November 7, 2017

Town of Brookeville
Planning Commission Meeting Minutes
Tuesday, November 7, 2017
7:00pm

Planning Commission Members:
Present: Andy Spagnolo, Stefan Syski, Harper Pryor,  and Fred Teal
Present during portions of the meeting: Garrett Anderson,
Absent:  Chris Scanlon and Miche Booz
Quorum present? Yes
Town Resident Present: Commissioner Sue Daley, Don DeWall, Iris Stratton, Todd Van Gelder
Others Present:  none 

Proceedings:  Meeting called to order at 7:30 p.m. by Chair, Andy Spagnolo

PERMIT APPROVALS:

  • 210 Market:  Tree removal and fence installation
    HAWP was approved at the 9/6/2017 HPC meeting for the tree removal and fence. Residents have removed the diseased tree already; tree removal permit will be signed retroactively.
    The Residents are proposing to erect a 4’ high wooden Gothic picket fence in the rear yard.   Todd Van Gelder, an adjacent property owner, has concerns about the fence.  Mr. Van Gelder wants to make sure the fence is set-back far enough from his property line so the existing trees and scrubs are not disturbed; the trees and shrubs are on the property line.  Mr. Van Gelder has not talked to the residents of 210 Market about the fence plans and was encouraged to speak with his neighbors.  The BPC did not do a site inspection due to the rain, and it is dark outside.
    Fence permit was not approved.

 

  • 106 Water: shed installation
  • HAWP was approved at the 10/11/2017 HPC meeting; 106 Water St is a non-contributing resource to the Brookeville Historic District.
    The Residents proposes a 12’ x 16’ Cape Cod-styled shed painted to match the house and with a green metal roof.  The shed will be behind the existing garage and will not be visible from the street.
    There was a discussion about the aesthetics of the proposed shed and the houses on Water Street having too many outbuilding, giving that area a jumbled look.
    Approval:  3 yes, 1 no.  BPC Chair signed the shed permit.

Streetscapes / Comprehensive Plan

The BPC discussed plans for eastern Market Street post-ByPass.  Harper Pryor will invite Tim Tamburrino, from MHT to the December or January BPC meeting to start a conversation about streetscape options.

Updates for the Comprehensive Plan will need to be scheduled at a Work Session and not at an open meeting.   The BPC spends the majority of the open meetings dealing with permit issues and cannot concentrate on what needs to occur to update the Comprehensive Plan.

Review of Maryland Open Meeting Act

A review of Maryland’s Open Meeting requirements was discussed:  keeping of minutes, Open vs. Closed meetings, what needs to occur to close a session, and the timeline for posting agendas especially when a permit is being reviewed.

Meeting adjourned at 9:34p.m.

Cate McDonald, Town Clerk

October 9, 2017 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
Monday, October 9, 2017
7:00pm

Commissioner:
Present:  Buck Bartley, Sue Daley, and Jeff Johnson
Absent:  none
Quorum present? Yes

present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon
Town Residents: Bill Gaskill, Maggie Kay, Fiona Kay, Sandy and Duane Heiler
Others: none

Proceedings:
 Meeting called to order at 7:00 p.m. by Commissioner Sue Daley.

Open forum for Town Residents:  no Residents opted to make comments.

ROUTINE TOWN BUSINESS:
Minutes:  The September Meeting minutes were approved.

Academy Rental Update:  The Events Manager is representing the Town at Community Night tonight.

TOWN OPERATIONS:

  • The on-line Resident directory was previewed by the Commissioner.  The Commissioners also viewed the recent professional photos that were taken and made comments and suggestions about the direction of this project.
  • Town Lawyer: The Town Commissioners will formulate questions about how to updates the Town’s Charter in preparation for meeting with the Town Lawyer.
  • Bulk Trash:  the roll off contract was signed by Commissioner Daley.  The roll-off will be available to Town Residents October 27 – November 6, 2017.  Curbside bulk trash collection is scheduled for Nov. 1, contracted out to Our House.
  • Snow Removal contact for 2017-2018 was reviewed and signed by Commissioner Daley
  • Bagged leaf collection will be Nov 1.  There will be another bagged leaf collection later in November, pending scheduling with Our House

TOWN PROPERTY:
Academy

  • Acoustics:  Sandy Heiler’s son consulted with the Academy Managers about ways to make the acoustic more appealing.  The Academy Manager wants to know if the Commissioners want to move forward with making the acoustic better in the Academy.  She could ask MHT for assistance, but they may request an inside easement.  The 3 Commissioners agreed to allow the Academy Manager spending up to $1,500 for consultation on the Academy’s acoustics.
  • Refrigerator:  the Academy Manager presented product information for 2 refrigerators being considered (one model with an ice maker, one model without an ice maker).  Both refrigerators are approx. $2K.  The Commissioners preferred the model without an ice maker.
  • Electric:  no major electrical worked is planned; just upgrade to GFI breakers
  • Microwave:  needs to be mounted on a shelf.

Schoolhouse:

  • HAWP has been submitted for the fence and brick patio installation.
  • Brick sidewalk:  the Resident at 209 Market requested that the brick sidewalk in front of her house be repaired or replaced.  The Property Manager will take a look; maybe some of the bricks can be replaced.
  • No new information about the Eagle Scout Service Project.

Streetlights:   Town owned lights

  • Damaged cast-iron streetlight in front of 308 Market:  the quote for replacement is $15,347.   Commissioner Bartley wanted to know what happens if the Town does not replace this light.  The Town Clerk will ask this question to LGIT and report back to the Commissioners.
  • Streetlight at the Schoolhouse parking pad has been relocated
  • High Street lights:  the sensor on the light in front of the Academy is failing and needs to be replaced.  The streetlight in front of the church has a different light bulb than the others in Town
  • Market Streetlights:  2 lights are out.  The one in front of the Heritage’s is Pepco issue, and the Property Manager will contact Pepco to come out to check the wiring.  The access panel on the light pole in front of the Montgomery’s needs to be replaced.  The light in front of Yinger’s needs a new sensor.

Roadways:

2 quotes for the installation of tar & chip for North Street were reviewed and discussed.  The Town would need CPH to come and stake out the areas that would need to be regraded in addition to the grading and tar & chip.  Estimated cost for North Street to be covered in tar & chip = $30K ($12,300 for grading, $11,800 for tar & chip, plus staking cost).  The Property Manager will ask for a preliminary consultation with HPC to change the road surface.

Other Business:

  • Next SHA meeting is unknown.
  • Next BPC meeting – Tuesday, November 7
  • Next Commissioners Meeting – Monday, November 13
  • Flag: 2 flags were ripped in a recent storm.  There was a discussion about when the flags are put up next year having them only on one side of the street and the need for longer poles.
  • The Cub Scouts who use the Academy for meetings will be in Town Oct. 15 for a fall clean-up around town.
  • Financial:  the budget was reviewed.  There was a discussion about the decrease in taxes and maintaining the reserves.   The questions that needs to be considered is what level of reserves does the Town need to maintain.
  • TBBP:  Commissioner Daley signed the TBBP for Scanlon (tree removal) and Haris (shed & barn installation).
  • The Commissioners authorized the Property Manager to spend up to $2,300 for a new refrigerator.

The meeting adjourned at 8:24pm
Cate McDonald
Town Clerk

September 11, 2017

Town of Brookeville
Commissioners Meeting Minutes
Monday, September 11, 2017
7:00pm

Commissioner:
Present:  Buck Bartley, Sue Daley, and Jeff Johnson
Absent:  none
Quorum present? Yes

present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon, Treasurer Susan Johnson, and Events Manager Brooke Curley
Town Residents: Rebecca Yount; Bill Gaskill
Others: Terri Hogan

Proceedings:
 Meeting called to order at 7:00 p.m. by Commissioner Sue Daley.

Open forum:

  • .Rebecca Yount, the property owner of 104 Water, addressed the Commissioner with the following comments:  it has come to Dr. Yount’s attention that her property and the adjacent property of 301 Market were reported for code violation to MoCo.   She learned the exact code violations for her property by calling 311.  She does not have a problem with someone reporting the code violations if the violations are valid.  She does not have concerns about how her tenants chose to decorate the property, etc.… only concerned with the code violations.  Dr. Yount also asked the status of the permit for 301 Market’s barn and shed.  She says she has not been getting updates from the BPC regarding the permit process.  There was a discussion about the permit, setbacks, and the ingress / egress easement on her property.  Dr. Yount requested a copy of all TBBP be submitted prior to the next BPC meeting on October 3, 2017, in a timely manner to review.

 

ROUTINE TOWN BUSINESS: 

Minutes:  The July Meeting minutes were approved, as edited.

Financial:  The Town’s financial reports were emailed prior to the meeting for review.

The cost of QuickBooks Online is increasing to $50 per month.    The Treasurer will look at options to get a discount with Costco and other sources.

The projected Income Tax Revenue from the State should be correct.

Academy Rental Update:
The Events Manager reports that the Academy is busy with activities every night of the weeknight with a drama class, Scouts, Hebrew School and lecture series.

Brooke is working on a flyer to post advertising the Academy.

There was a discussion about the need of photos of Town and Academy for the website and promotional material for rentals.  Luca Casareto, Ikona Photography, will be contacted to take pictures.

The Events Manager was asked to organize some activities for Town Residents to get together, like an ice cream social.

TOWN OPERATIONS:

  • Codifying/organize Brookeville Ordinances:  the commissioners will make an appointment with the lawyer to get this process of updating the Town Charter and ordinances started
  • BPC: the September 5th meeting of the BPC was recapped.
  • Fall clean-up/Dumpster location:  the dumpster will be made available to Town Residents this Fall at the Schoolhouse parking pad.  The Town Clerk will contact Our House to organize curbside pickup of items to Residents who sign up in advance while the dumpster is in Town.
  • There will be 2 bagged leaf collections this year.  Our House will be contacted about handling the collection.

TOWN PROPERTY: 

AcademyProperty Manager Reports

  • Academy Roof:  this project is on hold.  Property Manager is waiting to hear back from MHT about the roof and the lawn project.
  • Kitchen:  the donated microwave is an under the counter model; a shelf will need to be built in the kitchen.  GFI and a new refrigerator are still needed.

 

Schoolhouse: Property Manager Reports

  • Floor refinishing and painting is needed
  • What to do with the exterior sign?
  • Eagle Scout: clearing the lot and creating a path.  This is a work in progress.  The Eagle Scout will be meeting with Heritage Montgomery and Sandy Heiler to discuss the project on Sept. 21.

 

Streetlights:   Dennis Bogin has been coming on Saturday’s to work on the Town-owned streetlights.

Mr. Bogin gave an estimate of $18K to replace the streetlight that was run down in front of 308 Market.  Property Manager will have Mr. Bogin break the quote down before it is submitted to the insurance company.

Roadways:

  • Property Manager is meeting with a contractor tomorrow about tar & chip.  CPH may have to be contracted to stake out the roadway reshaping according to topo survey that was done and supervise the reshaping of the roadways.
  • SerraStone: $1,500 per day quote to temper per day on the gravel roads.  The Property Manager will try to find out who was MoCo contractor for Brookeville Road, which was resurfaced to tar & chip several years ago.
  • The patchwork recently is done on eastern Marker St. washed away with a recent rain storm.  The Property Manager is getting more quotes to repair eastern Market St; work is estimated to be complete before winter.  There are no current plans to replace the speed bumps.

Other Business:

Other Business: 

  •            Next SHA meeting is unknown.
  • Next BPC meeting – Tuesday, October 3
  • Next Commissioners Meeting – Monday, October 11.  The meeting will be held on Columbus Day.  The Events Manager will not be in attendance; she will be representing the Academy at Community Night.
  • Town picnic – September 17.  Set-up will start at 1pm.  Salem UMC will have supervised games and a crossing guard this year.
  • The auditor will be in the Town Office tomorrow conducting the annual fiscal audit.

The meeting adjourned at 8:38pm
Cate McDonald
Town Clerk