Hagerstown to reorganize Planning and Code Administration; adds developer liaison and moves permits to engineering

HAGERSTOWN, Md. — City staff proposed a reorganization of the Planning and Code Administration Department on April 1 that would move permits and inspections to the engineering department, create a Department of Planning and Economic Development, and create a new Housing and Community Development department.

The reorganization — described by staff as effective April 14 if implemented — moves the permits and inspections unit under the city engineer, renames that unit Engineering and Permits, and places the planning division under a newly named Department of Planning and Economic Development led by Jill Thompson. Neighborhood Services will move into a new Department of Housing and Community Development led by Amanda Grama.

Staff also proposed a new position, housing and development liaison, to act as a single point of contact for developers, contractors and small businesses. The presentation said Sue Kyler, a former neighborhood services inspector, would fill the liaison role and “proactively reach out with information” on permit requirements, inspections and early‑stage project needs to reduce what staff described as confusion in the development process.

Why it matters: staff said the changes aim to improve efficiency, customer service and cross‑department communication for new construction and rehabilitation projects. The liaison role would provide developers upfront guidance about required permits and inspections and help coordinate across departments so applicants receive clearer, earlier direction.

Council discussion and limits: council members uniformly praised the goal of improved customer service. Several members asked whether the liaison’s guidance could be documented in writing to provide “something in black and white” for applicants; staff said that is possible and suitable to work out during the implementation period. Council members also asked whether the liaison could enable projects to proceed when non‑life‑safety items remain outstanding; staff said that policy decisions about conditional occupancy will need to be made and standardized to avoid inconsistent practices.

Timing and oversight: staff said most position changes already approved remain in place; one planner position in the proposed budget is not yet separately authorized and would require council approval. Amanda Grama’s role will report to the presenting official (city administrator) to ensure leadership oversight. Staff said they will return quarterly after implementation with progress reports.

Background and next steps: the reorganization packet included an organizational chart. Staff said the change does not require a charter amendment and will begin implementation April 14, with quarterly updates to the council about progress and any operational issues.