Mayor & Common Council Meetings

AGENDA CITY OF WESTMINSTER Mayor and Common Council Meeting Monday, April 14, 2025, at 7:00 pm City Hall, 1838 Emerald Hill Lane, Westminster, MD 21157 City YouTube Channel Link 1. CALL TO ORDER 2. APPROVAL OF MINUTES A) Mayor and Common Council Meeting of March 24, 2025 3. COMMITTEE APPOINTMENT A) Peter Basile appointment to the Board of Zoning Appeals 4. CONSENT CALENDAR A) Approval of Westminster Public Housing Agency’s Five-Year Plan (2025-2029) B) Approval of Civil Rights Certification and Resolution C) Approval of Wickersham Construction Change Order No. 4 for the Wakefield Valley Park Event Pavilion and Community Building Project in the Total Amount of $68,086 D) Approval to Waive the Competitive Procurement for Good Cause, under City of Westminster Code Chapter 36 “Procurement and Contracts” Subsection 36-4 Specific Regulations, to Replace Thirty (30) Windows on the Third Floor of the Westminster Family Fitness Center in the amount of $114,645 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. UNFINISHED BUSINESS 9. NEW BUSINESS A) Vote to go into a Closed Meeting Motion: I move that the Common Council adjourn into a Closed Meeting on Monday, April 14, 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. – Councilmember Chiavacci 10. DEPARTMENTAL REPORTS 11. CITIZEN COMMENTS 12. ADJOURNMENT  MINUTES CITY OF WESTMINSTER Mayor and Common Council Meeting Monday, March 24, 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, Director of Recreation and Parks Gruber, Chief of Police Ledwell, 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. PRESENTATION Announcement of Candidates for Mayor and Common Council 2025 Election City Clerk Barber announced the candidates for the Office of Mayor and the Office of Common Council for the 2025 Election as they will appear on the official ballot as follows: For Mayor: Mona Becker Nicholas Thomas For Councilmember: Tony Chiavacci Dan Hoff Mayoral Proclamation – Arbor Week (April 21 – 27, 2025) Mayor Becker read a Mayoral Proclamation proclaiming Arbor Week (April 21 – 27, 2025) in the City of Westminster. Mayor Becker presented the proclamation to Director of Community Planning and Development Depo. APPROVAL OF MINUTES A motion was made by Councilmember Chiavacci and seconded by Councilmember Dayhoff to approve the Mayor and Common Council Meeting Minutes of March 10, 2025, and the Mayor and Common Council Closed Meeting minutes of March 10, 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 Gilbert and seconded by Councilmember Hoff to approve the Consent Calendar, which consisted of the following: Approval of Departmental Operating Reports – February 2025; Approval of Change Order No. 1 to Frederick Ward Associates for the additional design and engineering services required to retrofit the pond at Wakefield Valley Park into a Stormwater 1 Management Facility for the Trail System Project in the amount of $49,000.00; and 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. VOTE AYES: Councilmember Chiavacci, Councilmember Dayhoff, Councilmember Gilbert, and Councilmember Hoff. NAYS: None. REPORT FROM THE MAYOR Mayor Becker opened by noting several meetings and events she had recently attended. Mayor Becker also noted her participation in the Maryland Municipal League’s “If I Were a Mayor” essay contest, and noted her appreciation to Clerk Barber, as he serves as this year’s chair to the Maryland Municipal League’s Engagement and Outreach Committee who oversees the program. 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. 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 the Westminster Police Department Recruit Dean will graduate from the Carroll County Sheriff’s Office Police Academy on Thursday, March 27, 2025, and will be assigned to the Patrol Bureau for his field training. Councilmember Chiavacci also reported that Certified Maryland Police Officer Druktenis has successfully completed her field training at the Westminster Police Department and will start her patrol in the Patrol Bureau on Tuesday, March 25, 2025. Councilmember Gilbert, on behalf of the Recreation and Parks Committee, provided the highlights to the upcoming Bunny Trail and Egg Hunt event scheduled for Saturday, April 12, 2025, at Wakefield Valley Park from 1:00 p.m. until 3:00 p.m. Councilmember Gilbert also noted and highlighted the upcoming Wine Stroll scheduled for Saturday, April 26, 2025, Councilmember Gilbert closed by highlighting 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 their temporary relocation to City Hall due to the water leak at the City Administration Building (45 West Main Street). COUNCIL COMMENTS AND DISCUSSION Councilmember Gilbert noted that she and Councilmember Chiavacci recently attended the ribbon cutting ceremony for the Veterans Independence Project. Council President Pecoraro noted that he has enjoyed the comradery amongst the administrative staff that has been temporary located at City Hall and thanked them for the work they provide to the City. UNFINISHED BUSINESS There was no unfinished business to be discussed by the Mayor and Common Council. NEW BUSINESS There was no new business to be discussed by the Mayor and Common Council. 2 DEPARTMENTAL REPORTS Department of Recreation and Parks Director of Recreation and Parks Gruber provided the highlights of recently held events, and the upcoming events scheduled in the City. Director Gruber closed by noting that the 15% discounted Municipal Pool Membership ends on March 31, 2025. Technology Services Director Moore noted that the department is preparing for the staff from the City Administration Building (45 West Main Street) to move back into the building from City Hall. Finance Director of Finance Rodgers noted that the department is preparing for the upcoming FY26 Budget. Housing Services Director of Housing Services Brown provided the highlights to the City of Westminster Housing Voucher Program to date. Westminster Police Department (WPD) Chief Ledwell reported that the Westminster Police Department is currently fully staffed, and the department has scheduled a hiring event for May 2025. Community Planning and Development Director of Community Planning and Development Department reported the following: The Planning and Zoning Commission meeting scheduled for March 20, 2025, was cancelled as no applications were scheduled for review. On April 1, 2025, the Board of Zoning Appeals is scheduled to hear BZA Case No. 25-02, an application by the property owner requesting Special Exception approval for Conversion Dwelling use, allowing a total of two dwelling units at 148 West Main Street. On April 2, 2025, the Historic District Commission (HDC) is scheduled to hear Post-Construction Application for Historic Rehabilitation Tax Credit TC-23-02 for 160 West Main Street, the credit went towards repairing the carriage house and repairing the chimney and roof of the main house. This is in conjunction with an approved Conversion Dwelling special exception use allowing a total of two dwelling units at the property. The HDC is also scheduled to continue its discussion on its Implementation Plan and Nation’s 250th preparations. The HDC has already awarded $150,000 of the FY25 Façade Improvement Grant Funds. Administration Director of Community Planning and Development Depo on behalf of City Administrator Imhulse provided an update on work taking place at 45 West Main Street. Director Depo gave special thanks to the Department of Public Works staff and the IT staff on their efforts with the repairs to the City Administration Building (45 West Main Street) and for assisting staff in maintaining services at City Hall. 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. 3 Ms. Lyndi McNulty, 195 West Main Street, addressed the Common Council and thanked the Mayor and Common Council on behalf of the residents of the City for all their work. ADJOURNMENT Council President Pecoraro announced that the next meeting of the Mayor and Common Council would be on Monday, April 14, 2025, and the meeting will begin at 7:00 p.m. He adjourned the meeting at 7:24 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 ______________________. 4 Board of Zoning Appeals Appointment To: Mayor and Common Council From: Doug Barber, City Clerk Date: April 10, 2025 Re: Board of Zoning Appeals Appointment for Peter Basile Background Peter Basile is being considered to fill the vacant seat on the City of Westminster’s Board of Zoning Appeals Recommendation Mayor Becker recommends the appointment of Peter Basile to the City of Westminster’s Board of Zoning Appeals for a three-year term, to expire on April 14, 2028. To: Mayor and Common Council From: Eric C. Brown, Director of Housing Services Date: March 31,2025 Re: Westminster Office of Housing Services’ Five Year Plan Background The Public Housing Plan (PHA) is a comprehensive guide to a PHA’s policies, programs, operations, and strategies for meeting local housing needs and goals. There are two parts to the PHA Plan: The Five-Year Plan and the Annual Plan, which are submitted to the U.S. Department of Housing and Urban Development (HUD) every fifth PHA fiscal year and annually, respectively. The Housing and Economic Recovery Act (HERA) provided an exemption for Public Housing Agencies with 500 units or less from the requirement to prepare and submit an Annual Plan. The Westminster Public Housing Agency has 297 vouchers and is exempt from the requirement to submit an Annual Plan to HUD each year. The Westminster Public Housing Agency made no substantive changes to the current Five Year Plan. In as much as no substantive changes were made, no public hearing was conducted. The draft Five Year Plan is available on the city’s website. A copy is also attached to this staff memorandum. In addition to the Plan, the Housing Agency must also include the Civil Rights certification and resolution in the submission. Recommendation Staff recommends that the Mayor and Common Council approve the Westminster Public Housing Agency’s Five Year Plan (2025-2029). Attachment Five Year Plan FY 2025-2029 cc: Sara Imhulse, City Administrator  5-Year PHA Plan U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB No. 2577-0226 Expires: 03/31/2024 (for All PHAs) Purpose. The 5-Year and Annual PHA Plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA’s operations, programs, and services, and informs HUD, families served by the PHA, and members of the public of the PHA’s mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families Applicability. The Form HUD-50075-5Y is to be completed once every 5 PHA fiscal years by all PHAs. A. PHA Information. A.1 PHA Name: City of Westminster Office of Housing PHA Code: MD027 PHA Plan for Fiscal Year Beginning: (MM/YYYY): 07/2025 The Five-Year Period of the Plan (i.e. 2019-2023): 2025-2029 PHA Plan Submission Type: [ X ] 5-Year Plan Submission Revised 5-Year Plan Submission Availability of Information. In addition to the items listed in this form, PHAs must have the elements listed below readily available to the public. A PHA must identify the specific location(s) where the proposed PHA Plan, PHA Plan Elements, and all information relevant to the public hearing and proposed PHA Plan are available for inspection by the public. Additionally, the PHA must provide information on how the public may reasonably obtain additional information on the PHA policies contained in the standard Annual Plan, but excluded from their streamlined submissions. At a minimum, PHAs must post PHA Plans, including updates, at each Asset Management Project (AMP) and main office or central office of the PHA. PHAs are strongly encouraged to post complete PHA Plans on their official websites. PHAs are also encouraged to provide each resident council a copy of their PHA Plans. PHA Consortia: (Check box if submitting a Joint PHA Plan and complete table below.) PHA Program(s) in the Program(s) not in the No. of Units in Each Program Participating PHAs Code Consortia Consortia PH HCV Lead PHA: Page 1 of 6 form HUD-50075-5Y (03/31/2024) B. Plan Elements. Required for all PHAs completing this form. B.1 Mission. State the PHA’s mission for serving the needs of low-income, very low-income, and extremely low-income families in the PHA’s jurisdiction for the next five years. The City of Westminster Office of Housing Services’ mission is to proactively promote the provision of diverse affordable housing which serves as the foundation for economic opportunity and self-sufficiency for eligible low- and moderately low-income persons who live or work in Westminster, Maryland. B.2 Goals and Objectives. Identify the PHA’s quantifiable goals and objectives that will enable the PHA to serve the needs of low-income, very low-income, and extremely low-income families for the next five years.  To attain and maintain a high level of standards and professionalism in our day-to-day management of all program components.  To ensure that families pay fair and reasonable rents.  To promote fair housing and the opportunity for low- and moderately low-income families of all ethnic backgrounds to experience freedom of housing choice.  To Affirmatively Further Fair Housing in the City of Westminster.  To administer an efficient, high-performing agency through continuous improvement of the PHA’s support systems and commitment to our employees and their development.  To ensure that all units meet National Standards for the Physical Inspection of Real Estate (NSPIRE) and that rents are fair and reasonable. B.3 Progress Report. Include a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5-Year Plan. The City of Westminster Office of Housing Services continues to maintain High Performer status under the Section Eight Management Assessment Program. The City of Westminster Office of Housing Services has continued its outreach to landlords through information sharing via meetings with the local landlord association and through daily contact as well as our website. The City of Westminster Office of Housing Services continues to take affirmative measures to ensure access to affordable housing regardless of race, color, religion, national origin, sex, familial status or disability. B.4 Violence Against Women Act (VAWA) Goals. Provide a statement of the PHA’s goals, activities, objectives, policies, or programs that will enable the PHA to serve the needs of child and adult victims of domestic violence, dating violence, sexual assault, or stalking. The Housing Authority during its briefing session, provides information about the protections afforded by the Violence Against Women Act of 2013 (VAWA) and Violence Against Women Act Reauthorization Act of 2022 (VAWA 2022) to victims of domestic violence, dating violence, sexual assault, and stalking. Page 2 of 6 form HUD-50075-5Y (03/31/2024)  C. Other Document and/or Certification Requirements. C.1 Significant Amendment or Modification. Provide a statement on the criteria used for determining a significant amendment or modification to the 5-Year Plan The criteria used for determining a significant amendment or modification to the 5-Year Plan is “Changes to rent or admissions policies or organization of the waiting list” C.2 Resident Advisory Board (RAB) Comments. (a) Did the RAB(s) have comments to the 5-Year PHA Plan? Y N [X] (b) If yes, comments must be submitted by the PHA as an attachment to the 5-Year PHA Plan. PHAs must also include a narrative describing their analysis of the RAB recommendations and the decisions made on these recommendations. C.3 Certification by State or Local Officials. Form HUD-50077-SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan. C.4 Required Submission for HUD FO Review. (a) Did the public challenge any elements of the Plan? Y N [X] (b) If yes, include Challenged Elements. D. Affirmatively Furthering Fair Housing (AFFH). Page 3 of 6 form HUD-50075-5Y (03/31/2024)  Affirmatively Furthering Fair Housing. (Non-qualified PHAs are only required to complete this section on the Annual PHA Plan. All D.1 qualified PHAs must complete this section.) Provide a statement of the PHA’s strategies and actions to achieve fair housing goals outlined in an accepted Assessment of Fair Housing (AFH) consistent with 24 CFR § 5.154(d)(5). Use the chart provided below. (PHAs should add as many goals as necessary to overcome fair housing issues and contributing factors.) Until such time as the PHA is required to submit an AFH, the PHA is not obligated to complete this chart. The PHA will fulfill, nevertheless, the requirements at 24 CFR § 903.7(o) enacted prior to August 17, 2015. See Instructions for further detail on completing this item. Fair Housing Goal: Describe fair housing strategies and actions to achieve the goal Fair Housing Goal: Describe fair housing strategies and actions to achieve the goal Fair Housing Goal: Describe fair housing strategies and actions to achieve the goal Page 4 of 6 form HUD-50075-5Y (03/31/2024)  Instructions for Preparation of Form HUD-50075-5Y - 5-Year PHA Plan for All PHAs A. PHA Information. All PHAs must complete this section. (24 CFR § 903.4) A.1 Include the full PHA Name, PHA Code, PHA Fiscal Year Beginning (MM/YYYY), Five-Year Period that the Plan covers, i.e. 2019-2023, PHA Plan Submission Type, and the Availability of Information, specific location(s) of all information relevant to the hearing and proposed PHA Plan. PHA Consortia: Check box if submitting a Joint PHA Plan and complete the table. B. Plan Elements. B.1 Mission. State the PHA’s mission for serving the needs of low- income, very low- income, and extremely low- income families in the PHA’s jurisdiction for the next five years. (24 CFR § 903.6(a)(1)) B.2 Goals and Objectives. Identify the PHA’s quantifiable goals and objectives that will enable the PHA to serve the needs of low- income, very low- income, and extremely low- income families for the next five years. (24 CFR § 903.6(b)(1)) B.3 Progress Report. Include a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5- Year Plan. (24 CFR § 903.6(b)(2)) B.4 Violence Against Women Act (VAWA) Goals. Provide a statement of the PHA’s goals, activities objectives, policies, or programs that will enable the PHA to serve the needs of child and adult victims of domestic violence, dating violence, sexual assault, or stalking. (24 CFR § 903.6(a)(3)). C. Other Document and/or Certification Requirements. C.1 Significant Amendment or Modification. Provide a statement on the criteria used for determining a significant amendment or modification to the 5-Year Plan. For modifications resulting from the Rental Assistance Demonstration (RAD) program, refer to the ‘Sample PHA Plan Amendment’ found in Notice PIH-2012-32, REV 2. C.2 Resident Advisory Board (RAB) comments. (a) Did the public or RAB have comments? (b) If yes, submit comments as an attachment to the Plan and describe the analysis of the comments and the PHA’s decision made on these recommendations. (24 CFR § 903.17(b), 24 CFR § 903.19) C.3 Certification by State or Local Officials. Form HUD-50077-SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan. C.4 Required Submission for HUD FO Review. Challenged Elements. (a) Did the public challenge any elements of the Plan? (b) If yes, include such information as an attachment to the Annual PHA Plan or 5-Year PHA Plan with a description of any challenges to Plan elements, the source of the challenge, and the PHA’s response to the public. D. Affirmatively Furthering Fair Housing. (Non-qualified PHAs are only required to complete this section on the Annual PHA Plan. All qualified PHAs must complete this section.) D.1 Affirmatively Furthering Fair Housing. The PHA will use the answer blocks in item D.1 to provide a statement of its strategies and actions to implement each fair housing goal outlined in its accepted Assessment of Fair Housing (AFH) consistent with 24 CFR § 5.154(d)(5) that states, in relevant part: “To implement goals and priorities in an AFH, strategies and actions shall be included in program participants' … PHA Plans (including any plans incorporated therein) …. Strategies and actions must affirmatively further fair housing ….” Use the chart provided to specify each fair housing goal from the PHA’s AFH for which the PHA is the responsible program participant – whether the AFH was prepared solely by the PHA, jointly with one or more other PHAs, or in collaboration with a state or local jurisdiction – and specify the fair housing strategies and actions to be implemented by the PHA during the period covered by this PHA Plan. If there are more than three fair housing goals, add answer blocks as necessary. Until such time as the PHA is required to submit an AFH, the PHA will not have to complete section D.; nevertheless, the PHA will address its obligation to affirmatively further fair housing in part by fulfilling the requirements at 24 CFR 903.7(o)(3) enacted prior to August 17, 2015, which means that it examines its own programs or proposed programs; identifies any impediments to fair housing choice within those programs; addresses those impediments in a reasonable fashion in view of the resources available; works with local jurisdictions to implement any of the jurisdiction’s initiatives to affirmatively further fair housing that require the PHA’s involvement; and maintain records reflecting these analyses and actions. Furthermore, under Section 5A(d)(15) of the U.S. Housing Act of 1937, as amended, a PHA must submit a civil rights certification with its Annual PHA Plan, which is described at 24 CFR 903.7(o)(1) except for qualified PHAs who submit the Form HUD-50077-CR as a standalone document. This information collection is authorized by Section 511 of the Quality Housing and Work Responsibility Act, which added a new section 5A to the U.S. Housing Act of 1937, as amended, which introduced the 5-Year PHA Plan. The 5-Year PHA Plan provides the PHA’s mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families and the progress made in meeting the goals and objectives described in the previous 5-Year Plan. Public reporting burden for this information collection is estimated to average 1.64 hours per year per response or 8.2 hours per response every five years, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. HUD may not collect this information, and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number. Page 5 of 6 form HUD-50075-5Y (03/31/2024) Privacy Act Notice. The United States Department of Housing and Urban Development is authorized to solicit the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at Title 12, Code of Federal Regulations. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality. Page 6 of 6 form HUD-50075-5Y (03/31/2024) To: Mayor and Common Council From: Eric C. Brown, Director of Housing Services Date: March 27,2025 Re: Civil Rights Certification and Resolution Background The Westminster Public Housing Agency is required to submit a Five Year Plan to the U.S. Department of Housing and Urban Development (HUD) every fifth year. The Five Year Plan outlines the housing authority’s mission, goals, objectives, and Violence Against Women’s Act (VAWA) requirement. The Civil Rights certification and resolution must also be included in the submission. The Housing and Economic Recovery Act (HERA) provided an exemption for Public Housing Agencies with 500 units or less from the requirement to prepare and submit an Annual Plan. The Westminster Public Housing Agency has 297 vouchers and is exempt from the requirement to submit an Annual Plan to HUD each year. Although the housing authority is exempt from the requirement to submit an Annual Plan each year, HERA requires that the housing authority submit a Civil Rights Certification and Resolution to the local HUD office each year. Recommendation Staff recommends approval of the Civil Rights Certification and Resolution. Attachment Annual Civil Rights Certification and Resolution (HUD form 50075-CR) cc: Sara Imhulse, City Administrator  Civil Rights Certification U.S. Department of Housing and Urban Development Office of Public and Indian Housing (Qualified PHAs) OMB Approval No. 2577-0226 Expires 3/31/2024 Civil Rights Certification Annual Certification and Board Resolution Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairperson or other authorized PHA official if there is no Board of Commissioners, I approve the submission of the 5-Year PHA Plan , hereinafter referred to as” the Plan”, of which this document is a part, and make the following certification and agreements with the Department of Housing and Urban Development (HUD) for the fiscal year beginning 7/1/2025 in which the PHA receives assistance under 42 U.S.C. 1437f and/or 1437g in connection with the mission, goals, and objectives of the public housing agency and implementation thereof: The PHA certifies that it will carry out the public housing program of the agency in conformity with title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d-2000d—4), the Fair Housing Act (42 U.S.C. 3601-19), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), title II of the Americans with Disabilities Act (42 U.S.C. 12101 et seq.), and other applicable civil rights requirements and that it will affirmatively further fair housing in the administration of the program. In addition, if it administers a Housing Choice Voucher Program, the PHA certifies that it will administer the program in conformity with the Fair Housing Act, title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, title II of the Americans with Disabilities Act, and other applicable civil rights requirements, and that it will affirmatively further fair housing in the administration of the program. The PHA will affirmatively further fair housing, which means that it will take meaningful actions to further the goals identified in the Assessment of Fair Housing (AFH) conducted in accordance with the requirements of 24 CFR § 5.150 through 5.180, that it will take no action that is materially inconsistent with its obligation to affirmatively further fair housing, and that it will address fair housing issues and contributing factors in its programs, in accordance with 24 CFR § 903.7(o)(3). The PHA will fulfill the requirements at 24 CFR § 903.7(o) and 24 CFR § 903.15(d). Until such time as the PHA is required to submit an AFH, the PHA will fulfill the requirements at 24 CFR § 903.7(o) promulgated prior to August 17, 2015, which means that it examines its programs or proposed programs; identifies any impediments to fair housing choice within those programs; addresses those impediments in a reasonable fashion in view of the resources available; works with local jurisdictions to implement any of the jurisdiction’s initiatives to affirmatively further fair housing that require the PHA’s involvement; and maintains records reflecting these analyses and actions. Westminster Public Housing Authority MD 027 PHA Name PHA Number/HA Code I hereby certify that all the statement above, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Name of Executive Director: Eric C. Brown Name of Board Chairperson: Dr. Mona Becker, Mayor Signature Date Signature Date The United States Department of Housing and Urban Development is authorized to collect the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at Title 12, Code of Federal Regulations. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality. The information is collected to ensure that PHAs carry out applicable civil rights requirements. Public reporting burden for this information collection is estimated to average 0.16 hours per response, including the time for reviewing instructions, searching existing data sources, gathering, and maintaining the data needed, and completing and reviewing the collection of information. HUD may not collect this information, and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number. ________________________________________________________________________________________________________________________ Previous version is obsolete Page 1 of 1 form HUD-50077-CR (3/31/2024) Wickersham Construction - Change Order #4 To: Mayor and Common Council From: Abby Gruber, Director of Recreation and Parks Date: April 2, 2025 Re: Wickersham Construction - Change Order #4 Background Wickersham Construction is the general contractor for the Wakefield Valley Park Event Pavilion and Community Building Project. Throughout construction, additional concealed conditions were discovered, IT needs were identified, and a few cosmetic upgrades are reflected in this proposed change order request. In total, these items result in a request for $68,086 in additional funding to cover the items outlined in Change Order #4. Concealed Conditions: • Drywall at the exterior walls of the multi-purpose room and the upper-level ladies' room were removed, revealing damaged framing and exterior door openings. $17,905 • On the lower level, deteriorated wood structural columns were identified at 3 locations, requiring steel encasements to reinforce. $26,709 IT Needs: • Low-voltage conduit and wiring are required for connectivity throughout the facility, which was not included in the initial scope of work. $14,874 Cosmetic Upgrades: • Raise strip light fixtures in the community room and install dimmer switches. $6,658 • Paint lights and sprinkler fittings. $1,940 Total: $68,086 Project Impact The proposed change order request will increase the total cost of the original contract by $68,086 but will not alter the completion time. The items requested in the proposed change order are critical to the clubhouse renovation. Funding Staff requests general fund reserves to cover the funding necessary for change order #4. Recommendation Staff recommends that the Mayor and Common Council approve Change Order #4 with Wickersham Construction for $68,086 Attachments Wickersham Construction Change Order #4 c: Sara Imhulse, City Administrator Doug Barber, City Clerk Theresa Rodgers, Director of Finance FY25 CIP Budget – CO#4 Wakefield Valley Pavilion and Clubhouse To: Mayor and Common Council From: Theresa M. Rodgers, Director of Finance Date: April 14, 2025 Re: Funding for Change Order (CO) #4 for Wakefield Valley Park Event Pavilion and Clubhouse Renovation Background As part of the fiscal year 2025 Capital Improvement Plan (CIP), the Mayor and Common Council authorized $2,026,030.33 for the renovation of the Wakefield Valley Clubhouse. This included the original Wickersham contract price of $2,771,528.00 less the projected cost of the work performed in FY24 ($965,704.67) + $30,207.00 for builder’s risk insurance + an additional $190,000.00 in anticipated contingency costs. The Mayor and Common Council approved Wickersham CO #1 ($126,140.00), CO #2 ($63,675.00), and CO #3 ($37,372.00) for a total cost of $227,187.00, using all of the $190,000.00 contingency funds and an additional $37,187.00 in general fund reserves. Wickersham has provided CO #4 for $68,086.00 to address concealed conditions, technological needs and cosmetic finishes. If the Mayor and Common Council approve Wickersham CO #4, a budget amendment in the amount of $68,086.00 will be needed. Staff anticipate using general fund reserves to fund the budget amendment. cc: Sara Imhulse, City Administrator Waiver Approval – Third Floor Window Replacement, WFFC To: Mayor and Common Council From: Abby Gruber, Director of Recreation and Parks Date: April 3, 2025 Re: Approval to Waive the Competitive Procurement for Good Cause, under City of Westminster Code Chapter 36 “Procurement and Contracts” Subsection 36-4 Specific Regulations, and Award a Contract to Total Contracting Inc., to Replace 30 Windows Located on the Third Floor of the Westminster Family Fitness Center in the amount of $ 114,645 Background The windows on the third floor of the Westminster Family Fitness Center are in poor condition and urgently need to be replaced. Due to their advanced deterioration, air and water infiltration have become significant issues. As a result, LGIT, the City’s insurance provider, has dropped the water damage endorsement for the facility because the windows are outdated and severely worn. The insurance adjuster has made it clear that the City must replace the windows before the coverage can be reinstated. Once the windows are replaced, we can notify LGIT, and the water damage endorsement will be restored. A waiver of the competitive bidding process is being requested for two key reasons: 1. Timeliness is critical to ensure the prompt restoration of insurance coverage. 2. Total Contracting Inc. has offered a competitive price for this project, based on a Time and Materials Contract for Door and Window Installation that was competitively bid and awarded to them by Frederick County. Total Contracting, Inc. submitted a proposal for $114,645 to remove and replace 30 windows at the Westminster Family Fitness Center based on pricing provided through the Frederick County Contract 24- 529B. Project Funding Funding for this project is allocated in the FY25 Capital Projects Fund. Recommendation Staff recommends that the Mayor and Common Council waive competitive bidding for good cause under City of Westminster Code Chapter 36 Procurement and Contracts” Subsection 36-4 Specific Regulations and award a contract to Total Contracting Inc. to replace 30 windows on the third floor of the Westminster Family Fitness Center in the amount of $114,645. Attachments • Total Contracting, Inc. Proposal cc: Sara Imhulse, City Administrator Doug Barber, City Clerk Theresa Rodgers, Director of Finance FY25 CIP Budget – Replacement of Family Fitness Center Windows To: Mayor and Common Council From: Theresa M. Rodgers, Director of Finance Date: April 14, 2025 Re: Funding for Replacement of Family Fitness Center Windows Background As part of the FY25 Capital Improvement Plan (CIP), the Mayor and Common Council authorized $218,375 for improvements to the Family Fitness Center. The funding for the improvements is general fund reserves. A portion of these funds have been spent on flooring ($21,838.00), security doors ($12,125) and fitness center equipment ($36,029.50) for a total of $69,992.50, leaving $148,382.50 of the appropriated funds remaining. Total Contracting, Inc. has provided a proposal for $114,654.00 for the replacement of the Family Fitness Center windows. If this purchase is approved by the Mayor and Common Council, it will be fully appropriated in the FY25 CIP. cc: Sara Imhulse, City Administrator 4700 Walden Lane, Suite D Lanham, Maryland 20706 Phone: (301) 595-7002 March 11, 2025 PROPOSAL Submitted to: Abby Gruber Director Rec & Parks City of Westminster 45 West Main St. Westminster, MD 21157 agruber@westminstermd.gov Re: Windows Replacement @ Family Center-11 Longwell Ave. Westminster, MD Total Contracting, Inc. hereby proposes to furnish labor and material to perform the following work: 1. Remove and dispose of 30 windows 2. Save interior trim as necessary for reinstallation 3. Prepare the openings as necessary 4. Install 30 new double hung wood sash windows 5. Reinstall interior trim 6. Foam all new windows 7. Caulk and paint all new windows. Grand Total: One Hundred Fourteen Thousand Six Hundred Fifty-Four Dollars and 00/100---$114,654.00 Payment to be made as follows: ________________________________Upon Completion___________________________________________ All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders and will become an extra charge over and above the estimate. All agreement upon strikes, accidents, or delays beyond our control. Owner to carry fire, tornado, and other necessary insurance. Our workers are fully covered by workmen’s compensation insurance. Authorized Signature: __Carlos Flores, President/Project Manager_____ Acceptance of Proposal The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do work as specified. Payment will be as outlined above. Signature: _________________________________ Print: ________________________________ Date: _________________ 1|Page