Public Meetings - Frederick, Maryland

The meeting was called to order at 6:00 PM. Immediately, a motion was made to enter closed session to discuss public security. The motion passed unanimously, and the public meeting adjourned. Discussion Items - Motion to Convene in Closed Session: Alderman McZemC moved, seconded by Alderman Shackelford, to enter closed session under Maryland General Provisions Article 3-305 B(10) for discussion of public security. The motion was approved by a vote of 3-0, with Alderman Nash and Alderman McShane absent. Key Outcomes - The City Council voted 3-0 to enter closed session, adjourning the public portion of the meeting.

The Mayor and Board of Aldermen held a workshop on March 20, 2024, to discuss three agenda items: the 2023 Sustainability Annual Report, a deferral agreement for the construction of Lindley Road in the EastPark subdivision, and the fee in lieu of parkland dedication for The Woods townhouse development. No formal votes were taken, as the meeting was a workshop, but direction was provided to staff on several items. Presentation and Discussion of the 2023 Sustainability Annual Report - Staff presented highlights of the 2023 report, including the 10-year anniversary of the program. Key achievements: 8.3 acres of trees planted through Tree Frederick (sold out for the first time), nearly 1,000 residents participating in the residential compost pickup program diverting over 185 tons of compostable material, installation of 30 public EV charging stations, and two miles of stream restoration on track. The city's canopy remains at 20% (goal is 40% by 2030). Street lighting energy use decreased by 3% since 2013 despite adding more lights. The city's recycling rate is between 45-50% (2022 data). Total waste tipped decreased by 904 tons in 2023, but only 186 tons are attributable to the compost program. Future initiatives include low-impact landscaping code updates (April 3 workshop), bird city application, and air quality monitoring. No board action was taken; the report was received for information. Discussion of an Agreement between SJP Monocacy Investors, LLC and the City for the Deferral of Lindley Road Construction - Staff presented a request to defer the construction of a portion of Lindley Road (from East Parkway to the East Church subdivision) until development of Lot 7 in the EastPark subdivision. The planning commission approved a preliminary plat in 2022 and recommended the deferral. The draft agreement would require the road to be built upon the earliest of: recordation of final plat for Lot 7 or approval of a final site plan for Lot 7. Staff recommended adding a condition that the city could request completion at any time. The applicant opposed this condition, arguing it would defeat the purpose of deferral and create financial uncertainty. The applicant offered to tie the trigger to the development of Lot 7, which represents half the property value ($4 million). Public comments from two East Church residents (Margaret Percario and Lynn Mantello) opposed the road extension itself, citing safety and traffic concerns. Board members discussed the condition: some favored retaining the city's ability to call for the road, while others questioned the lack of public process if the city were to unilaterally request construction. Staff noted that deferral agreements typically allow administrative decisions. The board did not reach a final decision but directed staff to refine the language, possibly adding a time limit (e.g., 10 years) or requiring board approval to end the deferral. The consensus was to move forward with the deferral but with ongoing discussion on conditions. Discussion of the Fee to be Paid in Lieu of Parkland Dedication for The Woods Townhouse Development - Staff presented a request to set the fee in lieu of parkland dedication for an 11-unit townhouse project (The Woods) on Baughmans Lane. The required dedication is 0.12 acres, but the site is only 1.38 acres with no viable park space. The applicant provided an appraisal of $12,650 (about $2.30 per square foot) for the fee. Staff noted that the fee is used to acquire or improve parkland. Alderman Shackelford expressed frustration that the fee ($12,650 total for 11 units) is too low and that the city has accumulated millions in such fees without effectively spending them. Staff clarified that the fee could be used to pay off debt for Westside Regional Park. No vote was taken; the board will consider the fee at a future meeting. The developer did not offer additional comment. Public Comments & Testimony - Margaret Percario and Lynn Mantello (East Church residents) spoke against the Lindley Road extension, arguing it would increase traffic, endanger pedestrians and children, and contradict the original traffic-calming design of the East Church neighborhood. They stated the road is unnecessary and would prioritize convenience over safety. They urged the city to reconsider the comprehensive plan designation. Key Outcomes - No formal votes were taken; the workshop was for discussion and direction to staff. - On the Lindley Road deferral, the board expressed general support for the deferral but asked staff to refine the trigger condition, potentially including a time limit or requiring board approval to lift the deferral. The matter will return to the board for further discussion. - On the parkland fee, the board acknowledged the appraisal but raised concerns about the low fee amount and the overall effectiveness of the fee-in-lieu program. No decision was made; staff will continue to work on the matter. - The 2023 Sustainability Annual Report was received and discussed; no action required.

The City of Frederick Planning Commission held a workshop on March 18, 2024, at 2:00 PM in City Hall. The workshop covered six items: architectural review for Belle Air Farm, a final plat for Sycamore Springs (Addition to Barrick), a final site plan and forest conservation plan for 57 Thomas Johnson Drive Apartments (7615 Hayward Road), a final site plan for Rose Hill Carriage House, a final site plan and forest conservation plan for Patrick East Self Storage, and a presentation on a forthcoming text amendment to Section 721 (Forest Conservation). No formal votes were taken; the workshop was devoted to discussion by commissioners, staff, and applicants. No members of the public offered testimony. Belle Air Farm – Architectural Review (PC14-640-06PND) - Applicant (Ryan Homes, represented by project representative) presented four new townhome floor plans (Myers, Bainbridge, Saxton, Taylor) with interchangeable front elevations, designed to accommodate 2×6 exterior walls for improved energy efficiency in anticipation of a 2024 code update. - New features: stone veneer that varies in height (from bottom of second‑floor windows to third‑floor windows) and accent board‑and‑batten siding on front facades. Rear elevations include recessed outdoor living areas (decks) with side walls for privacy. - Commissioner Strawson clarified that the strip elevations approved in this package are fixed; homebuyers cannot choose different levels of stone or siding. Staff noted that the units are being reduced in width from 22 feet to 20 feet (previously approved wider units are already built). No public comment. Discussion concluded without need for additional action. Sycamore Springs – Final Plat, Addition to Barrick (PC23-1044FSU) - Applicant (Jonathan Pembroke, Alshman Properties; Chris Mariga, Harris Smariga & Associates) presented a resubdivision of an existing estate lot within the Sycamore Springs project. The lot currently has a panhandle access to Rocky Springs Road; the plan reconfigures the parcel to eliminate the panhandle once Shenandoah Drive is built, relocating the driveway to that new street. - The reconfiguration gives the city more room for MS4‑related stream mitigation and A‑4 station plantings within an adjacent park. Commissioner Strawson asked why the change is needed; the applicant explained it allows integration of the panhandle into future park and HOA‑open‑space plats, reducing administrative steps. Staff noted the subdivision is a residential resubdivision requiring planning commission approval, but the land swap is largely form over substance; the key is to time the park dedication correctly. No public comment. Discussion closed with staff and applicant agreeing to coordinate the procedural sequence. 7615 Hayward Road (57 Thomas Johnson Drive Apartments) – Final Site Plan & Forest Conservation Plan (PC23-1417FSI, PC23-1418FSCB) - Attorney Bruce Dean (McCurdy & Dean) introduced the project: three four‑story buildings with 112 multifamily units on about 5.5 acres in the PB (Professional Business) zoning district. The Zoning Board of Appeals (ZBA) unanimously approved a conditional use in December 2023. Dean emphasized that multifamily housing is permitted in PB if certain conditions are met (continuous pedestrian infrastructure, active/passive amenities, harmony with comprehensive plan). - Applicant Andrew Welker (Oshman Properties) detailed the site design: three buildings (each 49,512 sq. ft., footprint 13,127 sq. ft.) arranged around a motor court. All main entrances face inward. Pedestrian connections: a tree‑lined pathway linking the existing sidewalk from Frederick Mutual Insurance building through the site, and a connection to Amber Drive. Two amenity spaces: a passive pocket park along the pathway and an active multi‑use sport court set away from adjacent townhomes to reduce noise. - One modification sought: a lighting modification to allow a 0.2 foot‑candle spillage over property lines (city code requires 0.0). Applicant argued the 0.2 spill is into public rights‑of‑way or shared drives, not onto residential neighbors; they also noted that landscaping (six‑foot hedges, trees) is not accounted for in the lighting model. Staff commented that the modification is still under review. - Public comments: received, but no one spoke at the workshop. Applicant addressed concerns: forest conservation fee‑in‑lieu (only about 4,855 sq. ft. of afforestation required after street‑tree credits, which is below a viable forest threshold; the site will actually plant 145 trees vs. required 82); park fee‑in‑lieu (considered infill, with access to Amber Meadows park and school fields); pedestrian safety (sidewalks exist along Amber Drive and a cut‑through to Monocacy Middle/Elementary School). - Height of buildings: 54 feet (below 65‑foot maximum). Commissioner Strawson noted the site is higher than adjacent townhomes; applicant acknowledged but said existing white pines and a new Level 2 buffer (evergreen hedgerow) will help mitigate. Commissioner Beattie asked about MPDUs; applicant explained they will pay the fee in lieu, targeting renters at 80–120% AMI (attainable but not affordable housing). - Staff noted the access issue: code requires a second access to a public street or an easement through adjacent property. Currently the site has one access to Hayward Road; a shared drive to the Frederick Mutual building exists but is not secured by easement. Staff said the applicant may need either an easement or a modification. Commissioner Strawson clarified that the existing drive off Thomas Johnson Drive is not part of this site. - No vote taken; workshop discussion concluded with applicant and staff to continue working on the access and lighting issues. Rose Hill Carriage House – Final Site Plan (PC23-313FSI) - Applicant Eric Auzer (Triad Engineering) presented a new carriage house at Rose Hill Community Park. The old carriage house will be retained and converted to a pavilion. The new building will include two restrooms, a storage area, and a presentation room. Stormwater will be managed via two rain gardens. New sidewalks and utility connections will be added. Some brick‑paver overflow parking area will be removed to accommodate the improvements. - Commissioner Strawson noted that the rear wall of the building appears to exceed 20 feet without windows, which may require a modification (the code restricts solid walls over 20 feet). Staff said the issue will be addressed with the architect; if a window cannot be added, a modification will be needed. - Staff added that they are awaiting archaeological comments and APFO exemptions. No public comment. Discussion closed. Patrick East Self Storage – Final Site Plan & Forest Conservation Plan (PC23-807FSI, PC23-808FSCB) - Applicant Luke Zower (Harris Smariga & Associates) presented a 1.2‑acre leased area behind the McDonald’s on Patrick East, the last undeveloped parcel in the Patrick East Business Center. Six storage buildings in two phases, accessed via a gated private drive from Gateway East. The site is in a quarry zone of influence (no known sinkholes). - Modification requested: reduce parking from the code‑required 22 spaces to 7 spaces, because storage facilities have very low traffic (people load/unload and leave). Applicant argued the reduction keeps the site compact and minimizes impervious surface. Commissioner Strawson asked for data; applicant cited experience with other city storage projects and the nature of the use. - Forest conservation: the requirement is under 10,000 sq. ft., and applicant proposes a fee‑in‑lieu because street‑tree credits are not applicable (access via private drive). - Staff noted they are still finalizing stormwater design with the city engineer (Rick Alby) but confirmed issues are minor. Fencing: eight‑foot black chain‑link with vinyl slats; no barbed wire. Commissioner Strawson asked about fence requirements; staff said there are none beyond security. No public comment. Discussion concluded. Text Amendment – Section 721 Forest Conservation (PC24-224ZTA) - Staff (Pam Reppert) gave a presentation on the current forest conservation ordinance and the upcoming text amendment, which is driven primarily by two new Maryland Senate Bills. The amendment will be presented at the next workshop for discussion and potential action. Staff reviewed the forest conservation process: thresholds, exemptions, mitigation priorities (on‑site, off‑site, landscape credits, fee‑in‑lieu), and the various plan types (forest stand delineation, preliminary plan, final plan). - Commissioner Strawson asked if the amendment addresses only state law changes or also operational improvements; staff confirmed it will include both. Commissioner Strawson requested that future presentation also highlight what works and doesn’t work in the current process. No public comment. Workshop ended.

The Mayor and Board of Aldermen (MBA) held a Business Meeting and Workshop on March 13, 2024, at 3:00 p.m. in City Hall. The meeting covered routine approvals and three major workshop items: state approval for automated enforcement cameras on Route 26, a memorandum of understanding with a developer for road improvements on Shookstown Road, and proposed revisions to the employee compensation policy. No public comments were made on any of the agenda items. Consent Calendar - Approval of Minutes (February 28, 2024): Passed unanimously (4-0) on a motion by Alderman Shackleford, seconded by Alderman Russell. - Grant Approval – Continuum of Care Program Agreement with HUD: Approved as part of the consent calendar without separate discussion. Workshop Discussion Items - 1. Automated Enforcement (Red Light Cameras) on Route 26 - Lieutenant Justin Thomas of the Frederick Police Department presented the status of the project. The State Highway Administration (SHA) approved four of eight possible approaches for red light cameras at two intersections (Route 26 at Warners Mill Road, Routzhan’s Way, and Monocacy Boulevard). The approved approaches are: southbound Warners Mill Road, eastbound Route 26 at Routzhan’s Way, southbound Monocacy Boulevard, and westbound Route 26 at Monocacy Boulevard. - The vendor requires five cameras to cover all lanes. At $4,400 per month per camera, the total annual increase to the automated enforcement budget would be $264,000. The installation is projected for June 2024, with costs covered by existing program revenue and to be formalized in the fiscal 2025 budget. The board gave concurrence to proceed without a separate public hearing; a formal notice to proceed will be prepared. - 2. Memorandum of Understanding with Gambrill View Development LLC for Shookstown Road Improvements - City staff presented a draft MOU for engineering design and construction of approximately 900 linear feet of Shookstown Road east of Kemp Lane (CIP320043). The developer would install curb and gutter, water, sewer, street lighting, and storm drainage on the south side. Sidewalk is not included on that side due to right-of-way issues; the city is negotiating for a sidewalk easement. The design is expected to take one to two months, with construction from August through November 2024, opening in December. The board expressed support for the arrangement, noting the benefit of coordinated construction and savings on mobilization. - 3. Proposed Revisions to Employee Compensation Policy - Karen Paulson, Director of Human Resources, outlined three proposed changes: 1. New Hire Compensation Approval Authority: Current policy allows the HR director to approve offers up to 10% above the hiring rate minimum; offers over 10% require Board approval. The board directed increasing the threshold to 25%, after which Board approval would still be required. Staff will draft revised language accordingly. 2. Relocation Assistance and Hiring Bonuses: The policy currently lacks language on these tools. The board discussed whether to specify a maximum dollar amount (vs. a percentage of salary) and whether to require such offers to be advertised upfront or used flexibly during negotiations. The consensus was to ask staff to research and recommend a maximum flat dollar amount (e.g., $5,000 or $10,000), with flexibility for HR to offer up to that amount at any stage of hiring (initial posting, re-posting, or negotiation). Equity concerns were raised, and staff will also provide information on equitable implementation. 3. Out-of-Title Pay: Current policy requires an employee to perform higher-graded duties for 91 days before receiving enhanced pay. The proposal reduces the waiting period to 30 days, with pay retroactive to day one. The board unanimously supported this change and directed staff to incorporate it. Key Outcomes - Automated Enforcement: Board concurred to move forward with five red light cameras on Route 26, with installation expected by June 2024 and costs absorbed in the FY25 budget. Formal notice to proceed to be prepared. - Shookstown Road MOU: Board expressed support for the MOU; staff will proceed with finalizing the agreement. - Compensation Policy: Board provided clear direction on all three revisions: (1) increase the new hire compensation approval threshold to 25% (Board approval required above that); (2) add language for relocation/hiring bonuses with a maximum flat dollar amount to be researched by staff; (3) reduce out-of-title pay eligibility from 91 to 30 days, retroactive to day one. Staff will draft policy amendments for formal adoption at a future public meeting. - Adjournment: No further business. The meeting adjourned after elected officials’ comments, including a mention of a 31st wedding anniversary.

The Frederick Planning Commission met on March 11, 2024, at 6:00 PM in City Hall. The meeting included approval of previous minutes, an architectural review for a townhouse development in Sycamore Ridge, a fence modification request at 324 Heather Ridge Drive, and a recommendation on the Let's Move Frederick transportation plan. The Capital Improvements Program (CIP) discussion was postponed to a future meeting. All votes were unanimous. Public Comments & Testimony - Hannah Nickerson (415 Sherman Avenue, speaking on behalf of East Frederick Rising) expressed support for the Let's Move Frederick plan, emphasizing the importance of sustainable transportation, reducing climate pollution, and connecting with state climate goals. She also noted that removing minimum parking requirements is becoming a standard practice in urban design. Discussion Items - Sycamore Ridge Architectural Review (PC16-436-08PND): The applicant, Lennar Homes, requested approval of architectural elevations for the Devonshire model townhouse units in the second phase of the Sycamore Ridge Planned Neighborhood Development. Staff found the elevations complied with Section 604 of the Land Management Code and the approved design booklet. The applicant demonstrated compliance with five of the required design elements. No public comments were received. The commission unanimously approved the motion. - Fence Modification (PC23-1410PCM, 324 Heather Ridge Drive): The applicant, Vincent Harrington, sought a modification to Section 821 of the Land Management Code to retain a six-foot-high fence that extends past the front façade of his duplex dwelling. The fence replaced a decayed one that had been permitted but built incorrectly. Staff and the Frederick Police Department supported the modification, finding it met all criteria in Sections 309 and 821. The fence is located on a unique lot with multiple private drives. The applicant stated neighbors were pleased with the replacement. The commission unanimously approved the modification. - Let's Move Frederick: Staff presented updates to the draft transportation plan, including an executive summary, refined pedestrian project costs, and stronger language on parking minimums. Commissioner Beattie expressed concern that reducing minimum parking requirements should be studied more comprehensively before implementation, particularly in light of current infill development projects. A motion was made to recommend adoption of the plan with the additional recommendation that the parking minimum changes be studied in conjunction with infill development before any changes. The motion passed unanimously. Key Outcomes - Approved: Minutes from February 12, February 20, and March 8, 2024, meetings (unanimous). - Approved: Architectural elevations for the Devonshire townhouse units in Sycamore Ridge (unanimous). - Approved: Fence modification at 324 Heather Ridge Drive to allow a fence beyond the front façade (unanimous). - Recommended to Mayor and Board of Aldermen: Adoption of Let's Move Frederick, with a recommendation that minimum parking requirement changes be studied further in the context of current and imminent infill development projects (unanimous). - Postponed: Discussion of the FY2025-2030 Capital Improvements Program (CIP) to a future meeting, as Alderman McShane recused himself from the vote. Announcements - The Citywide Planning Department Community Outreach Meeting will be held on March 18, 2024, at 6:00 PM at City Hall. - The next Planning Commission Workshop is scheduled for March 18, 2024, at 2:00 PM.

This pre-Planning Commission (PC) meeting was held on March 8, 2024, at 3:00 PM to review items on the upcoming March 11, 2024, Planning Commission hearing agenda. The meeting was chaired by Ron (acting chair in the absence of the other two chairs) and attended by commissioners Sherry, David, Gabriel, and Dorothy. Staff members included Gabriel and David. The meeting covered the consent calendar, a fence modification request, a formal recommendation for the "Let's Move Frederick" policy plan, and updates on the Capital Improvement Program (CIP). Key discussions focused on the scope of the recommendation vote and the need for a streets master plan. Consent Calendar - The minutes from the previous meeting were listed as a routine action item for approval on March 11. Discussion Items - Architectural Review for Sycamore Ridge (Sherry’s project): Sherry reported no updates since the workshop. A photo illustration requested by Joan had not been obtained, but the applicant’s booklet was deemed sufficient. No questions from the commission. - Fence Modification for 324 Heather Ridge Drive: This request (to place a fence beyond the front facade of a dwelling) was discussed at the prior workshop. The lot has a unique layout relative to a private drive. Staff recommends approval without conditions. The applicant’s fence contractor indicated the property owner would attend the March 11 hearing. - Let’s Move Frederick Plan: David presented updates to Draft 7, including an executive summary, additional language on parking policy challenges, updated sidewalk project lists in the appendix, and modifications to pedestrian project dollar amounts. The Planning Commission does not have a legislated role in this policy document, but staff recommends providing input to the Mayor and Board. Gabriel outlined options for the commission’s recommendation: a simple approval/disapproval, a conditional recommendation, or a decision to postpone the vote until April to allow for drafting of specific language. The commission discussed the possibility of taking a straw poll on March 11 and then voting on a formal letter in April. Commissioners expressed appreciation for this flexibility. - Capital Improvement Program (CIP) and Streets Master Plan: Gabriel shared updated maps for major road improvements. The discussion included a need for a streets master plan as a separate planning effort (not a CIP project) to evaluate future road connections and infill infrastructure. Commissioner Ron raised the topic of a smart traffic system analysis, which had been discussed in previous years. David noted a grant application for sensor-controlled traffic signaling on 7th Street was not funded and that current signal systems are camera-based but not networked. The group considered recommending that the Mayor and Board study a smart traffic system as part of a broader streets master plan. Ron agreed to draft language for the March 11 meeting. Key Outcomes - No formal votes were taken at this pre-meeting; the commission is preparing for the March 11 hearing. - For the Let’s Move Frederick plan, the commission will discuss on March 11 and may either vote on a recommendation or postpone a formal vote to April to allow for written language. - For the CIP, the commission will consider incorporating a recommendation to initiate a streets master plan and a study of smart traffic systems. - The fence modification will be heard on March 11 with staff’s recommendation of approval. - The architectural review for Sycamore Ridge will proceed as presented.

The City of Frederick Mayor and Board of Aldermen held a public meeting on March 7, 2024, beginning at 7:00 PM. The meeting included a proclamation for Irish Heritage Month, reappointments to the Parks and Recreation Commission, public comments addressing traffic safety and sidewalk repairs, approval of a consent agenda, and a public hearing covering multiple purchases and agreements. Notable discussions focused on Jefferson Street traffic crashes and a deferral agreement for the Maryland Deaf Community Center. Presentations/Proclamations - Mayor Michael O'Connor proclaimed March 2024 as Irish American Heritage Month in Frederick, recognizing the contributions of Irish Americans. Kevin Quinn and Bruce Hope of the Ancient Order of Hibernians accepted the proclamation. Appointments - The Board unanimously (4-0) reappointed Seth Pollock to the Parks and Recreation Commission for a term from March 19, 2024, to March 18, 2027. - The Board unanimously (4-0) reappointed Joe Baldi to the Parks and Recreation Commission for a term from March 19, 2024, to March 18, 2027. Public Comments & Testimony - Scott Adkins (resident of South Jefferson Street): Reported a hit-and-run crash on March 6, 2024, that totaled his wife's car and his parents' car, the third vehicle his parents have lost in three years. He urged immediate traffic calming measures and questioned the lack of city traffic cameras on a street with 49 accidents in five years. - Karen Lazurie (South Jefferson Street resident): Expressed concern after her car was totaled in a previous crash. She now parks blocks away to avoid damage but must cross the dangerous intersection of Jefferson and Patrick with her 17-month-old child. She requested near-term solutions. - Josh Faust (South Jefferson Street resident): Cited 16 totaled vehicles on a 300-foot block. He criticized the Frederick Police Department for not prioritizing the intersection, noting an officer said it was "not even in our top 10" and that they "don't want to sit their patrol cars in parking lots." He called for funding long-term traffic calming improvements instead of a 9% police budget increase. - Robert Cambick (South Jefferson Street resident): Emphasized the danger from southbound traffic at the Patrick Street intersection, stating that without both northbound and southbound measures, it is "predictable and inevitable" that a child will be injured. - Tanya Rabe (property manager, Harwich HOA): Objected to the city's demand that the HOA repair sidewalks within 60 days at its own expense, arguing the city should pay for damage caused by city-owned tree roots. She said the city's contractor began work without proper notice, creating unsafe conditions for pedestrians. - John Ammerman (Riggs Court resident): Supported Tanya Rabe, stating the HOA was surprised to learn they own the perimeter sidewalks. He complained about a 60-day ultimatum from a city worker and questioned why cities like Walkersville pay for sidewalk repairs while Frederick shifts costs to residents. - Janine Stewart (parent and community advocate): Encouraged the Board to support House Bill 1257 on restorative practices, praising Frederick's community-building efforts. She invited officials to a future mental health wellness summit. Consent Calendar - The Board unanimously (4-0) approved the following grants under the consent agenda: 1. Approval of a grant agreement with the Maryland Department of Housing and Community Development for a Façade Improvement Grant in the amount of $100,000. 2. Approval of a grant agreement with the Maryland Department of Housing and Community Development for a Community Legacy Historic Building Improvement Program Grant. 3. Approval of a First Amendment to the Memorandum of Understanding with Maryland State Highway Administration for Extension of Funding for the East Street Rails with Trails Phase 2. Discussion Items - Purchase: Compost Pilot Marketing – Sustainability Manager Jenny Willoughby presented an agreement with Gavin Communications LLC for up to $63,900 for marketing and outreach for the city's residential compost pilot program, funded by a grant. Alderwoman Kazemchak noted the MWBE exemption form was blank but appreciated the staff's explanation; the contract was approved 4-0. - Purchase: 40 West Booster Station Design – Project Manager Ron Wingfield presented an agreement with GHD for up to $426,046 (plus purchase order of $466,046) for design services. The approved followed a discussion on MWBE outreach; the contract was approved 4-0. - Purchase: Linganore Water Treatment Plant Study – Ron Wingfield presented an agreement with WRA for up to $276,796.88 to conduct an engineering alternatives study for retrofit or reconstruction. The contract was approved 4-0. - Purchase: Traveling Water Screen Repairs – Water Superintendent Craig Lambert sought approval for a Special Ordinance (S-24-07) to use $110,000 from fund balance for repairs to the traveling water screen at the Linganore Water Treatment Plant, and a purchase order to Atlas-SSI, Inc. Mayor O'Connor noted the screen is critical, providing 56% of the city's water supply. The Special Ordinance was approved 4-0, and the purchase order was approved 4-0. - Agreement: Maryland Deaf Community Center Deferral – Planner Sharon Sarres presented a deferral agreement for frontage improvements at 720 N East Street. The Maryland Deaf Community Center will delay improvements until the city undertakes the East Street redesign or Rails with Trails project, then install enhanced improvements. Laurie Bonheio expressed appreciation. Alderman McShane recused himself due to contractual work. The agreement was approved 3-0. - Agreement: Golden Mile Alliance MOU – Economic Development's Mary Ford Neal presented a Memorandum of Understanding with the Golden Mile Alliance to provide funding for FY24-FY26 and expand community programming. William Trott, Vice President of the Alliance, thanked the Board. The MOU was approved 4-0. - Agreement: Shookstown Road Design – Sam Downs from Engineering presented an agreement with Fox & Associates for design services on Shookstown Road between Baughman's Lane and Montevue Lane. The project will bring the street up to current city standards with sidewalks, curbs, and storm drains. An MWBE exemption form was included but blank in the backup; staff clarified it was signed. The agreement was approved 4-0. Key Outcomes - All appointments, consent agenda items, purchases, and agreements were approved unanimously (4-0 or 3-0 where applicable). - The Board directed staff to address concerns raised during public comments about Jefferson Street traffic safety, with short-term engineering solutions already in progress and a community meeting held on February 27, 2024. - Staff acknowledged a glitch in the Granicus system causing some MWBE forms to appear blank in the app despite being signed; the issue will be investigated. - Alderman McShane offered a personal tribute to his grandmother, Dolores Johnson, who passed away at age 100, and received condolences from the Board. - Deputy Director Tracy Coleman thanked city crews for quickly repairing a major water main break on 7th Street, with repaving scheduled for the following day.

This was a training session for the Historic Preservation Commission (HPC) of Frederick, Maryland, held on February 29, 2024, from approximately 3:45 PM. The session covered legal and procedural aspects of the commission's role, including quasi-judicial decision-making, ethical obligations, open meetings requirements, and guidance on evaluating contributing versus non-contributing historic resources. No applications were heard or voted on. Quasi-Judicial Role and Defensible Decisions - Assistant City Attorneys Scott Waxter and Iris Annan led the training. - Waxter emphasized that the HPC acts in a quasi-judicial capacity, meaning decisions can be appealed to circuit court. He stressed that the commission's decisions must be defensible: no error of law and supported by substantial evidence in the record. - A decision is upheld if a reasonable mind could reach the same conclusion from the facts. Waxter advised commissioners to cite specific findings from the guidelines, staff reports, or site visits when making motions, especially for denials. Fair Proceedings and Cross-Examination - Waxter explained the requirement for public notice, opportunity for applicants to present, public comment, and cross-examination. Any member of the public may request to cross-examine a witness during the hearing, and failing to ask at that time waives the right. - The chairperson may reasonably limit cross-examination time and prevent harassment, with attorneys available to intervene. Ex Parte Communications and Conflict of Interest - Annan defined ex parte communications as any discussion about a pending case with an outside party (including applicants, neighbors, or the public) outside the public hearing. Commissioners must avoid such communications and disclose any that occur at the earliest opportunity. - Conflict of interest extends beyond statutory relatives (spouse, parent, child, sibling) to situations with friends, neighbors, or any relationship that could impair impartiality. Commissioners must recuse themselves and leave the room if conflicted. - Waxter noted that commissioners cannot use their office for personal gain (e.g., discounts) and must be cautious about speaking publicly as HPC members on unrelated city matters. Open Meetings Act and Deliberations - Waxter outlined that the Open Meetings Act requires public meetings, advance notice, agendas, and minutes. Discussions among a quorum about public business must occur in public; serial electronic communications (email chains, text threads) can violate the act if they simulate a meeting. - Commissioners may have one-on-one conversations about cases, but should not reach a final decision before the hearing. They must remain open to testimony and deliberation. Good Motion Making and Avoiding Improper Factors - Waxter cautioned against using subjective terms like "pretty" or "nice" in motions; decisions must be based on objective criteria from the guidelines. - Cost to the applicant is not a factor unless an economic hardship argument is formally made (rarely successful). Commissioners must ignore financial hardship pleas. - The HPC should not consider issues outside its purview, such as parking, building code compliance, or site plan details, unless they directly involve historic preservation. Building Code vs. Historic Preservation - Staff planner Christina noted that building code requirements take precedence over historic design recommendations when there is a genuine conflict (e.g., porch post sizes, accessibility). However, applicants must provide documentation from the building department to justify deviations. - Commissioners were reminded that building code matters are typically handled through staff-level administrative review, and the HPC should not condition approvals on code issues alone. Evaluating Contributing vs. Non-Contributing Resources - Christina and planner Sarah presented a visual training on how to determine if a property is contributing or non-contributing to the historic district, using National Register criteria. - Seven aspects of integrity: location, design, setting, materials, workmanship, feeling, and association. A resource must retain enough of these to help define the district. - Examples were shown of buildings that lost integrity due to vinyl siding, replacement windows, altered porches, or additions, making them non-contributing. Buildings that retain original form, materials, and features (even with some changes) may still be contributing. - The period of significance for the HPC is rolling 50 years; for the National Register district it is fixed at 1745–1946. Staff relies on the 2021 National Register update survey for current evaluations. Future Training - Christina announced an upcoming training in late March 2024 on archaeology, including a review of the city’s archaeological ordinance and a presentation from a local expert. - Additional training topics may be requested by commissioners. Key Outcomes - No votes or formal decisions were made. The session was purely educational. - Commissioners were reminded to avoid ex parte contacts, disclose conflicts, use proper motion language, and rely on integrity assessments when evaluating contributing/non-contributing status.

The Mayor and Board of Aldermen met for a Business Meeting and Workshop on February 28, 2024, at 3:00 PM. The meeting began with the Pledge of Allegiance, approval of minutes from February 14, 2024, and routine consent items. The main agenda item was a workshop discussion on a petition to annex the Christoff Property (57.16 acres on Opossumtown Pike) for R4 low-density residential development. The board held an extensive discussion on density, comprehensive plan alignment, infrastructure contributions, and community connectivity, but took no final action. The board directed staff to provide additional information and schedule a follow-up workshop within 4 to 6 weeks. Consent Calendar - Approval of Minutes: The minutes from February 14, 2024, were approved by a 5-0 vote. - Release of Sureties: A cash surety of $55,276.47 posted by One Eleven, LLC for improvements to the Fifth Street & Maxwell Avenue project was approved. - Grants: Three grants were approved unanimously: - Grant agreement with Maryland State Highway Administration for design of the Liberty Road Bridge Crossing (East Street Rails with Trails Phase 3). - Amendment to the grant agreement with Maryland Department of Transportation for Rails with Trails Phase 4 Design. - Grant agreement with Maryland Affordable Housing Trust. Public Comments - Heather Goddard, President of East Frederick Rising: Expressed support for form-based codes and urged the city to speed up the regulatory process. She commented on the proposed annexation, noting that the location of parkland across the street from the development might limit accessibility and that low-density zoning often produces expensive housing. She advocated for smaller, integrated parks and walkable communities aligned with the comprehensive plan’s vision. Discussion Items - Christoff Property Annexation: The board discussed a request to annex 57.16 acres on the southwest and northeast sides of Opossumtown Pike for residential development, with proposed R4 (Low Density Residential) zoning allowing up to 4 units per acre (approximately 228 units). Staff planner Gabrielle Collard presented the annexation plan, agreement, and resolution, outlining the proposed mix of single-family detached and attached units (townhouses), the extension of Reagan’s Road, dedication of 11 acres of parkland (plus an additional 5 acres on-site), and contributions to regional road infrastructure. Water, sewer, school, and public safety capacities were reviewed, with staff noting adequate capacity in schools after planned expansions and a need to amend water and sewer agreements. - Board Concerns: Several aldermen expressed that the R4 density is too low and inconsistent with the city’s comprehensive plan, which calls for higher densities and mixed-use development. They questioned why the city continues to annex properties at low density when the plan envisions moderate density (6-8 units/acre) and form-based codes. Alderman Russell asked whether setting a low density artificially limits developer contributions. Mayor O’Connor and staff emphasized that the comprehensive plan provides broad policies, and the specific density is chosen for compatibility with surrounding neighborhoods. - Petitioner Response: Bruce Dean, attorney for the property owner, argued that R4 is appropriate for the site given its location adjacent to lower-density developments and the need for a mix of housing types. He noted that the petition was filed under the previous comprehensive plan and that the net density will be higher (about 6 units/acre) once parkland, forest conservation, and roads are deducted via a Planned Neighborhood Development (PND). Representatives Chris Meriga and Chad Bond highlighted connectivity benefits: extension of Reagan’s Road, shared-use paths, and a water loop improving system redundancy. They stated that the $5,000 per unit road contribution figure was based on outdated city rates and agreed to revisit the fee based on updated cost estimates. - Regional Road Contribution Discussion: The $5,000 per unit fee was questioned; staff indicated that the city is developing new cost estimates for Christopher’s Crossing improvements and will propose an updated unit fee within a month. The applicant may receive credits for off-site improvements from the road contribution. - Planning Commission Recommendations: The 2021 Planning Commission recommendation included conditions such as on-site forest conservation and parkland dedication. Some conditions have been partially addressed, and staff will provide updated recommendations. Key Outcomes - No Final Decision: The board did not vote on the annexation; the workshop was informational. - Next Steps: The board directed staff to compile additional information and schedule a second workshop in approximately 4 to 6 weeks. Staff will provide: - A revised regional road contribution fee based on current cost estimates for Christopher’s Crossing improvements. - Updated maps showing zoning of surrounding properties. - Clarification on annexation conditions, including on-site parkland and forest conservation requirements. - Further analysis of density and land use options. - Consent Items Approved: All routine business items were approved unanimously.