03-06-2007 Work Session

WORK SESSION MINUTES                              

Mayor and City Council                                                           

City Hall Conference Room

Tuesday, March 6, 2007

6:15 P.M.

 

 

Present – Mayor Lee N. Fiedler, and Council Members Floyd “Pete” Elliott, Edward C. Hedrick, Jr., Harold L. Hendershot, Jr., and Terance J. Rephann.

 

 

Also Present – Jeffrey E. Repp, City Administrator; Michael Cohen, City Solicitor; Charles Hinnant, Police Chief; Jeffrey Rhodes, Director of Administrative Services; and Margie Eirich, Acting City Clerk.

 

 

I.          Public Meeting Agenda Review – Jeff Repp, City Administrator

            The meeting agenda was reviewed as follows:

            A Resolution endorsing the project of Housing Development & Neighborhood Preservation to develop approximately 54 units at 100 Reynolds Street in Cumberland, known as Eastside School was received late Friday and added to the agenda.  Mr. Repp explained they have requested a PILOT program for fifteen years similar to what was done with PIRHL in addition to a capital contribution for public infrastructure in the amount of Two Hundred Thousand Dollars ($200,000.).

            Mr. Matt Brewer gave an overview for the development of the old Eastside School Building located at 100 Reynolds Street to include twenty-five (25) units and new construction of approximately thirty (30) new townhouses, with funding requests being submitted to the State in March and hopes of starting construction later this year.

            Mr. Steve Chaney, Architect for the project, reviewed the architectural details for the project.

            Mr. Al Borvice of the Housing Development and Neighborhood Preservation Corporation stated this is a three acre area zoned Urban-Residential.  He said they are looking at approximately 60% median income, moderate workforce housing with monthly rental being between $530.00 and $725.00 for the one, two, and three bedroom units, plus utilities.  He reviewed their tenant service plan and stated they would have between six (6) and eight (8) disabled units and explained the cosmetics of the property including a noise barrier of live trees.    

            In discussion, Councilman Hendershot inquired about adequate parking.  Mr. Borvice explained the plans for parking noting they will have adequate parking. 

            There was discussion of whether or not the name Eastside School would remain on the building.  Mr. Chaney said they anticipate keeping the nostalgic in tact at the main doorway.

            Councilman Hendershot inquired about the labor force to be used.  Mr. Borvice stated they have the same project superintendent used for the Cascades and said that part of their mission is to use local labor. 

            Councilman Rephann asked the reasoning for the additional support of the $200,000 for infrastructure improvements.  Mr. Repp stated it was expressed to him that the Mayor and Council wanted to support the infrastructure improvements with this being a visible project.  Councilman Rephann expressed concern that he wasn’t aware this was on the agenda for adoption at this meeting and requested to table the adoption of the Resolution to allow him as well as the public time for review.  Mr. Borvice noted the due date for submitting the application was the 21st.  It was agreed to have a Special Meeting Tuesday, March 13, 2007, at 6:00 p.m. for consideration of adoption of the Resolution

Ordinances

1.       Authorizing the Mayor and City Clerk to execute a Confirmatory Deed to affect the conveyance of surplus property located at 5 S. Putnam Street in the City of Cumberland to Sean D’Atri

Mr. Repp explained the description was incorrect in the previous ordinance authorizing the conveyance of this property and this was corrective action.

2.      Authorizing the Mayor and City Council to issue and sell General Obligation Bonds not to exceed $7,300,000 designated “Mayor and City Council of Cumberland Public Improvement Refunding Bonds” refunding PIB of 1997 and PIB of 1998

            With this being the ten year anniversary date of these bonds, it presents the opportunity for refunding.  Mr. Repp recommended the adoption of this ordinance to allow that action with an approximate savings of between $190,000 and $220,000. He also noted this would not change the debt schedule for these bonds.

            Discussion of consent agenda items was as follows:                

1.      Accepting the proposal of Funk & Bolton, Attorneys At Law, to act as Bond Counsel for the City of Cumberland for refunding of the outstanding 1997 and 1998 General Obligation Bonds – Not to Exceed $25,000

 

2.      Accepting the proposal of The EADS Group for the performance of the Memorial Hospital Adaptive Reuse Study – Phase 1 – Not to Exceed $39,075

 

3.      Declaring properties at 315 and 336 Baltimore Avenue surplus and accepting the bids of surplus properties at 315 and 336 Baltimore Avenue and parcels 73, 74, and 75 Waverly Terrace

Mr. Repp explained these properties were advertised and are being recommended for award to the highest bidders.

 

4.      Authorizing the Mayor and City Clerk to execute a Memorandum of Understanding between the Board of County Commissioners of Allegany County and the Mayor and City Council of Cumberland specifying mutual understandings regarding the position of the City’s Economic Development Coordinator position.

Mr. Repp explained this is an update to the existing Memorandum of Understanding for the Economic Development Coordinator position, with the major change being one day a week at the County office resulting in 20% of personnel costs which is a little more for the City than previously.

 

5.      Accepting the proposal of Cleveland Brothers for the sole source purchase of One (1) Caterpiller Model 430E Backhoe Loader for the Water Distribution Department of the City of Cumberland - $81,883.00

            Councilman Rephann questioned the sole source designation for this purchase.  Mr. Repp advised this was consistent for standardization of the equipment.

 

6.       Authorizing the Chief of Police to execute a Grant by and between the Cumberland Police Department and the Maryland Governor’s Office of Crime Control & Prevention entitled “Maryland Victims of Crime Fund” - $15,000.00

 

7.      Authorizing the execution of an employment agreement between the City of Cumberland and Chase Green to fill the position of Computer Technician effective March, 2007 through March 2008

            Councilman Rephann requested confirmation of the organization of the MIS Department.  Mr. Repp explained there are three employees presently in that department; but they are now down to three.  This employee will be filling that third position..  He added they are advertising for one additional employee to fill the standard intern-type position of Mr. Green until they get on their feet.  The various positions and their responsibilities were reviewed including their responsibilities to the Police Department. Mr. Repp stated they would be looking at three and one-half (3 ½) full time employees as C3I would be being billed for a portion of salaries.

 

8.      Authorizing William Herbaugh, Fire Chief, to execute a Grant Agreement by and between the Cumberland Fire Department and the Maryland Institute for Emergency Medical Services System  - $3,650.00

 

9.      Authorizing the Mayor and City Clerk to execute an Employment Agreement by and between the Mayor and Council of Cumberland and Kevin M. Ogle to provide the services of Deputy Chief of the Cumberland City Police Department

Mr. Repp explained this is for a Domestic Violence Grant and is a partnership with the Family Crisis Resource Center.  Chief Hinnant elaborated on their responsibilities dealing with these grant funds.

                                         

II.        Proposed Expansion of Arts & Entertainment District – Kathy McKenney, Historic Planner

            Ms. McKenney gave a presentation explaining the current Arts & Entertainment District established in 2002 as being the downtown central business district, portions of Washington Street; but not including the Canal Place area.  She explained they now have an opportunity to expand the district and reviewed the expanded area.  Mr. Repp stated the expanded areas are basically areas within walking distance from the downtown but outside the existing boundaries.  Ms. McKenney added they are areas already designated as preservation or national registered districts as well as a portion of the STAR District. 

Ms. McKenney reviewed the local government requirements, both City and County, and explained the next step would be to conduct a public hearing with the application being due April 1, 2007.

            In discussion, Ms. McKenney advised the Allegany Arts Council have requested a commitment of funding from the hotel/motel funds or somewhere else for marketing dollars; however, she advised that is not part of or requirement of the application.

            Mr. McKenney stated they need to conduct a public hearing prior to April 1st and asked to conduct that during the next meeting (March 20th).  She added that at that meeting they would have information for the Resolution.

            Mr. Repp advised the County is currently on board, but have to agree to the expansion of the area.  He said he and Ms. McKenney would be meeting with them Thursday.  He asked if Council wanted them to proceed.  It was agreed.

 

 

III.       Proposed Change to Public Meeting Format and Meeting Schedule -

            Mr. Repp provided handouts to the Mayor and Council explaining and recommending a paperless agenda and a change in the public meeting format.  He also provided cost information to affect these changes.  He made a presentation explaining the paperless agenda process and benefits both to the Council and the public in providing the tracking of items discussed and the efficiently in tracking actions of Council.  This format would also provide better access to information and more efficiently in scheduling items for consideration.  In scheduling items for consideration for Council agenda, the software would provide the ability to access all information leading up to the request including discussions, orders, resolutions, etc.; therefore, providing better information to council as well as the public.  

            As part of this process Mr. Repp recommended a change in the public meeting format proposing a one meeting format combining the work session and the regular session with presentations currently made in worksession becoming agenda items, continuing to use the power point format and providing screens for the public to be able to view the presentations.  He provided an example previewing the Greenville City Council agenda and explaining how it works.  Mr. Repp advised staff would come back to the Council with a proposed agenda format.

                                         

IV.       Commission, Citizen, and Employee Recognition – Councilman Rephann

            Councilman Rephann made a presentation to Council suggesting established a program for citizen recognition for military service, servicemen killed in action, deaths of former and current city elected officials, and deaths of officials representing Cumberland.  He suggested there was a need for a procedure for the naming streets and public facilities.  Councilman Rephann also suggested the need for a program recognizing volunteers, and employee recognition in the event of hospitalization, death, births, retirement, special achievements, etc.  He presented estimated costs involved in implementing a program and suggested it be administered through the City’s Personnel Office.

            It was agreed there was a need for a program for this purpose. Mr. Repp stated he would prepare a written document for consideration of adoption. 

 

 

V.        Administrative Function Session -

            Mr. Repp requested an administrative session to discuss pending litigation and personnel issues.  Councilman Rephann made a motion to go into administrative session.  The motion was seconded by Councilman Hendershot and unanimously accepted.

 

VI.       Adjournment -

            Work Session was adjourned at 7:19 P. M.

 

Respectfully submitted,

 

 

Sharon S. Clark

City Clerk