REGULAR MEETING OF THE CITY COUNCIL, HYATTSVILLE MD AUGUST 7, 2017

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1 Present: Absent: Candace Hollingsworth, Mayor Edouard, W4 (Council President) Kevin Ward, W1 (Council Vice President) Bart Lawrence, W1 Robert Croslin, W2 Shani Warner, W2 Carrianna Suiter, W3 Thomas Wright, W3 Erica Spell, W5 Joseph A Solomon, W5 Paula, W4 Also present were the following City staff members: City Administrator Tracey E. Nicholson Assistant City Administrator, Dir. of Community and Economic Development Jim Chandler Director of Public Works Lesley Riddle City Treasurer Ron Brooks City Clerk Laura Reams Deputy City Clerk Nicola Konigkramer 1) Call to Order and Council Roll Call Mayor Hollingsworth called the meeting to order 8:04 p.m. 2) Pledge of Allegiance to the Flag 3) Moment of Silence Mayor Hollingsworth called for a Moment of Silence in Honor of Barbara Leith, a long-time Hyattsville resident who served as a crossing guard for Hyattsville Elementary School. 4) Approval of Agenda Solomon Hollingsworth, Ward, Lawrence, Croslin, Warner, Suiter, Wright, Spell, Solomon 5) 5.a Approval of the Minutes I move that the Mayor and Council approve the Council Meeting Minutes for the following meetings: (1) Council Meeting of February 21, 2017 and (2) Public Hearing of March 1, Feb 21 Minutes_Final.docx Mar Minutes_PH_FINAL.pdf Solomon Page 1 of 7

2 Hollingsworth,, Ward, Lawrence, Croslin, Warner, Suiter, Wright, Spell, Solomon 6) Public Comment (8:10 p.m. 8:20 p.m.) Limit 2 minutes per speaker 7) Presentations (8:20 p.m. - 8:25 p.m.) 7.a FY-2015, FY-2016 & FY-2017 Audit Update (5 minutes) Treasurer Brooks provided a brief update for the FY15, FY16, and FY17 Audits. Treasurer Brooks stated, after a long conversation with the auditors the week prior, he was close to finishing the audit for FY15 and that there were some analytical areas that could be consolidated for FY16 to make the process move more quickly. Treasurer Brooks added that the City would send out a request for a 30-day extension for the FY17 audit and anticipated having it completed within the first quarter of the next year. Councilmember Wright noted that there had been recent issues surrounding the value of the City s fixed assets and asked if the new Enterprise Resource Planning (ERP) system would help alleviate the issues. Treasurer Brooks stated the calculations of appreciation and value for the fixed assets had changed due to the delayed audits and added that the ERP system would help to balance fixed assets. 8) Consent Items (8:25 p.m. - 8:30 p.m.) 8.a Motion #: HCC-13-FY18 University Hills Sidewalk and Street Renovation Construction Funds I move that the Mayor and Council approve the staff recommendations for the University Hills Sidewalk Street Rehabilitation Project and approve the expenditure of funds in an amount not to exceed $1,000, for NZI Construction to execute Phase 3 of the project. Memo - University Hills Funding Request FY18.docx 8.b Motion #: HCC-14-FY18 37th Street Sidewalk Installation I move that the Mayor and Council approve the installation of a sidewalk on 37th street, construction will be completed under the existing contract with NZI Construction, at a cost not to exceed $35, c Motion #: HCC-15-FY18 Purchase of Replacement Pedestrian Lighting I move that the Mayor and Council approve the expenditure of funds for purchase of the lights from Deporter and Dominick, and the installation of three pedestrian street lights by GHE Electrical Services, in an amount not to exceed $12, d Motion #: HCC-16-FY18 Purchase Body Worn Cameras and Related Video Equipment I move that the Mayor and Council authorize the expenditure of FY-2018 Capital Improvement funds in an amount not to exceed $25,000, for the purpose of purchasing Panasonic Arbitrator Body Worn Cameras and related equipment from Brekford Company under the existing Maryland State Contract BPO# 060B Sole Source Brekford BWC docx State of MD Contract with Brekford.pdf Page 2 of 7

3 8.e Motion #: HCC-17-FY18 Purchase of Motorola Radios I move that the Mayor and Council authorize the purchase of Portable and Mobile Motorola Radios from Motorola Solutions for use by police officers and for police vehicles at a cost not to exceed $35,000. Sole Source Memo Motorola Radios docx 8.f Motion #: HCC-18-FY18 Purchase Mobile Data Terminals (Laptop Computers & Related Equipment) I move that the Mayor and Council authorize the expenditure of FY-2018 Capital Improvement Plan funds, in an amount not to exceed $45,000, for the purpose of purchasing additional MDT s and related equipment from Brekford Corporation. 8.g Motion #: HCC-19-FY18 Purchase of CCTV Cameras and Equipment I move that the Mayor and Council authorize the expenditure of an amount not to exceed $35,000 from the FY-2018 Capital Improvement Plan for the purchase of additional CCTV cameras and related equipment from J&M Security Solutions. 8.h Motion #: HCC-20-FY18 Pedestrian Enforcement Grant Award from the Maryland Highway Safety I move that the Mayor and Council amend the FY18 budget to accept and appropriate a grant award in the amount of $750 from the Maryland Highway Safety Office for the purpose of providing overtime funding for the enforcement of traffic laws related to pedestrian safety. Pedestrian Enforcement Award.pdf 8.i Motion #: HCC-21-FY18 Cost Reimbursement Agreement Between the United States Secret Service and the City of Hyattsville Police Department I move that the Mayor and Council approve a Cost Reimbursement from the United States Secret Service and the City of Hyattsville Police Department, and authorize the City Administrator to execute the reimbursement agreement, and amend the FY18 budget to accept and appropriate a reimbursement in an amount not to exceed $1,500 from the United States Secret Service for the purpose of overtime payment or equipment purchase related to the National Region Fraud Task Force. USSS Reimbursement Agreement.pdf 8.j Motion #: HCC-22-FY18 Purchase of RADAR & LIDAR Speed Measuring Devices I move that the Mayor and Council authorize the expenditure of FY-2018 Police Department Capital Improvement Plan funds, in an amount not to exceed $5,000, for the purchase of purchasing RADAR and LIDAR equipment from Brekford Corporation under existing Maryland State Contract BPO# 060B k Motion #: HCC-23-FY18 Surplus Property: Three Police Mountain Bikes I move that the Mayor and City Council declare the following Police mountain bicycles to be surplus and sold to the public through the on-line vendor - White Raleigh Mountain Bike serial # P White Trek Mountain Bike serial # Black Trek SLR Mountain Bike serial # WW Surplus Mountain Bikes.pdf Page 3 of 7

4 8.l Motion #: HCC-24-FY18 Cable Studio Renovation Purchase - B&H Photo I move that the Mayor and Council authorize payment to B&H Photo to purchase equipment as part of the cable studio renovation at a cost not to exceed $11, m Motion #: HCC-27-FY18 Proclamation in Honor of Cicely Archer I move that the Mayor and Council adopt a proclamation in honor of resident Cicely Archer on the occasion of her ninetieth birthday. Proclamation Recognizing Cicley Archer.pdf Solomon Hollingsworth,, Ward, Lawrence, Croslin, Warner, Suiter, Wright, Spell, Solomon 9) Action Items (8:30 p.m. - 8:40 p.m.) 9.a Motion #: HCC-25-FY18 PEPCO Lighting Retrofit (10 minutes) I move that the Mayor and Council approve the expenditure of funds from the FY-18 Capital Improvements Budget to allow PEPCO to retrofit the existing lighting to LED lighting in the Phase Two project area of Hyattsville, costs not to exceed $250,000. Director Riddle provided a brief update on the Lighting Retrofit and stated that a study had been conducted in West Hyattsville, completing Phase II. Director Riddle noted that the City had received a bid letter from Pepco and were ready to move forward with retrofitting the existing lighting in West Hyattsville. There was no discussion. Lawrence Hollingsworth,, Ward, Lawrence, Croslin, Warner, Suiter, Wright, Spell, Solomon 10) Discussion Items (8:40 p.m. - 9:10 p.m.) 10.a Vehicle Purchase for Department of Public Works (10 minutes) Memo - Vehicle Purchase FY2018.docx pdf Altec Bid Proposal.pdf Altec Mayor and Council.pdf City of Hyattsville NJPA Quote (2).pdf City of Hyattsville-AT200A-Quote pdf Hyattsville CK25943.pdf ITB B Telescopic Basket Truck.pdf Page 4 of 7

5 NJPA_Joint_Powers_Agreement_2016.pdf Director Riddle provided a brief background of the vehicle purchases for the Department of Public Works. Director Riddle noted that the City would be replacing a 15-year-old trash truck and a 13-year-old pick-up truck. Director Riddle added that there would be a new purchase of a bucket truck with intentions of renting its services out to surrounding municipalities. Council Vice President Ward asked if Director Riddle could expand upon the renting out of the bucket truck. Director Riddle noted that it would work similarly to the street sweeper, and that the City would rent out both the operator of the vehicle as well as the piece of equipment. Director Riddle added that the City Attorney would work with University Park and Mount Rainier to draft a Memorandum of Understanding (MOU) stating conditions and fees. Council Vice President Ward asked if the City s insurance would cover a City employee operating the piece of equipment being rented out, to which Administrator Nicholson responded that they would be covered. Mayor Hollingsworth noted that the item would come back on the September 18, 2017 Council Meeting agenda. 10.b Montgomery Housing Partnership (MHP) Parkview Manor Apartments Project (20 minutes) Memo - MHP Affordable Housing Discussion docx PM Pro Forma pdf PG County Council Agenda Summary.pdf Assistant Administrator Chandler provided a brief background for the financing for the Montgomery Housing Partnership (MHP) Parkview Manor Apartments Project. Assistant Administrator Chandler noted that the Prince George s County Council had approved the project and the according County tax abatement. Assistant Administrator Chandler introduced Stephanie Roodman, Senior Project Manager and Legal Counsel for MHP to answer any questions. Mayor Hollingsworth thanked staff for their efforts in gathering the information before the Council and said that she would like to see the City support the project in a similar way to the County, in terms of tax abatements. Mayor Hollingsworth asked for comments from her colleagues. Councilmember Solomon stated that he would like to hear from MHP to see how the Mayor s proposal could impact current plans. Ms. Roodman clarified that Mayor Hollingsworth was referring to the amount of taxes that would be abated over the fifteen (15) year period and noted that the amount abated each year would be around $12,400, according to her proposal. Ms. Roodman stated that, originally, the tax abatement would allow MHP to borrow $225,000 in bond proceeds to conduct the renovations, and would have to calculate the difference and submit the numbers to the Council at a later date. Ms. Roodman added that MHP would be grateful for any assistance the City was able to provide. Mayor Hollingsworth stated that she would like to see the City reach a level comparable to the County, but noted that she did not speak for the entire Council. Councilmember Warner asked for clarification on the numbers and stated that she would like to support the proposal, but would want to see if the Mayor s proposal of $186,000 over the fifteen (15) year period would make a significant difference. Councilmember Warner added that the City had other competing priorities. Ms. Roodman stated that the tax abatement depended on how much MHP could borrow from the beginning for renovations, which would be roughly $50,000 less with the Mayor s proposal. Page 5 of 7

6 Mayor Hollingsworth stated that more specific numbers could be calculated to determine a difference and could be presented to Council at a later date. Mayor Hollingsworth added, at that point, the Council was supportive of the project and would like to take action next time it appeared on a Council agenda. Mayor Hollingsworth clarified that she wanted to ensure the Council was still exercising proper stewardship over tax-payer dollars. Council President asked when the project would appear before the County Council, to which Assistant Administrator Chandler clarified that it had been approved already. Council President asked for more information on assumptions of appraised value and Assistant Administrator Chandler noted that he could provide that information to Council with the figures presented that evening. 11) Council Dialogue Council President invited residents to attend the upcoming Ward 4 Community Block Party. Councilmember Warner provided details on an upcoming celebration of long-time resident, Phil Houle s life. Councilmember Solomon thanked Councilmember Spell, Director Riddle, Chief Holland, and residents for braving the weather and coming out to speak at the Ward 5 Community Meeting regarding sidewalks on 37 th Place. Councilmember Solomon stated that he believed the meeting reached a good conclusion. 12) Community Notices and Meetings 12.a City Calendar: August 8 - September 18, 2017 Main City Calendar_August 8-September docx 13) Motion to Close 13.a Motion #: HCC-26-FY18 Motion to Close (Please note the Council will not return to Open Session) I move that the Mayor and Council close the Council Meeting of August 7, 2017 in order to discuss contract negotiations and to consider the investment of public funds. This session will be closed under the authority of the Annotated Code of Maryland State Government General Provisions Article Section 3-305(b) (3) to consider the acquisition of real property for a public purpose and matters directly related to the acquisition, and (14) to discuss, before a contract is awarded or bids are opened, a matter directly related to a negotiating strategy or the contents of a bid or proposal, if public discussion or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process. The meeting closed at 8:40 p.m. Mayor Hollingsworth noted that the meeting would not return to open session. Croslin Hollingsworth, Ward, Lawrence, Croslin, Warner, Suiter, Wright, Spell, Solomon, Page 6 of 7

7 Pursuant to the requirement of the Annotated Code of Maryland State Government Article 3-104(1)(2); this statement is included in these minutes: A closed session of the Council of the City of Hyattsville was held at 8:41 p.m. on Monday, August 7, 2017, in the City of Hyattsville Municipal Building, Third Floor Council Chambers. In addition to the City Council, the following staff members were present: City Administrator Tracey Nicholson, Assistant City Administrator Jim Chandler, Director of Public Works Lesley Riddle, City Treasurer Ron Brooks, and City Clerk Laura Reams. The authority under which the session was closed was the Annotated Code of Maryland State Government General Provisions Article Section 3-305(b) (3) to consider the acquisition of real property for a public purpose and matters directly related to the acquisition, and (14) to discuss, before a contract is awarded or bids are opened, a matter directly related to a negotiating strategy or the contents of a bid or proposal, if public discussion or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process. Topics Discussed: The Council reviewed a proposal the purchase or lease of real property and discussed contract negotiations pertaining to a proposed real estate development in the City. Action Taken:. The closed session ended at 9:26 p.m. Page 7 of 7