Worksession Minutes
March 21, 2011

The meeting was called to order at 7:01 p.m. Present were Mayor Calvo, MPT Wilkinson, CMs Ahrens, Dennison and Kulpa-Eddy. Also present were Town Administrator (TA) Murphy, Clerk Harper, Public Works Director Joe Coleman, Public Works Administrative Assistant Adrian Lockley and Neighborhood Watch/Emergency Preparedness (NW/EP) Chair Mike Attick.

1. Mayor

Announcements: Mayor Calvo issued an open invitation to his birthday party on March 26 at the College Park Aviation Museum.

Calendar: The Council reviewed the calendar. No changes were made

Minutes: On a motion by CM Ahrens and second by CM Kulpa-Eddy, the March 7 worksession minutes were approved 5 to 0.

Department reports:  CM Dennison reported that the talent show was great and had more acts than before. By early April, she expects to have an update on the Indian Creek playground renovation. MPT Wilkinson reported that the Public Works has worked with TA Murphy on putting together the budget presentation. In the last 2 weeks, a lot of yard waste was picked up as residents have cleaned up their yards in nice weather. Mayor Calvo reported that there was another nighttime, back-door break-in on Quebec Street. Officer Unger will become a full-time detective when Officer Krouse begins patrolling by himself. Mayor Calvo has discussed the lag in police ticketing with Chief Antolik. At the current pace, there may be a $10,000 shortfall in this revenue line item. The talent show this year benefited from the involvement of music teachers Darelyn Fung and Tiffany Papanikolas, who helped organize the event and performed themselves. The new public address system at the school also made a big difference.

Citizen’s comments: CM Dennison received an email with information about State grant opportunities. Mayor Calvo received a comment about a police report not received by a resident whose home had been burglarized. Mike Attick commented that the reason there is a drop-off in parking tickets issued might be that residents no longer park illegally. He has not seen cars parked the wrong way in a while.

Public Works budget presentation: Mayor Calvo welcomed Director Coleman for the budget presentation. Director Coleman highlighted the important changes in the Public Works budget. He said that, during this fiscal year, the Department has found itself shorthanded with the 8th full-time position left vacant. Temporary staff was used to fill in whenever additional laborers were needed. In the future, he wants to make sure that the Town has an adequate number of trained staff to perform the many diverse jobs that are the responsibility of the Department. Therefore, he requests that funds be shifted from the temporary staff appropriation to the part-time staff appropriation in the Streets and Sanitation budget to fund 3 permanent part-time positions at 28 hours per week, costing approximately $52,500 annually. This represents an increase of 11% over the FY 2011 temporary/part-time staff appropriation. He believes that a part-time worker would perform better because he has job stability, gets somewhat higher pay and is eligible to join the Town's pension system. However, even with more part-timers, there still is a need for temporary workers, especially during leaf season. He therefore requests funding 2 temporary workers at 40 hours per week for November and December, costing $8,200 annually. In addition, a part-time clerk, who fills in for the full-time clerk when needed, is budgeted in the recycling budget at $7,000 annually. His staffing request is based on 8 full-time workers, the same number as last year.

Director Coleman explained further changes in the following line items:

Public Works Building Budget:

• $600 increase in Supplies, mainly because the Department is producing more paperwork and needs more ink;

• $2,000 increase in Maintenance & Repairs for repairs to the garage, including roof trusses, gutters and doors;

• $2,000 increase in Capital Outlays > 500 for tools and a tool cart, lockers and desk;

• Streets & Sanitation:

• $12,000 increase in Maintenance & Repairs for Public Works vehicles. Director Coleman noted that the expensive repairs to the backup trash truck were in part due to the inexperience of technicians at many repair shops, who could not locate the faulty sensor that was causing the recurring overheating problem. Another reason is that truck parts have become more complex and expensive. A trash truck tire valve that used to cost $1.00 now costs $70 because it has a sensor in it. He has a trash truck outside as an exhibit if Councilmembers want to have a closer look.

• $1,200 increase in Training & Seminars for more training of staff, including possibly a mechanics course, and for himself.

• $4,000 increase in Overtime. Public Works often exceeds what is budgeted for this appropriation, usually because of cleanup related to snow storms and other severe weather.

Director Coleman concluded saying that the requested changes represent approximately a 2% increase in Public Works overall expenditures.

Mayor Calvo sought clarification about current and proposed staffing levels. Currently, the Department uses 2 temporary workers at 64 hours per week total, and1 part-time position, used for a backup clerk and driver for the leaf machine. In the FY 2012 budget, the Department requests 2 temporary workers working full time during leaf season or 13 hours per week annualized. The Department also proposes to fund 3 part-time positions at 84 hours per week total. If temporary and part-time hours are combined, the Department requests and overall increase of 33 hours per week over last year.

Mayor Calvo commented that the FY 2012 budget essentially proposes to bring part-time temporary workers on board permanently. They would earn somewhat more money for what is the physically demanding work of a crewman. However, being limited to 28 hours per week each, they will not have access to benefits, except to enroll in the pension plan. The Department and the Town thus avoid having to pay for their health insurance. Mayor Calvo asked if the Department would not be better off reinstating an 8th full-time position. Director Coleman said that 1 full-time staff may not be able to handle the workload that 3 part-timers can do. The Department frequently needs more bodies rather than hours. Mayor Calvo said he prefers to give these workers benefits but cannot afford to do so with the proposed staffing plan. He suggested adding a full-time position back to the complement but scale back the part-time funding request. Director Coleman did not object.

At 8:15 p.m., the Council took a 5-minute break.

Mayor Calvo asked Director Coleman to explain the staffing chart submitted with the budget. Director Coleman said that the chart shows that the Department runs 2 trucks a day during a normal week, using 2 CDL drivers and 4 laborers. On Wednesdays, the Department picks up recyclables and performs abatements, as needed. On occasion, two trips are needed to dispose of all recyclables. Abatement responsibilities are shared with the Code Department. Abatement fees and fines are usually collected as liens and are in the Code Compliance budget. The revenue should be shared with Public Works.

This year, the Department has employed 3 temporary workers at 5 hours per day (7:30 a.m. - 12:30 p.m.) 5 days a week. One of the temporary workers has moved into a permanent part-time position. The jobs performed by the temporaries include routine jobs, such as trash collection, as well as utility jobs such as sign installations, painting, or repairs. Spring and summer routines include grass cutting, which is very labor intensive. MPT Wilkinson proposed to look into outsourcing the grass-cutting job, thus reducing the need for temporary staff hours.

Mayor Calvo summed up that this was a bad year in terms of cost overruns. There were overruns in the maintenance & repairs line, in the temporary staff line and in the overtime line. He also suspects that the solid waste disposal costs are underestimated by $20,000. TA Murphy said that actual money spent on waste disposal this fiscal year is $44,000 and may remain below the $70,000 budgeted. He believes that the cost decline may be due to people recycling a larger share of their trash. Mayor Calvo said he did not believe that it would entail that much in savings. He would like to have better estimates based on tracking trash and recycling disposal costs on a weekly basis.

CM Kulpa-Eddy asked why the snow removal appropriation is budgeted at $4,500 for FY 2012 when actual expenditures for FY 2011 are already at $16,000. Director Coleman said that Public Works plans to store road salt ahead of time rather than buy it at a premium when a snow storm occurs. Some salt is already stored at the mulch storage site on Ballew Avenue, covered and contained to prevent runoff. Mayor Calvo said that this appropriation probably needs to go up. Also, Park & Planning, who owns the site, may not allow the storage of road salt so close to Indian Creek. A different location should be explored, possibly at one of the industrial sites on 55th Avenue.

Mayor Calvo further stated that the Council wants to take a look at the Public Works facilities to begin thinking about long-term needs, including new buildings and yard layout, energy efficiency and power supply as well as relocation. A field trip to the Public Works yard is planned for April.

Noise Ordinance fine schedule: Mayor Calvo explained that adoption of the fine schedule was postponed at the last Town meeting because it did not clearly distinguish different fines for lesser and more egregious noise violations. After discussions, the Council agreed to the following fining process: For any first time noise violation, as defined in Section 6 of the Noise Ordinance, the violator will be issued a warning. A second warning or a fine may be issued to the same violator at the discretion of the code compliance official. When the first fine is issued, the fine shall be $25 if the noise violation exceeds the given day and night time decibel limits by less than 10 decibels, and $50 if it exceeds the decibel limits by more than 10 decibels. When the second fine is issued, the fine shall be $50 if the noise violation exceeds the decibel limits by less than 10 decibels, and $100 if it exceeds the decibel limits by more than 10 decibels. When a third fine is issued, the fine shall be $100 when a noise violation exceeds the given decibel limits.

MPT Wilkinson proposed and the Council agreed to put the fine schedule into table format:

CM Ahrens commented that decibel readers are not precise enough on which to base a detailed fine regimen. Mayor Calvo said that the Town will get better decibel readers. He also believes that the police will quickly develop grace periods for enforcing noise violations, much as is done with speeding violations.

CM Kulpa-Eddy said that Section 7 of the Ordinance excepts certain noises from the decibel standards during the day time, such as noises associated with construction or yard maintenance. As these are very loud noises and likely to exceed the decibel limits by more than 10 dBA, night time violations should carry higher fines than those set forth in Section 2 of the fine schedule. The Council agreed and set the first fine at $50, the second fine at $75 and the third fine at $100. These fines should be put into table format as well. CM Kulpa-Eddy said that she agrees with the lower fines of $15, $30 and $45 for animal noise violations, as currently set forth in Section 3 of the fine schedule. The Council agreed. These fines should also be displayed in table format. TA Murphy was asked to make the changes to the fine schedule.

Speed Camera Late and Flagging Fees: TA Murphy explained that there has been a high delinquency rate for payment of speed camera tickets. Since the inception of the speed camera program in May 2010 on Pontiac Street and in November 2010 on Greenbelt Road, the Police Department has experienced a collection rate of 49%. The Police Department recommends instituting a $40 late payment fine and a $40 flagging fee. This would be similar to what happens when parking tickets remain unpaid. TA Murphy recommended letting the vendor administer the late payment fine and flagging fee.

Mayor Calvo said he is not sure if he would want the speed camera vendor to get 40% of the revenue from these fines just for mailing the notices to violators who have failed to pay their tickets. The administrative effort is not tied to any investment on the vendor’s part. MPT Wilkinson asked if the police department could handle the additional administrative work. Currently, one police officer spends about 10 hours per week issuing speed camera tickets. Mayor Calvo said that that the Council may want to consider hiring a part time officer with the speed camera revenue to process tickets.

CM Kulpa-Eddy asked if 30 days is enough time for people, who received a speed camera ticket, to pay them. There have been cases when tickets have taken 2 weeks from the time of the violation to be mailed to the violator. The Council agreed to extend the ticket payment period to 45 days before a late fee of $40 would be imposed. The late fee and the flagging fee will be introduced as an amendment to Ordinance No. 149 – Speed Cameras at the April town meeting.

2. Parks & Recreation

Volunteer appreciation dinner date: CM Dennison said that she wants to find out when the school year ends before proposing a date for the dinner.

3. Public Safety

Take home car policy: TA Murphy said that the current policy is to limit a take home police car to officers who live within a 40 mile radius of the Town. At a recent budget worksession, the Council indicated that it wants to reduce the radius to 30 road miles but to grandfather in all currently employed officers who live beyond the 30 mile radius. There are two possible ways to implement the policy: 1) not allowing officers who live beyond the 30 mile limit to take their vehicles home, and 2) charging them for mileage when the limit is exceeded. Greenbelt is the only city in the area that charges for mileage. Their mileage fee is arrived at in collective bargaining. Chief Antolik has proposed a 50 cent per mile, which is the current federal rate. TA Murphy has a concern about setting the mileage rate so high that it makes the Town less competitive in terms of a police officer’s salary-benefit package.

Mayor Calvo said the point of charging for mileage is to discourage commuting and encourage officers to move closer. To that end, the Town pays an officer $200 in locality pay when he moves within 5 miles of the Town’s boundaries. However, the 30 mile radius would apply only to newly hired officers, not those already working for the Town. If a new officer lives more than 30 road miles from the Town, he could be given the option to park the vehicle in a public parking lot at the 30 mile limit, or pay the 50 cent mileage fee on miles traveled beyond the limit.

MPT Wilkinson said that he is more concerned about the wear and tear on the police cars resulting from long commutes rather than the money spent on gas. He supports the idea of parking the police car at a parking lot that is not further than 30 miles from the Town. From there the officer can take his own car to travel all the way home. CM Kulpa-Eddy expressed concern about whether police cars would be safe when parked at certain parking lots. The Council agreed that police cars should only be parked in lots of government properties or lots approved by the Chief.

Nothing was discussed under 4. Public Works.

5. Public Safety

NW/EP equipment protocol: CM Kulpa-Eddy explained that the Neighborhood Watch/Emergency Preparedness (NW/EP) Committee was asked to develop a policy for loaning out emergency generators and other equipment after receiving inquiries from residents who suffered a 5-day power outage in the wake of a storm last summer. The Committee began to work on a policy but later decided not to complete a proposal, which was to be submitted to the Town Council for review and adoption. As the Council’s emergency coordinator, she was in favor of having a policy but was not at the meeting at which the project was abandoned. She did, however, research emergency generator policies of other Towns and has provided one example in the background documentation.

NW/EP Chair Mike Attick said that the Committee voted against a policy that permits loaning of emergency equipment to private parties. Most municipalities do not allow it for liability reasons. Municipalities that do loan equipment, such as generators, tend to be small in size, such as Greenville, Indiana, whose policy was provided as a sample. Mr. Attick said that, at its last meeting, the Committee discussed access to the emergency trailer, which holds most of the emergency equipment, when Town offices are closed. Whereas previously, NW/EP had to only contact Director Coleman or another Public Works employee to get the keys to the Public Works yard where the trailer is stored, now it has to request the keys from the Mayor. The Committee feels this may cause complications if the Mayor cannot be reached on weekends.

Mayor Calvo replied, if he is not available on weekends, the keys can be obtained from MPT Wilkinson or from CM Kulpa-Eddy. The key is with the Mayor or another Councilmember because the Mayor is in charge in the event of an emergency. He and the Council need to know what equipment is available in such a circumstance. There once was a plan to have a lock box outside the Town Administration building so that NW/EP could have access to the keys for the Public Works yard without having to get a hold of the Mayor or other Town official. The lock box, however, has not been installed

Mayor Calvo advised that the Committee should submit a written recommendation regardless of whether it states that emergency equipment will be loaned or not. Without a policy that describes the circumstances and process for loaning equipment, the Mayor has the discretion to decide the issue. The Committee also failed to respond to a long-standing request from the Council to simplify the emergency response manual to be more useful in an emergency. He is frustrated with the lack of cooperation, which undermines the Committee’s purpose to help the Town be better prepared. Mr. Attick said that he will take the message back to the Committee

Signed: Kerstin Harper, Town Clerk

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