Worksession Minutes
march 15, 2010

The meeting was called to order at 7:02 p.m. Present were Mayor Calvo, MPT Lofgren, CMs Ahrens, Dennison and Wilkinson. Also present were TA Murphy, Clerk Harper and resident Jeff Gourley.

1. Mayor

Agenda: An executive session on a personnel matter was added.

Announcements: There were none.

Calendar: The deadline for Bulletin submission of the candidates' profiles was postponed to March 22. The location for a March 18 PGCMA meeting needs to be ascertained. Tom Reynolds will be asked to again serve as moderator for the April 21 Candidates Night.

Minutes: On a motion by CM Ahrens and second by CM Dennison, the March 1 worksession minutes were approved 5 to 0. On a motion by MPT Lofgren and second by CM Ahrens, the March 8 budget worksession minutes were approved 5 to 0.

Department reports:  Mayor Calvo reported that he sent an e-mail to the County Council regarding County Executive Jack Johnson's dismissal of Planning Board Chairman Samuel Parker and appointment of David Byrd as his replacement. Three County Councilmembers replied that they agreed with Mayor Calvo's position, which opposes the end-of-term appointment of a new Planning Board chair. He followed up on concerns about the hockey rink, which is often used late at night as a location for partying. He asked County Councilmember Eric Olson to help with getting Park & Planning to look into the problem. He would like to discuss this issue at the April 5 worksession with representatives from Park & Planning and the Berwyn Heights Boys & Girls Club present.

CM Wilkinson said that TA Murphy is focused on budget issues. MPT Lofgren announced that the appreciation breakfast for Public Works will be held on Friday morning, 7:30 a.m. Residents wanting to contribute a potluck dish can stop by between 6:00-6:30 a.m. CM Dennison said that the Talent Show is on March 19, 6 p.m. Residents who would like to volunteer for Berwyn Heights Day should contact the Recreation Council. Chief Murphy met with Park Police regarding the misuse of the hockey rink. CM Ahrens reported that the Code car has been marked.

Citizen comments:  MPT Lofgren received several comments on the recent snow storms, one a complaint about Public Works damaging a lawn during snow removal. Mayor Calvo received a comment from a Swarthmore Drive resident whose new car had been hit by the Town's snow plow during the snow storm. The plow driver had notified the owner of the car and apologized. But the owner was told by the Town's insurance company that they would not pay for the damage because of road conditions. TA Murphy was asked to contact the insurance company and ask that the damage be paid for.

Public Works budget: Mayor Calvo welcomed Public Works Director Joe Coleman for a discussion of his department budget, postponed from February due to a health issue. Meanwhile, TA Murphy proposed a budget without a formal budget request from the director. Director Coleman said that he conferred with TA Murphy about the budget and is satisfied with what he proposed. Mayor Calvo said that TA Murphy submitted a largely hold-the-line budget for Public Works. However, one staff position, which happened to be vacant, was cut. As a result of the vacancy, there is a new office manager. He asked how the staff changes have worked out. Director Coleman said that the employee, who took over the office manager position, has started with a lot of energy and already made many improvements. He has a pleasant demeanor and good computer skills. The loss of a full time crew member is being made up with the hiring of temporary staff as needed. There are 4 temps, familiar with Public Works operations, who he uses on a regular basis.

Mayor Calvo said that the Public Works FY 2011 Streets & Sanitation budget is proposed to decline by 7% overall, 9% in salaries and 4% in non-salary items. He asked Director Coleman to comment on the proposed switch to once-a-week trash collection, which might be accomplished by dividing the Town into 3 sectors, each of which would be picked up on a different day. Another day would be set aside for recycling and one day for jobs not related to refuse collection. Director Coleman said that such a setup would lock the department into a schedule with very little flexibility to deal with breakdowns of equipment, requests for services or sick employees. Currently, refuse collection is usually complete around 1:30 p.m. and the afternoon is available to perform other tasks that may arise. Apart from a loss in flexibility, he cannot see how to fit yard waste and bulk refuse collection into this schedule. The whole system of which jobs get done when would be disrupted.

Mayor Calvo said that there may be a time savings if the crew picks up one third of the Town 3 days a week instead of ½ of the Town 4 days a week. This assumes that 1/3 of the Town can be picked up and taken to the landfill with a larger truck in one trip. Trash crews could still finish a run at the same time, even with more volume collected in a larger truck because the crew would cover less territory. Director Coleman said that he cannot predict how it is going to work out. It would have to be tried. A lot would depend on when the collection is finished and whether another run needs to be made. Also crew-members would pick up more trash in a shorter time frame, which may tire them more and make them less able to do perform other jobs afterward.

MPT Lofgren said that the bigger problem might be to complete recycling for the entire Town in one day as residents respond to the Town's recycling mandate and put out more recyclables. Recyclables tend to be on the heavy side because they include glass containers and stacks of paper. If a new, larger truck and different bins are used, the whole calculus will be different. Director Coleman added that if the Town switches to a larger truck, every model over 32 cubic yards will have a third axle and be charged a higher landfill disposal fee.

Mayor Calvo said that he wants to discuss trucks and other capital equipment later. He moved up the discussion of the Historical Committee's (BHHC) membership on the Recreation Council to accommodate BHHC chair Jim Hudson.

BHHC Recreation Council membership: Mayor Calvo explained that the Council over the last year has tried to improve coordination between the Recreation Council and Town committees and clubs. To that end, the Recreation Council was given authority to manage the special events appropriation, including the events budget of the Berwyn Heights Historical Committee. BHHC chair Jim Hudson has come in to discuss the matter.

Mr. Hudson said that he and the Committee have no problem with coordinating their program with the Recreation Council. He thinks very highly of the job its current officers are doing. The issue is the transfer of the Committee's $200 events budget to the Recreation Council, where it may have to compete with other committees and clubs for a small slice of the pie. He believes that this will not be a problem with the current Recreation Council board but could become one under different leadership. This year's planned BHHC event, a celebration of the 100th anniversary of the Lofgren-Taylor house, has not come to pass as the house is still under renovation. Instead, the Committee is planning a Memorial Day event the weekend prior to Memorial Day. He has reached out to the American Legion in Greenbelt and College Park, the University of Maryland ROTC and Veterans of Foreign Wars posts to include them in the event. He envisions this to be a big event that would cost at least $200. If this event becomes an annual event, he would not want to fight for funding from the big pot each year.

Mayor Calvo said the Recreation Council event schedule and funding is fairly consistent over the years. BHHC was first given a budget line item 2 years ago, mainly to set up a museum. Event funds were appropriated for a wine and cheese party with the expectation to fill a gap in the Town's events calendar in late winter. This is part of an effort by the Recreation Council to get Town organizations to coordinate their events for an annual events program that can be publicized ahead of time. There is no reason or inclination for the Recreation Council to cancel funding for established events. Rather it seeks to use money as a way to promote more events. In fact, it is possible for the BHHC to receive more funds than has previously been appropriated if an event is more expensive than planned or additional events are held.

Mr. Hudson said that, while he does not anticipate cancellation of funds, he would like to make sure that BHHC events continue to be funded in the future. Previously, the Committee has solicited wine contributions from businesses but has needed Town funds to pay for other event expenses. Also, BHHC events thus far have had a history tie-in, which did not always fit into the Presidents Day time slot. But he would not be opposed to holding a regular wine and cheese event at that time to round out the Recreation Council program. Mayor Calvo and CM Dennison proposed to specify funding for at least one BHHC event in the description of the Recreation Council Special Event line item. Mr. Hudson said he is comfortable with that. Mayor Calvo said that he would like a commitment from the Historical Committee to put on at least one event per year that can become part of a regular program. Mr. Hudson agreed.

At 8:30 p.m., the Council took a 10 minute break.

Public Works budget discussion (continued): Mayor Calvo asked Public Works Director Coleman to discuss his capital equipment needs. The Council is aware that a new medium size dump truck is needed and has budgeted for the purchase of a new trash truck. Equipment used in snow clearing this winter has taken a beating and some items may need to be replaced.

Director Coleman said that this winter was hard on the equipment, including the trucks to which the plows were attached. The lack of road salt made a bad situation worse because the packed snow turned into ice patches which were difficult to plow. The Department probably needs another v-box salt spreader and one of the pickup trucks should be replaced soon. He and his staff are in the process of getting quotes for repairs and replacement of snow clearing equipment.

Mayor Calvo asked for a detailed review of Public Works vehicles. Director Coleman referred Council to a memorandum listing the maintenance and repairs incurred for each vehicle through February 2010, which totaled $77,200 or $27,000 over budget. In particular, the 1994 Ford 25 cubic yard trash truck, used for recycling and yard waste, had an expensive year with the replacement of a transmission and repair of the power take off that runs the packer. However, this truck has held up well until now and should last a few more years. A 2002 Sterling trash truck is used mostly for yard waste and serves as backup to the primary truck, a 2007 Freightliner. Mayor Calvo pointed out that, since the vehicle replacement fund is set up to replace trash trucks every 5 years, the purchase of the next truck is not due until FY 2012, not FY 2011 as initially thought. This would explain why there are not enough funds in the reserve to purchase a new truck in FY 2011. If the Town does not buy a new trash truck plans to switch to once-a-week trash collection cannot be implemented.

Director Coleman continued that the 1997 1-ton dump truck needs to be replaced. It handles most of the heavy duty snow plowing, pulls the leaf machine and transports heavy loads. However, this truck is not adequate for the jobs it is supposed to perform because it does not have enough horse power. He recommends replacing it with a 2010 Freightliner 1-ton dump truck with more horse power. The total cost would be $117,100 including snow plow and salt spreader outfitting and 5 year engine warranty. The vehicle would run on diesel with an additive that makes it burn cleaner. As a less expensive alternative, he obtained a quote for a 2008 Ford dump truck at $106,000, including snow plow and salt spreader outfitting. The first truck has more horsepower, is a better quality truck and may last 12 – 13 years. A 1997 Ford 1 ton pickup truck is also near the end of its useful life. It is not scheduled for replacement in the vehicle reserve. Mayor Calvo said that a new pickup could only be purchased next year if it is a very good deal.

Mayor Calvo asked if there is any other equipment that Public Works may need, such as a bobcat, which he has seen other cities use for snow clearing, or a bucket truck for putting up banners. Director Coleman said that bobcats are quite expensive and don't have the lifting power of the front end loader. Greenbelt is thinking about replacing its bucket truck and plans to ask Four Cities if they want to share the equipment. Greenbelt is also talking about replacing the street sweeper. Mayor Calvo noted that the street sweeper is owned and operated jointly by the Four Cities. He believes that Berwyn Heights is not getting a good value for its investment there. It does not need the sweeper as much as the larger cities but pays a quarter of the operating cost. The Mayor said he would not want to participate in the purchase of a new streets sweeper. Public Works Director Coleman was asked to prices to rent a street sweeper.

CM Dennison asked if Director Coleman has received FEMA or MEMA reimbursements for the snow emergency. Mayor Calvo said that TA Murphy will handle that. He thanked Director.

2. Code Compliance

Code car surplus: Mayor Calvo said that the old code car, which had been a police car, needs to be disposed of. The Council has a policy on how to surplus former police cars, which requires that they are sold only to other government agencies and businesses that refurbish them for resale to government agencies. He asked for a motion to surplus the code car. CM Ahrens so moved. CM Wilkinson seconded. The motion passed 5 to 0.

Nothing was discussed under, 3. Parks & Recreation, 4. Public Safety, 5. Public Works or 6. Administration.

7. Executive Session (9:58 p.m. 10:25 p.m.)

On a motion by CM Wilkinson and second by CM Ahrens, the Council went into an executive session on a personnel matter. With the matter discussed, CM Wilkinson moved and CM Ahrens seconded to end the executive session.

Signed: Kerstin Harper, Town Clerk

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