Total Non-Resident 247 49% The Westminster Family Fitness Center welcomed 22 new members in February. Group Fitness Class Attendance: o Barre/TRX – 256 o Circuit/Interval/Strength – 633 o Cycle – 216 o Drop-in Pickleball - 75 o Group Power/Group Blast – 391 o Mobility Training - 68 o Pilates/Stability Ball - 155 o Yoga – 384 o Zumba & Dance – 241 Total Attendance: 2,419 February 4: Held Wakefield Valley Park Event Pavilion and Community Building fee study, kick-off meeting with NewGen. February 5: Attended a Wakefield Community Building progress meeting with Wickersham Construction. Held a program progress meeting with rec staff. February 6: Held a Fitness Center staff meeting. Met with the pickleball committee to discuss logistics for Pickle in the Park. February 7: Met with Total Contracting to kick off the pool locker room renovation project. February 11: Attended a Wakefield Valley Park Trail progress meeting with Frederick Ward and Associates to review the 30% design submittal. Held an Italian Festival Planning meeting with the rec staff. February 12: Held a program progress meeting with rec staff. 16 February 14: Prepared and submitted a rough draft of the City’s MHAA grant application for review and comment from the HCWHA staff. February 18: Attended a check-in meeting with NewGen for the Wakefield Valley Event Pavilion and Community Room fee study. February 19: Attended a Wakefield Community Building progress meeting with Wickersham Construction. Held a program progress meeting with rec staff. February 24: Held a Fitness Center staff meeting. February 26: Submitted the 30% design submission to MDOT for the Wakefield Valley Park Trail system as required by the RTP grant funding trail construction. Held a program progress meeting with rec staff. February 27: Attended a Maryland Department of Transportation grant workshop to explore additional funding opportunities for future projects. February 28: Facilitated the Celtic Canter logistics meeting with the Streets Department. Public Works Wastewater Treatment Plant Total Flow 103.853 MGD Average Daily Flow 3.709 MGD Sludge (Integrated Agronomics) 367.52 wet tons Septage Sludge 61.30 wet tons • Attended bi-weekly and monthly meeting related to the construction project. • Performed over 4,000-laboratory analysis, independent of the analysis related to the water reuse project. • HRI has continued working on starting up the sludge dryer system and all associated equipment, • HRI has worked on miscellaneous punch list items throughout the project. • Continued work on the Westminster Pure water reuse project with various meetings with the project engineers and the project team, • Transported recyclables to the County landfill • Performed routine maintenance. • Continued process of relocating plant staff and all office/lab equipment from the Stockyard property to the RedShed and new Control building 17 Street Department • Grounds Maintenance section performed the following tasks: o Picked up branches in parks o Removed fallen tree at JC Park o Brought storm ponds at Long Valley Rd and King Park up to County code o Worked with pipelining contractor to clear trees and brush in path of construction • Building Maintenance section performed the following tasks: o Collected parking meter money and maintained meters o Clean up from water leak at 45 W Main St o Relocated City staff to City Hall o Finished painting Dispatch office at Police Dept o Multiple repairs at Family Center • Streets and Alleys section: o Removed brush, metal, yard waste, and bulk trash o Transported materials to County landfill: Street Baskets 2.53 tons Bulk Trash 35.85 tons Brush 6.29 tons Yard Waste 4.69 tons Leaf Removal 0 tons Street Sweepings 3.96 tons Metal 2.42 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 and leaf vac pickups o Filled potholes throughout City streets o Assisted with fleet maintenance with repairs o Made 2400 Gallons salt brine Utility Maintenance • Water leaks o Frock Drive (Main) o Old Westminster Pike (Main) o 403 Manchester Road (Service) o 82 Liberty Street (Private) o 594 Gorsuch Road (Clear Reservoir) o Well 10 (Main) • Sewer Blockages o 506 Geneva Drive (Private) o 204 Pond View Drive (Lateral) o 44 Bond Street (Private) 18  o 226 Alymer Court (Private) o 239 Alymer Court (Private) o 0 Bishop Garth (Private) • Fiber Drop Installation o 1085 Long Valley Road o 72 W Green Street o 816 Johahn Drive Water Loss Water Flushing 0.10 MG Water Leaks 5.8 MG Private Leaks .2 MG Sewer Main Flushing 0.030 MG Street Sweeper 0.010 MG Sample & Pump Stations 0.026 Total Loss 6.166 MG • Miscellaneous tasks o Fiber, Sewer and Water Service Calls o Nonpayment Shut-Offs o Fire Hydrant Maintenance o Repair clear reservoir tarp • Regular maintenance o Televise and clean sewer mains o Sewer pumping stations o Booster stations and water storage stations o Leak detection o Equipment and vehicle maintenance o Quarterly meter reading, HWB and meter exchanges o Miss Utility Markings o Fiber Drops o Hydrant flushing for WTP o Mass water meter change out /upgrade on the system Engineering • HRI, Inc. (the general contractor for the ENR/Biosolids Upgrade Project) continued testing equipment of the Wastewater Treatment Plant and work on the Control Building. GHD, the project engineer, continued review of submittals and RFIs and Project Management/ Inspection. • RFB for Water Main Replacement at Hahn Rd and Rt.27 Project. The Bids for the project were received. Awarded to Guyer Bros. Projected Start Date 4/1/2025 • I & I phase 6 Guyer Bros. Providing CCTV and evaluation of sewer mains. Ongoing • Storm Drain lining, Guyer Brothers currently lining on Long Valley Rd. Ongoing 19 • ECM Corporation working on Main Street Water Main Replacement Project is substantially completed. The Contractor is working on as-builts. Completed • Wickersham Construction is working on construction of Wakefield Valley Events Pavilion and Community Building. The Contractor continued work on the pavilion, building interior and exterior. • DDS Design Company completed design for Reconstruction of the City Park Retaining Wall. The project construction documents complete. The project should be advertised for bids. • City received Bids Annual Paving Contract FY 24-25. Contract is awarded to CJ Miller. • City received bids for Reconstruction of Ramps to ADA Requirement FY 24-25. Contract is awarded to SFMS, LLC. • City received bids for Replacement of Bolts and Nuts on the Water Valves. Contract is awarded to ECM Construction. • City received bids for Police Department Emergency Generator. Contract is awarder to Universal Utilities Inc. • City advertised replacement of HVAC units on City Administrative Offices Building and WTP Building. • WATEK Engineering work on design of the PureWater Project. The Project was awarded to Conewago Construction. Water Plant • Cranberry Water System Sources – Raw Water to Plant in Million Gallons (MG) Raw Meter Total 46.50838 MG Recycled Water Total 4.14592 MG Recycled Water Recovered 8.914 % CIP Wash Water/Membrane Cells 0.108 MG Total 46.40038 MG • Raw Water Sources in MG Cranberry Branch 36.81489 MG Hull Creek 9.4 MG Raw Reservoir 0 MG Other 0.185495 MG Total 46.40038 MG • Treated in MG Finished Water Flow Meter 45.33310 MG Station Water 0.041326 MG Total Treated 45.29177 MG Backwash/Recycle Filters 0.1487 MG Delivered to System 45.14307 MG 20 • Wells in Cranberry System in MG Well 3 0 MG Well 4 1.543859 MG Well 5 6.38955 MG Well 6 2.41608 MG Well 7 4.143977 MG Well 8 2.336366 MG Wells 9 and 10 0.389078 MG Well 11 2.844545 MG Well 12 6.242121 MG Total Delivered to System 71.44865 MG Day of Maximum Usage – 27 2.86367 MG Well 5 Backwash 0.00417 MG Well 7 Backwash 0.28821 MG Well 8 Regeneration Water 0 MG Well 12 Backwash 0.61942 MG Daily Average 2.3047952 MG • Hours operated = 672 • Rainfall = 3.0 inches • Raw Reservoir level = 23.5 feet • Wakefield Well System Well 1 1.3367 MG Well 2 3.432173 MG Total Delivered to System 4.768873 MG Filter Backwash 0.00742 MG Daily Average 0.1538346 MG Day of Maximum Usage – 25 0.421158 MG • Other tasks included: o Performed routine maintenance at the wells and Water Treatment Plant o Collected 93 distribution compliance samples between the Cranberry and Wakefield Water Systems. o Performed 238 process control checks at 9 Wells. o Performed 336 process control checks at the Cranberry Water Treatment Plant o Completed monthly operating reports for the Cranberry and Wakefield Systems 21 Approval Change Order #1: Wakefield Valley Park Trail Design and Engineering Services To: Mayor and Common Council From: Abby Gruber, Director of Recreation & Parks Meeting Date: March 24, 2025 Re: Approval of Change Order #1, Wakefield Valley Park Trail Design & Engineering Services Background The trail design and engineering services for Wakefield Valley Park are funded through the FY25 Capital Improvement Plan. This expenditure also serves as the required match for the $1.5 million Recreational Trails Program (RTP) Grant. The RTP funding will support the renovation and construction of the trail system at Wakefield Valley Park. Additionally, $500,000.00 in grant funding from the Land and Water Conservation Fund will further facilitate the construction of the trail system. Change Order Overview The City issued a Request for Proposals (RFP) for the renovation and construction of the trail system project on August 8, 2024. Proposals were received on September 5, 2024, from seven engineering firms, with pricing ranging from $150,800.00 to $1,080,975.00. After careful review and follow-up interviews, a contract was awarded to Frederick Ward Associates on October 28, 2024, in the amount of $556,650.00 for the design and engineering services for the trail system. The project officially commenced in November 2024, and the design team has reached the 30% design milestone. During ongoing site evaluations, the Frederick Ward team identified an opportunity to utilize the existing pond located immediately adjacent to the parking lot as a stormwater management (SWM) solution. However, the pond's spillway is failing and needs retrofitting to meet current SWM regulations. To retrofit the pond into an SWM facility that effectively addresses both water quality and quantity control for the Wakefield Valley Park trail system, a change order is required. The estimated cost of this change order is $49,000.00, which includes a site survey, geotechnical exploration, civil design, and permitting. Justification for the Change Order Retrofitting the pond into a functional SWM facility offers the following key benefits: 1. Cost Savings on Environmental Site Design (ESD) Facilities: The current concept trail system design incorporates three ESD facilities, with an estimated construction cost of $155,000.00. By retrofitting the pond, we can reduce the number of ESD facilities to one, saving an estimated $65,000.00.  2. Addressing the Failing Spillway: Regardless of the retrofitting decision, the failing spillway must be addressed as part of the trail system project. By including the retrofitting in the overall design, we streamline the process and reduce the need for separate remediation efforts. Recommendation Staff recommend the Mayor and Common Council approve Change Order #1 to Frederick Ward Associates for additional design and engineering services required to retrofit the pond at Wakefield Valley Park into a stormwater management facility for the trail system project in the amount of $49,000.00. Attachments • Finance Department Memo • Frederick Ward Associates Cost Estimate cc: Sara Imhulse, City Administrator Theresa Rodgers, Director of Finance FY25 CIP Budget: Wakefield Valley Park CO #1, Trail Design and Engineering Services To: Mayor and Common Council From: Theresa M. Rodgers, Director of Finance Meeting Date: March 24, 2025 Re: Funding for Change Order #1, Wakefield Valley Park Trail Design & Engineering Services Background As part of the FY25 Capital Improvement Plan, the Mayor and Common Council authorized $500,000.00 for trail design and engineering at Wakefield Valley Park. The funding source for the purchase is general fund reserves. The work was awarded to Frederick Ward Associates for $556,650.00, requiring a budget amendment for $56,650.00, which will also be funded using general fund reserves. Frederick Ward Associates provided Change Order (CO) #1 for design and engineering to retrofit the existing wet pond to meet current stormwater management standards for $49,000.00. The retrofitting of the existing pond into a stormwater management facility addresses water quality and quantity control of the Wakefield Valley Park trails. If the Mayor and Common Council approve CO #1, a budget amendment for $49,000.00 will be needed; the funding source will be general fund reserves. cc: Sara Imhulse, City Administrator  February 18, 2025 Mayor and Common Council of Westminster The City of Westminster 45 West Main Street Westminster, MD 21157 Attn: Ms. Abby Gruber Re: SWM Pond retrofit Wakefield Valley Park Proposal for engineering and survey services Dear Ms. Gruber, Frederick Ward Associates, Inc. (FWA) is pleased to submit the enclosed price proposal to perform the design and engineering services for SWM pond retrofit at Wakefield Valley Park, located at 1000 Fenby Farm Road, Westminster, MD. The services proposed are comprised of civil engineering, survey, environmental investigation, and geotechnical exploration services. PROJECT DESCRIPTION: The stormwater management (SWM) pond is located across the trail from the existing parking lot and the historic Durbin House in Wakefield Valley Park, Westminster, Carroll County, Maryland. The park, a former golf course, still retains features such as cart paths, wet ponds, bridges, a parking lot, and landscaping. Since the City of Westminster acquired the property in 2012, the site is currently undergoing design redevelopment to provide over seven miles of trails for the community. As discussed, the City is seeking to retrofit the existing wet pond to meet current stormwater management standards. The design will include repairing the failed outfall, which currently discharges into an existing ditch and eventually flows into Copps Branch stream. The wet pond is classified as a USE Class IV-P waterbody within the Double Pipe Creek watershed. It covers approximately ¼ acre, though its drainage area and depth are currently unknown. No existing plans are available for this pond, as it was originally built as a recreational feature rather than for stormwater management. Without original documentation, new plans and analyses will be required to obtain the necessary permits. Additionally, we will assess how the pond can best support stormwater management for trail rehabilitation. By integrating the SWM pond, we may identify opportunities for construction cost savings by reducing the number of smaller stormwater facilities currently planned for the trail project. SCOPE OF SERVICES: Below is a list of the scope of services noting anticipated work to be performed by FWA to assist in obtaining permits for construction. The project time frame is to begin design services upon your authorization. The following phases, description of services and associated fees are enumerated so that we have a guide relative to the design process. If services are added or deleted, we can assess the scope relative to the description below: Site Survey and Geotechnical Exploration: 1. A survey will be conducted for the embankment, outfall, and surrounding area to create a base map that will be integrated into the design. We will also perform an onsite inspection of the outfall and conduct a bathymetric survey of the pond bottom to determine the overall volume of material that needs to be removed from the facility. 2. FWA will hire a geotechnical engineer to perform 3 soil borings within the pond to assess the soil conditions and groundwater levels. Civil Design: 1. A Stormwater Management (SWM) report will be prepared, which will include the Hydraulic and Hydrology (H&H) computations and analysis, breach analysis, and design methodology. The breach analysis will assess and categorize risk. This report will be submitted along with the Joint Permit Application (JPA) to the Carroll County Soil Conservation District (SCD). 2. SWM plans, profiles, and details will be developed for the retrofit of the existing wet pond to ensure compliance with current standards. Civil Permitting: 1. A Joint Permit Application (JPA) will be submitted to the Maryland Department of the Environment (MDE) because the proposed work involves a wet pond, which is designated as a wetland. 2. Permit documents and construction drawings will be submitted to the Carroll County Soil Conservation District to obtain a grading permit and MD-378 Small Pond Approval, as well as to the Carroll County Stormwater Management (SWM) and Department of Public Works (DPW) as needed. COMPENSATION: Survey - FEES: Field Survey and Base Map Creation ………………………………………………………..$6,000 Geotechnical Exploration……….………fee to be covered under the current contract Design - FEES: Breach Analysis and Hydraulic Modeling of Pond .................................... $10,000 SWM Pond plans .................................................................................. $25,000 Permit - FEES: Joint Permit Application & MDE Coordination (1 Meeting) ......................... $5,000 Permitting and Carroll County SCD Coordination (1 Meeting) .................... $3,000 Total - FEES: $49,000 EXCLUSIONS: • Any other services or cost not specifically stated herein. REIMBURSABLE COSTS All reimbursable costs of the project, including, without limitation, black & white copies, color bond & mylars, copies, postage, overnight and day courier deliveries, mileage (current Federal rate), etc., are included in the above fees. APPLICATION/PERMIT FEES All application fees shall be paid by the client at the time of application or will be invoiced as a reimbursable expense based on the cost of the permit. Thank you for the opportunity to present this proposal. Please feel free to contact me at your convenience to discuss any portion of this proposal. We look forward to working with you to create a successful project. Respectfully submitted, FREDERICK WARD ASSOCIATES, INC. Veronika Hedrington, PE Project Manager Approval Change Order #1: Guyer Brothers, Airport Drive and Long Valley Road Stormwater Pipelining Project To: Mayor and Common Council From: Steven Strawsburg, Streets Superintendent Meeting Date: March 24, 2025 Re: Approval of Change Order #1, Guyer Brothers Airport Drive and Long Valley Road Stormwater Pipelining Project Background The FY25 Capital Improvement Plan (CIP) includes funding for the rehabilitation of storm drain pipes along Airport Drive and Long Valley Road. The City issued a Request for Bids on October 9, 2024, with bids due on October 29, 2024. Bidders were requested to provide pricing for the rehabilitation of storm drain pipes along Airport Drive and Long Valley Road. Rehabilitation consists of televising, cleaning and applying liner to deteriorating storm drain pipes along Airport Drive and Long Valley Road. The City received one bid for this project and awarded the project to Guyer Brothers Inc. in the amount of $355,900.00. Due to an internal miscalculation in the planning process, Guyer Brothers Inc. will require a change order in the amount of $96,200.00 for additional labor and materials to complete the project. The work under the contract shall continue in FY25 and be completed by June 30, 2025. Project Funding The FY25 CIP budget included $412,500.00 of ARPA funds for the rehabilitation of storm drain pipes along Airport Drive and Long Valley Road, of which $355,900.00 has been allocated to the awarded Guyer Brothers contract. The remaining $56,600.00 of ARPA funds is no longer available. There are currently funds available in the Street Department’s operating budget line item, Road Maintenance and Repairs, to fund the $96,200.00 change order request. Recommendation Staff recommend the Mayor and Common Council approve Change Order #1 to Guyer Brothers for additional labor and materials for the Airport Drive and Long Valley Road stormwater pipelining project in the amount of $96,200.00. Attachments • Finance Department Memo • Guyer Brothers Inc. Cost Estimate/Change Order cc: Sara Imhulse, City Administrator Theresa Rodgers, Director of Finance FY25 CIP Budget: Guyer Brothers CO #1, Airport Drive and Long Valley Road Stormwater Pipelining Project To: Mayor and Common Council From: Theresa M. Rodgers, Director of Finance Meeting Date: March 24, 2025 Re: Funding for Change Order #1, Guyer Brothers Airport Drive and Long Valley Road Stormwater Pipelining Project Background As part of the FY25 Capital Improvement Plan (CIP), the Mayor and Common Council authorized $192,500.00 and $220,000.00 for the Airport Drive and Long Valley Road stormwater pipelining projects, respectively. The total funding for both of these projects is $412,500.00 and the funding source for both is ARPA restricted funds. Guyer Brothers’ original bid for the work was $355,900.00. The $56,600.00 in remaining appropriated ARPA restricted funds have been reappropriated for other uses and are no longer available for this work. Guyer Brothers has provided Change Order (CO) #1 for $96,200.00 for additional labor and materials needed to complete the projects. If the Mayor and Common Council approve CO #1, $96,200.00 in additional funding will be needed. The Streets department has funding available in its Road Maintenance and Repairs operating budget to cover these costs. The Mayor and Common Council will need to approve the reallocation of these operating funds for the CIP stormwater pipelining projects. cc: Sara Imhulse, City Administrator