Worksession Minutes

 August 7, 2006

The meeting was called to order at 7:04 p.m. Present were Mayor Calvo, CMs Dennison, Gourley, Jewitt and Lofgren. Also present were Director of Public Works Joe Coleman, Clerk Harper, as well as Berwyn Heights Elementary School PTA Treasurer Beth Brittan-Powell, Education Advisory Committee Chair Ann Harris-Davidson and citizens. TA Murphy had an excused absence.

1. Mayor

Agenda changes: Council chamber renovation was added to the agenda.

Announcements: Officer Tom Moroney's father passed away. U.S. Army Corporal Matthew Wallace of Lexington Park, who was a friend of Chief Murphy, died from injuries sustained on a combat mission in Iraq and was honored with a retrospective on National Public Radio this morning. Senator Pinski's office announced that Mayor of Baltimore Martin O'Malley will campaign in Prince George's on August 8. The Berwyn Heights Ice Cream Social will be held on September 15.

Calendar: The date for Hello Huskies Back to School night was added for August 22, 6:30 p.m. Dates for Maryland primaries and Maryland elections were added for September 12 and November 7, respectively.

Minutes: The Council reviewed the July 24 worksession minutes. On a motion by CM Jewitt and second by CM Gourley, the minutes were approved 5 to 0 with corrections.

Department Reports: CM Dennison announced that preparations for the Ice Cream Social and the Berwyn Heights bus tour are continuing. CM Jewitt reported that the Code Enforcement Department is accepting applications for a part-time code enforcement officer until August 15. He further requested the Council's input on the Code director's weekly e-mail updates, which briefs Councilmembers on significant fines issued, liens forwarded and other important code-related actions. CM Dennison wondered if Director Solomon has the time to do this and suggested that all Departments should submit weekly updates. Mayor Calvo suggested that any issue that entail a Council decision, such as the approval for a recent driveway variance, should be considered for the report.

Mayor Calvo reported that August 8 will be Officer Van Dyke's last day on the force. Advertisements have been placed to fill the vacant position. CM Dennison asked if there has been any follow up to a candidate who attended National Night Out. Mayor Calvo said that the Chief would interview the person in question and review qualifications. The Police Department recently received a $5,000 disbursement resulting from its participation in a federal program that disposes of property seized in drug-related cases. Mayor Calvo and TA Murphy had a productive meeting with the recently appointed Chair of the Parks and Planning Board, Sam Parker. The need for better cooperation between Parks and Planning and municipalities were discussed as well as several specific concerns with park facilities in Berwyn Heights. CM Lofgren suggested that Berwyn Heights offer to help Parks and Planning with policing park facilities, such as Lake Artemesia and Indian Creek, to improve cooperation from municipalities. Mayor Calvo said that he would propose it. Lastly, Mayor Calvo reported that he attended his first Berwyn Heights Elementary School (BHES) PTA meeting and was pleased to find a strong and involved executive board.

Citizen comments: Mayor Calvo received a comment about a resident's positive experience with the Public Works Department in helping to dispose of large amounts of trash and several comments regarding a newspaper vending machine at the corner of Pontiac Street and Edmonston Road, since removed. CM Dennison received comments about the School Board candidates discussions broadcast on Channel 76, the need for mosquito spraying on 56^th Avenue, concerns about flooding on 56^th Avenue following the heavy June rains, the potential closing of 59^th Avenue in connection with the Commerce Bank project and lack of police presence during the night-time theft of 4 cars. CM Jewitt commented on the speedy response of the Berwyn Heights Fire Department when his fire alarm went off and about the continued problem with grass cutting around the basketball and tennis courts on the school grounds.

Mike Attick commented that several youths broke into Berwyn Heights Elementary School last Friday night. One was injured when he fell off the roof; the others escaped. County police responded. No Berwyn Heights police was at the scene. He suggested rotating the periods of no police coverage and to make sure that Friday nights are covered. Mayor Calvo replied that the County dispatchers may not have forwarded calls, as has been in the case in several other instances. He cited a letter of complaint to County Executive Jack Johnson about County police not informing Berwyn Heights police of a bomb threat to a Berwyn Heights facility. Mike Attick also thanked the Council for minuting the topics of executive sessions, which helps control rumors.

BHES artist in residence: Mayor Calvo explained that, in years past, the Council has donated $500 to BHES to help fund its artist-in residence program. This year, funding for the program is threatened as there is a scheduling conflict between Principal Singer's fund raiser for the artist-in-residence program and the PTA's walk-a-thon that raises funds for school enrichment activities throughout the year. Mayor Calvo proposed to advance the school $3,000 so that both the artist-in-residence program and the walk-a-thon can go forward. He expects the school to refund the money after it holds the artist-in-residence fund raiser in spring. This cash advance would be given on a one-time basis on the assumption that better communication between school administration and the PTA will prevent this type of conflict in the future.

BHES-PTA Treasurer Beth Brittan-Powell, who was present, explained that the walk-a-thon is the PTA's main source of funding for the various activities sponsored or supported by the PTA. These include the Hello Huskies back to school picnic and end of the year picnic, an ice cream social, a movie night, support for the science fair and science camp and school equipment purchases. If the walk-a-thon can't be held at the scheduled time in October there won't be any money for PTA events for the first half of the school year.

Chair of the Berwyn Heights Education Advisory Committee (BHEAC) Ann Harris Davidson, who was present, said she supports the request for the cash advance. She hopes that this type of conflict will be avoided in the future through early communication about fund raisers.

Mayor Calvo moved to loan the school $3,000 on a one-time basis for the purpose of funding the artist in residence program. CM Gourley seconded. CM Dennison questioned whether making a loan to the school is legal. She proposed to raise the needed funds through a pledge drive among Town residents and businesses rather than by advancing the money from the budget. She supplied a sample pledge form for the purpose. Mayor Calvo said that the pledge drive is a good idea but would still not solve the problem as the funds to sign up for the artist in residence program are required by the end of September. CM Jewitt sought clarification if the school/PTA can assure the Town that the funds would be repaid by March 2007 when the Recreation Department begins planning for Berwyn Heights Day. Mayor Calvo said he trusts the school to repay the funds.

CM Lofgren made a friendly amendment to allocate $3,000 to the school to avoid legal questions about loaning money to the school. CM Jewitt seconded. The motion passed 5 to 0.

2. Parks and Recreation

School board candidates' forum: Mayor Calvo said that he would like the Council to authorize a forum for school board candidates in October and then delegate the planning to the Education Advisory Committee (BHEAC). The Council had no objections. Chair of the EAC Ms. Davidson thanked the Council for approving the event.

At 8:25 p.m., the Council took a 20 minute break.

3. Public Safety

No items were discussed.

4. Public Works

Garbage truck bids – authorization to purchase: Director of Public Works, Joe Coleman, presented 3 bids for the purchase of a new trash truck. He noted that he did not pursue piggybacking onto Bowie's bid because they are using Leach trucks. Berwyn Heights has had numerous service problems with a Leach truck it owns. Mr. Coleman recommended purchasing a 2007 Heil truck with a Freightliner chassis and Mitsubishi engine for $128,900. The Town has had good luck with Heil trucks. They are low maintenance and can be serviced at a nearby repair facility in Clinton, with which the Public Works Department has a good rapport. He has not been able to find a larger bid on which to piggyback at this point.

CM Lofgren referred Councilmembers to the background material for detailed information on each truck. The proposed Freightliner truck does meet new federal emissions guidelines for diesel engines. In response to Councilmembers questions, Mr. Coleman said that delivery of the truck could take up to 3 months depending on whether sales-ready trucks are available at the vendor. The old trash truck would be disposed of at the Brandywine scrap yard. The new truck would be painted green to match other Berwyn Heights trucks, would have air conditioning and a bench seat.

CM Lofgren moved to accept the low bid of the Freightliner/Heil Durapack truck as recommended by Director Coleman. CM Gourley seconded. The motion passed 5 to 0.

In response to CM Gourley, Director Coleman said that he does not have bids for the dump truck as of yet.

BHES fields (added item): Mayor Calvo explained, that in the absence of TA Murphy, Director Coleman has been charged with tracking developments on the ball fields. He asked him to share what he knows about the Pontiac Street fields. Director Coleman related that the Berwyn Heights crew recently encountered a crew from Prince George's County Public Schools (PGCPS) cutting the Pontiac Street fields. He talked to the foreman and welcomed them helping the Town with the grounds maintenance. Nonetheless, he informed the Berwyn Heights crew to check on the fields on a regular basis to ensure that they continue to be cut and perform any supplemental maintenance needed.

With respect to the grassy slopes around the tennis and basketball courts, he noted that the Berwyn Heights crew does not have the right equipment to perform maintenance. It would take the entire crew at least one day to cut this area. However, he received a proposal from a Berwyn Heights landscaping contractor to cut the grass for $1,600 should the Town like to use that option.

CM Jewitt said that the slopes should be replanted with a ground cover to get a handle on the maintenance problem. There are several, more noticeable areas, however, that should be cleaned up before school starts up, including the grassy perimeter surrounding the tennis and basketball courts and a wall with graffiti. Director Coleman replied that PGCPS personnel has told him that the area in question do not belong to the school system and would therefore not be maintained by it. Mayor Calvo said that it appears that the school system cannot be moved to address this problem through normal channels. He would therefore consider bringing this issue to the media.

CM Gourley said he is opposed to spending money on this as it is the school system's responsibility. While he doubted that the issue could be sorted out, he proposed to try one more time to write a letter asking them to cut the grass around the courts. If this produces no results, the Town should contact a local TV station to cover the story. CM Jewitt thought the Town could actually issue a fine and schedule an abatement for added impact of the story. Mayor Calvo said he would contact the school system one more time, referencing previous discussions, before going to the media.

CM Jewitt asked if the ball fields would be usable for the upcoming school year. Director Coleman said that he believes they could be used but may not be in good enough shape for playing soccer. He recommended not using the fields immediately after they are re-seeded in late October or November.

5. Administration

Council chamber renovation (added item): CM Gourley explained that he has received an offer from an interior designer to give advice on the renovation of the Council chamber at no cost. However, he requires input from the Council as to what changes they would like to make as the basis for his recommendations. CM Gourley said that he would like an expandable conference table, recessed lighting and a camera and recording system that does not take up a lot of floor space. Mayor Calvo said his primary concern is with functionality and better viewing at home. To that end, he would like to have programmable cameras mounted in the ceiling, obviating the need for a camera man and creating more floor space. Other changes he supports include a display case for historical documents or artifacts, an adaptable table and maneuverable chairs. These changes would be expensive and should probably be phased in over time.

CM Jewitt said that planning should start with a blank slate. Food service tables and some photographs might be removed. Functionality, integration of historical materials and recognition of previous Coucilmembers are elements that should be part of a plan. CM Dennison supported a historical display case and updated furniture. She questioned a ceiling-mounted camera, as a mobile camera is still needed for broadcasting from the upstairs Town Center. She did not have strong feelings about other aspects of the make-over. CM Lofgren endorsed more modern furniture but didn't think a make-over needs to be very expensive.

Mayor Calvo said that, in general, space in the Town office is not used efficiently and that one of the back rooms might serve as the Council office after having been cleaned up. The current Council office might be considered for conversion into a museum. CMs Dennison, Gourley and Jewitt agreed. It was further agreed that the first step is to build consensus around desired features of a remodeled chamber and to appoint a small committee to devise a comprehensive plan with the possible assistance of a design professional.

The meeting was adjourned at 10:00 p.m.

 
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