Worksession Minutes
November 21, 2011

The meeting was called to order at 7:00 p.m. Present were Mayor Calvo, Mayor Pro Tem (MPT) Wilkinson, Councilmembers (CMs) Ahrens, Dennison and Kulpa-Eddy. Also present were Town Administrator (TA) Murphy, Clerk Harper, Public Works Administrative Assistant Lockley, and guests Lonnie Moffet and Charles Happ.

1. Mayor

Agenda: Discussion of the Greenbelt Middle School TAG program was moved to the Parks & Recreation agenda. Discussion of the Energy Grant was moved to the Public Works agenda.

Announcements: The Berwyn Heights Elementary School (BHES) science bowl team moved on to the semi-finals.

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

Minutes: The November 9 Town meeting minutes were distributed for approval at the December 14 Town meeting.

Department reports: CM Kulpa-Eddy reported that she attended a workshop on a CSX Rail Inter-modal facility that is to be built at one of 4 proposed sites: 1) BARC/Beltsville; 2) Jessup Correctional Facility; 3) Montevideo Road; 4) Race and Hanover Road. The facility is intended to unstack CSX double-stacked freight trains before they continue on to Seagirt Marine Terminal in Baltimore for transhipment. Baltimore's Harbor Tunnel is not big enough to accommodate double-stacked trains. The chosen site will require 70 acres of useable land adjacent to CSX tracks with good access to a major highway, so that double-stacked containers can be offloaded and taken to the port by truck. The project is to be financed jointly between CSX, the Federal Railroad Administration, Federal Highway Administration and the Maryland Department of Transportation (MDOT).

CM Kulpa-Eddy said that, at the workshop, she asked whether there is a way to get the double-decked trains directly to the Marine Terminal, either by finding an alternate route or by modifying Harbor Tunnel. An alternative to the construction of an inter-modal facility and shipment of containers by truck may over time save money. While the head of the Marine Terminal did not like her question, she believes that this is a solution the Town should propose when it takes a position on the matter. She also had the impression that Beltsville is gaining favor as the preferred site for the facility. After the Hanover site, Beltsville would be the least expensive option.

CM Kulpa-Eddy also attended a meeting on the Baltimore-Washington Parkway widening feasibility study. When the public hearings began in the spring, there was a lot of enthusiasm for moving forward. But since the State Highway Administration has received input from NASA Goddard, the Beltsville Agricultural Research Center (BARC), the City of Greenbelt and other stakeholders, there is less likelihood that such study will be undertaken. Mayor Calvo said that the Council may take this up as separate agenda item at a future worksession.

CM Dennison reported that the Karate Club won a $100 gift certificate for picking up most trash during the Town-wide cleanup. CM Ahrens reported that the homeowners, who applied for a POD permit extension, were happy that the Council granted the extension. The Code Department has worked with Public Works to enforce refuse and recycling violations and has issued the first fines for egregious violations.

Mayor Calvo reported that he attended the Prince George's County Municipal Association (PGCMA) legislative dinner last Thursday, which was not well attended. The PGCMA has not functioned effectively for the last few years and currently does not have an executive director. He believes that the PGCMA should look into hiring a professional director with commensurate compensation to revive the organization. He had an opportunity to congratulate Greenbelt and College Park on their recent elections. In the coming week, he will meet with Park & Planning representatives about a proposed dog park and with Larry Jarbo, the owner of the ReMax property in Berwyn Heights. He will update the Council on new developments thereafter.

Citizen comments: MPT Wilkinson received comments on the proposed specialty TAG program at Greenbelt Middle School. CM Dennison received positive comments about the new curbs and gutters that have been installed on Seminole Street. Mayor Calvo received a complaint regarding unprofessional behavior by a Berwyn Heights police officer, who cut in line at the McDonald's Restaurant. While the resident, who complained, may have exaggerated the importance of the incident, an officer should live up to a higher standard of behavior than the one displayed.

Council Chamber/BHTV upgrade: Mayor Calvo welcomed Lonnie Moffet and Charles Happ, who came to discuss upgrades to the Town's broadcasting system. The purpose of the upgrade is to improve the functionality and user-friendliness of the Town's broadcasting system, in particular the reliability of the audio system. Another goal is to improve the attractiveness and the use of space in the Council chambers from where the meetings are broadcast. The Town has set aside enough money in its cable TV reserve, funded by Comcast and Verizon dedicated public access revenues, to finance a general overhaul.

Ms. Moffet said that, after she retired as the City of Takoma Park's communications director, she started her own consulting business that helps local governments modernize their TV equipment for broadcasting on public access channels. She has found that smaller towns and organizations often do not have the time and expertise to do this on their own. She has met with TA Murphy and Clerk Harper on several occasions to familiarize herself with the Town's existing equipment and desired improvements. She has provided a list of recommendations, which can be modified depending on the Council's priorities for audio-visual equipment and furnishing of the chambers. For example, if the Council decides to seat the Council in a corner configuration during meetings, additional lighting will be needed.

Ms. Moffet explained her recommendations for equipment to be purchased and installed:

2 or 3 robotic cameras, to be mounted on walls or ceiling at a cost of $1,200 each. The proposed cameras are standard definition but would perform better in low light conditions than the existing camera. The cameras would be controlled by a laptop-sized piece of equipment (joy stick) that can select between a number of predefined shots, e.g. closeup of Mayor, closeup of a speaker at the podium, wide angle of the entire Council and other desired presets.
6 wireless, unidirectional microphones in desk stands with rack-mount tuner module and base at a cost of $3,900. The proposed mics are more focused on the speaker and do not capture as much ambient noise. They do not have an on/off switch and are on all the time.
1 digital video server for automated recording and playback at a cost of $10,000. The server allows for scheduling recordings, with an option to record on DVD or VCR, and playback, while integrating software to produce and run an electronic bulletin board (slide show). The server can be accessed via Internet and updated from a remote location and can interface with the Town's website.
1 laptop/projector cart, 1 video screen on a tripod, and a feed to the camera controller for presentations at cost of approximately $1,000. Mayor Calvo said that he is interested in wall-mounted presentation equipment, e.g. laptop and LCD monitor, and asked for alternate specifications.
Life streaming and video on demand was not priced because the Council needs to decide what level of service it wants. It involves monthly costs of at least $50 per month for live streaming, and $250 - $300 per month for a web-based hosting service to provide video on demand.
Furniture was not priced because the Council needs to decide which furniture it wants so that that a scaled floor plan can be drawn. Ms. Moffet provided several references for modular tables that can be set up in different configurations. Mayor Calvo said that he hopes to move or replace the bulky video cart to create more room in the chambers. Ms. Moffet and Mr. Happ said that some type of rack is needed to mount a mixer for microphones, as well as a mobile cart for broadcasting a meeting from the 2nd floor of the Town Center. They will look into a more stream-lined setup.
For broadcasts from the Town Center's 2nd floor, re-using the existing camera and microphones is recommended, plus a new public address system for sound amplification at a cost of $600.

Ms. Moffet summarized that the total cost for all recommended equipment is approximately $26,000. Installation costs would add roughly $6,000 but would go up if a control console would have to be moved to another room, or other extras added on. The consulting costs are separate and may add another $4,000 to the bill. TA Murphy said, if new furniture is included, total costs for the upgrades may reach $40,000.

CM Kulpa-Eddy said that the Council previously wanted to set up a phone in the Council chamber so residents could call in to comment. She asked if this could be incorporated into the project. Mr. Happ said he needed to know what type of phone lines the Town uses and then come up with a proposal. Mayor Calvo said that someone would have to screen the calls so that the meeting is not sidetracked by people who are calling the Town on unrelated business.

CM Ahrens asked if older people using VHS tapes and players could still use that familiar technology. Ms. Moffet replied that, if meetings are recorded on a video server, a feed could go to a tape recorder or a DVD burner or both. The Town could still loan tapes and DVDs to residents. With automated playback, the Town could also play the recordings more often and at more convenient times.

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

Council Chamber/AV upgrade (continued): Mayor Calvo said he likes that functionality is the focus of the recommendations. He sees PowerPoint presentations play a greater role in the future and asked how a presentation could be shown on a wall- mounted LCD monitor. Ms. Moffet and Mr. Happ said that the presentation would be run on computer, converted to a digital image by a scan converter to be viewed on the monitor. The laptop computer could be set up near the Council table. The viewer at home would see the same image that appears on the laptop and the monitor, not a photographed image of the monitor showing a presentation.

MPT Wilkinson said that, if the old microphones and camera will be re-purposed for broadcasting from the 2nd floor of the Town Center, he would like to make sure that the setup can be upgraded easily as new cable TV revenues come in. He would like residents to get a good quality broadcast of the candidates night, which takes place upstairs. Ms. Moffet said that future upgrades could be financed from the Comcast and Verizon equipment grants for public access TV. Mayor Calvo said that it is a good idea to think about and schedule future upgrades, including equipment that may have to be replaced periodically.

CM Ahrens asked whether the Town needs to hire someone to control the cameras, once the new equipment is operational. Ms. Moffet said that the cameras could be controlled from the it may cost the Town $50 per month to hire a student operator. Mayor Calvo said that the worksessions would be recorded in the same manner as they are now. For Town meetings he would prefer to find another volunteer.

Ms. Moffet outlined the next steps. She and Mr. Happ will do more research on the technology the Council expressed an interest in tonight. Second, the Council needs to decide how to proceed with procurement. It can either put out a request for proposal and have vendors bid on the entire project, or purchase components from different vendors, assisted by her and Mr. Happ. Mayor Calvo said that he would like to keep it simple and take the second route. Ms. Moffet continued that next they would try get estimates for installing the different components. To get started, however, the Council will make a decision on what furniture it wants and in what configuration.

Mayor Calvo asked how long it would take to complete the project once the chamber's configuration is decided. Ms. Moffet said she estimates that it would take 3 to 4 months for the planning and purchasing and 1 to 2 weeks for installation. Preferably, no meetings should take place when the equipment is being installed. Mayor Calvo said that excludes the budget season. Therefore the installation would best be done in the last two weeks in May, when the Council does not meet. The Council agreed. Ms. Moffet said that timetable would work. She will be happy to answer any questions the Council may have, or come back for another meeting.

Legislative dinner agenda: The following topics were proposed for discussion: 1) impact of education cuts (overcrowded classes, library hours); 2) sidewalks and other public safety spending; 3) UMD shuttle track record and non-student rider policy; 3) Seminole/Ruatan Street renovation; 4) Pepco legislation; 5) Police Department with new chief; 6) CSX Intermodal opposition; 7) Greenbelt Middle School and re-purposing old building; 8) Sustainable Maryland and other green issues; 9) Road salt storage; 10) Greenbelt Station development.

Sidewalk/Public Safety program: Mayor Calvo said that Council needs to talk about the next steps in moving the sidewalks program forward. He believes the Council should identify those main traffic corridors that need sidewalks the most, and explore the feasibility of constructing them. Once streets have been identified, properties would have to be surveyed to determine the boundaries of the public right of way. Then the sidewalks would be engineered and constructed. CM Kulpa-Eddy suggested to poll impacted residents after sidewalk locations have been identified. Mayor Calvo said that any polling should probably take place after the streets have been surveyed and property lines established.

Mayor Calvo asked what other projects, apart from sidewalks, money in the public safety reserve might be spent on. CM Kulpa-Eddy said that she has explored grant funding for generators, which many residents at the hearing recommended, but so far without success. Mayor Calvo advised to check with the Governor's Grant Office. MPT Wilkinson said that he would like to see some money put into bus stop improvements.

MPT Wilkinson said that he has identified several stretches of right of way where Public Works could build asphalt paths to add to the pedestrian network. This includes a footpath at the end of 58th Avenue between Goucher Drive and Nevada Street, and a section of 60th Avenue right of way between Pontiac and Quebec Streets; further, the extension of a driveway leading to the Community Center dumpsters, and the right of way along Berwyn Road between the Sports Park parking lot and Indian Creek Trail. Mayor Calvo said that he would prefer to have a concrete sidewalk built from Sports Park to the bridge. There already is a concrete sidewalk over the bridge that continues on to the Lake Artemesia parking lot. He asked TA Murphy to find out what it would cost for Olney Masonry to build it. He also asked MPT Wilkinson to find out what it would cost for Public Works to pave the paths he mentioned.

Nothing was discussed under 2. Public Safety.

3. Public Works

Public Works yard drainage: MPT Wilkinson said that, at the last worksession, the Council authorized installation of a new drainage system at a price of $3,500. But 3 bids were needed to consider repaving the entire yard, which Public Works has now provided. Olney Masonry, the contractor currently working on the Seminole/Ruatan Street project, quoted $15,000 for repaving the yard with a 2 1/2� asphalt overlay; American Asphalt submitted a bid of $34,000, which includes application of a 4� asphalt base with a 2 1/2� overlay; Pronto Paving submitted a bid of $36,500 for a 4� asphalt base and 2� overlay.

Public Works Administrative Assistant Adrian Lockley gave further details about the bids. He said that the bids over $30,000 require the removal of a part of the existing crushed stone sub-base and installation of a new 4� asphalt sub-base under the top coat. The vendors say that this is appropriate for moving around the heavy equipment and trucks. Public Works believes that the existing sub-base is well compacted and strong enough to apply a 2� asphalt overlay directly onto it. Spending an additional $20,000 for a sub-base is not necessary.

Mayor Calvo asked what the benefits are in paving the yard with asphalt, as opposed to making other needed capital investments. Mr. Lockley said that it would make it easier to maneuver the equipment and reduce wear and tear. In last year's snow, a truck's expensive A-frame broke in the yard because the plow it was pulling got stuck in the dirt. An asphalt surface would also help to direct the water from the yard towards the new drain. Currently, water comes into the garage during a heavy rain because the terrain does not pitch toward the drain. Mr. Lockley said that this is Public Works' top priority, next to heating and lighting improvements in the building, which will be paid for with a federal grant.

CM Kulpa-Eddy said that the bids do not quite line up. Two bids are for 4� sub-base and 2� top coat, and another 2 bids are for a 3� top coat. Mayor Calvo said he thinks that, while the bids do not line up completely, they meet the 3-bid requirement. He has enough information to get a good sense of the costs of only doing an asphalt overlay, versus constructing a sub-base and overlay. CM Kulpa-Eddy said she is disappointed that no effort was made to look into a permeable surface. She thinks that the Town should try to do more to reduce storm water run-off in the context of wanting to become Sustainable Maryland certified. The run-off from the Public Works yard is likely to have gasoline and other harmful chemicals in it.

Mayor Calvo said that he believes installing permeable concrete paving is likely to be much more expensive than asphalt. It would require the removal of approximately 6� of the existing surface and application of more expensive concrete. MPT Wilkinson added that there is also a cost to leaving the yard unpaved, which is the cost of wear and tear on the equipment.

CM Ahrens moved to accept Olney Masonry's bid of $15,000 to pave the yard. MPT Wilkinson seconded. Mayor Calvo said that adoption requires a 4 to 1 vote because this expense was not budgeted and would be taken from surplus. CM Dennison said that she is concerned about all the additional expenditures the Council is authorizing this year. Mayor Calvo said that he thinks this is as good a price for the job as the Town is likely to get. He thinks this job should be done because it would make operations at the yard more efficient. The motion passed 4 to 1, with CM Kulpa-Eddy opposed.

Refuse Ordinance enforcement update: Mr. Lockley explained that Public Works has begun to issue violations to the top 20 egregious offenders of refuse regulations since the Council last discussed the matter. Of the first 20 top violators, 13 eventually complied after receiving notices, and 5 did not and were fined. As some of the initial egregious offenders complied, new egregious offenders have been added to the list. Most violations were issued for mixing recyclables with regular trash, depositing regular trash in recycling bins, and putting trash bags at the curb without a container or in a container without a lid.

Mayor Calvo said that he is concerned about adding new egregious violators to the top 20, once some of the violators begin to comply. This leaves no time to evaluate the impact of the enforcement. Mr. Lockley clarified the enforcement process. Once Public Works has identified an egregious offender, a refuse violation notice is left at the property specifying the offense. On the same day, a letter is sent informing a resident that he has an egregious trash violation and will have a week to comply. If there is no compliance a fine is imposed. Mayor Calvo said that Public Works should continue to observe the egregious violator after a fine has been issued to determine if he remains in compliance, because the goal is to change a pattern of behavior and not a one-time offense. That is why he believes no more than 20 violators should be tackled at a time.

Mr. Lockley said that he is looking for patterns and only sends an egregious letter after a resident has not complied with trash regulations for several weeks. He confirmed that Public Works is getting complaints and comments regarding egregious violations. Some residents call to say that they were not aware of the rules but have no problem following the rules. Others complain and take longer to comply. MPT Wilkinson said that he is concerned about keeping the interaction with residents positive when trash rules are enforced. Those who comply should be thanked. Public Works may also proactively give out new recycling bins if a resident needs them. He cautioned that not putting a lid on the trash may not qualify as an egregious violation. CM Ahrens said that Mr. Lockley's tracking data shows that most residents that have received egregious letters are now in compliance. To him this indicates that the program is working.

Electric Energy Conservation Block Grant (EECBG): TA Murphy explained that the Town has received a $17,000 federal grant, which has been divided into two parts. One part will be used to switch to more energy-efficient T-8 fluorescent bulbs in the Town offices; the other part will pay for the replacement of the space heaters in the Public Works building. The Town has received several bids for the lighting upgrades. But only one, CECA, LLC, complied with all the bid submissions requirements. He recommends that the Council accept CECA's bid of $5,250. The Town has received no bids for the replacement of the heaters presumably because of the US Energy Department's 90% efficiency requirement for new heaters. He is seeking an exemption from this requirement because the Town has not been able to locate any heaters with an energy efficiency rating above 85%. If the exemption is granted another request for proposal will go out.

MPT Wilkinson moved to approve the CECA's bid to upgrade the lighting. CM Dennison seconded. The motion passed 5 to 0.

Seminole/Ruatan change order: TA Murphy explained that the resurfacing of the 8800 block of 58th Avenue was left off the Town engineer's bid specifications. He believes the reason for the oversight may be that no engineering had to be done for this section. The additional cost of resurfacing this section is $16,000. Mayor Calvo said that the engineering firm is to be faulted because all previous plans and discussions included the resurfacing of this block. However, the work needs to be done. MPT Wilkinson moved to approve spending $16,000 to mill and pave the section of road. CM Ahrens seconded. The motion passed 5 to 0.

4. Administration

FY 2012 first quarter expenditure report: TA Murphy said that the real estate revenue figures need to be adjusted to reflect that the 2% road tax will be set aside in the infrastructure reserve. Mayor Calvo added that the Code liens line item also needs to be changed to correspond to the type of violation for which a fine was imposed. Further, the recycling budget should be integrated with the Public Works budget.

Nothing was discussed under 5. Code Compliance.

6. Park and Recreation

Greenbelt Middle TAG program: CM Dennison explained that Greenbelt Middle School has been proposed for a specialty Talented and Gifted (TAG) program. She requested a copy of the proposal from PGCPS Director of Curriculum and Instruction, Dr. Arborgast, but was told that there is no formal proposal as of yet. PGCPS is currently running models for the catchment area. A TAG program at Greenbelt Middle School would address the lack of middle school TAG programs in northern Prince George's County. However, the proposed specialty TAG program would require that all students are admitted by lottery. There is some resistance on the Berwyn Heights PTA because local students would not automatically qualify.

Mayor Calvo said that he has many questions about the specialty TAG. He would like to have PGCPS representatives come in and explain it. Further, he would like the Education Advisory Committee take a position. The Council agreed not to take a position on the matter tonight.

4. Administration (continued)

Inter-County Broadband Network (ICBN): TA Murphy said that the State of Maryland received a $155,000 grant to finance the construction of an Inter-County Broadband Network, essentially an I-Net that connects counties to each other and to the State. Public facilities such as schools, libraries and fire houses would be connected to this government-owned fiber network. The Council needs to decide if it wants Town buildings to be connected to the ICBN and whether to waive the building permit fee for laying the cable.

CM Kulpa-Eddy moved to request connecting the Town Center and to waive the permit fee. CM Dennison seconded. MPT Wilkinson asked whether trenches will be dug in the road to lay the cables. TA Murphy said that they will be weaseled underground in the right of way. He believes no trenches will be dug but he will check. The permit fee would be based on the fee charged by the County. The motion passed 5 to 0.

The meeting was adjourned at 10:26 p.m.